Accounts Receivable. Version 9.0

Transcription

1 Accounts Receivable Version 9.0

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. 8/10/04 Prophet 21 Array Version 9.0 Prophet 21 is a registered trademark of Prophet 21, Inc. All other trademarks and registered trademarks are the property of their respective companies.

3 Contents Introduction 1 Welcome...1 The Prophet 21 Array Help Manual System 3 General Information...3 How to Use The Array Manuals:...4 Manual Format...5 Chapter Format...6 Manual Overview 7 About Accounts Receivable...7 Accounts Receivable Objectives:...7 Control Files 9 Overview...9 Prerequisites...9 Chapter Topics...9 System Processing Parameters (MBS132)...11 System Processing Parameter II (MBS432)...16 AR Company Name Maintenance (MBS195)...19 Division File Maintenance (MBS106)...21 Entering the Division Name Record...21 Division/Warehouse File Maintenance (MBS506)...23 Entering a Division/Warehouse File...23 Warehouse Name Maintenance (MBS125)...25 Entering a Warehouse Name...25 Warehouse Parameter Maintenance (MBS160)...27 Modifying the Warehouse Parameter...28 Credit Manager Maintenance (MBS220)...31 Customer File Maintenance (MBS100)...33 Modifying the Customer Master File...33 Order Entry User Parameter Maintenance (MBS161)...38 Modifying the Order Entry User Parameter...38 AR User Parameter Maintenance (MBS363)...40 Adding the AR User Parameter...40 Cash GL Maintenance (MBS117)...43 Adding General Ledger Accounts to MBS Division Cash GL Maintenance (MBS197)...46 Add Account to Division Cash GL Maintenance...46 Branch Cash GL Maintenance (MBS198)...49 Add Account to Warehouse Cash GL Maintenance...49 Bank Maintenance (MBS249)...52 Prophet 21 Array User's Guide Accounts Receivable 9.0 Contents i

4 Lockbox Field Descriptions...54 AR Write-off Maintenance (MBS450)...55 Cash Posting Maintenance (MBS196)...58 AR Aging Date Maintenance (MBS130)...60 Entering an AR Aging Date Code...60 Statement Message Maintenance (MBS119)...62 Setting Up Statement Messages...62 Credit Center Queue Maintenance (MBS024)...64 Sales Journal Account Maintenance (MBS140)...67 Setting Up Sales Journal Accounts...67 Internal Account Maintenance (MBS440)...70 Entering Internal Accounts...70 Tax Code Maintenance (MBS104)...73 Modifying Tax Codes...73 Miscellaneous Charge Maintenance (MBS118)...75 Modifying Miscellaneous Charge Accounts...75 Customer GMROR Goals (MBS267)...77 Customer Bank Account Maintenance (MBS341)...80 Adding a Customer Bank Account...80 Control File Lister (MBS120)...82 Running the Control File Lister (MBS120)...82 Control File Lister Parameter (MBS287)...83 Running the Control File Lister Parameter (MBS287)...83 Comment Item Maintenance (MBS129)...86 Adding a Stored Comment...86 AR Posting 89 Overview...89 Prerequisites...89 Chapter Topics...89 Check Deposit Posting (MBS036)...90 Adding a New Batch...90 Delete a Check...92 Modify a Check...93 List Detail Line...94 Daily Bank Deposit Report (MBS037) (Optional)...95 Running the Daily Bank Deposit Report...95 AR Cash Report (MBS032)(Optional)...96 Running the AR Cash Report...96 Cash Receipts Posting (MBS030)...98 Deposit Posting (Type D)...99 Regular Posting (Type R) Branch Posting (Type B) Payment Codes Special Posting Scenarios Write-offs Opening Paid Invoices Transferring Funds Between Customers Receiving Discounted Payments from Credit Card Companies Batch Reversal (MBS138) Reversing a Batch Dayend Processing 113 Overview ii Contents Prophet 21 Array User's Guide Accounts Receivable 9.0

5 Prerequisites Chapter Topics AR Dayend Checklist Check Deposit Batch Delete (MBS241) (Required) Verifying Deposit Batches Cash Receipts Daily Audit (MBS437) (Optional) Running the Cash Receipts Daily Audit Cash Posting Journal (MBS031) (Required) Running the Cash Posting Journal Cash Posting Code Report (MBS139) (Optional) Cash Receipts Daily Update (MBS137) (Required) Running the Cash Receipts Daily Update AR Cash Totals Div/Branch (MBS038) (Optional) Running the AR Cash Totals Div/Branch Check Deposit Batch Delete (Required) Cash Receipts Journal Print File Delete (MBS242) (Required) Running the Cash Receipts Journal Print File Delete AR Balancing Audit (MBS607) Running the AR Balancing Audit Dayend Balancing Daily Balancing Worksheet Inquiries 131 Overview Prerequisites Chapter Topics Cash Receipts Batch Inquiry (MBS201) Credit Management Inquiry (MBS039) Save Invoice Inquiry (MBS023) Customer History Inquiry (MBS071) Customer Balance Inquiry (MBS204) Cash Payment History Inquiry (MBS243) AR Notepad (MBS345) Accessing the AR Notepad Mycalls & Allcalls Adding Notes AR Ranking Inquiry (MBS433) AR Ranking Categories Running the AR Ranking Inquiry Reports 171 Overview Prerequisites Chapter Topics Daily Bank Deposit Report (MBS037) AR Cash Totals Div/Branch (MBS038) Cash Posting Journal (MBS031) Cash Posting Code Report (MBS139) AR Cash Report (MBS032) Cash Payment History (MBS203) A/R Ranking Report (MBS033) AR Ranking Categories Helpful Hints Running the AR Ranking Report Prophet 21 Array User's Guide Accounts Receivable 9.0 Contents iii

