Solar Eclipse Accounts Receivable. Release 9.0.3

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1 Solar Eclipse Accounts Receivable Release 9.0.3

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 14, 2017

3 Table of Contents Accounts Receivable Overview... 1 Cash Receipts... 1 Inquiries... 1 Collections Management... 1 Utilities... 2 Reports... 2 Setup Requirements for Accounts Receivable... 3 Control Maintenance Records... 3 Authorization Keys... 4 Cash Receipts Overview... 5 Batch Cash Receipts Entry... 5 Auto Suggest... 5 Adjustments and Write-Offs... 5 Reconciliation... 5 Setup Requirements for Cash Receipts... 6 Control Maintenance Records... 6 Authorization Keys... 6 Entering Payment Information for Cash Receipts... 8 Applying Payments to Open Invoices How the System Matches Invoices for Automatic Cash Receipts Additional Non-Matching Scenarios A/R Aging Methods and Examples Examples Receiving Payments for Accounts Applying Payments to Multiple Orders Resolving Cash Receipt Variances Editing Cash Receipts Viewing Changes to Cash Receipts Changing Display Options for Cash Receipts Changing Cash Receipt Column Views Applying Cash Using Auto Suggest Applying Unapplied Cash to Invoices Adjusting Invoice Amounts i

4 Table Of Contents Reconciling Your Cash Box Before You Begin How Eclipse Creates the Miscellaneous Cash Receipt Using the Cash Reconciliation Worksheet Posting Miscellaneous Cash Receipts Reviewing Cash Receipts Correcting Cash Receipts in Closed Periods Updating Customer MICR Information for Cash Receipts Entering Batch Cash Receipts Reviewing Batch Cash Receipts Changing Customers on Cash Receipts Searching for Cash Receipts Changing Batch Cash Receipt Column Views Creating Cash Receipts from Bank Lock Box or EFT Files Uploading and Viewing the Bank File Processing the Uploaded Bank File to Create Cash Receipts Reviewing the Created Cash Receipts Defining Cash Receipt Update Parameters Changing Cash Receipts Upload Formats Deleting Cash Receipts Upload Templates Anticipation Credit Overview Example of How the System Calculates Anticipation Credit Setup Requirements for Anticipation Credit Control Maintenance Records Authorization Keys Additional Setup Setup Requirements for Invoice and Statement Processing Control Maintenance Records Authorization Keys Anticipation Credit Basics Example of How the System Calculates Anticipation Credit Activating Anticipation Credit Applying Anticipation Credit A/R Inquiry Overview Viewing Customer Receivable Information ii

5 Rel Solar Eclipse Accounts Receivable Customer Ranking Details A/R Inquiry Window Attributes Options Menu Inquiries Menu Viewing Customer Sales Histories Viewing Activity Based Customer Sales Histories Viewing A/R Balance Summaries Viewing Open Sales Orders in A/R Viewing Open Sales Order Bids in A/R Inquiring About Unpaid Invoices Inquiring About A/R Job Information Job Information Examples Using A/R History to Review Account Aging Credit Hold Reasons Releasing Credit Holds A/R Ledger Overview Viewing Transactions on Customer Accounts Viewing Aging Information on Customer Accounts Limiting Transaction Displays in A/R Reprinting Invoices A/R Collections Overview Locating Customers with Past-Due A/R Balances Viewing the A/R Collection Queue Changing Collections Queue Column Views Logging Collection Calls Setting A/R Trending Parameters Viewing Customer A/R Trend History Handling Checks Returned from the Bank Recording Non-Sufficient Fund (Bounced) Checks Service Charges Overview Setup Requirements for Service Charges Control Maintenance Records Additional Setup Creating Service Charge Products Creating Service Charge Messages iii

6 Table Of Contents Posting Service Charges to Past-Due Accounts Printing, Faxing, and ing Statements Overview Defining Customer Records for Faxed Statements Defining Fax Statement Parameters Printing Statements How the System Determines Printer Location for Statements Faxing or ing Single Statements Faxing Multiple Statements Creating or Editing Customer Statement Lists Setting Up Parent Statements Print Parameters Example Statement: Standard Statements Example Statement: Eclipse Forms A/R Utilities Overview Calculating Credit Performance Statistics Ranking Customers Ranking Customer Products Changing Invoice Ship Dates Loading A/R Balances Manually Notifying Customers of Overdue Invoices Automatically Writing Off Cash Amounts Automatically Writing Off Invoice Amounts A/R Reports Overview Cash Receipts Journal Cash Box Journal Detail Cash Application Report A/R Aging Report Bank Deposit Summary Report Unpaid Invoices Report Running the Cash Receipts Journal Running the Cash Receipts Resolutions Report Running the Cash Box Journal Running the Detail Cash Application Report Running the A/R Aging Report What the Report Shows Running the Bank Deposit Summary Report iv

7 Rel Solar Eclipse Accounts Receivable Running the Unpaid Invoices Report Running the Credit Lien Report Running the Credit Hold Report What the Report Shows Running the Auto Match Applier Performance Running the Auto Match Summary Report Running the Auto Match History Report Running the Auto Match Detail Report Index v

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9 Accounts Receivable Overview Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The accounts receivable program is a transactional, real time system It gives you instant access to your receivables information to manage your cash flow and process delinquent accounts. An entry in cash receipts immediately affects a customer's account and credit status. You can view A/R ledger activity for any customer for any date range and drill down from a summary level to transaction level with one keystroke. You will often find Accounts Receivable abbreviated as A/R in the system. Use the procedures in the following areas to manage your accounts receivables. Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The system lists the sum of all of your customer accounts receivable as a current asset on your balance sheet. You will often find Accounts Receivable abbreviated as A/R in the system. Cash Receipts When you receive a payment from a customer, you can use the Cash Receipts application to record it. This application shows all of the customers invoices, even those received via EDI (Electronic Data Interchange), and provides a variety of ways to apply payments. You can make adjustments or write off bad debt as needed. As soon as you enter a cash receipt, the system posts the amounts to the general ledger, providing you with a constant, up-to-date picture of your accounts receivable. Inquiries View A/R activity for a customer, for any range of dates, from A/R Inquiry or the A/R Ledger. You can drill down from summary level data to see transaction level detail. The A/R system provides you with a number of tools to help you manage your accounts receivable: The A/R inquiry gives you a complete picture of your customers' accounts, from aging information to credit limits to when they last purchased products from you, as of a particular date, in real time. The A/R ledger is a real-time record of your customers' charges and payments. Collections Management Aged receivables reporting and task automation work queues helps you prioritize collection efforts and minimize write-offs. The A/R collection queue helps you track customers whose invoices are past due, in real time. You can track your communications with customers, including the last time you contacted them, any conversations you had with them, and whether you have sent them collection notices. You can sort the queue by who owes you the most money, who has owed money the longest, by who is over their credit limit, or by any number of other useful ways. This information is also available in report form. You can even eliminate proof-of-delivery phone calls by imprinting digital signatures on your customers' invoices, if you use the Signature Capture companion product in conjunction with the Accounts Receivable application Epicor Software Corporation. All rights reserved. 1

10 Accounts Receivable Overview Rel Utilities The system also includes a variety of ways to evaluate your customers in terms of how much business they give you and what kinds of products they purchase most often. You can find out who uses credit cards, which can be useful if you are interested in extending them credit through your company. You can even use an accessory program called ABC (Activity Based Costing) to find out which customers are costing you more money than they spend. Reports A number of reports are available for your use. When a customer purchases something, the system records the sale in the cash receipts journal. The system also records any over the counter purchases in the cash box journal, which you can then use to reconcile the cash in your drawer to the system totals. For a complete review of all A/R reports, see A/R Reports Overview Epicor Software Corporation. All rights reserved.

11 Rel Solar Eclipse Accounts Receivable Setup Requirements for Accounts Receivable Following are the control maintenance records and authorization keys used for Accounts Receivable. Control Maintenance Records Set the following control maintenance records: ACCT AR Default Codes Default Customer Activity Source in A/R Inquiry Default Customer Source in A/R Collection Queue Default Service Charge Sales Source Default Ship Via For Service Charge Tax Code Service Charge Default Terms ACCT AR Display Parameters Cash Receipts Display Primary Ship-To's Invoices Only Display Aging Invoices From Balance Forward Perspective Display Customers/Vendors Who Are Inactive At A Branch Display Short For G/L Accounts in A/R Adjustment Display Zero Cash Entries In AR Inquiry Last Payment Amt Field ACCT AR General A/R Aging Method A/R Collection Letter Types Apply Batch Cash Exceeded Amount Against Invoice Auto Prompt For G/L Account Detail Notes Automatic Write Off Setup Count Last Cash Receipt As Last Payment In A/R Disable Customer Branch Authorization In Cash Receipts Disable Phantom Processing for Credit Sales Orders Exclude Postings To These G/L Accts From Commission Report Generate error report when printing/faxing from A/R Collection Queue Include Credits In Service Charge Calculation Include Service Charges In Service Charge Calculation Include Tax In Discount Calculation Limit Bank Selection By Branch 2017 Epicor Software Corporation. All rights reserved. 3

12 Setup Requirements for Accounts Receivable Rel Maximum Collection Days Date P/O Variance Resolution Reasons Post Unapplied Cash Amounts To The Customer's Home Br Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts Taxable Service Charge States Use Current Balance In Service Charge Calculation Valid Customer Invoice Status Codes Valid Customer Statement Cycles ACCT SALES Hit Individual Components G/L Account for Kits Authorization Keys Assign the following authorization keys: APPLY.CR.HKEY AR.ADJUSTMENT.ALLOWED AR.ALLOWED AR.STATEMENT CR.ALLOWED CR.CREDIT.ALLOWED CREDIT.CARD.ACCT COGS.VIEW CUST.SALES.HIST.ALLOWED PHANTOM.THREAD.COUNT SOE.CLOSED.CANCEL.AR SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL SOE.PRINT.INVOICE Assign the following authorization keys to allow activation of customers from secondary search lists: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

13 Rel Solar Eclipse Accounts Receivable Cash Receipts Overview Use the cash receipts application to enter credit and receivables information. For example, you can apply money received against money owed for a specific customer, you can track how much the customer has paid, and you can apply money so that the system pays the oldest transactions first. Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. In addition, in a closed accounting period, you can view existing cash receipts, but you cannot edit them or enter new cash receipts. Batch Cash Receipts Entry Batch receipt entry streamlines your cash entry process by using a common lock box at your bank. They bank enters your receipts for you, then sends you a file to process through the system. After processing, you can reconcile those receipts which have errors using a review queue. If you have accounts that have multiple open invoices for which you have received multiple payments, you can apply payments in a batch. The system applies the payments beginning from the oldest invoices, and creates a single cash receipt. Auto Suggest Auto Suggest is a new feature in Solar Eclipse that you can use to determine to which open invoices to apply cash. With this method, the system reviews the invoices and suggests those whose combined total matches the amount paid, beginning with the oldest invoices first. Adjustments and Write-Offs From the Cash Receipts application, you can select an open invoice and adjust the owed amount. If you owed the customer a discount and for some reason missed it, you can deduct that amount, or if all collection efforts have failed, you can write off the open amount as bad debt. Reconciliation At the end of each business day, you need to reconcile the cash you have received with the amount that the system recorded online. Once the cash and the receipts match, you then post the cash total to the general ledger as a miscellaneous cash receipt Epicor Software Corporation. All rights reserved. 5

14 Setup Requirements for Cash Receipts Rel Setup Requirements for Cash Receipts Following are the control maintenance records and authorization keys used for Cash Receipts. Control Maintenance Records Set the following control maintenance records: Account Payment Setup Anticipation Credit Percentage Auto Cash Receipts Multi Lockbox Auto C/R Default Customer If Not Found Auto Prompt For G/L Account Detail Notes Automatic Cash Receipts Options Create Anticipation Credit Invoice From C/R Display Customers/Vendors Who Are Inactive At A Branch Do Not Apply Discounts To Cash Receipts Number of Records To Save In User Quick Access Lists Post Unapplied Cash Amounts To The Customer's Home Br Use Terms Grace Period In Cash Receipts User To Get Tracker When An Account Payment Is Made Valid Customer Invoice Status Codes Authorization Keys Assign the following authorization keys: To use the Cash Receipts or Miscellaneous Cash Receipts functions: AR.PAYMENT.BY.CC CR.ALLOWED CUST.SALES.HIST.ALLOWED SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL To use the Apply Credit menu option: APPLY.CR.HKEY To activate inactive customers: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

15 Rel Solar Eclipse Accounts Receivable VEN.BR.AUTH.ONETIME VEN.BR.AUTH.OVRD 2017 Epicor Software Corporation. All rights reserved. 7

16 Entering Payment Information for Cash Receipts Rel Entering Payment Information for Cash Receipts Use the Cash Receipts window to apply cash to a customer's invoices. You can either post your cash receipts to a bill-to or a ship-to account specified in Customer Maintenance. If you use a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you use a ship-to customer, you can apply cash only to that ship-to customer's invoices. The following procedure discusses how to enter payment information for receipts. For information about open invoice payments, Applying Payments to Open Invoices. To enter payment information: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to post. If you do not remember the complete customer's name, do one of the following to display a list to select from: Click the Selection List button to display a list of your customers. Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, click the Selection List button to display the Customer Primary List (Inactive). The system displays a prompt, asking you to confirm the activation of this customer. If more than one customer matches your entry, a list of matching customers displays. Click the correct customer name to return it to the field and display the Select Cash Receipt window. Note: The ability to activate inactive customers is based on the setting in the Display Customers/Vendors Who Are Inactive At A Branch control maintenance record, and the CUST.BR.AUTH.ONETIME and CUST.BR.AUTH.OVRD authorization keys. 3. Click NEW to display the New Cash Receipt window and enter the cash receipt initial information. Field Batch Branch Bank Enter a user-defined number, if needed, to identify the batch into which this receipt is entered. This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal sorts and subtotals by batch number. Enter the branch whose G/L account the system credits with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account. Enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to display it in the field. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account Epicor Software Corporation. All rights reserved.

17 Rel Solar Eclipse Accounts Receivable Field Payment Date Enter the date the payment was received. The system populates this field with today's date. The payment date cannot be earlier than the cash receipts G/L closing date or the audit accounting date. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode. 4. Click OK to display a list of open invoices for the selected customer in the Cash Receipts window. 5. Review the following account aging information at the bottom of the window: Field Total A/R Future Current The total amount the customer owes. The part of the customer's balance that is due but that has not yet appeared on a statement. The part of the customer's balance that you have billed and that is due within the current 30-day accounting period The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 The part of the customer's balance that is more than 120 days overdue. 6. In the Check # field, enter a check number or other payment ID that identifies the payment for reporting and inquiry purposes. 7. In the Amount field, enter the amount of cash received. The system populates the Unapplied field with the same amount. The amount of cash received that you enter in the Amount field may not be the same as the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice. If the cash receipt is in a foreign currency, the foreign currency and the current exchange rate display in red in the lower right corner of the status bar at the bottom of the window. You can change the currency you are working with on the Customer Pricing Information window. For more information, see Defining Customer Pricing Options. 8. Do one of the following: To... apply the cash to open invoices Do this... See Applying Payments to Open Invoices Epicor Software Corporation. All rights reserved. 9

18 Entering Payment Information for Cash Receipts Rel enter the amount as unapplied cash search for an invoice or open amount display only those invoices with a particular status code, for example, to resolve receipts with a particular variance type From the File menu, select Exit. At the Unapplied Cash prompt, click Yes. Depending on your Post Unapplied Cash Amounts To The Customer's Home Br control maintenance record, an additional prompt may ask whether to apply the unapplied amount to your home branch. If you click No, the unapplied payment posts to the branch where the system records the cash receipt. For more information, see Applying Unapplied Cash to Invoices. In the Invoice #, Customer PO#, or the Release # field, enter all or a portion of an invoice, customer purchase order, release number, or an open amount and press Enter. The system displays the results in a dropdown list from which you can select the invoice you want to jump to. If your search matches a single invoice, the system jumps directly to that invoice in the list. In the Status field in the header section of the window, select the status you want to view. The Status field in the table indicates any variances that exist with the invoice. These user-defined codes are set up in the Valid Customer Invoice Status Codes control maintenance record. 9. Save your changes, if any, and exit the window. More Options for Cash Receipts From the Cash Receipts window, users can perform the following tasks: To... save the transaction and clear the window for the next entry delete a transaction abort a transaction after you have applied all of the cash view the sales order for a selected invoice enter or edit a note attached to an invoice Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Exit At the Save Changes prompt, click No. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays. Note: If you display this window in view-only mode, this option is not available. view a list of transactions for the customer change the columns that display in the detail area View > A/R Ledger The A/R Ledger window displays. View > Change View A list of column views displays. Select an option Epicor Software Corporation. All rights reserved.

19 Rel Solar Eclipse Accounts Receivable To... review which invoices a payment covers when more than one invoice is being paid Select this menu option... Click the Related Information tab in the header. When the system recognizes, during the payment verification process, that there are multiple bill-to customers and splits the payments into multiple cash receipts, the related Cash Receipt ID display on this Related Information tab for later reference. This tab also shows current receipt amounts, if related receipts have been adjusted Epicor Software Corporation. All rights reserved. 11

20 Applying Payments to Open Invoices Rel Applying Payments to Open Invoices After entering the payment information, use the Cash Receipts window to apply cash to a customer's invoices. To apply a payment to open invoices: 1. Enter the payment information. 2. Apply the cash to the receipt, as follows: Note: When you use any of the options under the Apply menu, scroll down to view transactions on other pages that have received applied cash. To... apply the cash and any discount amount to a specific invoice Do this... Select the invoice and, in the Cash field, enter the amount of the cash to apply. Note: This field accepts negative amounts. apply all outstanding credit transactions to the oldest outstanding debit apply the cash to the oldest open debit transactions until the full amount has been applied apply the cash to the invoices in a specific aging bucket solicit recommendations from the system for which invoices to apply the cash to review which invoices a payment covers when more than one invoice is being paid. For example, you receive a payment for $1000. This payment covers and invoice for $400 and an invoice for $600. The system displays a notice that multiple cash receipts are created and the Related Information tab populates with the invoice and cash receipt information. You can double-click the payment to view more details. From the Apply menu, select Apply Credits. From the Apply menu, select Apply Old. From the Apply menu, select Apply Age to display the Choose Age prompt. Enter the age and click OK. From the Apply menu, select Auto Suggest. The Cash Receipts Auto Suggest window displays. Click the Related Information tab in the header. When the system recognizes, during the payment verification process, that there are multiple bill-to customers and splits the payments into multiple cash receipts, the related Cash Receipt ID display on this Related Information tab for later reference. Note: If your company uses lock box matching rules, when a single check comes in for paying order for unrelated bill-to accounts, then a single cash receipt is created for each bill-to account Epicor Software Corporation. All rights reserved.

21 Rel Solar Eclipse Accounts Receivable 3. Review or edit the each invoice, as needed: Column Invoice #* Status A number that identifies the open invoice in the system. Deposits for the customer are indicated with DEP after the order number. For example, S DEP. Invoices for service charges include S/C after the order number. For example, S S/C. You can change the view to view customer PO number or release numbers using the View > Change View menu. A code that identifies the status of the invoice, for example, on hold. These userdefined codes are set up in the Valid Customer Invoice Status Codes control maintenance record. Open Amount* Disc Date* Disc Avail* Discount Freight* Handling* Tax Cash Balance* Note The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system will update this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after you have applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. The running totals of the Open Amount, Discount, Cash, and Balance columns display beneath those respective columns. See the More Options section for additional tasks for Cash Receipts. 4. From the File menu, select Exit. If applicable, check for anticipation credit. At the Save Changes prompt, click Yes to post the receipt. Note: The system assigns cash receipts a 10-digit number prefixed with a C and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the CASH.REC item. Never change this number unless instructed to do so by Eclipse personnel Epicor Software Corporation. All rights reserved. 13

22 How the System Matches Invoices for Automatic Cash Receipts Rel How the System Matches Invoices for Automatic Cash Receipts When uploading cash receipts electronically, by default the system uses the following matching rules to apply the incoming checks to the correct accounts and creating cash receipts in batches automatically for review. You can adjust the matching rules, if needed, by using the Automatic Cash Receipts Options control maintenance record. The system considers the following for initially matching cash receipt data: Customer Invoice Number - The system compares only invoices for the customer based on the Magnetic Ink Character Recognition (MICR) data printed on each check. MICR data includes the check number, the bank account, and routing number provided by the American Banking Association (ABA). P/O Number - The system compares open invoices first and then closed invoices. If multiple invoices have the same PO number, the system selects the first one. Invoice Number - The system compares all invoices across the system regardless of the MICR or ABA data on the check. Formatted Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as in an S order number, then system then adds the order prefix (S ) and the generation suffix (S ). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice. Initial Match Customer Invoice Number Customer Invoice Number Customer Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Gross Parent > Bill-to > Ship-to Default is No Gross with any exceptions Exceptions Considered Parent > Bill-to > Ship-to Default is No Taxes Discount or Freight Freight None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment P/O Number Gross Parent > Bill-to > Ship-to Default is No P/O Number None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment Invoice Number Gross All Default is No Epicor Software Corporation. All rights reserved.

