ACCOUNTS RECEIVABLE. Contents. Finance Receivables Update Invoice

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1 Contents Finance Receivables Update Invoice... 1 Finance Receivables Update Payments... 5 Finance Receivables Update AR to AP... 7 Finances Receivables Update Collections... 8 INQUIRIES AND REPORTS Finance Receivables Inquiry Receivables Invoice Payment Finance Receivables Reports Aged Receivables Finance Receivables Reports Cust. Reports Cust. Stmt Finance Receivables Update Invoice - Updates Accounts Receivable and General Ledger only. - Used for loading open Invoices when starting to use Peartree Dealership. Also used for Miscellaneous invoices and manufacturer rebates. - Most invoices are created elsewhere: Part Sales, Work Orders, Finalize Unit Sale. Invoice No.: - Automatically defaults to NEW. - To bring up an Invoice already in the system, manually enter the Invoice No or click the Underlined link to choose form the Table. - If the Invoice ends in.1, the Invoice has been Cancelled. Page 1 of 15

2 - Cannot assign own Invoice number. ACCOUNTS RECEIVABLE Ship To: - Customer. - If creating a new Invoice, enter the Customer ID or click the Underlined link to choose from the Table. Invoice Date: - Defaults to the current date. - Can be changed by manually entering the new date. Tax Code: - On clear window, defaults to the Tax Code set in the Store Parameters. - Once a customer is added, will use the Code set up on the Customer s Profile. - Can be changed by choosing a new Code from the dropdown. - When loading Opening Balances, change to Tax Exempt. Purchase Order #: - Enter if the PO Number is known. C: - Not used. Quantity: - Usually 1 or -1 for a credit. Units: - Unit of Measure: Each, box, etc. - From System Admin Configurations - Tables UOM. - Optional. Product: - Can be anything. - Not connected to Parts or Unit Inventory. - Alphanumeric. - Freeform. - Prints on invoice Description: - Description of the Product. - Alphanumeric. - Freeform. - Prints on invoice Price: - Numeric only or will receive an Error message, Page 2 of 15

3 TX: - Tax. - From Customer Profile. - Can change by either entering another code or clicking the Underlined link to choose from the Table. Sales GL Account: - No defaults. - Manually enter or click the Underlined link to choose from the Table. - Usually an Income account. Sales GL Description: - From the Sales account. - Cannot be edited in this window. Extension: - Quantity * Price. - Cannot be edited in this field. Net Total: - All Extensions added together. Tax Codes/Tax Amounts: - Shows the different types of Taxes used. - The total amount of each different tax type. Tax Total: - Total of all the different taxes added together. Invoice Total: - Net Total + Tax Total. Comments: - Shows on the Invoice. - Alphanumeric. - Freeform. Submit: - Saves the invoice to the system. Page 3 of 15

4 Clear: - Clears the information from the screen. - Any new information added and not submitted is lost. Cancel Invoice: - Cancels the Invoice. Print: - Prints invoice. Unit Rebates: - Used to put a Rebate on a Unit, which reduces the cost. - If entering a Rebate, the Sales GL account must be the unit inventory account linked to the unit - Unit ID: o Manually enter the Unit or click the Underlined link to choose from the Table. - Unit Description: o Defaults in from the Unit ID. o Cannot be edited in this window. - Dealer Price: o Defaults in from the Unit Profile. o Cannot be edited in this window. - Rebate Code: o Manually enter the Code or click the Underlined link to choose from the Table. o From Sales Administration Sales Rebate. - Rebate Amount: o Amount on the Invoice. o Manually enter the amount. o Numeric only or will receive an Error message. Page 4 of 15

5 - Rebate Description: o Manually enter. o Alphanumeric. o Freeform. - Close: o Closes the window. Submit: - Saves the changes made in the Rebate window. Finance Receivables Update Payments - Use to enter payments in foreign funds. - Can be used to enter payments in domestic funds. Customer ID: - Manually enter or click the Underlined link to choose from the Table. - If the customer has no Invoices will receive a Warning message. Page 5 of 15

6 Payment Date: - Defaults to the current date. - Can be changed by manually entering the date or using the Calendar icon. Payment Form: - How the Payment is made: Cheque, Credit Card, etc. - Defaults in from a Table. - Can change by choosing from the dropdown. Description: - Description of the Payment. - Could be the cheque number. - Alphanumeric. - Freeform. Total Owing: - Amount Customer owes. - Cannot be edited in this window. - Amount reduces with each Payment flagged. Total Payments: - How much has been paid. - When finished should equal the payment amount received. - As each row is flagged for payment, the amount will increase. Lump Sum Payment: - If the customer makes a payment with no instructions on which invoice to put towards, the amount can be entered here. - Click Apply. - Payments will be made to all eligible Invoices from the first row down, till the amount is used. Clear List: - Clears all Invoices from the Payment section. - If there are a large amount of Invoices, instead of flagging individual invoices, can clear all the Invoices, click the Invoice No. link and choose from the Table which to add. Reload List: - Reloads all Invoices into the Payment section. Invoice No.: Page 6 of 15

7 - Shows all Invoices for the customer, including ones with 0.00 Balance. Payment: - Manually enter the Payment amounts for each line or click the Underlined link to fill in all Payments automatically. - If any rows are not to be paid, delete the Payment amount for that Invoice. Pay Flag: - Click this field to make payment on the Invoice. - The full amount appears in the Payment field. This amount can be changed. Submit: - Saves the payments to the system. Clear: - Clears the screen. - Any Payments that have been flagged but not Submitted will be lost. Finance Receivables Update AR to AP - Contras. Customer ID: - Manually enter the Customer or click the Underlined link and choose from the Table. AP Vendor: - Automatically fills in if the Customer is set up as a Manufacturer. - If nothing defaults in, need to set the Customer up as a Vendor. - Does not need to be a Manufacturer. Add Vendor: - If Customer does not have a Vendor Profile, can add here. Page 7 of 15