6 Customer Statements (MBS035) Running Customer Statements Aged Trial Balance (MBS034) On Account Report (MBS891) Gross Margin Return on Receivables (MBS265) Running the Gross Margin Return on Receivables Report Monthly Cash Posting Journal (MBS430) Cash Receipts GL Report (MBS154) Daily Credit Limit Exception Report (MBS028) Service Charge Generation 189 Overview Prerequisites Chapter Topics Control File Settings System Processing Parameter (MBS132) System Processing Parameter II (MBS432) Customer File Maintenance (MBS100) Credit Center Queue Name Maintenance (MBS024) AR Aging Date Maintenance (MBS130) Miscellaneous Charge Maintenance (MBS118) Comment Item Maintenance (MBS129) Build Service Charge Work File (MBS009) Creating the Build Service Charge Work File Detailed Service Charge Report (MBS239) (Optional) Running the Detailed Service Charge Report Post Service Charge Work File (MBS010) Print Service Charge Invoices (MBS003) Printing Service Charge Invoices Purge Service Charge Work File (MBS011) (Optional) Special Conditions Dunning Letters 205 Overview Prerequisites Chapter Topics Dunning Letter Maintenance (MBS404) Modifying Dunning Letters Generate Dunning Work File (MBS400) Running the Generate Dunning Work File Maintain Dunning Work File (MBS401) Generate Dunning Letters and Report (MBS402) Purge Dunning Work File (MBS403) AR Month End 217 Overview Prerequisites Chapter Topics Processing the Month End Triggering the Month End Jobstream Detailed Month End Reports Sample Month End Jobstream Special Considerations for ing & Faxing Invoices Auto Create Journal Entries (MBS155) iv Contents Prophet 21 Array User's Guide Accounts Receivable 9.0

7 Running the Auto Create Journal Entries Correcting Errors Month End Balancing Audits 233 Overview Prerequisites Chapter Topics Cash Receipts Daily Audit (MBS437) AR Balancing Audit (MBS607) Invoice File Audit (MBS307) AR Invoice Exception Report (MBS599) Running the AR Invoice Exception Report Invoices Not Updated (MBS731) Purges 239 Overview Prerequisites Chapter Topics Cash Receipts Journal Print Batch (MBS242) Service Charge Work File Purge (MBS011) Cash Payment History Purge (MBS202) Check Deposit Batch Delete (MBS241) Dunning Work File Purge (MBS403) Management Functions 243 Overview Prerequisites Chapter Topics Lockbox Interface (MBS342) Running the Lockbox Interface AR Writeoff (MBS451) Running the AR Writeoff Transfer to Notes or Legals (MBS452) Running Transfer to Notes or Legals Additional Information Appendix 249 Cash Posting Error Messages Daily Balancing Worksheet Month End Balancing Worksheet Glossary of Terms 255 Index 259 Prophet 21 Array User's Guide Accounts Receivable 9.0 Contents v

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9 Introduction Welcome Welcome to the Prophet 21 Array Help Manual System. We have created these manuals with you the user in mind. We hope that they are useful easy to understand and efficient. We also have the entire Help Manual System on CD- ROM. In a format much like the Help Systems used throughout the software world. Our Help system for Windows and our On-line Help system are both designed to be user friendly and efficient. We encourage its use as your first resource should you find yourself in a situation that warrants an answer to a question. All of us at Prophet 21 Array would like to thank you for purchasing the Prophet 21 Array System. We hope that these manuals help you understand, utilize, and problem solve your system for years to come. Prophet 21 Array User's Guide Accounts Receivable 9.0 Introduction 1

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11 The Prophet 21 Array Help Manual System General Information We at Prophet 21 Array hope that you use these manuals and they meet all your expectations and all your needs. Each manual was created in a standard format and organized so that once you use one manual you will be able to easily utilize every other manual in our system. Menus A menu is simply a list of options you can choose from. Rather than entering a long command, you need only to enter the corresponding number that lies to the left of your choice. After choosing a selection from the MASTER MENU you are presented with yet another menu, a sub-menu. Common Function Keys FK2 - Exit / Backup / Cancel / Quit / End-of-Job FK2 or F2 will back-up a step in most cases. In some cases, it is used to cancel a process, such as in Sales Order Entry. FK3 - Mode switch key. FK3 or F3 will usually allow you to switch between different modes in the system. In Sales Order Entry, the F3 key is used to switch from NEW ORDER mode to MAINTENANCE mode. FK5 - Search key Anytime the system allows a user to search for items, vendors, customers, etc.; the F5 key will initiate that search. Prophet 21 Array User's Guide Accounts Receivable 9.0 The Prophet 21 Array Help Manual System 3

12 How to Use The Array Manuals: 1. Once you have read the Introduction and the How to use The Array Help System sections in your first manual it may not be necessary to read these two sections again. They are the same throughout the entire Array Help System. 2. Begin by reviewing the Content page. This will give you a general idea of what is included in the manual you are reading. 3. Begin each manual by thoroughly reviewing the manual Objectives. The Objectives give you a basic understanding of what major topics you will need to understand after reading and using each manual. 4. At the beginning of each chapter there is a prerequisites heading. This lists any courses, information and/or procedures that need to be accomplished before the information contained within the chapter can be best utilized by you the user. 5. Once you have reviewed the general manual objectives, begin each chapter by reviewing its specific objectives. (See Chapter Layout for more information) During your initial introduction to each manual review the manual, sequentially chapter by chapter. 6. After your initial review of any manual you can find out information and find solutions to questions in the manual through any of the following avenues; Content page Glossary Appendix Index Browsing 7. Once you have reviewed the Chapter Objectives, Go over the field descriptions and function keys of any program screens that are being discussed. 8. In each chapter subsection, read any descriptions thoroughly and familiarize yourself with the Program screens that are being discussed. 9. In chapters that have procedures, read any procedure first before attempting the instructions. After reading the procedures carefully, implement each step until the its conclusion. NOTE: In the Installation phase, it is imperative that the chapters are followed sequentially. 10. During the course of using the Array Help System Manuals if there is any term, field code and/or function key that you don't understand please refer to the Appendix, Glossary and/or Index. 4 The Prophet 21 Array Help Manual System Prophet 21 Array User's Guide Accounts Receivable 9.0