23 Rel Solar Eclipse Accounts Receivable Initial Match Invoice Number Formatted Invoice Number Formatted Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Exceptions Considered None All Default is No Short Payment Duplicate Payment Over Payment Gross Parent > Bill-to > Ship-to Default is No None Parent > Bill-to > Shipto Default is No Short Payment Duplicate Payment Over Payment Additional Non-Matching Scenarios The following indicates how the system handles applying cash if no initial matches are found. If... Eclipse is unable to match the invoice number in any format, but has enough information to identify a customer... Eclipse is unable to match the invoice number in any format and has not identified the customer... Eclipse uses MICR information to identify a customer and two or more customers are linked to the same MICR information... Then... the Cash Received is recorded as unapplied cash on the customer account. unapplied cash is recorded on the "unknown customer" account. the invoices fails to match when: The Force MICR Match check box is selected at the global level regardless of match type in Automatic Cash Receipts Options control maintenance record because Eclipse is looking for an exact match. The Force MICR Match option is set for a match type in Automatic Cash Receipts Options control maintenance record because the duplicate MICR information does not meet the criteria set Epicor Software Corporation. All rights reserved. 15

24 A/R Aging Methods and Examples Rel A/R Aging Methods and Examples The A/R Aging Method control maintenance record determines the method the system uses to move A/R amounts between aging buckets. The record must be set to one of the following nine methods: Method 1 Due Date/Days (one month invoice date) 2 Due Date/30 Day Rolling (30 days from invoice date) 3 Due Date/Calendar Month End 4 Due Date/Fiscal Month End 5 Invoice Date/Days 6 Invoice Date/30 Day Rolling 7 Invoice Date/Calendar Month End 8 Invoice Date/Fiscal Month End 9 Due Date/30 Day Rolling (Version 2) Methods 1 through 4 and 9 are based on the due date calculated from the terms on the invoice, whereas methods 5 through 8 use the invoice date. The default method is Method 4 - Fiscal Month End. If you elect to use method 5, 6, 7, or 8, the system does not use the Future bucket. Use the A/R Aging Bucket Names control maintenance record to modify A/R aging bucket names to suit your industry. For example, if you are using an aging method that uses due dates, then some sites change the name of the Current bucket to be "1-30," since those invoices are 1 to 30 days past due. Examples The following tables represent how the system calculates the aging bucket dates for each method, based on the following data: Invoice Date: 06/04/10 Due Date: 07/15/10 Fiscal Month: Closes on the 25th of each month. Method 1 - Due Date/Days (one month invoice date) Aging Bucket Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 1 month from the due date. 7/15/ /14/ From the next day through 1 month from that date. 08/15/ /14/ From the next day through 1 month from that date. 09/15/ /14/ From the next day through 1 month from that date. 10/15/ /14/ Epicor Software Corporation. All rights reserved.

25 Rel Solar Eclipse Accounts Receivable Aging Bucket Example Dates 120+ From the next day and later. 11/15/2010 and later Method 2 - Due Date/30-Day Rolling (30 days from invoice date) Aging Bucket Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 30 days from the due date. 07/15/ /13/ From the next day through 30 days from that date. 08/14/ /12/ From the next day through 30 days from that date. 09/13/ /12/ From the next day through 30 days from that date. 10/13/ /11/ From the next day and later. 11/12/2010 and later Method 3 - Due Date/Calendar Month End Aging Bucket Future Future through last of the calendar month before the due date. Example Dates Anytime through 06/30/2010 Current During the calendar month in which the due date falls. 07/01/10-07/31/ In the next calendar month. 08/01/10-08/31/ In the following calendar month. 09/01/10-09/30/ In the following calendar month. 10/01/10-10/31/ in the following fiscal calendar month and later 11/01/10 and later Method 4 - Due Date/Fiscal Month End Aging Bucket Future Future through last date of the fiscal month before the due date. Example Dates Anytime through 06/25/2010. Current During the fiscal month in which the due date falls. 06/26/10-07/25/ In the next fiscal month. 07/26/10-08/25/ In the next fiscal month. 08/26/10-09/25/ In the next fiscal month. 09/26/10-10/25/ In the next fiscal month and later. 10/26/10 and later 2017 Epicor Software Corporation. All rights reserved. 17

26 A/R Aging Methods and Examples Rel Method 5 - Invoice Date/Days Aging Bucket Example Dates Future Future through the date before the invoice date. Anytime through 06/03/10 Current From the invoice date through one month from the invoice date. 06/04/10-07/03/ From the next day through one month from that date. 07/04/10-08/03/ From the next day through one month from that date. 08/03/10-09/01/ From the next day through one month from that date. 09/02/10-10/01/ From the next day and later. 10/04/10 and later Method 6 - Invoice Date/30 Days Rolling Aging Bucket Future Current Future through the date before the invoice date. From the invoice date through one month from the invoice date. Example Dates Anytime through 06/03/ /04/10-07/03/ From the next day through 30 days from that date. 07/04/10-08/02/ From the next day through 30 days from that date. 08/03/10-09/01/ From the next day through 30 days from that date. 09/02/10-10/01/ days past the due date and beyond. 10/02/10 and later Method 7 - Invoice Date/Calendar Month End Aging Bucket Future Future through the last date of the calendar month before the invoice date. Example Dates Anytime through 05/31/10 Current During the calendar month in which the invoice falls. 06/01/10-06/30/ During the next calendar month. 07/01/10-07/31/ During the next calendar month. 08/01/10-08/31/ During the next calendar month. 09/01/10-09/30/ From the next day and later. 10/01/10 and later Method 8 - Invoice Date/Fiscal Month End Aging Bucket Future Future through the last date of the fiscal month before the invoice date. Example Dates Anytime through 05/25/10 Current During the fiscal month in which the invoice falls. 05/26/10-06/25/ Epicor Software Corporation. All rights reserved.

27 Rel Solar Eclipse Accounts Receivable Aging Bucket Example Dates 30+ During the next fiscal month. 06/26/10-07/25/ During the next fiscal month. 07/26/10-08/25/ During the next fiscal month. 08/26/10-09/25/ From the next day and later. 09/26/10 and later Method 9 - Due Date/30 Day Rolling Version 2 Aging Bucket Dates Future Future through the day before the due date. Anytime through 07/15/10 Current From the day after the due date for the next 30 days. 07/16/10-08/14/ From the next day through 30 days from the date. 08/15/10-09/13/ From the next day through 30 days from the date. 09/14/10-10/13/ From the next day through 30 days from the date. 10/14/10-11/12/ From the next day and later. 11/13/10 and later 2017 Epicor Software Corporation. All rights reserved. 19

28 Receiving Payments for Accounts Rel Receiving Payments for Accounts Customers can make payments on their accounts for outstanding bills at any time. The system provides a process to accept payment by cash, check, or credit card (cash box payment) for these transactions. Instead of a payment being a deposit on an order, though, it is used to pay open Accounts receivable invoices. The system creates a sales order behind the scenes using a miscellaneous charge product and applies the cash to the account to the account. The payment displays in A/R Inquiries and A/R Summaries. You can receive payments for multiple orders, if needed. Before receiving a payment on an account, complete the following setup: Create a miscellaneous charge product item to use as a placeholder product for payments. The system uses the product on the sales orders it creates for payments. The product typically has a price of $0.00. Create a new status code using the Valid Customer Invoice Status Codes control maintenance record and name it APAY. Set the Account Payment Setup control maintenance record to define the miscellaneous charge product to use and the percentage fee you want to charge back to customers for credit card processing using the APAY status code. Set the User To Get Tracker When Account Payment Is Made control maintenance record to identify in accounts receivable the system should notify when a payment is made. To change the processing fee set for a credit card payment, you must be assigned the AR.PAYMENT.BY.CC authorization key. To enter a negative payment for an account balance, enter a sales order with a line item comment and take the negative payment that way. The Account Payment window does not accept negative amounts. To receive a payment for an account: 1. From the Orders menu, select Account Payment to display the Account Payment window. 2. In the Customer field, enter the customer who wants to make a payment on their account. 3. In the Collection Branch field, if needed, change to the branch that gets credit for the payment. If the terminal you are working at has a defined price branch, the system defaults to that branch. If the terminal does not have a price branch defined, you can enter the branch that receives credit for the payment here. You can only enter branches for which you are authorized. 4. In the Collection Location field, if needed, change the location, such as Counter, to indicate which cash box the payment is being placed in. This could also be the site or store location at which payment was made, depending on your site setup. 5. Use the Invoice table to select which order to apply payment to: For a single order, place the cursor on the line item and use the Spacebar to select the order. For multiple orders, place the cursor on the line item and use the Spacebar to select the order. Continue to select orders until all orders the customer wants to apply payment to are selected. The Selected Orders Total field displays the cumulative total for the orders selected. For information about how the system handles multiple order payments, see Applying Payments to Multiple Orders at the bottom of this topic Epicor Software Corporation. All rights reserved.

29 Rel Solar Eclipse Accounts Receivable Note: Account selection is optional. Customer can make a flat payment to their outstanding balance. To do this, skip this step and move to Step 6 below. 6. Do one of the following based on the payment method: To accept... Do this... a cash payment 1. In the Payment Method field, select Cash. 2. In the Cash Amount field, enter the amount the customer is giving you in cash. 3. Click Pay On Account to create the sales order for the payment. Important: Change is not tendered for cash payments on an account. For example, if the customer owes $95 on their account and gives you $100 in cash, the system applies all $100 to their account. a check payment 1. In the Payment Method field, select Check. 2. In the Check Number field, enter the number on the customer's check. 3. In the Check Amount field, enter the amount for which the customer has written the check. 4. Click Pay On Account to create the sales order for the payment. Note: If you are receiving payment for multiple orders the Selected Orders Total field displays the cumulative total for the orders selected in the Invoice table. a credit card payment 1. In the Payment Method field, select Credit. 2. In the Payment Amount field, enter the amount the customer wants to pay towards their account balance. Based on the Account Payment Setup control maintenance record, the system calculates the processing fee associated with the credit card payment and displays it in the Processing Fee field. Override the processing fee if necessary. 3. In the Total Amount Charged field, the system adds the processing fee to the payment amount and displays the entire amount being charged to the credit card. You can adjust this amount, if needed. The system recalculates the processing fee and payment amount. 4. Click Pay On Account to display the Credit Card Authorization window and populate the Credit Card information, as required. Note: Due to government regulations, you cannot swipe a card to take payment on an account. 6. Use the Payment Notes field to add notes about the payment to pass down to the order as a comment. These notes are printed on the customer receipt. Applying Payments to Multiple Orders You can use the Account Payment window to make payments on multiple orders for a customer. The process for paying multiple orders remains the same as above. For multiple payments, the following is true: The Amount Due column displays the selected invoices (moves the amount over) and calculates a cumulative total at the bottom of the column. This amount matches the Selected Orders Totals field amount displayed below the payment method Epicor Software Corporation. All rights reserved. 21

30 Receiving Payments for Accounts Rel The tracker created by the system lists the sales orders paid and any notes associated with the payment: The customer receipt lists the sales orders paid and any notes associated with the payment, similar to the image above. To help the user creating cash receipts, a message displays that an account payment has been taken for the customer. Users can answer Yes to display all sales orders created from Account Payment for the customer that do not have cash receipts applied. You can then select the order from the displayed list and continue. Lastly, after the account payment sales order is selected the Cash Receipts window displays the orders as selected. The system applies the orders with the payments and automatically populates the Check # field with PAY-ACCT. If this is correct, the Accounts Receivable person saves this cash receipt. If incorrect, then the Accounts Receivable person can select the correct orders to apply the payment and change the default check number, if needed Epicor Software Corporation. All rights reserved.

31 Rel Solar Eclipse Accounts Receivable 2017 Epicor Software Corporation. All rights reserved. 23

32 Resolving Cash Receipt Variances Rel Resolving Cash Receipt Variances If you find a discrepancy or variance when working with cash receipts, you can review and resolve them using the Automatic Cash Receipt Review Queue. When a cash receipt is resolved the system logs the user, date, and resolution code. A cash receipt is resolved when the user enters a manual batch cash receipt or cash receipt and when the user removes the cash receipt from the Automatic Cash Receipt Review Queue. The system uses the resolution code MANUAL. The review queue is normally populated by automatic batch cash receipts only. When using a lock box and automatic batch cash receiving, the system looks at all cash receipts and using predefined matching rules, automatically resolves those receipts that it can. The system checks over and short amounts by percentage and dollars, tax, freight, discounts, and overpayments. All receipts resolved this way display in the Cash Receipts Resolution Report as AUTO. Use the Automatic Cash Receipt Write Off utility to define what amounts you want the system to use. The system uses the following resolution codes: Manual - Used when entering a manual batch cash receipt. Unapplied - User deletes a cash receipt from the Automatic Cash Receipt Review Queue leaving a difference amount Auto - User deletes a cash receipt from Automatic Cash Receipt Review Queue that never had a difference amount. Resolved - User deletes a cash receipt from Automatic Cash Receipt Review Queue that has a zero balance that at one point it did have a difference amount. To resolve a batch cash receipt: 1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue. 2. Complete the header information to populate the queue. 3. Right-click the cash receipt you want to address and select Edit Cash Receipt. 4. Use the columns to apply the cash or edit the information, as needed, to resolve the differences. Column Invoice #* Status Open Amount* Discount* Discount Available* Discount Cash A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments Epicor Software Corporation. All rights reserved.

33 Rel Solar Eclipse Accounts Receivable Column Balance* Note The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. * View Only 5. Use the Cash Receipts Resolutions Report to review which users resolved cash receipts and the reason codes associated with them Epicor Software Corporation. All rights reserved. 25

34 Editing Cash Receipts Rel Editing Cash Receipts Use the Cash Receipts window to edit cash receipts you applied in error, if, for example, the customer requested that you apply the cash to a specific invoice and you applied it to the oldest invoices in their account, or if you need to adjust an open invoice. You can view and modify a cash receipt entry as long as the original payment date is not earlier than the G/L closing date for cash receipts. Note: Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. If you do not have sufficient permission, the cash receipts window opens in view-only mode. To edit a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to edit. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to populate the field. If more than one receipt is available for that customer, the Related Information table displays the cash receipts and the corresponding amounts. In addition, a message displays below the Amount field: Multiple Cash Receipts exist for Check # <check number>. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as! Note: You can change the customer for the cash receipt, if needed, even if no cash has been applied. 3. In the Cash Receipt Selection window, do one of the following: Select a receipt to view in the Cash Receipts window. Note: When you select an entry in a closed G/L period, a warning displays and the receipt information is available in view-only mode. When you select an entry that is not in a closed period, the receipt displays in edit mode. Click Cancel to return to the Cash Receipts window without selecting a receipt. Click New to create a new receipt. Click Display All to show all receipts available for that customer. By default, the system displays only the most recent fifteen receipts. 4. Review or edit the information for the invoice, as needed. Column Invoice #* Status Open Amount* A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes. The amount of the invoice that the customer has not yet paid Epicor Software Corporation. All rights reserved.

35 Rel Solar Eclipse Accounts Receivable Column Discount Date* Discount Available* Discount Freight* Handling* Tax* Cash Balance* Note The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. *View-Only Note: The transactions listed reflect their status as of the payment date, not the current date, so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date and the system does not display these entries. If you intend to edit the original posting, use the A/R Inquiry window to check the status of the transactions in question. 5. Do any of the following, as needed: To... clear the window for the next entry delete a transaction view a list of changes made to the cash receipt adjust A/R amounts for a selected invoice view the sales order for a selected invoice enter or edit a note attached to a selected invoice Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Change Log The Change Log Viewing window displays. Invoice > Adjustments The A/R Adjustments window displays. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays Epicor Software Corporation. All rights reserved. 27

36 Editing Cash Receipts Rel To... view a list of transactions for the customer review or edit additional information Select this menu option... View > A/R Ledger The A/R Ledger window displays with this cash receipt transaction highlighted. View > Change View A list of column views displays. Select an option. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

37 Rel Solar Eclipse Accounts Receivable Viewing Changes to Cash Receipts Use the Change Log Viewing window to view a history of all activity related to the cash receipt selected in the Cash Receipts window. This window is view-only. To view changes to a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Display a cash receipt transaction. From the File menu, select Change Log to display the Change Log Viewing window. 3. View the following information for each entry: Column User ID Date Time Port Comment The ID of the user logged onto the terminal from which the log entry was made. The date on which the log entry was made. The time at which the log entry was made. The terminal port from which the log entry was made. A description of the event that generated the log entry. Note: The receipt transaction number and ship date or invoice number display at the bottom of the window. 4. Do any of the following, as needed: To... view a selected cash receipt Select this menu option... File > View The Cash Receipts window displays in view-only mode. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode. edit a selected cash receipt view changes to a different order generation or invoice File > Edit The Cash Receipts window displays. File > Change Ship Date / Invoice # The Select Ship Date / Invoice # window displays. Select an option. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 29

38 Changing Display Options for Cash Receipts Rel Changing Display Options for Cash Receipts Use the Cash Receipts Options window to change the display options for cash receipts transactions. You can sort invoices by invoice date or customer P/O number. This option is only available after you enter customer information. You must set the Cash Receipts Display Primary Ship-To's Invoices Only control maintenance record before using this window. To change display options for cash receipts: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. From the Options menu, select Sort/Selection to display the Cash Receipts Options window. 3. In the Sort Selection field, select one of the following to determine how to sort the transactions: By Date By PO# By Invoice# Note: This field defaults to the last selection you made. For example, if you last selected By PO# for this field, then the next time you display the screen, the system populates this field with By PO#. 4. In the Display field, select one of the following to determine what type of information to display: Bill To and Ship To's Ship To Only 5. Click OK to return to the Cash Receipts window Epicor Software Corporation. All rights reserved.

39 Rel Solar Eclipse Accounts Receivable Changing Cash Receipt Column Views You can display a variety of information about your open invoices by changing the column view. For example, to view open invoices by the customer's purchase order number, select a column view that includes the Customer PO# column. To change column views: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt. 3. From the View menu, select Change View to display a list of possible column views. 4. Select one of the following to display the corresponding columns in the Cash Receipts window: Invoice# / Stat / Open Amt / Discount Date&Amt Column Invoice #* Status Open Amount* Disc...* Disc Avail* Discount Cash Balance* Note A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Customer PO# / Stat / Open Amt / Discount Date&Amt Column Customer PO#* A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount Epicor Software Corporation. All rights reserved. 31

40 Changing Cash Receipt Column Views Rel Column Status Open Amount* Disc...* Disc Avail* Discount Cash Balance* Note A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Due Date / Open Amt / Discount Amt Column Invoice #* Due Date Open Amount* Disc Avail* Discount Cash Balance* Note A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date by which you must receive the invoice for the customer to avoid finance charges. The amount of the invoice that the customer has not yet paid. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Invoice Date / Open Amt / Discount Amt Epicor Software Corporation. All rights reserved.

41 Rel Solar Eclipse Accounts Receivable Column Invoice #* Invoice Date Open Amount* Disc Avail* Discount Cash Balance* Note A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Customer PO# / Open Amt Column Invoice #* Customer PO# Open Amount* Discount Cash Balance* Note A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. A number that identifies the invoice using the customer's purchase order. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Customer PO# / Due Date / Open Amt 2017 Epicor Software Corporation. All rights reserved. 33

42 Changing Cash Receipt Column Views Rel Column Customer PO#* Due Date Open Amount* Discount Cash Balance* Note A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date by which you must receive the invoice in order for the customer to avoid paying finance charges. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Customer PO# / Invoice Date / Open Amt Column Customer PO#* Invoice Date Open Amount* Discount Cash Balance* Note A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Release # / Due Date / Open Amt Column Release#* A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount Epicor Software Corporation. All rights reserved.

43 Rel Solar Eclipse Accounts Receivable Column Due Date Open Amount* Discount Cash Balance* Note The date by which you must receive the invoice in order for the customer to avoid paying finance charges. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustments. Any additional information about the cash receipt or invoice. *View-Only Release # / Invoice Date / Open Amt Column Release#* Invoice Date Open Amount* Discount Cash Balance* Note A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Old Invoice# / Stat / Open Amt / Discount Date&Amt Column Old Invoice #* Status Open Amount* Disc...* Disc Avail* A number that identified this open invoice on your previous system. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date Epicor Software Corporation. All rights reserved. 35

44 Changing Cash Receipt Column Views Rel Column Discount Cash Balance* Note The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Invoice Date / Open Amt / Branch Column Invoice# Invoice Date Open Amount* Branch A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The branch number from which the order originated. *View-Only Release# / Branch / Invoice Date / Open Amt Column Release# Branch Invoice Date Open Amount A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The branch number from which the order originated. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. *View-Only Epicor Software Corporation. All rights reserved.

45 Rel Solar Eclipse Accounts Receivable Applying Cash Using Auto Suggest If you receive a payment for which no open invoice is an exact match, you can use the Cash Receipts Auto Suggest window to have the system suggest invoices for cash application. The auto suggest program looks for an exact match, and, if it does not find one, it looks for a combination of invoices that match the payment amount, beginning with the oldest invoices. If the system does not find an exact match, it stores the remaining payment amount as unapplied cash. To apply cash to suggested invoices: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter the payment information. 3. From the Apply menu, select Auto Suggest to display the Cash Receipts Auto Suggest window. The system displays the current amount you have entered for the Payment Amount and Unapplied Amount fields on the main Cash Receipts window. 4. Select or deselect the following check boxes, as needed: Use Credits - Suggests invoice matches for all of the customer's outstanding credit/unapplied cash transactions. Use Discounts - Includes discount amounts when suggesting invoice matches. 5. Click Advanced to display the Cash Receipts Auto Suggest window. 6. In the Enter accuracy percentage field, enter a number that represents how accurate you want the system to be when suggesting invoice matches. To match exact invoice amounts, type Select or deselect the following check boxes in the Include Ages area, as needed: Future - Includes the part of the customer's balance that is due but that has not yet appeared on a statement. Current - Includes the part of the customer's balance that you have billed and that is due in the current period Includes the part of the customer's balance that is between 31 and 60 days overdue Includes the part of the customer's balance that is between 61 and 90 days overdue Includes the part of the customer's balance that is between 91 and 120 days overdue. Over Includes the part of the customer's balance that is over 120 days overdue. 8. Select or deselect the Use Unapplied Amount check box, as needed. If you select the check box, the system uses the amount in the Unapplied Amount window on the Cash Receipts Auto Suggest window. If you deselect the check box, the system uses the amount in the Amount field on the Cash Receipts window. 9. Click OK to return to the Cash Receipts Auto Suggest window. 10. Click Update to run the selection program. The suggested invoices display. 11. Click Apply to apply the cash to the invoices and return to the Cash Receipts window Epicor Software Corporation. All rights reserved. 37

46 Applying Cash Using Auto Suggest Rel Continue applying cash receipts, as needed Epicor Software Corporation. All rights reserved.