8 - Fill in as in Vendor Update. All fields with an * are mandatory. - Submit. Outstanding Invoices - A list of AR invoices. - Click on each Invoice No. to be added to the Transfer List. - Can be a credit as well as a debit. - When transferred to AP, no longer a credit (Finance Payables Inquiry AP Invoice). - Will automatically show under Items to Transfer To Payables. Items to Transfer To Payables Invoice No.: - Cannot add a line here. - Added from the Outstanding Invoices section. - Can delete a line using the x at the front if needed. Transfer Amount: - Shows full amount of the Invoice Balance. - Can be overridden. Submit: - Transfers the balances to AP. Finances Receivables Update Collections Show only invoices older than Days: Mandatory - Manually enter a number. - If Submitted with no number entered will receive an Error message. Page 8 of 15

9 - Must be numeric or will receive an Error message. Submit: - Click Submit and all customers fitting the criteria will appear in the Customer section. Customer Name: - Choose a Customer from the list by clicking on the light green field with that name. - A pop up will appear with the customers invoices and aged balances. - Will also show the Contact information if it has been added on the Customer Profile. - Add Comments: Page 9 of 15

10 o Another pop up appears. o Can phone the customer and make notes here during or after the conversation. - Submit: o Saves the comments to the system. - View Comments: o Shows any comments already in the system for the customer. o Cannot be edited. o If no comments have been added for this customer will receive a message. INQUIRIES AND REPORTS Finance Receivables Inquiry Receivables Customer ID: - Manually enter or click the Underlined link and choose from the Table. Page 10 of 15

11 AR Invoice No.: - If Customer is unknown, can enter just the Invoice Number. - If known, enter the Invoice Number to look at that Invoice only. - A pop up will appear with the Invoice details. Print Statement: - Can Print as of a certain Date. - Can run by Due Date or Invoice Date. - Has an Overdue Column (OVD) so can see at a glance what Invoices are overdue. - Aged Balances show at the bottom of the report. Print Activity: - Shows all activities for the customer: Invoices, Payments, and Deposits. - It is a running balance. Outstanding Invoices - Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order. Invoice No.: - Shows all Outstanding Invoices for that Customer. - Can click in the Invoice No. field to bring up that particular Invoice for more information. o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts. o Tax ID, o Tax Codes. o Payment Key. o Amounts paid and Pay Dates. - Can print the Invoice from the pop up. - In the lower section of the window, will show if any payments have been made towards the Invoice. All Invoices - Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order. Page 11 of 15

12 Invoice No.: - Shows all Outstanding Invoices for that Customer. - Can click in the Invoice No. field to bring up that particular Invoice for more information. o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts. o Tax ID, o Tax Codes. o Payment Key. o Amounts paid and Pay Dates. - Can print the Invoice from the pop up. - In the lower section of the window, will show if any payments have been made towards the Invoice. Invoice Payment AR Invoice No,: - If an Invoice in either of the Top Sections is chosen, the Invoice Number will show here. View Invoice: - Will show more information about the Invoice: o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts. o Tax ID, o Tax Codes. o Payment Key. o Amounts paid and Pay Dates. - Can print the Invoice. Payment Date: - The Date the Payment was made. - Can click on the field to show more information. Finance Receivables Inquiry AR Payments Shows Payments a Customer has made, as well as Write offs, Bad debts, etc. Any payment made in the system. Customer ID: - Manually enter or click the Underlined link and choose from the Table. Page 12 of 15

13 Accounts Receivable Invoice Payments ACCOUNTS RECEIVABLE Payment No.: - Can click on a field to show attached Invoices in the lower section of the window. Accounts Receivable Invoices Payment No.: - The payment number of the Invoices showing below. Invoice No.: - Shows all Invoices for the Payment No. chosen.. - Can click in the Invoice No. field to bring up that particular Invoice for more information. o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts. o Tax ID, o Tax Codes. o Payment Key. o Amounts paid and Pay Dates. - Can print the Invoice from the pop up. - In the lower section of the window, will show if any payments have been made towards the Invoice. Finance Receivables Reports Aged Receivables Used to balance the General Ledger. Outstanding As At Date: - Defaults to the next Month End Date. - Must be a Month End Date or will receive a Warning. Page 13 of 15

14 - Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date. Summary or Detail: - Choose between a Detail Aged Report or a Summary Aged Report. - Defaults to Detail Aged Report. AR Code: - Different currencies in the system. - Choose from dropdown. - If nothing chosen will print all Invoices grouped by Currency. Customer Type: - Choose from the dropdown. - If no Type is chosen will show all Types. Calculate Aging using : - Defaults to Due Date. - Choose between Due Date and Invoice Date. Balance To GL: - Looks at either Unposted GL Sales or Unposted AR Payments. Print: - Brings up the Report. - Customers in alphabetical order. - On Report may show 0.00 as Outstanding Balance but have Invoices showing above it (Debits and credits (On Account) not matched to 0.00). Finance Receivables Reports Cust. Reports Cust. Stmt Page 14 of 15

15 Outstanding As Of Date: - Defaults to the current Date. - Can be changed manually or by using the Calendar icon. Calculate Aging using : - Choose either Due Date or Invoice Date. - Defaults to Due Date. Include Credit Balances: - Check to include. Customer ID: - If want only a particular Customer Statement, enter here. - Manually enter the Customer ID or click the Underlined link to choose from the Table. Print: - Brings up the report if not set to Direct to Print for Reports. - Can Print from Adobe if report is shown. Page 15 of 15