13 Manual Format Each manual contains a Contents page, an Introduction, an Overview, specific Manual Objectives, Content Chapters, an Appendix, a Glossary, and an Index. Each area is described below in more detail. Contents is a chapter by chapter and heading by heading outline of each manual. Introduction is general information about the entire manual system and describes how the manuals are organized and formatted Overview gives you, the user information about the Array Help Manual System and some general information on the best way to utilize the information contained in our system. Objectives are manual specific and will give you, the user the general knowledge base that you will obtain by reading and following all the procedures that are contained in each manual. Content Chapters contain the information, descriptions, procedures etc. that you will need to implement, operate and problem solve your Array Software System.(See Chapter Layout for more information) Appendix contains any tables and/or lists that are common throughout any particular manual. Glossary contains words, technical terminology, symbols, and field abbreviations that may need to be defined so that you can get the most accurate information from specific areas throughout a specific manual. Index contains many of the terms that are in the glossary but instead of those terms being defined, there are referenced page numbers, in order for you to quickly access topics, procedures and/or information about a topic during and after your first use of a particular manual. Prophet 21 Array User's Guide Accounts Receivable 9.0 The Prophet 21 Array Help Manual System 5

14 Chapter Format We attempted to organize the chapters so that the content could be easily understood and the procedures could be simple to follow. The chapters are formatted as follows: Chapter Title the general name of the subject matter Prerequisites includes any readings, training and/or training classes, file set-ups, hardware installations, etc that you need to accomplish before the chapter should be started. The prerequisites are designed so that the content can be best understood and the procedures can be accomplished efficiently. Objectives - are chapter specific and will give you, the user the understanding of what will be covered in the chapter. It will also give you an idea of what sequence the chapter is formatted. Chapter Content within the chapter there will be information pertaining to the subject matter, step by step procedures, diagrams, tables and/or screen shots which will help you better understand and successfully conclude your tasks Review contains some of the important outcomes, which should be received when the chapter is completed. 6 The Prophet 21 Array Help Manual System Prophet 21 Array User's Guide Accounts Receivable 9.0

15 Manual Overview About Accounts Receivable Accounts Receivable Objectives: After using this manual, you will be able to: Prophet 21 Array User's Guide Accounts Receivable 9.0 Manual Overview 7

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17 Control Files Overview Before you can fully utilize the Accounts Receivable subsystem, you must set up, or verify the following control files to insure that the application will operate correctly and that you are taking advantage of all available features. Prerequisites Chapter Topics System Processing Parameters (MBS132) System Processing Parameters II (MBS432) AR Company Name Maintenance (MBS195) Division File Maintenance (MBS106) Division/Warehouse File Maintenance (MBS506) Warehouse Name Maintenance (MBS125) Warehouse Parameter Maintenance (MBS160) Credit Manager Maintenance (MBS220) Customer File Maintenance (MBS100) Order Entry User Parameter Maintenance (MBS161) AR User Parameter Maintenance (MBS363) Cash GL Maintenance (MBS117) Division Cash GL Maintenance (MBS197) Branch Cash GL Maintenance (MBS198) Bank Maintenance (MBS249) AR Write-off Maintenance (MBS450) Cash Posting Maintenance (MBS196) AR Aging Date Maintenance (MBS130) Statement Message Maintenance (MBS119) Credit Center Queue Maintenance (MBS024) Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 9

18 Sales Journal Account Maintenance (MBS140) Internal Account Maintenance (MBS440) Tax Code Maintenance (MBS104) Miscellaneous Charge Maintenance (MBS118) Customer GMROR Goals (MBS267) Customer Bank Account Maintenance (MBS341) Control File Lister (MBS120) Control File Lister Parameter (MBS287) Comment Item Maintenance (MBS129) 10 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

19 System Processing Parameters (MBS132) NOTE: If you do not have access to the System Processing Parameters, please contact your System Administrator to make any of the option changes discussed. Only the fields that are relevant to Accounts Receivable will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. Array Master Menu 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. Support Facility Systems Manager Menu Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 11

20 3. From the System Parameter Maintenance Menu, press 06 SYSTEM PROCESSING PARAMETERS. System Parameter Maintenance Menu 4. This will bring you to the next screen, press ENTER. 5. The System Processing Parameter screen will appear. System Processing Parameter Screen 6. Fill in the appropriate fields of this record. 12 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

21 The data elements contained in the System Processing Parameters and an explanation of each is as follows: Line 01 (MBS132) AGE-CD AR Aging Date Code. This code determines how the invoices will be aged. Either by invoice date or processing month. 0 = Aging by invoice date. See Invoice Date Example. 1 = Aging by process month. See Process Month Example. Invoice Date Example Invoice Date Aging Date Over 30 Over 60 12/01/ /01/ /01/ /01/ /10/ /10/ /10/ /01/ /24/ /24/ /24/ /24/2000 Process Month Example AR Aging Date = 12/25/1999 Invoice Date Aging Date Over 30 Over 60 12/01/ /25/ /25/ /25/ /10/ /25/ /25/ /25/ /24/ /25/ /25/ /25/2000 NOTE: STMTS ON 25 TH, MONTH END BY CALENDAR MONTH When you want to: month-end at the end of the month, but print statements on the 25 th, and have all invoices that are billed after the statements age in the next month but have the sales for invoices billed between the 25 th and the last day of the month be in the current month and the you are aging by process month The recommended way to handle this: When statements are run: In every terms code, change the Future Aging Code to 1, saying that the age date will come from the terms record and not the MBS132. Change the Future Age Date to be the 25 th of the next month. The danger of this method is that the age code must be changed every month when statements are run. If the client forgets, all invoices will continue to age with whatever age date is in the Future Age Date field until it is fixed. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 13