47 Rel Solar Eclipse Accounts Receivable Applying Unapplied Cash to Invoices If you enter a payment against a customer's account, but are not certain to which open invoices to apply the amount, you can tell the system to post the payment as unapplied cash. You can then return to the account later and apply the cash. Note: You must be assigned the CR.CREDIT.ALLOWED authorization key to apply credit to receipts, including those in a closed G/L period. To apply unapplied cash to invoices: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose unapplied cash you want to apply. If more than one customer matches your entry, a list of matching customers displays. Click the customer name to display the Select Cash Receipt window. 3. Click the unapplied cash receipt to return it to the Cash Receipts window. The window displays in Correction mode. 4. Apply the cash to the open invoices. To apply unapplied cash while entering a new cash receipt: 1. Enter the payment information for the new cash receipt. 2. From the Apply menu, select Apply Credits. The system adds any unapplied cash to the amount in the Unapplied Cash field. 3. Apply the cash to the open invoices Epicor Software Corporation. All rights reserved. 39

48 Adjusting Invoice Amounts Rel Adjusting Invoice Amounts Use the A/R Adjustments window to display current general ledger credit distributions that correspond to the debit to the A/R account for the transaction indicated by the cursor in the Cash Receipts window. When you access this window from Cash Receipts, you can use it to make adjustments for the day-to-day write-offs of A/R amounts such as service charges, freight, handling, or tax. For example, if you charged sales tax to a tax-exempt customer, you can adjust it by entering a credit to the appropriate sales tax account. You can adjust only those accounts flagged as C/R Adjustment Allowed in G/L Account Maintenance. You cannot adjust Cash Box and Cash accounts. To adjust an invoice amount: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt. 3. Select the invoice to adjust and, from the Invoice menu, select Adjustments to display the A/R Adjustments window. The system populates all fields in this window, including existing postings made on previous dates. 4. In the G/L Account field, enter the name of the account to which to post the adjustment. 5. In the Sub G/L Account field, enter the name of the G/L sub account to which to post the adjustment. 6. In the Amount field, enter the adjustment amount. One of the following occurs: A negative entry debits the G/L account and credits (decreases) the A/R account. A positive entry credits the G/L account and debits (increases) the A/R account. 7. To enter additional information about the adjustment, click Detail Notes to display the Detail Notation window. Click OK to save the note and return to the A/R Adjustments window. 8. Click OK to update the Open Amount and Balance columns in the Cash Receipts window. 9. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

49 Rel Solar Eclipse Accounts Receivable Reconciling Your Cash Box The Cash Box general ledger account represents the amount of money in your cash drawer (cash box) at any moment in time. As you enter orders and payments throughout the day, the amount in your actual cash box goes up, and the Cash Box general ledger balance goes down. The Cash Box Reconciliation and Deposit helps you manage all aspects of balancing your cash box monies with your G/L clearing account to make sure that all payments and expenses over the course of a day are accounted for. When you deposit money from the cash box into the Cash in Bank account, record a miscellaneous cash receipt. Before you do this, however, reconcile the money in the cash drawer to the system totals to ensure they match. Different companies have different philosophies regarding their cash box. In addition, before you reconcile customer credit card payment and deposit funds into your bank accounts, you must reconcile the cash box and move all the credit card payments received into a G/L clearing account. Before You Begin Consider the following before you begin the reconciliation process: Run the Cash Box Journal Report to get the totals you need to reconcile your cash box. Check the Cashbox Reconciliation Defaults control maintenance record to setup defaults you want to use for reconciling your cash box, the Bank or G/L Account you use for branch. To reconcile your cash box: 1. From the A/R menu, select Cash Box Reconciliation and Deposit to display the reconciliation tool. 2. In the Branch field, enter the branch for whose cash box you need to reconcile. 3. Use the following fields to enter information you need to create miscellaneous cash receipts, if needed. Default information displays based on entries in the Cashbox Reconciliation Defaults control maintenance record. Field Batch Payment Date Comment enter the batch number you use for miscellaneous cash receipts. enter the date for which you need to reconcile the cash box. enter or adjust the comment for the cash box reconciliation. 4. Use the remaining fields to enter your current totals, deposits, and payments: Field Cashbox G/L Balance Cashbox Journal Total (View Only) The system populates the current balance for the G/L account for the selected branch. Enter the total for your cashbox, based on the results from running the Cash Box Journal Report Epicor Software Corporation. All rights reserved. 41

50 Reconciling Your Cash Box Rel Field Cash to Deposit Checks to Deposit Total Cashbox Deposit Credit Cards Processed Total Cashbox Payments Over/Short posting Enter the total amount of cash on hand you have to deposit to the specified bank. Use the Cash Reconciliation Worksheet to quickly count the cash you have on hand. Enter the total amount of dollars from check you have to deposit to the specified bank. (View Only) The system adds the totals from both the Cash to Deposit and Checks to Deposit fields for a grand total of the cashbox deposit dollars. Enter the total amount of dollars from the credit card receipts you have to process. (View Only) The system adds the totals from both the Total Cashbox Deposit and Credit Cards Processes fields for a total of your cashbox payments. (View Only) The system subtracts the value in the Cashbox Journal Total from the value in the Total Cashbox Payments for a value of dollars you are over or short for postings. This is a write off amount. Standard Over/Short Write Off processes apply. The system displays the Over/Short G/L account based on entries in the Cash tab on the Cashbox Reconciliation Defaults control maintenance record. 5. Exit the window. The system creates any required Miscellaneous Cash Receipts. How Eclipse Creates the Miscellaneous Cash Receipt After balancing your cash box and exiting the window, the system creates a Miscellaneous Cash Receipt. All Miscellaneous Cash receipts select information from the Cashbox Reconciliation Defaults control maintenance record, and always list the Cashbox G/L on the first line of G/L accounts. After that, the following parameters are true: If the Combine With Checks? column is set to Yes on the Cash tab in the Cashbox Reconciliation Defaults control maintenance record, then the system creates one miscellaneous cash receipt the defaults from the control record and the amount from the Total Cashbox Deposit field. G/L Account is set to the Cashbox G/L Account as indicated in the G/L Automatic Postings with the amount from the Total Cashbox Deposit field. The Over/Short G/L is retrieved from the Cashbox Reconciliation Defaults control maintenance record. the Combine With Checks? column is set to No on the Cash tab in the Cashbox Reconciliation Defaults control maintenance record, then the system creates separate miscellaneous cash receipts with the amounts from the Cash to Deposit and Checks to Deposit fields. Credit card payments always create a separate cash receipt Epicor Software Corporation. All rights reserved.

51 Rel Solar Eclipse Accounts Receivable Using the Cash Reconciliation Worksheet Use the Cash Reconciliation Worksheet to tally your bills from the cashbox. Count each denomination separately and the system does the addition for you. Then, you enter the amount you had in your cashbox to begin with. The system subtracts that number from the total cash and indicates how much you should be depositing. For example: 2017 Epicor Software Corporation. All rights reserved. 43

52 Posting Miscellaneous Cash Receipts Rel Posting Miscellaneous Cash Receipts A miscellaneous cash receipt is a journal entry that appears in the Cash Receipts journal so that the deposit amount can be reconciled. Miscellaneous cash receipts unrelated to the A/R ledger post from the Miscellaneous Cash Receipts window. To post a miscellaneous cash receipt: 1. From the A/R menu, select Miscellaneous Cash Receipts to display the New Miscellaneous Cash Receipts window. 2. In the Batch# field, enter a user-defined number to identify the batch into which this receipt is entered, as needed. This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal uses this number to produce audit batch totals. 3. In the Branch field, enter the number that identifies the branch whose G/L account the system credits with the amount of cash entered. 4. In the Bank field, enter the name of the bank to which to deposit the cash. If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to return it to the field. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 5. In the Payment Date field, enter the date you received the payment. The system populates this field with today's date. The payment date cannot be earlier than the G/L closing date for cash receipts or the audit accounting date. 6. Click OK to display the Miscellaneous Cash Receipts window. 7. In the Comment field, enter a comment that references the source of the receipt, such as soda machine cash, or insurance refund. 8. In the Amount field, enter the amount of the cash receipt. The system populates the Apply field with the same amount. The system reduces the amount in the Apply field as it posts amounts to G/L accounts. The system assumes that the debit account for this amount is the specified bank G/L account. All line entries are credits or negative credits. You can post line entries to different branches. 9. In the Branch field, enter the number that identifies the branch associated with the G/L account to which all or part of the cash receipt is being credited. 10. In the G/L Account to Credit field, enter the name of the G/L account to which the system credits all or part of the cash receipt. 11. In the Sub Ledger field, enter the name of the ledger within the assigned G/L account to which all or part of the cash receipt is being credited, as needed. 12. In the Credit Amt field, enter the portion of the cash receipt to credit Epicor Software Corporation. All rights reserved.

53 Rel Solar Eclipse Accounts Receivable 13. Do any of the following, as needed: To... clear the window for the next entry save the transaction close the window Select this menu option... File > Next Item File > Save File > Exit At the Save Changes prompt, click Yes. Note: You can view posted miscellaneous cash receipts in the G/L Inquiry window Epicor Software Corporation. All rights reserved. 45

54 Reviewing Cash Receipts Rel Reviewing Cash Receipts Use the Automatic Cash Receipts Review Queue to view information on cash receipts by branch or territory. You can edit and view the cash receipts directly from the queue or delete any of the log entries related to a line item. Note: This queue contains any automatically created cash receipts and the information in this queue is based on the data supplied by Batch Cash Receipts. For more information, see Reviewing Batch Cash Receipts. To view the Cash Receipts Review queue: 1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue window. 2. In the Branch/Territory field, enter the branch or territory for which you want to view cash receipts. 3. To limit the queue, use any of the following options for the header fields: To limit the queue to... a specific customer items in the queue after a specific date items in the queue before a specific date items with a specific batch number Use the following header field... Customer Put on queue after Put on queue before Batch Name Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockbox control maintenance record. However, you cannot use that prefix to search by, the Batch Name field requires an exact match. include only a particular check number items without an ID only items from a specific cash general ledger account Check Number Only items not created Cash G/L Account 4. Click Update. The system populates the window with the following information for each cash receipt as listed during cash receipt entry or batch cash receipt processing. Double-click any line item to view the cash receipt. Column Check Number Cash Receipt The check number. The system-assigned identification number Epicor Software Corporation. All rights reserved.

55 Rel Solar Eclipse Accounts Receivable Column Batch Name The batch number or name, if any. Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockbox control maintenance record. However, you cannot use that prefix to search by, the Batch Name field requires an exact match. Customer Payment Date Check Amount The name of the customer associated with a cash receipt. The date the payment was applied to a cash receipt. The amount of the check. Note: If the customer sends more cash than what the invoice is for, the system displays the entire amount and indicates there is a credit when you drill into that invoice. Discount Amount The amount, if any, applied to a cash receipt. Note: When using Net comparison matching rules, the system applies discounts per invoice, not as a lump sum. Reconciled Difference Assigned User The amount of the reconciled amount of the check. The amount of the difference, if any, between the cash receipt and the reconciled amount. Enter the user to whom the cash receipt resolution is assigned. The system locks that cash receipt for that user and does not allow editing of the receipt by another user. The system prompts you if you reassign a receipt. 5. Save your changes and exit the window. More Options for the Automatic Cash Receipts Review Queue The following options are available on the Automatic Cash Receipts Review Queue window: To... print out or send a printable version of the Automatic Cash Receipts Queue to your Hold file, including any errors print or send a printable version of the Automatic Cash Receipts Posting Exceptions to your Hold file, which contains any errors encountered while posting the transactions. Common errors might be duplicate records or duplicate customer ABA numbers. print out or send to your Hold file the Automatic Cash Receipts Daily Balancing Report, which contains the transactions, by branch, that were posted. display the Cash Receipts window in view-only mode. For more information, see Cash Receipts Overview. display the Cash Receipts window in edit mode. For more information, see Cash Receipts Overview. Use this option... Print > Review Queue Print > Posting Exceptions Print > Daily Balancing View > View Cash Receipt View > Edit Cash Receipt 2017 Epicor Software Corporation. All rights reserved. 47

56 Reviewing Cash Receipts Rel To... display the Auto Cash Receipts Posting Exceptions Report, which contains any errors encountered while posting the cash receipts. This option is only active when an error report exists for the current line item. Displays the A/R Inquiry window where you can view information about your A/R accounts. For more information, see A/R Inquiry Overview. clear all matching receipts requeue one line item for repayment under certain situations, for example, if there is an error on the line item.. Any cash receipts that were posted without any errors cannot be requeued. Use this option... View > Error Report View > A/R Inquiry Options > Clear All Matches Options > Requeue Epicor Software Corporation. All rights reserved.

57 Rel Solar Eclipse Accounts Receivable Correcting Cash Receipts in Closed Periods You can apply cash to receipts when it has been received either through a lock box process or manually. You must be assigned the CR.CREDIT.ALLOWED authorization key to apply credit to receipts, including those in a closed G/L period. The system reverses the previous cash receipt and opens a new cash receipt on which to apply the credit. To correct a cash receipt in a closed period: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Display the Cash Receipt you want to correct. 3. The system warns you that the receipt is in a closed period. Click OK. 4. From the File menu, select Cash Receipts Correction to display the Cash Receipts Correction window. If you do not select a receipt in a closed period or you do not have permission, this menu option is deactivated. 5. Select the invoice you want to adjust using the Unapply column and click Create Adjustment. 6. Enter the Cash Receipt information for the new cash receipt in the system. The system displays the new sales order and cash receipt tagged to it Epicor Software Corporation. All rights reserved. 49

58 Updating Customer MICR Information for Cash Receipts Rel Updating Customer MICR Information for Cash Receipts When resolving cash receipt variances, you may find that a check came in and did not automatically get matched by the system. After researching, you find that you need to change the Magnetic Ink Character Recognition (MICR) information for the customer. You can do this directly from the Cash Receipts window without having to drill in to the Credit Control Parameters in Customer Maintenance. By editing the MICR information at the highest customer level, the system can then match future checks correctly. To update a customer's MICR information: 1. From the cash receipt with which you are working, use the File menu and select MICRs. The system displays the customer and any related customers for the cash receipt in hierarchy order: parent customer, bill-to, then ship-to. If the MICR column displays a check mark the system confirms that the MICR data exists for the customer, but not for the check you just received. They customer may have more than one bank account. This verification can help you identify if your MICR information for the customer is at the right level. If you have MICR data for a ship-to, you may want to move it up to the parent record. 2. From the list of customers, select the customer you want to edit. The system automatically drills into the EFT tab on the Credit Control Parameters. 3. Enter or change the bank account information. 4. Close the Credit Control Parameters window. The system returns you to the Cash Receipts window. 5. For the cash receipt that was initially identified as unmatched, resolve the variance manually. Note: The system automatically resolves the check scenario the next time. 6. Exit the window Epicor Software Corporation. All rights reserved.

59 Rel Solar Eclipse Accounts Receivable Entering Batch Cash Receipts Use the batch cash receipts function to process your cash receipts when you have large accounts with many open accounts receivables and cash receipts. This function speeds up your processing of these receipts, and provides you with a single receipt for each customer that you enter, regardless of how many invoices that you process for that customer. Note: If you do not have sufficient permission, the cash receipts window opens in viewonly mode. To enter a batch of cash receipts manually: 1. From the A/R menu, select Batch Cash Receipts to display the Batch Cash Receipts Entry window. 2. In the Payment Date field, enter the date you received the cash. The system populates this field with today's date. The payment date cannot be earlier than the closed cash receipts or audit accounting date. If the date on the invoice is greater than the payment date of the cash receipt, you receive a warning. Someone may have entered activity against the future dated invoices, and if you are dealing with any of these future dated invoices, the system requests confirmation of the open balances. 3. In the Batch Name field, enter name to identify the batch into which this receipt is entered, such as the user name and the date. Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockbox control maintenance record. However, you cannot use that prefix to search by, the Batch Name field still requires an exact match. The system populates the Batch ID field with a system-assigned batch number that can be used for reporting purposes and recall. 4. In the Branch field, enter the name of the branch whose G/L account the system credits with the amount of cash entered. Any cash left unapplied also goes to this branch. 5. In the Bank field, enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays from which to select. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 6. In the Deposit Amount field, enter the total amount of cash received and press Enter. The system populates the Applied Amount field with the amount that has been reconciled. The system populates the Difference field with the difference between the Deposit Amount field and the Applied Amount field. This field must equal zero before you can post the receipts. You can adjust the amount in the Deposit Amount field, as needed. Note: If the customer sends more cash than what the invoice is for, the system displays the entire amount and indicates there is a credit when you drill into that invoice. 7. Do one of the following: 2017 Epicor Software Corporation. All rights reserved. 51

60 Entering Batch Cash Receipts Rel In the Invoice # column, select the order number or invoice number to which you want to apply the cash. In the Customer column, enter the name of the customer whose cash receipt you want to post. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as! Based on the selection you make, the system populates the remaining columns on the receipt window. 8. Review the column information, as needed, before posting payment. Double-click a line item to view the order payment information. Column Applied Amount Check # Subtotal Freight Handling Tax Disc Avail Disc Date Discount The amount of the payment to apply to the invoice. The system populates this field with the invoice amount. The check number entered in the header of the receipt entry. The subtotal due based on the order invoice. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. Indicates if a discount is available to apply to the invoice. The original discount date. Use this information to aid in determining if the invoice status should be set to Discount. The amount of the discount to apply to the corresponding invoice. The system populates this field with any applicable discount. When you apply a discount amount, the system applies the remaining cash. Open Amount Displays the amount of the invoice that has not yet been paid. An asterisk (*) in this field indicates that this line item has a note attached to it. Balance Status Note Displays the remaining open amount on the corresponding invoice after the discount, cash, and adjustment amounts have been applied. A code that identifies the status of the invoice, for example, on hold. These user-defined codes are set up in the Valid Customer Invoice Status Codes control maintenance record. You cannot select a status of Overpay on an unapplied line item. Double-click this field and enter any notes you want to add to related order. The notes you add are immediately attached to the order, and you can access the notes from the cash receipt and batch cash receipts. You can also add a note by selecting Options > Edit Order Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. An icon displays if the order has a note attached. If you are in view-only mode, you can view the note text, but cannot edit it Epicor Software Corporation. All rights reserved.

61 Rel Solar Eclipse Accounts Receivable Column C/R Note Double-click in this field and enter any notes you want to add directly to the cash receipt. The notes you add are pending on the cash receipt until you save the batch. At that time, the system adds the pending notes to each cash receipt, as required. If there are several notes for more than one cash receipt, they are compiled into one note. You can also add a cash receipt note by selecting Options > Edit Cash Receipt Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. 9. From the File menu, select Post to post cash receipts for each customer on the list. Note: You can review receipts in the Automatic Cash Receipts Review Queue. 10. Save your changes and exit the window. To enter a batch of cash receipts electronically: The system provides a way to process checks with your bank electronically. You can have all remittance checks sent to a designated location, such as a post office box, that is controlled by the bank. The bank then enters the checks into their system and sends you an electronic file to process through Eclipse. When entering checks in electronic batches, the system can process different kinds of files to ensure that your checks coming from the bank are applied correctly. EDI 820 and 823 Electronic Processing - The bank sends an EDI compliant file that Eclipse processes and applies. Monitor exceptions or errors using the Automatic Cash Receipts Review Queue. If you added prefixes to your batch names that further identify what the system receives through the lockbox using the Auto Cash Receipts Multi Lockbox control maintenance record, the system displays those on your EDI 823 document as well. See your inside salesperson for more information about the Electronic Data Interchange companion product. Flat File Processing - The bank sends you a flat file, such as a.txt or.csv file, and you can use Your Hold File to port the data into the system with the Tools > Process option. For more information, see Creating Cash Receipts from Bank Lock Box or EFT Files. More Options The following options are also available from the Batch Cash Receipts window. To... set the check number for multiple invoices, select first line item to include, press and hold the Shift key, select the last line item to include, and view the sales order on which the charge was incurred Select this menu option... File > Set Check# At the Check Number prompt, enter the check number and click OK to populate the selected fields with that check number. Options > View Order The Sales Order Entry window displays in View Only mode Epicor Software Corporation. All rights reserved. 53

62 Entering Batch Cash Receipts Rel To... edit the sales order on which the charge was incurred view a selected customer's receivable information make adjustments for the day-to-day writeoffs of A/R amounts such as service charges, freight, handling, or tax for a selected customer add a note to the related order add a note to the cash receipt view additional information about each open invoice Select this menu option... Options > Edit Order The Sales Order Entry window displays. Options > A/R Inquiry The A/R Inquiry screen displays. Options > Miscellaneous Adjustments The A/R Adjustments screen displays. Options > Edit Order Note The notes you add are immediately attached to the order, and you can access the note from the cash receipt and the batch cash receipts. You can also double-click the note in the table to open it for edit. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. Options > Edit Cash Receipt Note The notes you add are pending on the cash receipt until you save the Batch Cash receipt. At that time, the system adds the pending notes to each cash receipt as required. If there are several notes for more than one cash receipt, they are compiled into one note. You can also double-click the note in the table to open it for edit. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. Options > Chg View Epicor Software Corporation. All rights reserved.

63 Rel Solar Eclipse Accounts Receivable Reviewing Batch Cash Receipts Use the Cash Receipts Review Queue to view information on cash receipts entered using the batch entry method. The system bases this information on the data supplied by the Batch Cash Receipts function. The header of this window contains the selection criteria and is saved each time the user exits the screen. When the user displays the window again, the system populates the header with the prior selection criteria. For more information about the Cash Receipts Review Queue and the options provided, see Reviewing Cash Receipts Epicor Software Corporation. All rights reserved. 55

64 Changing Customers on Cash Receipts Rel Changing Customers on Cash Receipts There may be times when you need different customers to link to the same bank information. When reviewing the cash receipts you receive using a lock box, EDI, or flat file from the bank, you can change the customer, if needed. By changing the customer, you make the chosen customer active for that bank routing number and make the previous customer inactive. The inactive customer is still valid in the system, but does not receive cash receipts in the future for that routing number. If you change a customer, the system unapplies any current cash on a current cash receipts that have not been fully processed from the first customer, and applies that cash to the currently selected customer Epicor Software Corporation. All rights reserved.

65 Rel Solar Eclipse Accounts Receivable Searching for Cash Receipts From the Batch Cash Receipts Entry you can search for cash receipts that you have already entered or that the system has entered for you. To search for a cash receipt: 1. Display the Batch Cash Receipts window. 2. Click Advance Search. 3. Use the following fields in any combination to find the receipt you want. The system does not search on partial entries. If there are multiple batch IDs connected to an invoice the system displays a list of IDs from which to select. Batch ID - Enter the system-assigned batch ID. This is not the Batch Name field displayed in the Batch Cash Receipts Entry. Check Number - The check number entered by the user. Payment Date - The date on which the payment was made. 4. Click OK to display the cash receipt Epicor Software Corporation. All rights reserved. 57

66 Changing Batch Cash Receipt Column Views Rel Changing Batch Cash Receipt Column Views You can display a variety of information about your batch cash receipt transactions by changing the column view. For example, to view transactions by the customer's purchase order number, select a column view that includes the Customer PO# column. To change column views: 1. From the A/R menu, select Batch Cash Receipts to display the Batch Cash Receipts Entry window. 2. Enter a batch cash receipt. 3. From the Options menu, select one of the following to display the corresponding columns in the Batch Cash Receipts window: Invoice #/ Column Invoice # Customer Check # Open Amount Discount Amount Balance Applied Amount Status The number that identifies the open invoice in the system. The customer's name whose cash receipts you want to post. Enter part of the name to display a list of matching customers. Click the correct customer name to return it to the field. A number that identifies the payment for reporting and inquiry purposes. The amount from the customer's invoice. The system populates this field. The amount of the discount to apply to the corresponding invoice. The system calculates discounts enter cash receipts. Therefore, you would only enter a discount for override purposes, such as to allow a discount after the discount date. When you apply a discount amount, the system applies the remaining cash. The amount remaining on the open invoice. The amount of the check that you received for that line item. A code that identifies the processing status of the invoice. This field is optional. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes. Customer PO # Column Customer PO # Customer Check # The number that identifies the customers purchase order associated with the open invoice. The customer's name whose cash receipts you want to post. Enter part of the name to display a list of matching customers. Click the correct customer name to return it to the field. A number that identifies the payment for reporting and inquiry purposes Epicor Software Corporation. All rights reserved.

67 Rel Solar Eclipse Accounts Receivable Column Open Amount Discount Amount Applied Amount Balance Status The amount from the customer's invoice. The system populates this field. The amount of the discount to apply to the corresponding invoice. The system calculates discounts enter cash receipts. Therefore, you would only enter a discount for override purposes, such as to allow a discount after the discount date. When you apply a discount amount, the system applies the remaining cash. The amount of the check that was received for that line item. The amount remaining on the open invoice. A code that identifies the processing status of the invoice. This field is optional. Use the Valid Customer Invoice Status Codes control maintenance record to define these codes Epicor Software Corporation. All rights reserved. 59

68 Creating Cash Receipts from Bank Lock Box or EFT Files Rel Creating Cash Receipts from Bank Lock Box or EFT Files If you have customers that pay you through electronic fund transfers (EFT) from their banks, the customer's bank sends you a lock box or EFT file as a flat file or as an EDI 823 document. The file includes the Magnetic Ink Character Recognition (MICR) information: check number, check amount, bank account number, and the customer's American Banking Association (ABA) bank routing number. The account and ABA numbers identify the customer at the bank and in your system. The file from the bank can also contain additional information, such as invoice numbers and zip codes. Using the information in this file, you can set up your system to automatically create cash receipts for open A/R balances for the customer, reducing the time it would take to manually create each EFT payment's cash receipt. Complete the following setup before you upload and process a bank file to automatically create cash receipts: For each customer that sends you EFT payments, set the bank account and ABA bank routing number in Customer Maintenance. For more information, see Configuring Customers for Electronic Funds Transfers in the Entity Maintenance documentation. Define bank matching rules in the Automatic Cash Receipt Options control maintenance record. This record determines how the system matches the check amounts in the bank's file to the open A/R balances in your system. For more information about setting up matching rules, see the record's description in the Control Maintenance Record documentation. Complete the following steps to create cash receipts using electronic files: Upload and view the bank file. Process the file. Review the created cash receipts. Uploading and Viewing the Bank File Import a bank file into the system from a folder on your computer or directly from a disk or CD. If the file is in Excel format or is a text file and you did not receive a record layout sheet from the vendor, do not upload it directly from the diskette or CD drive. Copy it to a folder on your workstation, save it in.csv (comma delimited) format, and then upload it from the folder. After you upload the bank file, view the contents of the file to validate that the upload was successful and that the data is correct. Make notes about column widths and column positions for when you process the file. To upload and view a bank file: Note: The Upload function in the Solar Eclipse Report Queue is not yet available. Open the character-based system to complete the following procedure. 1. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 2. Use the Upload hot key, select the bank file, and click Open. 3. In the Enter Spooler Title field, enter a title for the uploaded file and press Enter to display the Spooler Control screen Epicor Software Corporation. All rights reserved.

69 Rel Solar Eclipse Accounts Receivable A running count of the bytes of data being uploaded displays in the message bar at the bottom of the screen. When finished, the total number of bytes uploaded displays. Note: The messages " 0 bytes Transferred to Host" or "Upload Impossible" display in the message bar when you have entered the path name incorrectly. 4. Press Enter to complete the upload. The file name you uploaded displays at the top of the list on the Spooler Control screen. 5. Select the file in the list and use the View hot key to display the file in the Hold Entry Pre-View screen. 6. Identify the columns in the file to help you complete the processing of the file. If the file is in.csv (variable) format, the data runs together and be separated by commas or another delimiter. If the file is in fixed-width (blocked) format, the data displays in distinct columns. Fixed-width data files are normally accompanied by a specification sheet that identifies the column descriptions and widths. Use this sheet to set the update parameters in the system. 7. Press Esc to return to Spooler Control screen. 8. Continue with the procedures in the next section to process the file. Note: If you do not want to process the file immediately, it remains in your Hold file for the number of days defined in the Minimum Days Before Report Purge control maintenance record. Processing the Uploaded Bank File to Create Cash Receipts When you process the bank file, the system uses the bank mappings set in the Automatic Cash Receipt Options control maintenance to determine how to apply the money for each customer to their open A/R balance. For example, you can set up the mapping to apply the cash amount in the file to the last statement total or to balances that are over 60 days old for the customer. To process a bank file and create cash receipts: Note: The Process function in the Solar Eclipse Report Queue is not yet available. Open the character-based system to complete the following procedure. 1. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 2. Select the file you want to process and use the Process hot key. 3. In the Processing Type field, select Spooler Cash Receipts, and use the Begin hot key to display the Spooler Cash Receipts screen. 4. In the Work ID field, do one of the following. You can use the same work ID for different customers or vendors if several of them send their data in an identical format. Enter a name that identifies the bank who sent the file or the cash receipts information you are creating to create a template for future updates and complete the fields for processing the data in the file Epicor Software Corporation. All rights reserved. 61

70 Creating Cash Receipts from Bank Lock Box or EFT Files Rel Field Desc Branch Start Lngth Dec # Enter a complete description for the process that will help you identify it next time you process a file. Enter the branch whose cash receipts information you want to update. Enter All to include all branches. If you enter a branch when setting up the bank mapping options in the Automatic Cash Receipts Options control maintenance record, the system uses that branch setting. For each data type included in the uploaded file, enter the character position on which the data starts in the file. For example, each lock box or EFT file contains the amount of each check that starts in the same place in each row in the file. In the Start field, enter the starting position, such as 9 to indicate the amount starts on the ninth character from the right in each row of the file. Setting the starting position and the length of each data type tells the system exactly which characters in the file are used for each piece of data. For each piece of data included in the uploaded file, enter the number of characters the column provides for the data. For example, check amounts might start on the ninth character in a row, and the column for check amounts allows up to 10 characters. In this example, enter 9 in the Start field and 10 in the Lngth field next to the Check Amount data format, to indicate that all check amounts in the file start at character 9 and end at character 19. For each numerical data type included in the uploaded file, do one of the following: Enter the number of decimal places if the decimal point is not embedded, but the numeric data contains a defined number of decimal places, such as for cents included in a dollar amount. Leave the field blank if the decimal point is embedded. Use the Rec Layout hot key to identify the cash receipts format of blocked or variable for the file you are importing. For more information, see Changing Cash Receipts Upload Formats. Leave the field blank to process the file without saving the settings as a template. If you choose to not create a template, in the Branch field, enter the branch for which to create the cash receipts and complete the fields for processing the data in the file as described above. Press F10 and select an ID to use an existing template. 5. Use the Test hot key to display the parsed EFT data according to the data layout column positions. Use this hot key to view the column layout and make any adjustments to the positioning to get the data layout set perfectly. 6. After the positioning is set, use the Begin hot key to submit and auto-create the cash receipts. Reviewing the Created Cash Receipts As the system creates the cash receipts for the amounts in the bank file, it records the receipts in the Automatic Cash Receipts Review Queue. Any amounts that the system was unable to apply display in the queue with a reconciled amount of zero and a difference of the amount that was unapplied. For example, if the customer made an EFT payment to you, but your system does not have an outstanding A/R balance for that customer Epicor Software Corporation. All rights reserved.

71 Rel Solar Eclipse Accounts Receivable From the Automatic Cash Receipts Review Queue, select Print > Daily Balancing to generate the Automatic Cash Receipts Balancing Report to review the transactions posted from the EFT file. The report includes information such as total payments, posted and unposted amounts, along with information regarding freight and handling, tax, and discounts. Select View > Error Report to view the Auto Cash Receipts Posting Exceptions Report, which contains any errors encountered while posting the cash receipts. For more information about using the Automatic Cash Receipts Review Queue, see Viewing the Cash Receipts Review Queue Epicor Software Corporation. All rights reserved. 63

72 Defining Cash Receipt Update Parameters Rel Defining Cash Receipt Update Parameters The information entered in the Spooler Cash Receipts screen determines how the system reads and processes cash receipt information from a vendor. You can create a vendor-specific cash receipt update template that can be used each time you update information from that vendor. To set auto update parameters: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. Note: An asterisk (*) identifies the necessary fields for updating cash receipts. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, select Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, do one of the following: Leave the field blank - Does not save the template after this update. Enter a name that identifies the vendor who sent the file or the cash receipts information being updated. This selection creates a new template for use with future updates. Press F10 and select an ID - Uses an existing template. 6. In the Desc* field, enter a complete description for the update. 7. In the Branch field, enter the branch whose cash receipts information you want to update. Enter ALL to include all branches. If your company uses multiple branches for cash receipts, use this option to select the price sheet by branch. 8. In the Start or Lngth# field of the Data Format section of the screen, scroll down the list to find the data format to match in the update file: Start - Enter the number provided by the customer or vendor for the data format you want to match. Lngth - Enter the corresponding length of the field. 9. In the Dec# field, enter one of the following for numeric data: The appropriate number of decimal places if the decimal point is not embedded, but the numeric data contains a defined number of decimal places. A zero if the decimal point is embedded Epicor Software Corporation. All rights reserved.

73 Rel Solar Eclipse Accounts Receivable 10. Use the hot keys listed in the following table, as described. An asterisk (*) identifies the hot keys necessary for updating cash receipts. Hot Key Begin Rec Layout* Delete Test Function Begins processing the upload file. Ensure the update criteria are set properly before using this hot key. Identifies the cash receipts format of blocked or variable for the file you are importing. For more information, see Changing Cash Receipts Upload Formats. Deletes the current work ID. The system prompts you to confirm the deletion. Displays the parsed EFT data according to the data layout column positions. Use this hot key to view the column layout and make any adjustments to the positioning to get the data layout set perfectly. After the positioning is set, use the Begin hot key to submit and auto-create the Cash Receipts. 11. Press Esc to exit the screen. If you created a work ID, the system saves the data as a template Epicor Software Corporation. All rights reserved. 65

74 Changing Cash Receipts Upload Formats Rel Changing Cash Receipts Upload Formats Customers and vendors send cash receipt information in a text file. For each cash receipt entry in the lockbox file, you must have the following set up to populate the Automatic Cash Receipts Review Queue. A record type 6 containing the record type, batch, check amount, ABA, account number, and check, number. For example: A record type 4 for each order that is being paid containing record type, batch, invoice number, and remit amount. For example: 40002S You can have as many of this record type as needed. To change the format of the cash receipts update: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, enter Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, enter the work ID for this update. For more information, see Defining Cash Receipt Update Parameters. A work ID can determine a format-specific template for processing a spreadsheet. It does not have to be customer- or vendor-specific. You can use the same work ID for different customers or vendors if several of them send their data in an identical format. 6. Use the Rec Layout hot key to display the Upload File Format screen. 7. In the Record Type field, enter one of the following formats for the update file: Blocked - Fixed-length Epicor Software Corporation. All rights reserved.

75 Rel Solar Eclipse Accounts Receivable Variable - Comma-delimited. Note: Data elements in a blocked record may also be separated by a delimiter. 8. In the Record Length field, enter the number of characters necessary if the vendor specifies a record length. Leave the field blank if the vendor does not specify a record length. Note: This field is accessible only for blocked-type records. 9. In the Delimiter Char field, enter the character that is used between each field as a delimiter. This field is active only for variable record type files. 10. In the Delete Chars field, enter any characters you do not want read as data, such as quotation marks or the dollar sign. The system does not recognize the dollar sign ($) as a numeric value, so enter a dollar sign in this field if the vendor puts a dollar sign in front of prices. 11. Press Esc to save the information and return to the Spooler Cash Receipts screen Epicor Software Corporation. All rights reserved. 67

76 Deleting Cash Receipts Upload Templates Rel Deleting Cash Receipts Upload Templates A cash receipts template is used to update cash receipt information from a bank. You create cash receipts update templates to use repeatedly when updating cash receipt information. If you no longer need a template, you can delete it as described in the following procedure. To delete a cash receipts upload template: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, enter Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, enter the work ID that identifies the template to delete. 6. Use the Delete hot key to display the delete prompt. 7. In the Type DELETE to Confirm field, type delete. The system deletes the update template. 8. Press Esc to return to the Spooler Cash Receipts screen Epicor Software Corporation. All rights reserved.

77 Rel Solar Eclipse Accounts Receivable Anticipation Credit Overview Anticipation credit is a reward that selected customers can receive if they pay an invoice before it is due. The system bases this credit on a fixed percentage of the amount paid and the number of days before the invoice is due that the customer paid it. When the system calculates anticipation credit, the credit can be applied against the customer's open accounts receivable balance to reduce their debt overall. The system calculates anticipation credit and applies it when a user completes a cash receipts entry, provided that the user requests that the system check for it, and that the following invoice eligibility criteria are met: The invoice amount is greater than zero. Invoice terms are not listed in the Terms Code To Exclude From Anticipation Credit Eligibility control maintenance record. The invoice has not had a previous anticipation credit applied to it. The invoice balance is zero because of this payment. The system calculates the amount of anticipation credit given to each invoice using the following algorithm: [Invoice Amount - (Discount taken + Miscellaneous Adjustments)] x Anticipation Credit Percentage x # of Days Early / 365 The following table describes how the system arrives at each value: Value Invoice Amount Discount Taken Miscellaneous Adjustments Anticipation Credit Percentage The amount of the purchase, including tax, shipping, handling, and others. The discount amount established for the customer in Terms Maintenance. Any adjustments made to the invoice. The discount amount established in the Anticipation Credit Percentage control maintenance record. # of Days Early The number of days before a discount expires or the net due date is reached that the customer paid the invoice in full. 365 The number of days in a year. Example of How the System Calculates Anticipation Credit Assume that you have set up the Anticipation Credit Percentage in the customer's maintenance record as 0.1%. In addition, assume that the Discount Taken terms are as follows: 15 days from invoice date = 2.75% discount 45 days from invoice date = 2% discount 75 days from invoice = net payment due In this example, your customer, Loomis Siding, has purchased $100 worth of drywall. After tax and handling, the total invoice comes to $ The purchase was made on the 18th of January and comes due on the 7th of March Epicor Software Corporation. All rights reserved. 69

78 Anticipation Credit Overview Rel Scenario One Loomis Siding pays the total invoice when they pick up their drywall. What sort of anticipation credit should they get, considering that they paid 15 days before the first discount date? Following the algorithm given above, their anticipation credit would be 52 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 15/365 = $0.52 Scenario Two Loomis Siding pays the total invoice on the 28th of February. This pay date falls after the first discount date, but still qualifies for the second discount date. Specifically, the pay date is five days before the second discount date. The anticipation credit would be 17 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 5/365 = $0.17 Scenario Three Loomis Siding pays the total invoice on the 31st of March. This pay date is not eligible for a discount, but it is 2 days early on the net due date, so the anticipation credit of 7 cents is applied. This is how the system calculates the anticipation credit: [ (0 +0)] x.10 x 2/ 365 = $0.07 In order to use anticipation credit, do the following: Set up the system to calculate anticipation credit for the customer. Apply anticipation credit to the customer's cash receipts Epicor Software Corporation. All rights reserved.

79 Rel Solar Eclipse Accounts Receivable Setup Requirements for Anticipation Credit Following are the control maintenance records and authorization keys used for anticipation credit, along with additional setup requirements. Control Maintenance Records Set the following control maintenance records: Apply Batch Cash Exceeded Amount Against Invoice C/R Anticipation Credit Invoice Product Create Anticipation Credit Invoice From C/R Terms Code To Exclude From Anticipation Credit Eligibility Authorization Keys Assign the following authorization key: CR.ANTICIPATION.CREDIT Additional Setup Before you can use anticipation credit, you also need to: Create a miscellaneous charge product. The system uses this product to determine the anticipation credit percentage. You must assign this product to the C/R Anticipation Credit Invoice Product control maintenance record. Fore more information, see Product Maintenance Overview. Override the customer's branch settings, if needed. You might do this if the customer is assigned to a home branch, but you want to apply anticipation credit at a different branch. For more information, see Customer Maintenance. Then, activate anticipation credit Epicor Software Corporation. All rights reserved. 71

80 Setup Requirements for Invoice and Statement Processing Rel Setup Requirements for Invoice and Statement Processing Following are the control maintenance records and authorization keys used for invoice and statement processing. Control Maintenance Records Set the following control maintenance records: Valid Customer Statement Cycles Default Invoice/Statement Sort Print Paid-In-Full Invoices Valid Invoice Select Codes Authorization Keys Assign the following authorization keys: AR.STATEMENT INV.INV.STAT SOE.PRINT.INVOICE SOE.SINGLE.INVOICE Epicor Software Corporation. All rights reserved.

81 Rel Solar Eclipse Accounts Receivable Anticipation Credit Basics Anticipation credit is a reward that selected customers can receive if they pay an invoice before it is due. The system bases this credit on a fixed percentage of the amount paid and the number of days before the invoice is due that the customer paid it. When the system calculates anticipation credit, the credit can be applied against the customer's open accounts receivable balance to reduce their debt overall. The calculation of anticipation credit takes place behind the scenes. This credit is applied when you complete a cash receipts entry and enter Y when prompted to check for anticipation credit. An anticipation credit will only be applied when the following criteria is met for invoice eligibility: The invoice amount is greater than zero. Invoice terms are not listed in the Terms Code To Exclude From Anticipation Credit Eligibility control maintenance record. The invoice has not had a previous anticipation credit applied to it. The invoice balance is zero because of this payment. The system calculates the amount of anticipation credit given to each invoice using the following algorithm: [Invoice Amount - (Discount taken + Miscellaneous Adjustments)] x Anticipation Credit Percentage x # of Days Early / 365 The following table describes how the system arrives at each value: Value Invoice Amount Discount Taken Miscellaneous Adjustments Anticipation Credit Percentage The amount of the purchase, including tax, shipping, handling, and others. The discount amount established for the customer in Terms Maintenance. Any adjustments made to the invoice. The discount amount established in the Anticipation Credit Percentage control maintenance record. # of Days Early The number of days before a discount expires or the net due date is reached that the customer paid the invoice in full. 365 The number of days in a year. Example of How the System Calculates Anticipation Credit Assume that you have set up the Anticipation Credit Percentage in the customer's maintenance record as 0.1%. In addition, assume that the Discount Taken terms are as follows: 15 days from invoice date = 2.75% discount 45 days from invoice date = 2% discount 75 days from invoice = net payment due 2017 Epicor Software Corporation. All rights reserved. 73

82 Anticipation Credit Basics Rel In this example, your customer, Loomis Siding, has purchased $100 worth of drywall. After tax and handling, the total invoice comes to $ The purchase was made on the 18th of January and comes due on the 7th of March. Scenario One Loomis Siding pays the total invoice when they pick up their drywall. What sort of anticipation credit should they get, considering that they paid 15 days before the first discount date? Following the algorithm given above, their anticipation credit would be 52 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 15/365 = $0.52 Scenario Two Loomis Siding pays the total invoice on the 28th of February. This pay date falls after the first discount date, but still qualifies for the second discount date. Specifically, the pay date is five days before the second discount date. The anticipation credit would be 17 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 5/365 = $0.17 Scenario Three Loomis Siding pays the total invoice on the 31st of March. This pay date is not eligible for a discount, but it is 2 days early on the net due date, so the anticipation credit of 7 cents is applied. This is how the system calculates the anticipation credit: [ (0 +0)] x.10 x 2/ 365 = $ Epicor Software Corporation. All rights reserved.

83 Rel Solar Eclipse Accounts Receivable Activating Anticipation Credit Before you can use the anticipation credit feature, you must set up eligible customers for it. Use the Credit Control Parameters window to activate it. To activate anticipation credit for a customer: 1. From the Maintenance window, select Customer to display the Customer Maintenance window. 2. Display a customer's record. 3. From the Pricing menu, select Credit Controls to display the Credit Control Parameters window. 4. Click the Additional Information tab to display additional credit parameters. 5. Select the Anticipation Credit Invoice check box. Note: If you do not select the check box, the system uses the setting in the Create Anticipation Credit Invoice From C/R control maintenance record. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 75

84 Applying Anticipation Credit Rel Applying Anticipation Credit After you have determined that a customer is eligible for anticipation credit and have set up the customer to use it, you still have the option of deciding whether or not to apply this credit each time you enter a cash receipt for that customer. To apply anticipation credit: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter a cash receipt. 3. From the File menu, select Exit. At the Check for Anticipation Credit prompt, click Yes to apply anticipation credit to the cash receipt, if applicable; otherwise, click No. One of the following occurs: If the invoice is eligible for anticipation credit, the system provides access to the credit so that you can adjust the invoice. In addition, the credit now includes a listing of every invoice included in the credit and the amount of credit applied to each invoice. If the invoice is not eligible for anticipation credit, the following message displays: No Invoice Eligible for Credit Epicor Software Corporation. All rights reserved.