22 The advantage of this method is that the billing can be done and the sales recognized in one month, while the aging can be sent to a future month. This is done with changing only one file. An alternate way to handle this: After statements are run, change the Age Date in the System Processing Parameters (MBS132) to be the 25 th of the next month. After month end is run, change the Age Date back to be the 25 th of the current month. The danger of this method is that the age code must be changed twice, giving the client twice as much chance of making a mistake. Forgetting either time will mess us the aging of any invoices billed until the age date is corrected. The advantage of this method is that there is only one record to change, instead of having to change all terms codes. AGE-DATE AR Aging Date (MM/DD/YYYY). This is the cut-off date and only needs to be filled in if you aging by process month. (AGE-CD = 1). The month and year will automatically be changed by the system at month start. PROC-MO Current processing year and month (MM/YYYY). This will change automatically at month start. YR-START The first month of your new fiscal year. CR-CTR Credit Center option. This option is used to determine if the Service Charge work file from MBS009 will be created by division, warehouse, or on a company level. 0 = Use Division Number in the customer record. This groups by division. The division is where the customer is assigned, not where they buy from. 1 = Use Warehouse Number in company record. This groups by warehouse. 2 = Use Company Number from the user-id record. ST-ADDR Statement Remit-to Address. This indicates which remit address will print on the customer statements. 0 = Use Division Record for remit-to. This is from MBS = Use Div/Whse Record for remit-to. This is from MBS Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

23 Line 02 (MBS132) MIN-SVC-$ Minimum Service Charge Balance. This is the minimum AR balance that a customer must have before a service charge will be calculated. This field will not accept decimals. MIN-SVC-INV Printing Service Charges. This is the minimum amount of service charge for which an invoice is to be printed. If the amount of the service charge is below the minimum, the service charge will not print an invoice, however it will be posted to the customer s account and show on the customer s statement. To suppress the printing of ALL service charge invoices, enter in this field, or send the service charges to the KILL print queue when service charges are processed in the Invoice Print Program (MBS003). Line 09 (MBS132) LIEN Store Lien Information for AR. This will record when a customer s job is first billed, so that a lien claim may be filed for the job. 0 = Do not generate lien information 1 = Generate lien information LAST-INV Update Customer Last Invoice Number option. 0 = Always update customer last invoice number regardless of invoice type. 1 = Exclude credit and service charge invoices when updating customer last invoice number. Line 11 (MBS132) MEA Store Month End Aging option. This option must be turned on if using the dunning letters. Y = Store Month End Aging. If this option is chosen, you will only see the month end aging if you press the appropriate function key in the Credit Management Inquiry or enter the appropriate code in Cash Receipts Posting. N = Do not store month end aging D = Store and display month end aging in Cash Receipts JRN*CR*UPD Cash Receipts Journal Counter and Cash Receipts Update Termination Flag. JRN Cash Receipts Journal Counter. This identifies the number of terminals posting cash receipts (MBS030). If there is a value in this field, the value is the number of people posting cash receipts. When a terminal is finished, the system will automatically decrease this value by one. If the Cash Receipts Posting program was terminated unnaturally, the JRN counter must be manually decreased by one, or run MBS437. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 15

24 UPD Cash Receipts Update Termination Flag. This field is used to determine if the Cash Receipts Update program (MBS137) was terminated unnaturally. If Y is in the field, then the UPD counter must be reset to N by modifying this field, after you have determined that the Cash Receipts Update is not running. DIV/WH Cash Receipts Division/Warehouse option allows the AR Cash Report to be run by Div/Whse. It also affects various sales reports. N = Do not store Cash Receipts transactions by Div/Whse Y = Store Cash Receipts transactions by Div/Whse. This is warehouse within division. System Processing Parameter II (MBS432) NOTE: If you do not have access to the System Processing Parameters II, please contact your System Administrator to make any of the option changes discussed. Only the fields that are relevant to Accounts Receivable will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 07 SYSTEM PROCESSING PARAMETERS II. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK6 ADD This allows you to add a record FK7 MODIFY This allows you to modify the record FK9 INQUIRY Allows you to look at the record without changing it. 5. Press FK7 MODIFY. 6. Press ENTER. 7. The System Processing Parameter II screen will appear. 16 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

25 System Processing Parameter II Screen 8. There are several function keys available. FK3 MODIFY Allows you to accept the modifications made. FK6 Allows you to select a line number to make modifications FK8 CANCEL Allows you to cancel out of the modification without making any changes 9. Press FK6 LINE and enter the line number that you want to change. 10. Press ENTER until you reach the field that you want to change. 11. Make changes and press ENTER until you are at the end of the line. 12. Repeat steps 9 through 11 for all changes. 13. Fill in the appropriate fields of this record. 14. Press FK3 MODIFY to accept changes. Line 02 (MBS432) The data elements contained in the System Processing Parameters II and an explanation of each is as follows: WORKFLOW This is a Task Management flag for using our Task Management subsystem. This allows you to notify the buyer or credit manager when a credit limit event occurs. Y = Notify credit manager when a customer is over the credit limit N = Do not notify credit manager when a customer is over the credit limit Line 03 (MBS432) SVC-CHG-COMM Option used to determine if an I comment line should be added to the service charge invoice when the save invoice record is created that reads, This service Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 17