85 Rel Solar Eclipse Accounts Receivable A/R Inquiry Overview The system provides several programs to help you manage your receivables. You can view transactions, aging information, account balances, general ledger distributions, and a variety of other information. Use the A/R Inquiry to manage your receivables. Instead of printing a report, you can view information about any customer using the A/R Inquiry program, not just for the current account balance, but also for any information related to that customer's business dealings with your company - past, present, or future. Access the A/R Inquiry program when you initiate contact with the customer, and in the course of other data entry activities, such as sales order entry. From A/R Inquiry, you can access other information, such as notes you have recorded while working the customer's account, aging information for a specific transaction, the customer's sales history, and open orders and bids. For a breakdown of the A/R Inquiry window, see A/R Inquiry Window Attributes in this documentation. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents Epicor Software Corporation. All rights reserved. 77

86 Viewing Customer Receivable Information Rel Viewing Customer Receivable Information Use the A/R Inquiry window to view information about a customer, for example, the amount of money the customer owes, how many sales have been made to the customer, and the customer's available credit limit. This information is available in real-time, based on the as-of date, which determines the data provided for all aging information, balances, and transaction amounts. To view customer receivable information: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. In the Customer field, enter the name of the customer for which to display accounts receivable information. If multiple customers match your entry, a list of matching customers displays from which to select. Parent customers are indicated in the customer short description. 3. To view transactions and aging information as of a date prior to today's date, in the As of field, enter that date. Note: The system displays the account type next to As of Date field to identify the account as a job account, ship-to account, bill-to account, or both a ship-to and bill-to account. 4. Review the Account Information area, as needed: Field Start As of Contact/Phone Future Current The date the customer account was opened. The date that determines what transactions to list and the aging of all account balances displayed. The first two contacts and associated phone numbers from the Customer/Phone field in the Customer Maintenance window. The part of the customer's balance that is due. The part of the customer's balance that you have billed and that is due in the current period The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 Total Deposits Orders MTD Sales YTD Sales The part of the customer's balance that is over 120 days overdue. The total balance due from the customer. The total of all deposits made by the customer against open orders. The dollar value of material that has been ordered but not yet shipped to the customer. The customer's month-to-date sales total. The customer's year-to-date sales total Epicor Software Corporation. All rights reserved.

87 Rel Solar Eclipse Accounts Receivable Field 6 Month Avg/12 Month Avg 6-Month High/12 Month High Payment Days The average balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program (A/R > Utilities > Credit Statistics Calculations). To view the 12-month average, from the Options menu, select 12 Month View. The highest total balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program. To view the 12-month high, from the Options menu, select 12 Month View. The average of the number of weighted days to pay since the last time the customer had a zero balance. This number is based on data from the previous six months, and is calculated when the Credit Statistics Calculation program is run. For example, if the transaction includes three cash receipts for an invoice of $400, the receipts might be laid out as follows: $100 is paid seven days from the invoice date $200 is paid 14 days from the invoice date $100 is paid 21 days from the invoice date The formula for calculating the average days to pay for all three invoices works as follows: [(100 x 7) + (200 x 14) + (100 x 21)] / 400 = 14 days. Note: Cash receipts entered after the As of Date are excluded from the payment date calculation. Last Sale Most Recent Payment The date of the last sale to the customer and the amount of that sale. The date of the customer's last payment and the amount of the customer's last payment. Note: This payment amount only reflects actual cash receipts, not zero dollar cash receipts that you enter to adjust an account. Previous Payment Service Charges Billed/Paid/ Written Off Past Due Limit The date of the payment made before the last payment and the amount of that payment. Amount of service charges applied or paid to the account. This includes open and fully-paid service charges invoices. Shows only the services charges created for the last 6 or 12 month period, depending on the 6/12 Month View selection from the Options menu. If the As of Date field remains blank, the system uses the fiscal year-to-date (YTD) information for service charges, billed, and paid amounts (Service Charges Billed/Paid field). If a date is entered in the As of Date field, the system displays the fiscal YTD information as of the date entered. Write off amounts include all the write-offs made against the billed service charges of the last 6/12months depending on the 6/12 Month View selection from the Options menu. For example, you set your fiscal year to begin January 1 (fiscal year is the calendar year). If you enter 5/31/2013, the system displays service charges billed/paid from January 1 through May 31, Displays the limit defined on the Credit Limit tab in Credit Control Parameters of Customer Maintenance Epicor Software Corporation. All rights reserved. 79

88 Viewing Customer Receivable Information Rel Field Bal. Past Due Discounts Taken YTD / Last Year Total Discount Available Balance after Discount Percent of Sales Returned Displays the calculated past due amount taking into consideration all credits and deposits. The amount of any discounts the customer has received so far this fiscal year and the amount of any discounts the customer received in total for the last fiscal year. The Discounts Taken Last Year field always displays the total discounts take for the last year regardless of the as of date. For example, you set your fiscal year to begin January 1 (fiscal year is the calendar year). If you enter 05/31/2013, the system displays Discounts Take YTD as discounts taken from 01/01/2013 through 05/31/2013. However, the Discounts Taken Last Year field displays discounts taken from 01/01/2012 through 12/31/2012. The amount of the discount available to the customer if they pay future balances on or before the due date. The amount of payment due if the customer pays off future balances on or before the due date and the system applies the discount. The system calculates this percentage based on sales dollars. Total Returns / (Total Returns + Total Sales) If you leave the As of date field blank, then system uses all the amounts divided by the number of returns for in the current fiscal year. If the As of date field is populated, then the system uses the sum of all the amounts divided by the number of returns for the month listed in the As of date field. Use the SOE Return/ Credit Default Parameters control maintenance record to determine a return, the system adjusts this percentage based on it. This control record is branch specific. Note: For more information about how the system calculates aging buckets, see A/R Aging Methods and Examples. 5. Review the Contact Information area and change the contact numbers, as needed, for the displayed customer. 6. Review the Credit Information area, as needed. Field Credit Manager Terms Direct Terms Displays the credit manager assigned to the A/R account in the Additional Info tab from the Credit Control Parameters in Customer Maintenance. Users must be activated as credit managers at the User Maintenance level and then assigned as the credit manager for the account on the Additional Info tab from the Credit Control Parameters in Customer Maintenance. If they are not activated in User Maintenance, they are not options to select from in that field. The customer's payment terms. The system populates this field with information from the Terms Code field in the Customer Maintenance window. Credit terms are set up in the Terms Codes Maintenance in Accounting Setup. Your company's payment terms defined for direct orders for this vendor. These terms are defined in the Direct Terms field in the Vendor Maintenance record. For more information, see Creating Vendor Records Epicor Software Corporation. All rights reserved.

89 Rel Solar Eclipse Accounts Receivable Field Credit Limit Temporary Credit Limit The system populates this field with information from the Credit Limit field in the Customer Maintenance window. This value is the currently displayed customer's credit limit as defined in the customer record. If the value displays in gray text, a temporary credit limit has been applied. The Include Open Orders in Credit Balance control maintenance records determines if open orders are included in this calculation. If a temporary credit limit has been applied, the system displays this value and its expiration date. The original credit limit displays in the Credit Limit field in gray text. Set temporary credit limits in the customer record Credit Controls Parameters. Select the limit and the date on which it expires. Note: If the order is automatically processed using this setting, the system logs that in the order's maintenance log to alert users why the order was released through the phantom process. Available Cumulative Credit Limit This field label changes dynamically depending on the view your are currently in: Available (All Open Orders). This is the default if no credit exposure days are defined. Available (Credit Exposure) Displays the difference between the customers Credit Limit and Total balance due. The addition of lot items to open orders and the invoicing and payment of lot items can affect this amount. If this amount displays in red, then the account has no further credit available. If the Include Open Orders in Credit Balance control maintenance record is set to All, then Available = the customer s credit limit - the total A/R - Open Orders If the Include Open Orders in Credit Balance control maintenance record is set to None, then Available = the customer s credit limit - the total A/R The total amount of credit available for all bill-to accounts for this customer. Billto accounts are identified in the Customer Maintenance record for the customer by the Use Bill-To check box. The cumulative total is collected from the Credit Limit field in the Credit Control Parameters. This field does not display if the account is not flagged as a bill-to account. 6. Review the columns in the Transaction area at the bottom of the window, as needed. Column Reference # Branch Date Amount Payment Payment Date The sales order number, check number, or cash payment number of the transaction. The branch that receives credit for the transaction. The posting date of the transaction. The amount of the transaction. The amount that was applied to the original transaction. The date the payment was made Epicor Software Corporation. All rights reserved. 81

90 Viewing Customer Receivable Information Rel Column Balance Age Invoice Status Status Date Cash Receipt Notes The remaining balance for the transaction. The aging category to which the transaction belongs. A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record. You must have the AR.INQ.STATUS.EDIT authorization key and be in the Invoice Status Date view to edit this field. The date the invoice status was last changed. Enter a note to display on the cash receipt when it prints. Users must have the AR.INQ.STATUS.EDIT authorization key and be in the Invoice Status Date view to edit this field. 6. Do any of the following, as needed: To... record any conversations or contact with the customer regarding their account view the order, the cash receipt, or payment information for a selected transaction edit the order or cash receipt information for a selected transaction view aging information for a selected transaction view the balance due and aging buckets for both bill-to and ship-to customers, as well as pay-to and ship-from vendors view every transaction that has affected this customer's A/R balance view a list of open orders for this customer view a list of outstanding bids for this customer determine how much doing business with this customer costs your company compare this year's and last year's sales history for this customer Select this menu option... File > Enter A/R Note The Call Tracking Entry window displays. File > View Order Displays a window that corresponds to the type of transaction, such as Sales Order Entry, Payment Viewing, or Cash Receipts in view-only mode. File > Edit Order Displays a window that corresponds to the type of transaction, such as Sales Order Entry or Cash Receipts. File > Audit Order The A/R Item Audit window displays. Inquiries > A/R Summary The A/R Summary window displays. Inquiries > A/R Ledger The A/R Ledger window displays. Inquiries > Open Orders The Sales Inquiry window displays in open orders mode. Inquiries > Open Bids The Sales Inquiry window displays in bid mode. Inquiries > Activity Based History The Activity Based Customer Sales History window displays. Inquiries > Customer Sales History The Customer Sales History window displays Epicor Software Corporation. All rights reserved.

91 Rel Solar Eclipse Accounts Receivable To... view or edit the customer's maintenance record view how this customer's payment habits compare to those of other customers see all of the payments made chronologically in a specified period of time Select this menu option... Inquiries > Customer Maintenance The Customer Maintenance window displays. Inquiries > Customer Rank The Customer Ranking window displays. Inquiries > Customer Payment History Note: The system displays the A/R Ledger in the Payment Pattern view. The process may take several minutes. The system displays a progress bar indicating its selections. view a list of activity log entries for this customer change the currency viewed on this window view information for the bill-to account only view information at the 6 or 12 month groupings Inquiries > Activity Log The Customer Activity Log Viewing window displays. Options > Change Currency A prompt displays. Type the new currency and press Enter. For more information about exchange rates, see the Foreign Exchange Rates Overview. Options > Bill-To Only A check mark displays next to the menu selection. Select Bill-To Only again to return to view all mode. Options > 6 Month View Options > 12 Month View view the old invoice # Options > Table View > Old Invoice # view the invoice status information Options > Table View > Invoice Status Code Displays the Reference #, balance, invoice status code, status date, and any cash receipt note attached. view the customer purchase order number Options > Table View > Customer P/O # 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 83

92 Customer Ranking Details Rel Customer Ranking Details Use the Customer Ranking screen to view and compare the performance of one customer to another. The system bases this ranking method on definitions set on the Customer Product Ranking window. Running the Customer Ranking program selects the ranking methods and updates the ranks, for example, at the end of each month. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To compare customers' performance: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Customer Rank to display the Customer Ranking window. 4. View the following information, as needed: Field Name Rank Ranking Method Date Time User ID The customer for whom the system displays the ranks, based on the name in the Customer field on the A/R Inquiry screen. The rank assigned to the customer for the designated ranking method, based on when the Customer Ranking program was last run. The ranking method associated with the designated rank. The date on which the Customer Ranking program was last run. The time at which the Customer Ranking program was last run. The user ID of the person who last ran the Customer Ranking program. 5. Press Esc and return to the A/R Inquiry window. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

93 Rel Solar Eclipse Accounts Receivable A/R Inquiry Window Attributes Use the A/R Inquiry to manage your receivables. Instead of printing a report, you can view information about any customer using the A/R Inquiry program, not just for the current account balance, but also for any information related to that customer's business dealings with your company The A/R Inquiry window has pertinent information divided into different sections or areas on the window. Use the following areas to analyze your A/R inquiry account: 1. Account Information - All the current account statistics for the displayed customer. For more information, see the Account Information area in Viewing Customer Receivable Information in this documentation. 2. Discounts - The amount of any discounts the customer has received so far this fiscal year and the amount of any discounts the customer received in total for the last fiscal year. Additionally, any balance after the discounts have been applied. For more information, see the Account Information area in Viewing Customer Receivable Information in this documentation. 3. Payments and Sales - Any payment information including most recent payments and previous payments for the displayed customer. For more information, see the Account Information area in Viewing Customer Receivable Information in this documentation. 4. Start and As Of Date - The time frame in which the display is limited, if any. 5. Account Labels - This area displays a label, if any, on the account: Bill-To Account, Ship-To Account, Bill-To / Ship-To Account, or Job Account. 6. Contact Information - The current contact information for the customer displayed Epicor Software Corporation. All rights reserved. 85

94 A/R Inquiry Window Attributes Rel Credit Information - Any credit manager, terms, and credit limits on the account and the current state of them. For more information, see the Credit Information area in Viewing Customer Receivable Information in this documentation. 8. View Manager - Use these option to display other columns based for the A/R Inquiry customer. User-defined views can be added, as needed, if you find additional columns that could be helpful to you. 9. Status Bar - Displays the customer ID, the associated branches, and the number of lines in the Transaction area of the window. Options Menu In addition, use the following menus to access more details, as needed. 1. Change Currency - Use this option to change the currency view to another currency, such as from English pounds to US dollars and 12 Month Views - See Using A/R History to Review Account Aging. 3. All Orders View / Future Open Orders View - When using the Credit Exposure Days In Future option from the Credit Control Parameters in Customer Maintenance, the credit checking is directly impacted based on how many open orders you are using in your credit checking calculation. Use these views to review those orders. This setting is also affected by the Number Of Days In Future For Credit Exposure In Open Orders control maintenance record. 4. Bill-To Only - Use this option to display view information for the bill-to account only for the displayed customer. A check mark displays next to the menu selection. Select Bill-To Only again to return to view all mode. 5. Table Views and User-Defined View Maintenance - Use these option to display other columns based for the A/R Inquiry customer. User-defined views can be added, as needed, if you find additional columns that could be helpful to you. Inquiries Menu The following information can be accessed from the A/R Inquiries menu.. Viewing A/R Balance Summaries Viewing Open Sales Orders in A/R Viewing Open Sales Order Bids in A/R Viewing Customer Sales Histories Epicor Software Corporation. All rights reserved.

95 Rel Solar Eclipse Accounts Receivable Using A/R History to Review Account Aging 2017 Epicor Software Corporation. All rights reserved. 87

96 Viewing Customer Sales Histories Rel Viewing Customer Sales Histories Use the Customer Sales History window to view a customer's sales dollars and your gross profit percentages by month for two consecutive years. The window displays the difference between the two years in gross profit percentages, and you can move forward and backward through the years of sales history for a customer. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view customer sales history information: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Customer Sales History to display the Customer Sales History window. 4. Review the following information for each month, as needed: Column (First Year) GP% (Second Year) GP% Diff% The sales made during the first year. If you have not changed the year, this is last year's sales. The amount of profit your company made from the first year's sales. If you have not changed the year, this is last year's gross profit percentage. You must be assigned the COGS.VIEW authorization key to view GP% information. The sales made during the second year. If you have not changed the year, this is this year's sales, to date. The amount of profit your company made from the second year's sales. If you have not changed the year, this is this year's gross profit percentage, to date. The difference in gross profit percentage between the two years displayed. If the sales amount for the same month each year is zero and the gross profit for the same month each year is zero, this column displays %. 5. To view the sales history for different years, from the Options menu, select one of the following: To view the sales history for an earlier year, such as 2001, select Previous Year. To view the sales history for a later year, such as 2004, select Next Year. 6. From the File menu, select Exit to return to the A/R Inquiry window. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

97 Rel Solar Eclipse Accounts Receivable Viewing Activity Based Customer Sales Histories Use the Activity Based Customer Sales History window to view information about sales, cost, and gross profit information for a customer as it relates to various expense categories you have set up in activity based costing. You can use this screen to drill down to view the individual activities that make up the figures for the Expense categories and G/L Pools. For more information, see Activity Based Costing. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view activity based customer sales history: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Activity Based History to display the Activity Based Customer Sales History window. 4. Follow the procedure for Viewing ABC Customer Sales Histories Epicor Software Corporation. All rights reserved. 89

98 Viewing A/R Balance Summaries Rel Viewing A/R Balance Summaries Use the A/R Summary window to show a summary of the balances on accounts for a bill-to customer without needing to call up each individual account. In this window, you can view a breakdown of each ship-to customer associated with the original bill-to customer, as well as view the details for each ship-to account. This is a view-only window. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view a summary of A/R balances: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select A/R Summary to display the A/R Summary window. The system populates the window with the following view-only information: Review for each account, as needed: Column Parent / Bill-To Customer Index and Customer Name Indicates that this is a parent or a bill-to only customer. Displays the corresponding customer name for the Parent / Bill-To column. By default, the system displays the Index name as listed in the Index field in Customer Maintenance. Use the View Manager to change to the Name view and display the official name used in the Customer field in the Customer Maintenance record. Balance Current The total outstanding balance owed for the customer, including the amount in the Current column, as well as all aging buckets. The balance that has been invoiced less than 30 days and is not yet past due depending on your A/R aging method: Method 1 - From the due date through one month from the due date. Method 2 - From the due date through 30 days from the due date. Method 3 and 4 - During the fiscal month in which the due date falls. Method 5 and 6 - From the invoice date through one month from the invoice date. Method 7 - During the calendar month in which the due date falls. Method 8 - During the fiscal month in which the due date falls. Method 9 - From the day after the due date through 30 days from that date. 30 PD (Past Due) The invoiced balance that is at least 30 days past due but is less than 60 days past due. 60 PD (Past Due) The invoiced balance that is at least 60 days past due but is less than 90 days past due. 90 PD (Past Due) The invoiced balance that is at least 90 days past due but is less than 120 days past due. This amount is the same as the combined amounts in the and Over 120 aging buckets in the Account Information area in the A/R Inquiry window Epicor Software Corporation. All rights reserved.

99 Rel Solar Eclipse Accounts Receivable Column Future Depending on your A/R Aging Method, Future is a balance that has been invoiced, but is not current. Method 1 - The invoice date through the due date. Method 2 - The invoice date through the date before the due date. Method 3 - Through the last of the calendar moth before the due date. Method 4 - Through the last date of the fiscal month before the due date. Method 5 - Method 8 - Nothing in Future. Method 9 - Through the due date. Note: For more information about how the system calculates aging buckets, see Understanding A/R Aging Methods. 4. Do any of the following, as needed: To... print the summary information print the A/R Aging Report locate account summary for a ship-to customer not displayed on the first page view any ship-to customer accounts with zero balances view receivables in detail for a selected customer view transactions on the selected customer's account view the open orders on a selected customer's account view the outstanding bills on a selected customer's account view or edit a selected customer's maintenance record Select this menu option... File > Print The Print Table window displays. Select whether to print the report in portrait or landscape orientation and click OK to send the report to your hold file. File > A/R Aging Report The A/R Aging window displays. Edit > Find At the Customer Search prompt, enter the customer name and click OK to move to the customer's summary information. Edit > Show Zeros To hide zero balances, select Show Zeros again to remove the checkmark next to it. Inquiry > A/R Inquiry The A/R Inquiry window displays. Inquiry > A/R Ledger The A/R Ledger window displays. Inquiry > Open Orders The Sales Inquiry window displays. Inquiry > Open Bids The Sales Inquiry window displays. Inquiry > Customer Maintenance The Customer Maintenance window displays. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 91

100 Viewing Open Sales Orders in A/R Rel Viewing Open Sales Orders in A/R Use the A/R Items window to view information on sales orders with unpaid invoices. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To inquire about unpaid invoices: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Orders to display the Sales Inquiry window. 4. From the View menu, select A/R Items key to display the A/R Items view of this window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Address Contact Information Invoice # Customer PO # Branch Balance Posting Date The customer account name, based on the information in the Customer field on the A/R Inquiry window. The specific product type, if any, that you want to search on. When you enter a product type in the Product field, the window redisplays, showing only those transactions containing the stated product. To redisplay all of the transactions, clear the Product field. The customer mailing address. The first three contacts listed for this customer, including name and phone number, as designated on the Customer Maintenance window. The invoice number of the unpaid transaction. Invoices are listed according to posting date. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction was posted to the general ledger as shipped. 5. Review the information and exit the window. More Options on the A/R Items View Use any of the following options, as needed: To... display the Open Orders window display the A/R Items window display the Bid window Select the following menu option... View > Open Orders View > A/R Items View > Bids Epicor Software Corporation. All rights reserved.

101 Rel Solar Eclipse Accounts Receivable To... displays the transaction on which the cursor is positioned in view-only mode display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in edit mode clears the screen and display only those transactions with a credit applied against them Select the following menu option... View > View Item File > Arrange Delivery View > Edit Item View > Credits 2017 Epicor Software Corporation. All rights reserved. 93

102 Viewing Open Sales Order Bids in A/R Rel Viewing Open Sales Order Bids in A/R Use the Bids window to view information on sales order bids that have not yet been converted to actual sales orders. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view open sales order bids: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Bids to display the Bids view of the Sales Inquiry window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Address Contact Bid # Customer PO # Branch Balance Ship Date Avail Date Status Ship Via The customer account name, based on the information in the Customer field on the A/R Inquiry window. The specific product type, if any, that you want to search on. When you enter a product type in the Product field, the window redisplays, showing only those transactions containing the stated product. To redisplay all of the transactions, clear the Product field. The customer mailing address. The first three contacts listed for this customer, including name and phone number, as designated on the Customer Maintenance window. The transaction ID of the designated bid. Open bids are listed in order by transaction number. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction ships. The date that the transaction is available. The status of the transaction. The code for the method of shipment for this transaction, also known as a ship via. This code is designated on the Sales Order Entry window, and defined on the Ship Via Maintenance window. For more on these codes, see Ship Via Maintenance Overview. 4. Review the information and exit the window Epicor Software Corporation. All rights reserved.

103 Rel Solar Eclipse Accounts Receivable More Options on the A/R Open Bids View: Use any of the following options, as necessary: To... display the Open Orders window display the A/R Items window display the Bid window displays the transaction on which the cursor is positioned in view-only mode display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in edit mode clears the screen and display only those transactions with a credit applied against them Select the following menu option... View > Open Orders View > A/R Items View > Bids View > View Item File > Arrange Delivery View > Edit Item View > Credits 2017 Epicor Software Corporation. All rights reserved. 95

104 Inquiring About Unpaid Invoices Rel Inquiring About Unpaid Invoices Use the A/R Items window to view information on sales orders with unpaid invoices. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To inquire about unpaid invoices: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Orders to display the Open Orders window. 4. From the View menu, select A/R Items to display the Sales Inquiry A/R Items window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Contact Invoice # Customer PO # Br Balance Posting Date The customer account name and address, based on the information in the Customer field on the A/R Inquiry window. When you enter a product type in the Product field, the window redisplays, with only those transactions containing the stated product. The first three contacts and their phone numbers listed for this customer, as designated on the Customer Maintenance window. The invoice number of the unpaid transaction. Invoices are listed according to posting date. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction was posted to the general ledger as shipped. 5. Save your changes and exit the window. More Options for Unpaid Invoices The Sales Inquiry A/R Items window also offers these options: To... display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in viewonly mode displays the transaction on which the cursor is positioned in edit mode (not in use at this time) Select this menu option... File > Arrange Deliver View > View Item View > Edit Item View > Update Epicor Software Corporation. All rights reserved.

105 Rel Solar Eclipse Accounts Receivable To... display the Open Orders window displays the A/R Items window display the Bid window clear the window and displays only those transactions with a credit applied against them Select this menu option... View > Open Orders View >A/R Items View > Bids View > Credits 2017 Epicor Software Corporation. All rights reserved. 97

106 Inquiring About A/R Job Information Rel Inquiring About A/R Job Information A/R Inquiry provides a tool to review job information. These jobs can be for individual Job Account types or for multiple jobs for a Bill-To Account type. A/R Job Information displays ship-to accounts with a job limit greater than $0.00 so you can review current lien deadlines. For example, in Missouri you must file a lien within 6 months after the last day materials were furnished to the project. A/R Job Information quickly helps you find that date. The information that displays depends on the account type. If the customer is a bill-to customer, the system displays the table view of the job information which includes open order dollars, last ship date and lien information. If the account is a bill-to account or a job account, you can double-click the job to view A/R information, such as aging buckets. Your job information window depends on whether your customer has multiple jobs. For more information, see Job Information Examples below the procedure. To inquire about job information for a customer: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. In the Customer field, enter the name of the ship-to customer for which to display accounts receivable information. Note: If the customer is not a job account customer, the system remains on the A/R Inquiry for that customer. 3. From the Inquiries menu, select A/R Job Information. Note: If there is no job limit or the account is not marked as a ship-to, the Job Information option is deactivated. By default, the system displays the following information for the jobs available for that customer: Field Home Br* Job Name* State* Open Order* Last Ship Date Lien Days Est. Lien Date Total A/R The home branch of the customer who owns the job based on the job shipto account. This is the primary branch for this customer. This branch can be a pricing branch, a shipping branch, or both and is the branch with which the customer makes most of their purchases. The name of the customer for the job as entered in Customer Maintenance. The state in which the job is being completed. The dollar amount still open for any order related to the job. Date of the last shipment made for the job. The number of days at which lien action could be taken. The last date based on lien days when lien action could occur. For example, if the lien date is 8/8/2013, that is the last date a lien can be filed based on the lien days/last ship date on the job. The total balance due from the customer for the job. * Displays for all views Epicor Software Corporation. All rights reserved.

107 Rel Solar Eclipse Accounts Receivable When viewing multiple job information, you can use the View Manager ( ) to display the following alternate views: A/R Aging Field Last Ship Date Est. Lien Date Total A/R FT (Future) Current Date of the last shipment made for the job. The date based on lien days when lien action would occur. The total balance due from the customer for the job. The part of the customer's balance that is due but that has not yet appeared on a statement. The part of the customer's balance that you have billed and that is due in the current period. Over 30 (31-60 bucket) The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 Job Exposure The part of the customer's balance that is over 120 days overdue. Field Sales Total Job Exp. Job Limit Total Job Exp. % Last Ship Date Lien Days Est. Lien Date Total A/R Credit Limit Credit Avail Total sales dollars to date for the job. The portion of the job limit used. The system adds together the open orders for the job and the invoiced orders for the job. Total number of dollars allowed to spend on the job. The percentage of the job limit used. The system adds together the open orders for the job and the invoiced orders for the job. Date of the last shipment made for the job. The number of days at which lien action could be taken The date based on lien days when lien action would occur. The total balance due from the customer for the job. The limit of credit in dollars available to the customer. The amount of credit remaining available to the customer. Note: Use User-Defined View Maintenance to add a customized view, if needed. 4. Use the Jobs and Ship-to check box to limit the view to the jobs you want to see. 5. Use the Download button to export the information to a spreadsheet format for further review. 6. Double-click on a specific job to display the single job information for that job Epicor Software Corporation. All rights reserved. 99

108 Inquiring About A/R Job Information Rel Exit the window. Job Information Examples Your job information window depends on whether your customer has multiple jobs. Single Job Default View Multiple Job Default View Epicor Software Corporation. All rights reserved.

109 Rel Solar Eclipse Accounts Receivable Using A/R History to Review Account Aging From the A/R Inquiry window, you can use A/R History to review the displayed account's aging details for the last 6 or 12 months. In addition, you can review the current average days to pay for the account. This display helps you determine when a customer's account improved or started to decline in payment status. This information can help you view a customer that is on credit hold and help you determine if the credit hold should be released. Once displayed, the A/R History window can be left open. As you adjust the Customer field on the A/R Inquiry window, the system automatically updates the A/R History information. However, if you change the 6 to 12 month view, you must close and redisplay the A/R History window. To view the A/R History information: 1. Display the A/R Inquiry window for the customer for which you want to check the aging bucket data. 2. From the Inquiries menu, select A/R History. 3. Use the following to display the data differently: To... change from a 6 month to a 12 month view change the customer for the window data Do this: In A/R Inquiry, from the Options menu select 6 Month View or 12 Month View. 6 Month View is the default. In A/R Inquiry, use the Customer field and search for the customer. Note: You do not need to redisplay the A/R History window Epicor Software Corporation. All rights reserved. 101

110 Using A/R History to Review Account Aging Rel To... view grand totals Do this: Scroll to the bottom of the A/R History window. Totals display in bold on the Total line. Note: Totals displayed on A/R Inquiry are different from A/R History. The system calculates A/R inquiry totals using the current fiscal year. This applies only if the user leaves the As of field blank. The A/R history totals are calculated using today's date to calculate the first column, then for the rest of the columns it is today's date for each month out. For example, you enter 04/29/2013 in the As of date calculates April calculates March calculates February 4. Exit the window Epicor Software Corporation. All rights reserved.

111 Rel Solar Eclipse Accounts Receivable Credit Hold Reasons With Release 8.7.9, the credit checking process has been enhanced to give you better tools to lock and release orders based on credit and additional visibility into why orders were placed on hold or released. Eclipse displays the following message depending on the credit reason the sales order is on hold. Included are log entry samples. As you can see, Eclipse displays more information to help you determine why the order was placed on hold or released from hold. Credit Hold Reason A/R balance past the Past Due Limit A/R balance past the Past Due Limit% A/R balance exceeds Credit Limit A/R balance exceeds Temporary Credit Limit Order over the Authorized Personnel's Order Limit Not Assigned Personnel Limit Log Entry Example Balance Past Limit of $ exceeds the Past Due Limit of $ Balance Past Limit of $ exceeds the Past Due Limit of $ which is 30% of the A/R Balance. A/R balance of $ exceeds Credit Limit of $ A/R balance of $ exceeds Temporary Credit Limit of $ Order of $ is over the Authorized Personnel's Order Limit of $ User in the Ordered By field (JACKJ) is not on the Authorized Personnel list. Releasing Credit Holds You can still release credit holds, if authorized, and there are circumstances based on the credit reasons listed in the Customer Maintenance Credit Control Parameters under which Eclipse releases the credit hold. The maintenance log on the order tracks the type of release. Automatic Release - Eclipse releases orders from credit hold when parameters set for temporary credit limit, credit limit exceptions, or credit override are met. The maintenance log for the order records a message. Following are some examples: JACKJ Authorized : System release order for $ over the Credit Limit of $250.00, but under Temporary Credit Limit of $ JACKJ Authorized : System released order for $ using the Credit Exceptions by Dollar Amount Settings because order is under $ and today's orders are less than $ and the account A/R balance of $ is not more than 75% (187.50) over the Credit Limit of $ Note: The temporary credit limit and credit limit exceptions releases are new in Release 9.0. Manual Release by User - If you are authorized, you can release an order from credit hold and print a shipping ticket Epicor Software Corporation. All rights reserved. 103

112 Credit Hold Reasons Rel ** Order Created ** JACKJ Authorized: Release a shipping ticket (Cust Credit Limit). Release through OOSRQ - You can release credit hold using the Open Order Status Review Queue. You can review the open and order and the credit reasons from the queue and release them, as needed, using the Order > Release Hold Epicor Software Corporation. All rights reserved.

113 Rel Solar Eclipse Accounts Receivable A/R Ledger Overview Use the A/R Ledger to view information about transactions that have affected an account's A/R balance, including aging information, current general ledger credit distributions, and A/R debit amounts by transaction. The customer's entire transaction history is recorded here, and you can drill down into the sales orders to review detailed information. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. Use the following procedures to view information about transactions: Viewing Transactions on Customer Accounts Viewing Aging Information on Customer Accounts Limiting Transaction Displays in A/R Reprinting Invoices 2017 Epicor Software Corporation. All rights reserved. 105

114 Viewing Transactions on Customer Accounts Rel Viewing Transactions on Customer Accounts Use the A/R Ledger window to view all A/R transactions in chronological order for the last two years' worth of data with the most recent transaction listed at the bottom of the window. This window includes all payments against the account, including those attached to sales orders with payments on account, deposits, cash receipts, and cash sales from close counter order. Use the standard table functions to sort information or the View Manager views to best suit your business needs. to display or create alternate Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view transactions on a customer's account: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. In the Customer field, enter the name of the customer for which to display accounts receivable information. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to display that customer's information. 3. Review the following for each transaction, as needed: Field Reference ID Post Date Branch Information Debit Credit Balance The transaction identification number. The date the transaction posted. The branch associated with the transaction. A brief statement that describes the origin of the transaction. The transaction amount, if it is a debit. The transaction amount, if it is a credit. The remaining balance on the account when the transaction was entered. 4. Do any of the following, as needed: To... print the ledger for transactions in a selected range reprint all invoices within a selected date range limit the number of transactions that display remove the values from the A/R Ledger Selection Criteria window review a selected transaction's posting history Select this menu option... File > Print A prompt displays. Enter a date range and click OK. File > Reprint Invoices The Invoice Reprinting window displays. Selection > Select Criteria The A/R Ledger Selection Criteria window displays. Selection > Clear Selection Inquiry > Posting History The A/R Adjustments window displays Epicor Software Corporation. All rights reserved.

115 Rel Solar Eclipse Accounts Receivable To... view aging information for a transaction View order entry, cash receipt, or payment information for a selected transaction Edit order entry or cash receipt information for a selected transaction Select this menu option... Inquiry > Audit The A/R Item Audit window displays. Inquiry > View Displays a window that corresponds to the type of transaction, such as Sales Order Entry, Payment Viewing, or Cash Receipts in view-only mode. Inquiry > Edit Displays a window that corresponds to the type of transaction, such as Sales Order Entry or Cash Receipts. view payment patterns for the customer View ( ) > Payment Pattern Note: The process may take several minutes. The system displays a progress bar indicating its selections. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 107

116 Viewing Aging Information on Customer Accounts Rel Viewing Aging Information on Customer Accounts Use the A/R Item Audit window to view aging information by transaction. This is a view-only window that lists the bill-to and ship-to accounts for a sales order transaction or the pay-to and ship-from accounts for a purchase order transaction. It also lists the original amount and current balance, the posting, discount, due dates, the date period during which the item was considered to be aged as current, the terms code assigned to the transaction, and the user-defined invoice status code, if one has been assigned. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view aging information on customer accounts: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. View transactions on a customer's account. 3. Select a transaction and, from the Inquiry menu, select Audit to display the A/R Item Audit window. 4. Review the following information, as needed: Field ID Bill-To Ship-To Original Amount Current Balance Posting Date Discount Date Due Date Aged Current Aging Terms Invoice Status The transaction for which you are viewing this window. The bill-to customer associated with this transaction The ship-to customer associated with this transaction. The original transaction amount. The current balance of the transaction. The date this transaction posted to the general ledger. If this is a sales order transaction, the date by which customer must pay the invoice in order to qualify for a discount on the balance due. If this is a sales order transaction, the date by which the customer must pay the net amount to avoid paying a service charge. If this is a sales order transaction, the period during which the invoice was considered current. If this is a sales order transaction, the terms code assigned to this transaction, as determined on the SOE or POE Header window. If a status code is assigned to this invoice, this code identifies this invoice as being on hold, disputed, or in some way questionable. A status code is assigned to an invoice in Cash Receipts entry, and defined in by the Valid Customer Invoice Status Codes control maintenance record. 5. Do either of the following, as needed: To... view the current general ledger credit distribution that corresponds to the debit on the A/R account for this transaction Click this button... G/L Postings The A/R Adjustments window displays Epicor Software Corporation. All rights reserved.

117 Rel Solar Eclipse Accounts Receivable To... view a listing of the discounts available to the transaction by discount date and discount amount Click this button... Discounts Avail The Discounts Available window displays. 6. Click OK to return to the A/R Ledger window. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 109

118 Limiting Transaction Displays in A/R Rel Limiting Transaction Displays in A/R Use the A/R Ledger Selection Input window to limit the transactions displayed on the A/R Ledger window. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To limit transaction displays in accounts receivable: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. Display transactions for a customer. 3. From the Selection menu, select Select Criteria to display the A/R Ledger Selection Criteria window. 4. Complete any of the following fields, as needed: To... display transactions for a specific order to select a particular purchase order display transactions for a specific check number display transactions within a specific date range display transactions greater than or equal to a specific amount display transactions less than or equal to a specific amount display transactions for a specific general ledger account to select only those transactions associated with a specific branch or territory Do this... In the Order ID field, enter a reference number. Do not include extensions. Do one of the following: Enter an purchase order number to select a particular purchase order. Enter a partial purchase order number and select from the displayed selection list of purchase order numbers that match the criteria you entered. in the Check # field, enter the number that identifies the check. In the Start Date field, enter the first date in a range of transaction dates. If you do not enter an end date, the system displays all transactions from the start date through today's date. In the End Date field, enter the last date in the range of transaction dates. If you do not enter a start date, the system displays all transactions from the date the account started through the specified end date. In the Minimum Amount field, enter a starting amount. In the Maximum Amount field, enter an ending amount. In the G/L Account field, enter part of the account description to display a list of matching accounts. Select an account to return it to the field. In the Branch/Territory field, enter a branch, territory, or all. 5. Click OK to view transactions matching your selection criteria on the A/R Ledger window Epicor Software Corporation. All rights reserved.

119 Rel Solar Eclipse Accounts Receivable 6. Do either of the following, as needed, to broaden your search: To delete information from one or more fields, from the Selection menu, select Select Criteria to redisplay the A/R Selection Criteria window. Make the necessary changes and click OK. To remove all selection criteria, from the Selection menu, select Clear Selection Epicor Software Corporation. All rights reserved. 111

120 Reprinting Invoices Rel Reprinting Invoices Use the reprint process to select multiple invoices to reprint, re-fax, or re- to a customer at one time. You can select a specific range of invoices by date, aging buckets, or by selecting from a list of all your open invoices. You must have the SOE.REPRINT.INVOICES authorization key to be able to reprint invoices from the Invoices Reprinting screen. For information about printing original invoices, see Printing Invoices in the Sales Management documentation. To reprint an invoice: 1. From the A/R menu, select either A/R Ledger to display the A/R Ledger window or A/R Inquiry to display the A/R Inquiry window. 2. Display transactions for a customer. Click the Arrow buttons by the vertical scroll bar to view any transactions out of the viewable area. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. 3. Limit the number of transactions that display, if needed. Invoices print for any transactions listed in this window. 4. From the File menu, select Reprint Invoices to display the Invoice Reprinting window. The system populates the Customer field, based on the information in the A/R Ledger window. 5. In the Start Date and the End Date fields, enter the first date and the last date in a range of invoices to reprint. 6. In the Type field, enter one of the following to determine the type of invoices to reprint: All - Includes all invoices within the given date range, including open and closed invoices. Open Only - Includes all open invoices within the given date range. By Age - Includes all invoices within a specific bucket range. If you select this option, two additional fields: Start Bucket and End Bucket, become active. Complete these fields according to the start and end buckets for which to select invoices. 7. In the Start Bucket field, enter one of the following starting aging buckets: Future, Current, 30, 60, 90, or In the End Bucket field, enter an aging bucket later than the entry in the Start Bucket field. For example, if you enter 60 in the Start Bucket field, enter a 60, 90, or 120 in this field. The system reprints only those open invoices within the starting and ending age bucket range Epicor Software Corporation. All rights reserved.

121 Rel Solar Eclipse Accounts Receivable 9. Do the following, as needed: To... further limit the number of transactions that print review the list of invoices selected on the A/R ledger screen Select this menu option... Options > Select Invoices The list of invoices from the A/R Ledger window display. To select an invoice, move the cursor to the transaction to include and type press Enter. Return to the Invoice Reprinting window. The word *List* displays in the Type field. Options > A/R Ledger 10. Do one of the following to process the invoices: To... print the selected invoices fax the invoices to the customers the invoices to the customers using the Outbound companion product. Select this menu option... File > Print File > Fax The Fax Memo window displays. File > The Send window displays. Based on your authorization, you might not be authorized to print, fax, or all the invoices in the date range that you specify. The system generates a list of the invoices that you are not authorized to print and sends it to your Hold file. 11. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 113

122 A/R Collections Overview Rel A/R Collections Overview Use the A/R collections functions to manage your collections activities. The A/R Collection Queue is a storehouse of all of your customer accounts that have open balances older than 30 days. It also shows your customers who have exceeded their credit limit. You can sort information in the queue in any number of ways, depending on what kind of activity you are managing. As you contact customers about their accounts, you can document your conversations in a log. The log includes information about when you last contacted the customer, and when you need to contact them again. You can also record whether you sent them a reminder notice. When you record follow up dates, you can choose to view only those customers you need to follow up with on the collections queue Epicor Software Corporation. All rights reserved.

123 Rel Solar Eclipse Accounts Receivable Locating Customers with Past-Due A/R Balances Use the A/R Collection Queue Driver to select any customer who has a past due A/R balance. The driver takes the information from the ENTITY file and creates the AR.COLLECTION file. This file enables the system to speed up the real-time process when populating the AR Collection Queue. The queue can be populated only by customers in the AR.COLLECTION file, so we recommend that you refresh this file by selecting the driver to run on a regular basis, such as once a week. If you only use the A/R Collection Queue, and do not use the A/R trend history from within that queue, select to run the driver for only A/R Collections. To locate customers with past-due balances: 1. From the A/R > Utilities menu, select A/R Collection Queue Driver to display the A/R Collection Queue Driver window. 2. Select how you want to run the driver: A/R Collection - Select this option if you only need data for customers with past due balances for viewing and processing in the A/R Collection Queue. A/R Trend - Select this option if you use the A/R trending history within the A/R Collection Queue to drill into payment details for your customers. Both - If you use both the collection queue and trending history, select this option to gather the data for both. Selecting this option does mean that the driver takes longer to run. 3. Click one of the following buttons: Begin - Generates the list of past-due customers. To view the results of the generation, display the A/R Collection Queue. Schedule - Displays the Phantom Scheduler window. For more information on how to use this window, see Scheduling Phantom Processes. Cancel - Exits the window Epicor Software Corporation. All rights reserved. 115

124 Viewing the A/R Collection Queue Rel Viewing the A/R Collection Queue Use the A/R Collection Queue to review customer accounts with past due balances. You can also view invoices and payments for a specific customer, view customer notes, schedule follow-up actions, edit customer files, and change credit customer statuses. To ensure that you have updated the ENTITY file, which supplies information to the A/R Collection Queue, you should refresh this file by running the A/R Collection Queue Driver for A/R Collections on a regular basis, such as once a week. To view the A/R Collection Queue: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. In the Branch/Territory/All field, enter the branch, branches, or territories for which you want to view the queue. 3. In the Credit Manager field, enter a credit manager's name to display customers assigned to a specific credit manager. Leave the field blank to display all customers. 4. In the Inside Salesperson field, enter an inside salesperson's user ID to display only customers assigned to a specific salesperson. Leave the field blank to display all customers. 5. In the Outside Salesperson field, enter an outside salesperson's user ID to display only those customers assigned to a specific outside salesperson. Leave the field blank to display all customers. 6. In the A/R Terms Code field, enter a customer's terms code to displays only those customers with that terms code assigned to them. Leave the field blank to display all customers. Note: Terms codes are assigned using the Terms Code field in Credit Control Parameters in Customer Maintenance. For more information, see Defining Payment Terms and Credit Control Parameters. 7. In the Customer field, enter a customer's name to displays collection items for only that customer. Leave the field blank to display all customers. 8. In the Max Collection Days field, enter a customer's name to displays only those customers with a particular number of collection days allowed assigned to them. Leave the field blank to display all customers. Note: Collection days allowed are assigned in the Max Collection Days field on the Additional Customer Credit Data window in Customer Maintenance. For more information, see Entering Additional Customer Credit Data. 9. In the With % Credit Limit field, enter a percentage to displays only those customers who have credit balances greater than that percentage of their credit limit. For example, enter 90 to display the customers with credit balances that represent at least 90% of their credit limit. Leave this field blank to display all customers. 10. In the With % Past Due Credit field, enter a percentage to displays only those customers for whom a certain percentage of their credit balance is past due. The system looks at the settings in this field and then compares this information to the customer's past due balances as determined by the parameters you entered in the PastDue Limit and Days fields on the Credit Control Parameters window in Customer Maintenance. Leave this field blank to display all customers Epicor Software Corporation. All rights reserved.