26 charge was calculated on the balance of. The balance used to prepare the service charge invoice in MBS010 will be included. Y = Create a comment line on service charge invoices N = Do not create a comment line on service charge invoices Line 04 (MBS432) LAST-PAY Used to determine where the last payment information for a customer will be updated based on Cash Receipts posting. Y = Always update last payment information N = Do not update last payment information if there is no check number NOTE: If using Dunning Letters, the last pat switch should be set to N in order to give an accurate date on the last check receipt. CREDIT-DISC Option used to determine whether or not a discount would be calculated on credit balance invoices. Y = Calculate discounts for credit balance invoices N = Do not calculate discounts on credit balance invoices CASH XFER Allow thes cash receipt cash amount to be distributed based on the warehouse instead of based on the bank number. The system uses the Cash Transfer Account to move the dollar amount in an IBT type of transaction. Enter a Valid GL Account. This account is used by MBS155 Interface to GL. It would normally be an interbranch loan account or the cash account itself. Line 06 (MBS432) GL UPDATE Determines how the GL is to be updated for sales. WARNING: The GL Update feature should only be turned on at the beginning of a process period. Failure to do this will result in bad figures being sent to the GL. M = Update Monthly When you run MBS155 the sales information will be transferred to the GL D = Daily Update When you run MBS007, the daily sales information will be transferred to the GL showing each invoice s updates. If you decide to use the daily update, you still must run MBS155 at month end to transfer the cas receipts information to the GL. GL INT Determines how interbranch transfer information is handled in regards to the GL. These options are only accessible if GL UPDATE = D. N = Do not send interbranch transfer information to the GL 18 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

27 Y = Send interbranch transfer information to the GL I = Update inventory only for interbranch transfers AR Company Name Maintenance (MBS195) This program establishes the Company Number and Name that will print on all Reports. This record must be created before any activity is entered. Only the fields that are relevant to Accounts Receivable will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 06 SYSTEM PROCESSING PARAMETERS. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for Company Name FK6 ADD This allows you to add a Company Name FK7 MODIFY This allows you to modify an existing Company Name FK8 DELETE Allows an existing Company Name to be deleted FK9 INQUIRY Allows you to look at the Company Name record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Company Number and press ENTER. 7. Enter the default company number to model this company after. If there is not a default company, press ENTER. 8. The AR Company Name Maintenance screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 19

28 AR Company Name Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Company Name FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 11. Press FK3 ADD once you are finished. Line 01 (MBS195) The data elements contained in the AR Company Name Maintenance and an explanation of each is as follows: COMPANY-NAME Company name that will print on all reports. DUNS/TRW Your company s duns number. 20 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

29 Division File Maintenance (MBS106) This program is used for setting up A/R Division Name records. It is used to print the Remit-to Name and Address on the customer's statement. NOTE: If your remit-to address is hard coded into your print program, it will not matter what is in this record. Entering the Division Name Record 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 19 DIVISION. Name File Maintenance Menu 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for Division Name FK6 ADD This allows you to add a Division Name FK7 MODIFY This allows you to modify an existing Division Name FK8 DELETE Allows an existing Division Name to be deleted FK9 INQUIRY Allows you to look at the Division Name record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Division Number and press ENTER. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 21

30 7. Enter the default division number to model this division after. If there is not a default division, press ENTER. 8. The Division File Maintenance screen will appear. Division File Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Division Name FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 11. Press FK3 ADD once you are finished. Line 01 (MBS106) The data elements contained in the Division File Maintenance and an explanation of each is as follows: DIVISION-NAME This is the name and address that will print as the remit-to address on your statements. If all statements go to the same place, each division should be set up identically in this record. Line 02 (MBS106) ADDRESS Enter mailing address Line 03 (MBS106) ADDRESS Additional address line 22 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

31 Line 04 (MBS106) CITY STATE COUNTRY ZIP Line 05 (MBS106) ATTENTION LINE Division/Warehouse File Maintenance (MBS506) For each division and warehouse combination, the user may select to print a different name and address as the remit-to on statements. This record will only be used if the ST-ADDR option in MBS132 is set to a 1. It will break down statements to print a different statement for each division, and the statement will be broken down by the warehouse that the invoices were billed in. NOTE: Special programming must be done to your statements in order to use this option. Entering a Division/Warehouse File 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 10 STATEMENT ADDRESS DIV/WHSE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for Division/Warehouse Name FK6 ADD This allows you to add a Division/Warehouse Name FK7 MODIFY This allows you to modify an existing Division/Warehouse Name FK8 DELETE Allows an existing Division/Warehouse Name to be deleted FK9 INQUIRY Allows you to look at the Division/Warehouse Name record without changing it. 5. Press FK6 ADD. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 23

32 6. Type in the Division Number and press ENTER. 7. Type in the Warehouse Number and press ENTER. 8. Enter the default division and warehouse numbers to model this record after. If there is not a default division and warehouse, press ENTER. 9. The Division/Warehouse File Maintenance screen will appear. Division/Warehouse File Maintenance Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Division/Warehouse Name FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 12. Press FK3 ADD once you are finished. Line 01 (MBS506) The data elements contained in the Division/Warehouse File Maintenance and an explanation of each is as follows: DIV-WHSE-NAME This is the name and address that will print as the remit-to address on your statements. Line 02 (MBS506) ADDRESS Enter mailing address 24 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

33 Line 03 (MBS506) ADDRESS Additional address line Line 04 (MBS506) CITY STATE COUNTRY ZIP Line 05 (MBS506) ATTENTION LINE Entering a Warehouse Name Warehouse Name Maintenance (MBS125) This program is used to enter and maintain a table of warehouse names. The warehouse names are used by the system to print or display the name associated with a particular warehouse number instead of just displaying or printing the number. One record should be created for each warehouse defining the credit center or GL division that each warehouse is associated with. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 12 WAREHOUSE NAME. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for Warehouse Name FK2 RETURN Return to the previous screen FK3 BRANCH Search by branch number FK4 CODE Search by the warehouse alpha code FK6 ADD This allows you to add a Warehouse Name FK7 MODIFY This allows you to modify an existing Warehouse Name FK8 DELETE Allows an existing Warehouse Name to be deleted Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 25