125 Rel Solar Eclipse Accounts Receivable Based on the percentage you enter, the system displays only those customers who have past due amounts that are within the percentage range. For example, if a customer has a credit limit of $100, and they have a past due amount of $87.48, then if you enter: 87 in the With % Past Due Credit field, then the queue displays this customer. 88 in the With % Past Due Credit field, then the queue does not display this customer. For more information on past due balances, see Defining Payment Terms and Credit Control Parameters. Note: The information in the PastDue Limit and Days fields might result in a past due credit balance that is different than the amount in the Past Due Bal column on the A/R Collection Queue window. The Past Due Bal column amount is based on the A/R aging bucket amounts. Keep in mind that each line item that displays is based on a variety of parameters, as determined by your other entries on this screen, and not just the amount that a customer is past due. 11. In the Aging field, do one of the following to determine which customers to display in the queue: Press F10 and select an aging bucket - Displays those customers who have credit balances within that aging bucket or invoice date bucket. If you are using a due date based aging method, the columns in the Aging view reflect the aging buckets as assigned in the A/R Aging Method control maintenance record. Press Enter to select the All default - Displays all customers, regardless whether they have credit balances in a particular aging bucket. Note: For more information on aging buckets, see A/R Aging Methods and Examples. 12. In the Type field, press F10 and select one of the following to determine which customers to display in the queue: No Call Logged - Displays only those customers for whom a follow-up call has not been scheduled on the current or future date. Followup - Displays only those customers for whom a follow-up call has been scheduled on the current or future date. Press Enter to select All - Displays all customers, regardless whether a follow-up call has been scheduled. Note: For more information, see Logging Collection Calls. 13. In the Start Date field, enter a date to display customers who have a next call date scheduled after that date. Leave the field blank to display all customers. 14. In the End Date field, enter a date to displays customers who have a next call date scheduled before that date. Leave the field blank to display all customers. Note: To display customers who do not have a next call date scheduled, leave both the Start Date and End Date fields blank. For more information on next call dates, see Logging Collection Calls. 15. Click Update to start the search. The system displays the following information: Column 2017 Epicor Software Corporation. All rights reserved. 117

126 Viewing the A/R Collection Queue Rel Br Customer Print Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is included in the queue. (View Only) Enter one of the following, then use the File > Print/Fax menu option to determine the method by which the collection information is delivered to the customer: Total A/R Credit Avail Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N - None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) Past Due Bal Displays the customer's past due balance based on the 31-60, 61-90, , and Over 120 aging buckets from the A/R Inquiry screen. (View Only) The displayed amount is the sum of the selected aging bucket, based on your setting in the Aging field, plus all older aging buckets. This amount does not include the amount in the Current aging bucket. For more information, see A/R Aging Methods and Examples. Note: This is the default view. For additional views, use the Change View menu option. 16. Save your changes and exit the window. More Options For Viewing the A/R Collection Queue The A/R Collection Queue window also offers these options: To... send the displayed collections information to your hold file print, fax, or open invoices or statements to customers flagged for printing or faxing (print status of P or F) log follow-up calls made to a selected customer, other collections information, or schedule the next date to call enter information about the customer and any account activity that occurred view or update a customer's credit information Select this menu option... File > Hold File > Print/Fax File > Log Call The A/R Collection Queue Log window displays. File > Notes The Call Tracking Entry window displays. Edit > Credit Control The Credit Control Parameters window displays Epicor Software Corporation. All rights reserved.

127 Rel Solar Eclipse Accounts Receivable To... change the print status of all displayed customers Select this menu option... Edit > Set Print Status A prompt displays. Enter the print status and click OK. change the way the customer's credit information displays Change View > Credit/Past Due Aging Credit Limits Note: For more information on the views available on this window see, Changing Collections Queue Column Views. view a list of activity log entries for this customer review receivable information for a selected customer review the transactions on a selected customer's account view the whole credit picture for both the bill-to and ship-to customers, and drill down further into A/R information view a list of open orders for a selected customer view a list of outstanding bids for a selected customer compare this year's and last year's sales history for a selected customer determine how much doing business with a selected customer costs your company review or edit a selected customer's maintenance record Inquiries > Activity Log The Customer Activity Log Viewing window displays. Inquiries > A/R Inquiry The A/R Inquiry window displays. Inquiries > A/R Ledger The A/R Ledger window displays. Inquiries > A/R Summary The A/R Summary window displays. Inquiries > Open Orders The Sales Inquiry window displays in Open Orders mode. Inquiries > Open Bids The Sales Inquiry window displays in Bids mode. Inquiries > Customer Sales History The Customer Sales History window displays. Inquiries > Activity Based History The Activity Based Customer Sales History window displays. Inquiries > Customer Maintenance The Customer Maintenance window displays Epicor Software Corporation. All rights reserved. 119

128 Changing Collections Queue Column Views Rel Changing Collections Queue Column Views You can display a variety of information about your open invoices by changing the column view. For example, to view credit availability information, select a column view that includes the Credit Avail column. The following views on this window are: Credit/Past Due Aging Credit Limit A/R Trending To change column views: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. Display customers with past due balances. 3. From the Change View menu, select one of the following options to display alternate columns: Credit/Past Due View Column Br Customer Print Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. Total A/R Credit Avail P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) Epicor Software Corporation. All rights reserved.

129 Rel Solar Eclipse Accounts Receivable Column Past Due Bal Displays the customer's past due balance based on the 31-60, 61-90, , and Over 120 aging buckets from the A/R Inquiry screen. (View Only) The displayed amount is the sum of the selected aging bucket, based on your setting in the Aging field, plus all older aging buckets. This amount does not include the amount in the Current aging bucket. For more information, see A/R Aging Methods and Examples. Aging View Column Br Customer Print Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Total A/R Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the amount that is between 31 and 60 days past due. (View Only) Displays the amount that is between 61 and 90 days past due. (View Only) Displays the amount that is between 91 and 120 days past due. (View Only) Over 120 Credit Limit View Displays the amount that is over 120 days past due. (View Only) Column Br Customer Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) 2017 Epicor Software Corporation. All rights reserved. 121

130 Changing Collections Queue Column Views Rel Print Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Total A/R Credit Avail Credit Limit Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) Displays the amount of credit your company has authorized this customer to use. (View Only) % Limit Displays the percentage the customer is over or under the established credit limit. (View Only) A/R Trending Column Br Customer Sales to AR % Turns (View Only) Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) The relationship of sales to A/R outstanding. For example if sales were going down and A/R were going up. This calculation is the ratio between the difference in sales month to month divided by the difference in A/R month to month. Then the system uses this value and subtracts the ratio of last month to the month before to see if they are trending down (A/R going up faster than sales) or up (A/R going down faster than sales). (View Only) This shows how many days it takes to turn the current A/R balance. For example: Current A/R Sales A/R Turns $ $ $ $ $ $ The system calculates turns as follows: A/R Turns (in days) = Total Outstanding A/R / (Last Month s Sales / 30) Epicor Software Corporation. All rights reserved.

131 Rel Solar Eclipse Accounts Receivable Column Past Due Past Disc Status Trend (View Only) Dollars outstanding and due to you that are outside the normal Days to Pay cycle. (View Only) Number of discounts taken past the available date. (View Only) Status of your customer based on the criteria you set. (View Only) Indicates which direction the customer is trending: down (A/R going up faster than sales) or up (A/R going down faster than sales). This data is based on the past three years of customer cycles Epicor Software Corporation. All rights reserved. 123

132 Logging Collection Calls Rel Logging Collection Calls Use the A/R Collection Log Call window to log a collection call, schedule a future calling date, and record other collection activity made to a customer, for example, you can log that you sent a collection letter. You can also enter comments related to your collection activity. To log a collection call: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. Display customers with past due balances. 3. Select the customer for whom you want to log a collection call, then, from the File menu, select Log Call to display the A/R Collection Queue Log window. The system populates the following view-only fields: Field Customer Last Call Date Displays the name of the customer on which the cursor was positioned on the A/R Collection Queue window. Displays the date of the last collection call, or other collection activity, for the customer. If you have not scheduled a followup call for this customer, this field reflects the current date. 4. In the Next Call Date field, enter a date to determine when you want to make a collection call. This date must be greater than or equal to the current date. If the date in the Next Call Date field is greater than the current date, the system creates an ABC log using the COSCHCL (collection schedule future call) auto group code. For more information on auto groups, see Creating Activity Codes. 5. In the Mailed Letter field, enter one of the following to indicate whether or not you mailed a collection letter: Yes - Yes, you mailed a collection letter. No - No, you did not mail a collection letter. When you enter information in this field, the system creates an ABC log using the COLETTER (collection letter) auto group code. For more information on auto groups, see Creating Activity Codes. 6. In the Type field, do one of the following to indicate the type of collection letter that you mailed: If you entered Yes in the Mailed Letter field, press F10 and select the type of letter that you mailed. If more than one collection letter has been mailed, indicate the type of the most recent letter that you sent. Letter types are defined in the A/R Collection Letter Types control maintenance record. If you entered No in the Mailed Letter field, leave this field blank. Note: The system does not generate, print, send, or store collection letters. The system only lets you record that a letter has been sent and its type Epicor Software Corporation. All rights reserved.

133 Rel Solar Eclipse Accounts Receivable 7. In the Comment field, enter any relevant comments about the call or about any followup action that occurred. The system saves this information in the activity log for this customer. 8. Click OK to save your changes. The system displays the Call Tracking Entry window. Add information to this tracker, as needed, and add yourself to the Forward list. For more information, see Appending Comments to Trackers Epicor Software Corporation. All rights reserved. 125

134 Setting A/R Trending Parameters Rel Setting A/R Trending Parameters Use the A/R Trending Settings to establish a range for when to consider a customer's account is in trouble. A customer's status can be green, yellow, or red. By default, a customer's status is green. Set the trending parameters to indicate when a customer's status should be set to yellow or red. If one of the criteria is met, the customer's status changes. The status values and colors display on the A/R Collection Queue. Note: The system uses the parameters for all customers. You cannot apply different criteria to different customers. To set A/R trending parameters: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue. 2. From the Options menu, select Trend Status Settings to display the A/R Trending Settings. Note: You do not have to populate the queue to access the A/R Trending Settings. 3. Enter ranges in the following fields to indicate when a customer should enter yellow or red status: Field Sales to A/R Percentage A/R Turns Invoice dollars older than average days to pay Ratio between the difference in sales month to month divided by the difference in A/R month to month. Enter the percentage by which, if the customer's ratio has dropped, you want the customer to be in a yellow or red status. The number of days it takes to turn the current A/R balance. The calculation reads: A/R Turns (in days) = Total Outstanding A/R / (Last Month s Sales / 30) Enter the number of turns at which you want the customer to be in a yellow or red status. The dollar total of invoices dollars due that is longer than Average Days to Pay for this customer. If the customer normally pays on average every 45 days but they currently have $10,000 in invoices over 60 days then they have $10,000 in A/R that is older (15 days older) than it usually gets - this customer is breaking their normal behavior. Enter the number of dollars overdue at which you want the customer to be in a yellow or red status. For example, you have your A/R Turns set to Yellow if the customer is greater than 4 and Red if a customer is greater than 6. Any customer that has an A/R turn of 5 or 6 is in Yellow status. 4. Click View Log to see how the A/R Trend Settings have been changed. 5. Click Save to keep the current settings or any changes and return to the A/R Collection Queue Epicor Software Corporation. All rights reserved.

135 Rel Solar Eclipse Accounts Receivable Viewing Customer A/R Trend History Use the Customer A/R Trend History graphing utility to drill into payment details for your customers. This tool can help you identify which customers are late on their payments and for which customers this behavior is unusual. This type of analysis can help you negotiate with your customers, as needed, and help your customers fulfill their financial obligations. To view A/R trending history, you must run the A/R Collection Queue driver using the A/R Trend or Both option. To view A/R trend history for a customer: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue. 2. Enter the parameters to populate the queue, as needed, and click Update. 3. If you want to see the trend information before launching a graph, from the Change View menu, select A/R Trending to change the columns displayed. 4. From the Inquiries menu, select A/R Trending History to display the Customer A/R Trend History window. 5. Use the following check boxes to change the graph layout to include or exclude the data: Total A/R - The total value of A/R the customer has paid. Total Sales - The total sales amount received from the customer. $Past ADTP - The dollar total of invoices dollars due that is longer than Average Days to Pay for this customer. Sales to A/R Percentage - Ratio between the difference in sales month to month divided by the difference in A/R month to month. A/R Turns - The number of days it takes to turn the current A/R balance. 6. Modify the chart display, as needed, to show the data differently. 7. To view the values the system bases the graph on, click the Details tab Epicor Software Corporation. All rights reserved. 127

136 Handling Checks Returned from the Bank Rel Handling Checks Returned from the Bank The system provides resources for handling checks returned from the bank due to non-sufficient funds (NSF). Through cash receipts you mark a receipt for NSF and the system creates an order with the original order amount, plus the NSF charge to go back to the customer. The order includes a comment with the original sales order number and the ship date. The generated invoice contains the same information. After NSF charges are handled with the customer, you can unapply the NSF charge, if needed. Before using the NSF functionality, you must setup NSF charges using the NSF Setup control maintenance record. Note: You must be assigned level 2 or higher of the CR.ALLOWED authorization key to handle NSF charges. To apply the NSF charge: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you need to mark for NSF. 3. From the File menu, select Non-Sufficient Funds. The system displays the Bank and NSF information used to create the sales order. 4. Click Create NSF. The system displays the sales order in view-only mode with the NSF line items marked as shipped. 5. Close the sales order to return to the cash receipt. The system adds NSF to the status bar at the bottom of the window to indicate there is a problem with the receipt. 6. Save your changes and exit the window. Note: All changes to cash receipts using NSF menu options are recorded in the maintenance log. To unapply the NSF charge: Note: You cannot unapply NSF charges to orders in closed accounting periods. The system displays an error if the order is in a closed period. 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you need to remove the NSF status. 3. From the File menu, select Remove Non-Sufficient Funds Status. The system asks you to confirm that you want to cancel the NSF order. If you select Yes, the system removes NSF from the status bar, and displays Correction to indicate the NSF resolution. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

137 Rel Solar Eclipse Accounts Receivable Note: All changes to cash receipts using NSF menu options are recorded in the maintenance log Epicor Software Corporation. All rights reserved. 129

138 Recording Non-Sufficient Fund (Bounced) Checks Rel Recording Non-Sufficient Fund (Bounced) Checks If a customer's check bounces back from the bank due to non-sufficient funds (NSF) in the customer's account, complete the following steps to record any bank fees and charge the customer for the returned check amount: Charge the customer for the bounced check Charging the customer debits the accounts receivable account and credits the cash account in your system. You can charge an extra fee to your customer when processing the transaction. Record the bank's fee to you If the bank charges you a fee for processing the bad check, record the fee in your general ledger. For a visual representation of this process, see Handling Non-Sufficient Funds Checks To charge a customer for a bounced check: 1. If you have not done so, from Product Maintenance, create miscellaneous charge products to use to record the bounced checks: For each bank that you deposit money to through cash receipts, create a miscellaneous charge product called NSF Check plus the bank name. Using the bank name helps you identify the product if you have more than one NSF Check product. Use this product as a miscellaneous charge product to credit your Cash account. If you charge your customer's an extra fee for the bounced check, create a single miscellaneous charge product called NSF Bank Charge. Use this product to credit your Bank Charge Revenue account. Product Record Set the product to have the following characteristics: In the G/L Acct/Product Type field, select the G/L account for the customer's bank. In the Status field, select MiscChrg to indicate that this product is a miscellaneous charge product. Use the Tax hot key and set all the exception groups to Never to set the product to never charge tax. For more information, see Assigning Sales Tax Exception Groups to Products and Price Lines in the Accounting General documentation. Set the product record to have the following characteristics: G/L Acct/Product Type field, select the G/L account that is a bank charge income statement account. In the Status field, select MiscChrg to indicate this product is a miscellaneous charge product. Use the Tax hot key and set all the exception groups to Never to set the product to never charge tax. For more information, see Assigning Sales Tax Exception Groups to Products and Price Lines in the Accounting General documentation. 2. From the Orders menu, select Sales Order Entry and create a sales order for miscellaneous charge items with the following products: One NSF Check product Change the amount in the Unit Price field to the amount of the check that was returned. For example, if the check that was returned to you was for $100, enter the NSF Check product for the bank that returned the check as the first line item on the order, and change the Unit Price field to $100 to represent the amount of the check Epicor Software Corporation. All rights reserved.

139 Rel Solar Eclipse Accounts Receivable One NSF Bank Charge product if you are charging a service charge to your customer Change the amount in the Unit Price field to the amount of the fee you are charging the customer. 3. Select Line Item > Comment to display the Line Items Comments window and enter a comment that lists the check number, the amount, and the date the check was returned. The comment you enter here prints on the invoice. For more information about comments, see Adding Comments to Sales Orders in the Sales Management documentation. 4. Click the Header tab to display the Header of the order. 5. In the Payment Terms field, select a terms code that does not allow a discount. 6. Invoice the order. The system debits the accounts receivable balance for the total of the cash plus the bank charge, and credits the cash and the bank charge account associated with the miscellaneous charge products on the order. To record the bank charge fee in your general ledger: Note: You can also record the bank fees by recording a negative miscellaneous cash receipt; or you can create a payable using the bank as a vendor. Because the bank already charged the cash account, you need to process a manual check to credit the Cash account. 1. From the G/L menu, select Journal Entry to display the Journal Entry window. 2. Create a journal entry that debits the bank charges from the NSF Bank Charge account, and credits the cash to the G/L account for the customer's bank. For more information about creating journal entries, see Posting Entries to G/L Accounts in the General Ledger documentation Epicor Software Corporation. All rights reserved. 131

140 Service Charges Overview Rel Service Charges Overview Use the Post Service Charges function to charge service charges on your past-due accounts. Then, run the service charges program to apply service charges to accounts that are past due and to invoices paid after the service charge date. The program also generates service charge invoices, which you print up using the Print Invoices program. For more information, see Print Invoices. To set up your system to apply services charges and send service charge messages to your customers, do the following: Set up Service Charges Create Service Charge Products Create Service Charge Messages When you are ready to apply service charges, see Posting Service Charges to Past Due Accounts Epicor Software Corporation. All rights reserved.

141 Rel Solar Eclipse Accounts Receivable Setup Requirements for Service Charges Following are the control maintenance records for Service Charges, along with additional setup requirements. Control Maintenance Records Set the following control maintenance records: ACCT AR Default Codes Default Service Charge Sales Source Default Ship Via For Service Charge Tax Code Service Charge Default Terms ACCT AR General Include Credits In Service Charge Calculation Include Current On-Acct Payments/Deposits in Service Charge Calc Include Service Charges In Service Charge Calculation Use Current Balance In Service Charge Calculation Valid Customer Statement Cycles ACCT Print Show Detail On Service Charge Invoice Additional Setup Before you can apply service charges to past-due invoices, you also need to: Create a service charge product in Product Maintenance. Create the message to print on service charge invoices. See Also: Service Charges Overview 2017 Epicor Software Corporation. All rights reserved. 133

142 Creating Service Charge Products Rel Creating Service Charge Products Use the Product Maintenance window to create a service charge product. Use service charge products to bill your customers for service charges. The steps in this procedure refer to creating a service charge product. For more information on creating products, see Product Maintenance Overview. To create a service charge product: 1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. From the File menu, select New. The system creates a new record. 3. In the field, enter Service Charge. This description displays in the Product field on the Service Charge Setup window and prints on the invoice sent to the customer. 4. In the Status field, enter MiscChrg, capitalized as shown and with no spaces. 5. In the GL Account/Product Type field, enter the G/L code that you have designated for service charges. 6. From the Notes menu, select Reminder to display the Order Entry Reminder window. In this window, you can enter a message that displays if a sales representative selects this product during order entry, cautioning against using this product in order entry. For more information, see Creating Order Entry Reminders for Products. 7. From the File menu, select Exit to display a prompt. Click Yes to save the note and return to the Product Maintenance window. 8. Save your changes and exit the window. See Also: Service Charges Overview Epicor Software Corporation. All rights reserved.

143 Rel Solar Eclipse Accounts Receivable Creating Service Charge Messages Use the Service Charge Setup window to create additional service charge messages associated with your service charge product. This message prints on invoices along with the description from the Product file. For more information, see Product Maintenance Overview. To create a service charge message: 1. From the System > System Files > Customer/Vendor Control menu, select Service Charge Setup to display the Service Charge Setup window. Note: If prompted, log on to the character-based system. 2. In the Product field, enter the service charge product ID. Only a product with a status of Misc Crg is accepted by this program. 3. In the Post A/R to Sales Branch (Y/N) field, enter one of the following to determine how to break out service charges to branches: Y - Posts the service charge to the home branch of the customer and credits the income generated to the sales branch that generated the original invoice. This selection overrides the branch specified in the Posting Branch field on the Post Service Charges screen. N - Post the service charge to the home branch of the customer and credits the income generated to the branch specified in the Posting Branch field on the Post Service Charges screen. 4. In the Message field, enter the message that you want to appear on the customer's invoice. For example, you might have the following message: "This finance charge is being applied to your account in an effort to collect your outstanding balance." 5. When you are finished creating a service charge message, press Esc to save the information and exit the screen Epicor Software Corporation. All rights reserved. 135

144 Posting Service Charges to Past-Due Accounts Rel Posting Service Charges to Past-Due Accounts Run the service charges program to apply service charges to past-due accounts and to invoices paid past the service charge date. When you use this window to apply charges, it calculates the service charge based on the parameters that you define, posts the charges to the appropriate accounts, and generates service charge invoices. The Print Invoices program handles the actual printing of the service charge invoices. For more information on how to set up your system to print invoices, see the Printer System Overview. To post service charges: 1. From the A/R menu, select Post Service Charges to display the Post Service Charges window. 2. In the Branch/Territory field, enter the branch, branches, or territories for which to apply service charges. The system reviews any customer who has one of the designated branches identified as its home branch for potential service charges. This setting is determined on the Accessible Branches screen in Customer Maintenance. For more information, see Defining Customer Branch Override Capabilities. 3. In the Posting Date field, enter the date to post the service charges. The system populates this field with the month-end date for the previous month, but you can change it, if needed, including entering a variable date if you want to schedule the process. 4. In the Posting Branch field, enter the branch to which the service charge invoices post. 5. Do one of the following to determine to which customers to apply service charges: To generate service charges for a specific customer, in the Customer field, enter that customer's name. To apply post service charges to customers with a particular statement cycle, in the Statement Cycle field, enter a user-defined statement cycle code or select from a list of cycle codes. To apply more than one type of statement cycle, in the Statement Cycle field, use the Multiple Items button to create a list of statement cycle codes, and then press Esc. The system populates the field with the word *Multi* to indicate that more than one cycle code has been selected. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Customer Maintenance. 6. To post an individual service charge for each ship customer that has a past due balance, select the Post at Ship-To Level check box. To post a single service charge for the bill-to customer for the sum of all service charges for the bill-to customer's assigned ship-tos with past due balances, leave the Post at Ship-To Level check box deselected. 7. In the Print Flag area, select one of the following options to determine how an invoice prints: Batch Print - Makes the invoice eligible for the Print Invoices program to select for batch printing. Detail Invoice Preview Report - Makes an invoice eligible for the Detailed Invoice Review Report Epicor Software Corporation. All rights reserved.