34 FK9 INQUIRY Allows you to look at the Warehouse Name record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Database and press ENTER. This number will always be 0, unless you have a multi-company situation. 7. Type in the Warehouse Number and press ENTER. 8. Enter the default database and warehouse numbers to model this record after. If there is not a default database and warehouse, press ENTER. 9. The Warehouse Maintenance screen will appear. Warehouse Maintenance Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Warehouse FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 12. Press FK3 ADD once you are finished. The data elements contained in the Warehouse Maintenance and an explanation of each is as follows: 26 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

35 Line 01 (MBS125) DB Database assigned. This should be 0 unless you are a multi-company. WH This is the warehouse number that may be used in Cash Receipts Posting (MBS030) and in sorting various AR reports. WAREHOUSE-NAME This is the warehouse name that will appear on various AR reports. WH-ID This is a 3 character alphabetic designation for a warehouse, which may be used in Cash Receipts Posting (MBS030) instead of the warehouse number. GL-DIV This is the GL division that all information from both sales and accounts receivable will post to for this warehouse, excluding the cash from cash receipts posting. REGION Region Identifier. If you are using regions to group your warehouses, then use this field to indicate the region the specified warehouse belongs to. Used mainly in Multi-Company environments. BEGINNING-CASH Beginning Cash amount for each Array Information Manager (AIM) warehouse. Used by the AIM programs to calculate ending cash balances. This field is updated automatically by AIM. Lines (MBS125) INVOICE MESSAGE Four lines (30 characters each) of free form text that prints on the bottom of your invoice for the specified warehouse. Based on your individual invoice programs, modifications may be required. Line 06 (MBS125) SECONDARY TAX ID Used to indicate the Tax ID number this warehouse has been assigned. Used mainly for second level of taxing, i.e. Provincial and Government tax reporting. (International accts) Warehouse Parameter Maintenance (MBS160) This program is used to enter and maintain system parameters for each warehouse that exists. Information contained in this parameter will determine how the system will react, particularly in order entry and printing in general. Other parameters in the system will default to the warehouse parameter for information if the data required is not present. Therefore it is very important that the proper default information is set up in this parameter. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 27

36 Modifying the Warehouse Parameter There are only two fields that relate to Accounts Receivable. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 10 WAREHOUSE PARAMETER. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for Warehouse FK6 ADD This allows you to add a Warehouse FK7 MODIFY This allows you to modify existing Warehouse Parameters FK8 DELETE Allows an existing Warehouse to be deleted FK9 INQUIRY Allows you to look at the Warehouse Parameter record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the Warehouse Number and press ENTER. 7. The Warehouse Parameter Maintenance screen will appear. Warehouse Parameter Maintenance Screen 8. Fill in the appropriate fields of this record. 28 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

37 9. Once you have entered all the information, you have several function keys to choose from. FK1 PRT/NOW This will bring you to the Print Now Parameter Screen. Press FK2 Return to return to the main screen. FK3 MODIFY Modify this Warehouse FK5 PRT/QUE This will bring you to the print queue parameter screen. Press FK2 Return to return to the main screen. FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 10. Press FK3 MODIFY once you are finished. Line 08 (MBS160) The data elements contained in the Warehouse Parameter Maintenance and an explanation of each is as follows: CREDIT HOLD This switch determines how credit limits will be used for this warehouse. 0 = Do not check credit limit 1 = If customer s credit limit < the total balance, then hold the order. Print the pick tick at the Credit managers print queue for approval. 2 = If customer s credit limit < the total balance, then hold the order. Do not print a pick ticket. 3 = If customer s credit limit < the total balance, then hold the order. Print two pick tickets. One pick ticket to normal warehouse printer, but without name and address. Second to Credit Manager for approval. Line 12 on Print Queue Screen (MBS160) CHARGEBACK (To reach this field, press FK5 PRT/QUE from Warehouse Parameter screen) This is the print queue that chargeback invoices will be directed to. If you want these invoices to print at the same printer as other invoices, put the regular invoice print queue in this field. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 29

38

39 Credit Manager Maintenance (MBS220) The Credit Managers must be entered in this program before they can be assigned to customers. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 30 CREDIT MANAGER MAINTENANCE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Credit Manager FK6 ADD This allows you to add a Credit Manager FK7 MODIFY This allows you to modify an existing Credit Manager FK8 DELETE Allows an existing Credit Manager to be deleted FK9 INQUIRY Allows you to look at the Credit Manager record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Credit Manager Code (CREDIT-MGR-CODE) and press ENTER. 7. Enter the default Credit Manager Code to model this record after. If there is not a default Credit Manager Code, press ENTER. 8. The Credit Manager Maintenance screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 31

40 Credit Manager Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Credit Manager FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it 11. Press FK3 ADD once you are finished. 12. Repeat steps 5 through 11 as needed. Header (MBS220) The data elements contained in the Credit Manager Maintenance and an explanation of each is as follows: CREDIT-MGR-CODE This is the code that will identify each credit manager. It is a three-character field. Various AR reports can be based on the credit manager code that is assigned to each customer. Line 01 (MBS220) CREDIT MANAGER NAME This is the name of the credit manager. USER LOGON This is the Array logon of the credit manager. It is used to alert the credit manager, through the Task Management System, of customers who go on credit hold. If you are not using Task Management, this field does not need to be filled in. 32 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