145 Rel Solar Eclipse Accounts Receivable No Print - Sets the service charge invoice not to print. 8. To increase the processing speed for posting service charges to past-due accounts, from the Options menu, select Thread Work Load to display the Maximum Thread Workload field. We recommend not setting this for more processors than your machine has. For example, if you have four processors, set the workload to 4. The system should process four times faster than if this was set to Use any of the options under the File and Options menus, as needed, to post the service charges Epicor Software Corporation. All rights reserved. 137

146 Printing, Faxing, and ing Statements Overview Rel Printing, Faxing, and ing Statements Overview Use the Print Statements program to print and mail, fax, or statements to your customers. Be sure that you are enabled to send faxes using Eclipse. Also, keep in mind that when you are faxing statements, you are still printing copies for your own records. For more information, see Assigning Fax Devices Overview. The Outbound companion product is required to send statements using . Before you print, fax, or statements, you need to: Define the Valid Statement Cycles control maintenance record. Define the Default/Invoice Statement Sort control maintenance record. Set the AR.STATEMENT authorization key. Setting up customers to receive faxed statements is a two part process. First, you need to prepare the customer records so that they can receive faxes. Second, you must define the parameters as to how they will receive fax statements. You must perform the following procedures: Defining Customer Records for Faxed Statements Defining Fax Statement Parameters When you have set up your customers to receive faxed statements, use the following procedures to send out faxed statements: Faxing or ing Single Statements Faxing Multiple Statements Creating or Editing Customer Statement Lists Epicor Software Corporation. All rights reserved.

147 Rel Solar Eclipse Accounts Receivable Defining Customer Records for Faxed Statements Set up your customers to enable them to receive faxed statements. The following procedure describes how to populate the Contact/Phones area on the Customer Maintenance screen and the Customer Pricing/Printing screen that are specific to this task. For more information on how to populate the remainder of these screens, see Creating Customer Records and Defining Customer Invoice Printing Options. To define a customer record for faxed statements: 1. From the Maintenance menu, select Customer to display the Customer Maintenance window. 2. In the Customer/New field, enter part of the name of the customer whose file you want to update to display a list of matching customers. Select the customer from the list to return it to the field and to populate the remaining fields. 3. Under the Phones tab, select a blank line item and, in the Type field, enter one of the following: If a customer has a specific fax number for receiving faxed statements, enter STMT.FAX. If a customer does not have a specific fax number for receiving faxed statements, enter FAX. 4. In the Number field, enter the fax number. Note: If a fax number is defined in the alternative billing address information in Customer Maintenance, the system uses that fax number when sending statements and invoices. 5. From the Pricing menu, select Price Information to display the Customer Pricing Information window. 6. Under the Main tab, in the Batch Statement field, enter Fax. 7. From the File menu, select Exit to display a prompt. Click Yes to save the information and return to the Customer Maintenance window. 8. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 139

148 Defining Fax Statement Parameters Rel Defining Fax Statement Parameters Use the Fax Memo window to define the parameters for those customers to whom you plan to send faxed statements. The Fax Memo window is not meant to be used to fax a single statement and we recommend that you do not use this window for that purpose. To fax a statement to a single customer, see Faxing Single Statements. To define fax statement parameters: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. The system displays the following information: Field Customer/Vendor Contact Fax Number The name of each customer to which you want to send a fax. To send this fax to a specific customer, type the company name in this field. The name specified as the AP Contact in the customer's maintenance record When you fax the statements, the system populates this field with the fax number specified in the customer's maintenance record. Note: If a fax number is defined in the alternative billing address information in Customer Maintenance, the system uses that fax number when sending statements and invoices. Branch # Header The home branch specified in the customer's record. The system uses this information to determine what fax header text to include on the statement. 4. In the Fax Time field to fax statements at a specific time, enter the time at which you want to fax. To fax statements immediately, leave this field blank. 5. In the Priority field, select one of the following priority levels to display on the cover sheet when the fax is sent: Low, Medium, High, or Urgent. 6. In the Cover Sheet field, select one of the following: W/Document - Sends a cover sheet and a document. This is the default. Only - Sends only the cover sheet. None - Does not send a cover sheet with the document. 7. In the To field, Press Enter to accept the default recipient or type a new recipient. Note: Because this information goes out to all recipients, it should be addressed to a general audience, for example, Accounts Payable. 8. In the From field, indicate the sender of the fax. Press Enter to accept the default sender. 9. In the Msg field, determine what message is included in the cover sheet. Press Enter to accept the default message or type over the message to change it. Note: Because this message goes to all recipients, we recommend that you include a general message, such as "Here is your monthly statement." Epicor Software Corporation. All rights reserved.

149 Rel Solar Eclipse Accounts Receivable 10. Press Esc to return to the Print Statements window.. Note: For an explanation of the menu options on the Print Statements window, see Sending a Fax. 11. From the File menu, select Exit to display a prompt. 12. At the Do you wish to send a fax prompt, click Yes to return to the Print Statements window Epicor Software Corporation. All rights reserved. 141

150 Printing Statements Rel Printing Statements Use the Print Statements window to print single or batch statements to mail to one or more customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. Invoices can change aging buckets depending on the aging methods used; we recommend addressing the Data Through and Age As Of fields carefully to ensure you are retrieving the invoices you want. If you plan to fax statements, rather than mailing them, be sure that you have enabled up your customers to receive faxed statements. Statements run specifically for ship-to customers print the bill-to name and address on the left of the header, and print the ship-to name and address on the right side of the header. This includes ship-to customers that are flagged as separate A/R. To print statements: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter either the fiscal end-of-month date or the statement date for the system to retrieve invoices equal or earlier that the selected date. The system populates this field with today's date, but you can change it, if needed. This field accepts variable dating. Note: If you enter a date that is for the 25th or less, the system uses this date for the previous balance. If you enter a variable date, the system uses the fiscal end date of the previous month for the previous balance. If you enter a date that is for the 26th through the 31st, the system uses the G/L end of month date to get the previous balance. 3. In the Age as of field, enter the date from which to age the invoices. This field accepts variable dating. 4. In the Home Branches field, enter the number that represents the branch for which to print or fax statements. For example, to print statements for branches 1 and 2, type 1,2. 5. Select the Include Blank Home Branch check box, to include all customers who have not been assigned a home branch. This is the default. 6. In the Sale Branches field, do one of the following to determine the branch for which you want to print statements: To include invoices from a specific branch, enter the sale branch. To include invoices from more than one branch, enter branches the sales branches, separated by commas. For example, to send statements to branches 1 and 2, type 1,2. To include invoices from all sale branches, press Enter to select All. This is the default. 7. In the Customer field, enter the customer's name for which you want to print statements. Leave the field blank to print for all customer. To print statements for a group of customers, click the Multiple button to display the Customers window. See Common Buttons Used to Search and Select Note: If a customer is not flagged for batch statements, using the Customer field is the only way to produce a statement for that customer. If you skip the Customer field Epicor Software Corporation. All rights reserved.

151 Rel Solar Eclipse Accounts Receivable specify an individual customer in the Statement Options field, the system positions the cursor in the Customer field for entry of a customer bill-to or ship-to name. For more information, see Defining Customer Invoice Printing Options. 8. In the Statement Options field, select which kind of customers you want to include. Option Individual Customer All Batch Stmt Customers Positive Balance Current Includes only the customer whose name you entered in the Customer field. Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance. Includes all customers who have a balance greater than zero and who have an entry in the Batch Statement field in their customer record. Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record Days Past Due Includes all customer who have a balance that is from 31 to 60 days past due, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. Over 60 Days Past Due Negative Balance Includes all customers who have a balance that is more than 60 days overdue, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. Includes all customers who have a credit balance, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. 9. In the Also Print Invoices field, select how to include additional invoices, if needed, in addition to the faxed statement. Option Batch Ready Invoices All Open Invoices Statement Month Open Invoices Prints any invoices that are currently ready for batch printing. Invoices that are ready for batch printing have a print status of B. Prints all unpaid and partially paid invoices. If you want a copy of invoices for collection purposes or for doing an audit, or you run statements for those customers over 60 days past due, select this option. If you selected All Batch Stmt Customers in the Statement Options field, do not select this option. Prints the customer's current months unpaid and partially paid invoices. These statements will appear on the current month's statement Epicor Software Corporation. All rights reserved. 143

152 Printing Statements Rel Option No Prints only statements and includes no invoices. We recommend you use this setting. If you print statements and invoices, the batch number includes an S (statement) or an I (invoices), in case you need to re-send them. If you specify an option other than No, and then send the job to the printer, and both forms, invoices and statements, are loaded in the same printer, and each statement is followed by the customer's corresponding invoices before the next statement is printed. If you specify an option other than No and send the job to the Hold File, two entries appear, one for the statements and one for the invoices, because each print job may be printed on a different form. The Print Open Invoices function only works for customers who are flagged to receive printed statements. If you select to also print invoices, and the customer has the Stmt-Invs lieu of Prt activity trigger set, the system sends both the statement and invoice through to the customer. If you select to also print invoices while you are printing statements, the system changes the print status for the invoices it prints to N. 10. Select the Ovrd Cust Batch Stmt Flag check box to override the print flag parameter defined in the Batch Statement field on the Customer Pricing Information window. The default is deselected. Note: Access the Customer Pricing Information window from the Maintenance > Customer > Pricing menu. For more information, see Defining Customer Pricing Options. 11. In the Batch Sort By field, select one of the following: Zip - Sorts the statements first by zip code, and then in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending statements as presorted first class mail. Name - Sorts the statements in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record. Note: To specify the default entry in the Batch Sort By area, set the Default Invoice/Statement Batch Sort control maintenance record. 12. In the Customer Statement Cycle field, select a statement cycle to fax statements. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Defining Customer Invoice Printing Options. 13. In the Minimum Balance to Process field, enter an amount at which the system should print statements based on the statement total. The system prints only those statements that are more than this amount. Leave the field blank to print statements regardless of balance Epicor Software Corporation. All rights reserved.

153 Rel Solar Eclipse Accounts Receivable 14. In the Send via FTP field, indicate if you want to send statements using FTP to a billing service. No is the default. Note: This is an optional field. For more information, see Identifying FTP Access Settings for Statements. 15. If you select Yes in the Send via FTP field, click the FTP Info tab and complete the information for the billing service data. FTP Address The IP address for the FTP site. User ID The login name required to gain access to the FTP site. This is usually your company name. Password The password required to gain access to the FTP site. Root Directory The directory on the FTP site in which the statements or invoices will reside, preceded by a forward slash (/). This is usually the same as your user ID. 16. Click the Message tab to display the Statement Message area. 17. Enter the message to print for each Home Branch selected in the Home Branches field on each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 18. If you have parent customers, click the Additional tab to display the parent statement print options. Subtotal By - Indicate how to divide details for the report: bill-to, ship-to, or both account types. Page Break On - Indicate if you want to print the details on separate pages. Parent Statements > Statement Type - Select one of the following: If set to Child, then the Parent/Child bill-to settings are ignored while generating statements. Child entities generate their own statements. If set to Parent, then Parent/Child bill-to settings are respected while generating statements and child bill-to statements are suppressed. Parent bill-to accounts receive a single summary statement with detail for all the child bill-to accounts. If set to Both, then the Parent/Child bill-to settings are respected, but still generate statements for each entity. Note: Setting these options at the statement level override the Default Parent And Subtotal Settings For Statements control maintenance record settings and at the Customer Maintenance level. 19. Set options, if needed, and print the invoices. The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo screen. For more information, see Setting Up Customer Records for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed Epicor Software Corporation. All rights reserved. 145

154 Printing Statements Rel How the System Determines Printer Location for Statements When you print statements, the system determines the printer location in the following way: What the System Checks The user's currently assigned location. Where Identified In the Slave Printer field on the Slave Printer Assignment window. For more information, see Assigning Slave Printers to Terminals Epicor Software Corporation. All rights reserved.

155 Rel Solar Eclipse Accounts Receivable Faxing or ing Single Statements Use the Print Statements window to fax a single statement to a customer. This is useful if you found you have missed sending a statement to a customer during the process of batch faxing statements at the end of the month. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters. To fax or a single statement: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this. This field accepts variable dating. 3. In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date. This field access variable dating. 4. In the Home Branches field, enter the branch or branches for which to fax the statement. 5. In the Blank Home Branch check box, do one of the following: Select the check box, if your customer has not been assigned to a home branch. This is the default. Do not select the check box, if your customer has been assigned to a home branch. 6. In the Sale Branches field, enter the sale branch for which to fax the statement. 7. In the Customer field, enter the name of the customer to whom you want to fax a statement. 8. In the Statement Options field, select Individual Customer(s) 9. In the Also Print Invoices field, select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices: Batch Ready Invoices - Prints any of a customer's invoices currently ready for batch printing. All Open Invoices - Prints all of a customers unpaid and partially paid invoices. Statement Month Open Invoices - Prints the customer's current month's unpaid and partially paid invoices. No - Prints only statements and includes no invoices. 10. In the Ovrd Cust Batch Stmt Flag field, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing Information window: Do not select the check box - Does not override the Batch Statement field settings. This is the default. Select the check box - Overrides the Batch Statement field settings. Note: Access the Customer Pricing Information window from the Maintenance > Customer > Pricing menu. For more information, see Customer Maintenance. 11. Leave the Batch Sort By field blank Epicor Software Corporation. All rights reserved. 147

156 Faxing or ing Single Statements Rel Leave the Customer Statement Cycle field blank. 13. In the Statement Message field, enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 14. Use one of the following to send the statement to the customer: From the File menu, select Hold to process the statement. The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo window. For more information, see Defining Fax Statement Parameters. A message displays at the bottom of the window when the statement is faxed. From the File menu, select to send the statement as an attachment to an message. You must have the Outbound companion product to statements. See Sending s for information about sending the with the attachment Epicor Software Corporation. All rights reserved.

157 Rel Solar Eclipse Accounts Receivable Faxing Multiple Statements Use the Print Statements screen to fax statements to multiple customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters. When you fax statements to multiple customers, the system uses the following hierarchy to check for active, working fax numbers. The system first checks the Customer Maintenance program to determine the appropriate fax number to use for ship-to customers. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message. Then the system checks the Customer Maintenance program to determine the appropriate fax number to use for bill-to customers. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message. If an alternative fax number is provided in the alternative billing address information in Customer Maintenance, the system uses that fax number for statements and invoices. To fax multiple statements: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this. This field accepts variable dating. 3. In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date. This field accepts variable dating. 4. In the Home Branches field, enter the branch or branches for which to fax the statement. 5. Include Blank Home Branch field, do one of the following: Select the check box - Includes all customers who have not been assigned a home branch. This is the default Epicor Software Corporation. All rights reserved. 149

158 Faxing Multiple Statements Rel Do not select the check box - Does not include any customers who have not been assigned a home branch. 6. In the Sale Branches field, enter the sale branch to send the statements to a single sale branch. To send the statements to all sale branches, type All. This is the default. 7. In the Customer field, specify the customers for whom you want to produce statements. Keep in mind the following: To produce statements for all customers, leave this field blank. To produce statements for one customer, enter that customer's name. To produce statements for a specific group of customers, use the Fax Distribution List window. For more information, see Creating Customer Statement Lists. 8. In the Statement Options field, select one of the following to determine the type of statements you want to fax: Individual Customer(s) - Includes only the customer whose name is entered in the Customer field. For more information, see Faxing Single Statements. All Batch Stmt Customers - Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance. Positive Balance - Includes all customers who have a balance due that is greater than zero and who have an entry in the Batch Statement field in their customer record. Current - Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record Includes all customer who have a balance due that is from 31 to 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record Includes all customers who have a balance due that is more than 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record. Negative Balance - Includes all customer who have a credit balance irrespective of whether or not there is an entry in the Batch Statement field in their customer record. 9. In the Also Print Invoices field, select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices: Batch Ready Invoices - Prints any of a customer's invoices currently ready for batch printing. All Open Invoices - Prints all of a customers unpaid and partially paid invoices. Statement Month Open Invoices - Prints the customer's current month's unpaid and partially paid invoices. No - Prints only statements and includes no invoices. 10. In the Ovrd Cust Batch Stmt Flag check box, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing/Printing window: Do not select the check box - Does not override the Batch Statement field settings. This is the default. Select the check box - Overrides the Batch Statement field settings Epicor Software Corporation. All rights reserved.

159 Rel Solar Eclipse Accounts Receivable Note: Access the Customer Pricing/Printing window from the Files > Customer menu, and select Pricing. For more information, see Customer Maintenance. 11. In the Batch Sort By field, select one of the following to determine how to sort the statements you want to fax: Zip - Sorts the statements first by zip code, and then by the customer name, in alphabetical order as defined in the Sort By field in their Customer Maintenance record. This is the default. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending the statements as presorted first class mail. Name - Sorts the statements by customer name, as defined in the Sort By field in their Customer Maintenance record, in alphabetical order. Note: To specify whether the default entry in the Batch Sort By is either name or zip, you must set the Default/Invoice Statement Sort control maintenance record. 12. Do one of the following to determine which customers to fax statements to: To fax statements to a specific customer, enter that customer's name in the Customer field. To fax statements to customers with a particular statement cycle, move the cursor to the Customer Statement Cycle field, select from a list of user-defined statement cycles. To apply more than one type of statement cycle, move the cursor to the Customer Statement Cycle field, click the Multiple button,and create a list of statement cycle codes. The word *Multi* displays in the field to indicate that more than one cycle code has been selected. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Setting Up Customer Invoice Printing Options. 13. In the Statement Message field, enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 14. Select one of the following options to process the statements: To... generate statements and send them to the Outgoing Fax Status Queue generate statements and send them to the your Hold file schedule statements to be sent, select using the Phantom Scheduler window Use this option... File > Print Note: Changes made to the Fax Memo screen prior to using this option will be saved. File > Hold Opts > Schedule The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo window. For more information, see Setting Up a Customer Record for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed Epicor Software Corporation. All rights reserved. 151

160 Creating or Editing Customer Statement Lists Rel Creating or Editing Customer Statement Lists Use the Customer Selection screen to create or edit or select lists of customers to use when you want to limit the receipt of statements. For example, you can create a list of all of your customers in different areas or states, or who deal with specific types of products. To create a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. In the Contact field, type the name of the customer and press Tab 5. In the Fax Number field, enter the fax number of the customer. 6. Repeat step s 4 and 5 as necessary. 7. When you are finished entering customer names and fax numbers, click Save List to display the Save ID list window. 8. In the Save to File field, enter the name of the distribution list and click OK. 9. The system displays the Fax Distribution List window. 10. Click OK to close the window and return to the Fax memo window. To edit a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. Click Recall List to display the Recall List window. 5. Do one of the following: In the Select Work ID field, enter a name of a distribution list. Click the Selection List button, and select from a list of distribution lists. The name of the distribution list displays in the Select Work ID field. 6. Click OK to display the list. 7. Use one of the following methods to add and edit entries: To add an entry to the list, scroll down to an empty line and type the name of the customer and fax number. To change an entry, type over it. To delete an entry from the list, position the cursor on the entry and press Delete. 8. When you are finished making changes, click Save List to save this list. 9. The Save ID list window displays. Do one of the following Click OK to accept the distribution list ID that displays in the Save to File field Epicor Software Corporation. All rights reserved.

161 Rel Solar Eclipse Accounts Receivable Enter a new distribution list ID, and click OK. 10. Save your changes and exit the window. To select a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. Do one of the following: In the Select Work ID field, enter a name of a distribution list. Click the Selection List button, and select from a list of distribution lists. The name of the distribution list displays in the Select Work ID field. 5. Click OK to display the list. 6. Click OK to select the list. 7. In the Fax Number field, ***Distribution List*** displays Epicor Software Corporation. All rights reserved. 153

162 Setting Up Parent Statements Print Parameters Rel Setting Up Parent Statements Print Parameters A parent bill-to account can include or exclude details for child entities. Use the Printing tab on the Pricing > Customer Pricing and Printing Options menu from the Customer Maintenance to access the parent statement options. The child ship-to accounts can print or suppress their own statements from the existing printing process. Balance Forward statements do not print proper sub-totals. Instead, balance forward statements using subtotals break out detail by each entity, and each bill-to will list its individual balance forward. Setting these options at the customer level override the Default Parent And Subtotal Settings For Statements control maintenance record settings. You can also set options at the Print Statements window which overrides both the customer settings and the control maintenance record settings. In addition, you can use the Statement Type to control of when statements print and what type of statement the system produces. This setting has no effect on entities that are not configured as parent or child bill-to accounts only the ship-to accounts. Note: You may need to reschedule statement runs to take advantage of this new feature. If you have custom statements, we recommend testing the printing before changing settings. Setting up parent statement print parameters: 1. From the Maintenance menu, select Customer to display the Customer Maintenance window. 2. Enter that customer's name in the Customer field for which you want to assign a parent. 3. From the Pricing menu, select Customer Pricing and Printing Options and click the Printing tab. 4. In the Parent Statement Customer field, select the customer to be the parent customer. 5. In the Statement Type field, select one of the following: If set to Child, then the Parent/Child bill-to settings are ignored while generating statements. Child entities generate their own statements. If set to Parent, then Parent/Child bill-to settings are respected while generating statements and child bill-to statements are suppressed. Parent bill-to accounts receive a single summary statement with detail for all the child bill-to accounts. If set to Both, then the Parent/Child bill-to settings are respected, but still generate statements for each entity. 6. In the Subtotal on field, indicate how to divide details for the report: bill-to, ship-to, or both account types. 7. Use the Page Break On field to indicate if you want to print the details on separate pages. 8. Save your changes and exit the window. For information about setting up parent customers, see Defining Parent Companies and Dependents. Example Statement: Standard Statements Statement information is separated by grayed horizontal lines Epicor Software Corporation. All rights reserved.

163 Rel Solar Eclipse Accounts Receivable Example Statement: Eclipse Forms 2017 Epicor Software Corporation. All rights reserved. 155