41 Modifying the Customer Master File Customer File Maintenance (MBS100) The Customer File Maintenance screen is used to add, modify, delete, or inquire into the customer file. This screen is used to gain access to all information about a particular customer including special pricing, budgets, contracts, last month sales history, and customer sales history. In addition, all pertinent information needed for credit management review is displayed. We will be discussing only the fields that are needed for Accounts Receivable. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 03 FILE MAINTENANCE. 3. From the File Maintenance Menu, press 03 CUSTOMER. File Maintenance Menu 4. From the Customer Menu, press 01 CUSTOMER MASTER FILE. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 33

42 Customer Menu 5. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Customer FK2 RETURN Return to previous screen FK3 ALPHA Perform a search using the alpha code FK4 CUST# - Perform a search using the customer number FK5 TELE# - Perform a search using the telephone number FK6 ADD This allows you to add a Customer FK7 MODIFY This allows you to modify an existing Customer FK8 DELETE Allows an existing Customer to be deleted FK9 INQUIRY Allows you to look at the Customer record without changing it. FK12 HELP Switches you to on-line help in Array 6. Press FK7 MODIFY. 7. Type in the Customer Number (CUSTNO) and press ENTER. If you do not know the customer number, press FK5 SEARCH. 8. Enter the ship record number (SHIP). If you are dealing with the customer master, press ENTER. This field is also used to establish job account numbers for a customer if jobs are used. 9. The Customer Master Record screen will appear. 34 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

43 Customer Master Record Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK1 PAGE Used to access Customer Month-to-Date Accounts Receivable information FK2 DISCGRP Will allow you to view discount group information FK3 MODIFY This allows you to accept the modifications FK4 BUDGET Will bring up customer budget information FK5 CONTACT Will bring you to the Contact Maintenance program FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK7 CONTRAC Will bring up the special pricing contracts that this customer is pointed to FK8 CANCEL Allows you to cancel out of this customer without making any changes FK9 LASTMTH Will bring up the last month sales activity for this customer FK10 HST Will display the 12-month sales history for this customer. FK12 HLP Switches you to on-line help in Array 12. Press FK3 MODIFY once you are finished to accept the changes. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 35

44 Line 02 (MBS100) The data elements contained in the Customer Master File and an explanation of each is as follows: D&B-CODE Dun & Bradstreet credit rating (4 A/N). Line 06 (MBS100) DIV Division Number for AR and sales reporting. TRM Terms code used in billing from table in MBS103. WHS Warehouse number default to be used for this customer. Usually same as division number. Line 07 (MBS100) STMT This determines if statements and service charge invoices should print. This flag is overridden by the service charge print option in MBS132 MIN-SVC- INV. 0 = Produce statement and print a service charge invoice 1 = Produce statement and DO NOT print a service charge invoice 2 = No statement and NO service charge invoice 3 = No statement, but do print a service charge invoice SVC This flag determines if a service charge is to be calculated. 0 = Do not charge service charge 1 = Charge on over 30 minus Disputed minus all credits 2 = Charge on over 60 minus Disputed minus all credits 3 = Charge on over 30 minus Disputed 4 = Charge on over 60 minus Disputed SVC-% The monthly service charge percent to charge on applicable balances. 1.0 = 1% (XXX.XX) D-DAYS Delinquent Days. This flag determines the number of days after which an invoice is considered delinquent. The system only recognizes 30 or 60 days. Invoices are flagged as being delinquent in the Month End program after they have aged that number of days. CR-LIMIT-CD-X CR-LIMIT Credit limit dollar amount. The equation for the system to determine if the customer is over their credit limit is: (Credit Limit AR 36 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

45 Disputed Orders Backorders) = Available credit in whole dollars. Entry is not required if you are not using this feature. CD Space = Perform normal credit check routine H = Hold regardless C = Cash sale customer only X Y = Exclude customer from Dun & Bradstreet information and update tape N = Include customer from Dun & Bradstreet information and update tape JOB This field is for customers using jobs. If SHIP = 0 in the header, there is no meaning for this field. 0 = Using ship-to s only, not using job accounts 1 = Using job accounts with their own credit limit 2 =Using job accounts which use the Master s credit limit Line 08 (MBS100) MGR Credit manager assignment. Identifies the credit manager that this customer is assigned to. This field can be Mass Maintenanced, and several AR reports can be selected by the Credit Manager. The code must be set up in MBS220. This field is required if you are using Task Management. Line 09 (MBS100) DUNS Determines if the customer will receive a dunning letter from the system. Y = Customer will receive dunning letters N = Customer will not receive dunning letters LAST-LTR Dunning letter indicator. Identifies which dunning letter was last sent to this customer. Valid values = 1 5. This is automatically updated by the system, and will be cleared out at month end if the customer is paid to date. DUNS-DATE MM/DD/YYYY. Date the last dunning letter was generated for this customer. This is automatically updated by the system. AR-CREDIT-MESSAGE Credit message to show on ATB report. (30 A/N) Line 10 (MBS100) CR-DAY This determines how old an outstanding invoice must be to put the customer on hold. Entry is not required if you are not using this feature. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 37

46 Line 11 (MBS100) CUST-DUNS-# Customer duns number. This is a nine-digit field used to store the customer s duns number. It is for informational purposes only. It is not used by any program. Modifying the Order Entry User Parameter Order Entry User Parameter Maintenance (MBS161) This program is used to enter and maintain a file of order entry and billing user parameters. These parameters will determine what individual users will be permitted to do while in the order entry and billing applications. There is also some default information stored in this parameter about each user so it does not have to be entered each time an order is entered. We will be discussing only the fields that are needed for Accounts Receivable. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 04 OE USER PARAMETER. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for User FK6 ADD This allows you to add a User FK7 MODIFY This allows you to modify an existing User Parameters FK8 DELETE Allows an existing User to be deleted FK9 INQUIRY Allows you to look at the User Parameter record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the User Number and press ENTER. 7. The Order Entry User Parameter Maintenance screen will appear. 38 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

47 Order Entry User Parameter Maintenance Screen 8. Fill in the appropriate fields of this record. 9. Once you have entered all the information, you have several function keys to choose from. FK1 PAGE This will bring you to the next page. Press FK2 Return to return to the main screen. FK3 MODIFY Accept the modification. FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 10. Press FK3 MODIFY once you are finished. Line 03 (MBS161) The data elements contained in the Order Entry User Parameter Maintenance and an explanation of each is as follows: LBOX Accounts Receivable Lockbox Option. This determines whether or not this user may pull lockbox information into the Cash Deposit Posting. Y = Allows user to process the lockbox interface N = User not allowed to process lockbox interface GL Allows user to override maximum amount in MBS117 Y = Allow maximum override in Cash Receipts Posting N = Don t allow override Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 39

48 Line 06 (MBS161) SIPO Allows user to override an invoice s purchase order number, however this can only be done through the Save Invoice Inquiry (MBS023) Line 08 (MBS161) SI-COST Determines when to show cost (user's warehouse only or always show cost), if ever, in the Saved Invoice Inquiry (MBS023). Y = Show costs in the Save Invoice Inquiry W = Show costs for user's warehouse only in the Save Invoice Inquiry N = Do not show costs in the Save Invoice Inquiry Adding the AR User Parameter AR User Parameter Maintenance (MBS363) This program is to set up Credit Management Inquiry options and Cash Receipts Posting options by user. The system will use these options instead of the program defaults. This program allows for several features that are not obtainable unless an AR User Parameter is created. In Cash Receipts Posting, these are the discount option, and automatic prompt for the discount account option. In Credit Management Inquiry, this is the Header Option. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 21 AR USER PARAMETER. 4. This will bring you to the next screen, in which you have several options. FK2 EOJ Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for User FK6 ADD This allows you to add a User FK7 MODIFY This allows you to modify an existing User Parameters FK8 DELETE Allows an existing User to be deleted FK9 INQUIRY Allows you to look at the User Parameter record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the User Number you want to add and press ENTER. 40 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

49 7. If there is another user that you want to model this user after, enter that user number at the default, if not press ENTER. 8. The AR User Options Maintenance screen will appear. AR User Options Maintenance Screen 9. Fill in the appropriate fields of this record. NOTE: After you enter the first line of information, you must press FK6 LINE to enter the second line of information 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Accept the User options. FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 11. Press FK3 ADD once you are finished. Line 01 (MBS363) The data elements contained in the AR User Parameter Maintenance and an explanation of each is as follows: Cash Receipts Posting Options JOB-OPT Determines whether job accounts will be broken out when displayed. 1 = Show all invoices for the entire customer 2 = Show invoices by Job within customer SEQ-OPT Determines in what sequence invoices will be displayed. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 41

50 1 = Invoice number 2 = Date WHSE-OPT Determines whether the warehouse field will display the alpha or numeric code for the warehouse. 1 = Alpha warehouse 2 = Numeric warehouse DISC-OPT Determines whether the PO number or the Discounts will be displayed. 1 = Display discounts instead of PO numbers 2 = Show PO numbers DISC-ACCT-OPT Prompt for Discount Information in Cash Receipts Posting Indicator. If this is set, the program will automatically prompt the user with the GL Discount Account at the beginning of each new check. Y = Bring discount account into posting automatically N = No automatic posting of discount information Line 02 (MBS363) Credit Management Inquiry Options JOB-OPT Determines whether job accounts will be broken out when displayed. 1 = Show all invoices for the entire customer 2 = Show invoice by Job within the customer SEQ-OPT Inquiry Sequence Option. Either option will prompt you for a starting point. 1 = Invoice number 2 = Invoice date NOT/LEG-OPT Notes and legals option. 1 = Display AR invoices only 2 = Display notes and legal invoices only 3 = Display all invoices PYMT-OPT Determines if payments are displayed. 1 = Display payments 2 = Do not display payments DISC-OPT Determines if discounts or PO numbers are displayed. 42 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

51 1 = Display invoice discounts 2 = Display customer PO numbers AGING-OPT Determines whether aging balances are displayed. Y = Display aged balances N = Do not display aged balances E = Display extended aged balances (>90 days) HEADER Determines what credit management inquiry information is displayed when a customer is first called in. BLANK = Display invoice detail information first H = Display customer header information first Cash GL Maintenance (MBS117) This program is used to determine which General Ledger accounts will be accessible from Cash Receipts Posting (MBS030). When a new account is added through this program, it will automatically prompt the user to add this account to all warehouses and all divisions. If the user does not want to restrict which warehouses or divisions can use this account in Cash Receipts Posting, the user should respond Y to these prompts. Otherwise, the account must be added through Division Cash GL Maintenance (MBS197) to each division that can access it, and through Branch Cash GL Maintenance (MBS198) to each warehouse that can access it. These records do not verify against the GL Chart of Accounts, but any account that does not exist in the GL Chart of Accounts must have a $0 balance at the end of each process month. (i.e. Wash Accounts) NOTE: The Accounts Receivable or Accounts Payable account numbers should not be included in MBS117. Adding General Ledger Accounts to MBS From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 04 CASH GL CODE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a GL Accounts Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 43

52 FK6 ADD This allows you to add a GL Account FK7 MODIFY This allows you to modify an existing GL Account FK8 DELETE Allows an existing GL Account to be deleted FK9 INQUIRY Allows you to look at the GL Account record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the GL Account Number (ACCOUNT-NO) and press ENTER. This account number must be 7 digits. 4 digit main account number and 3 digit sub-account number, if there is not a sub-account, use Enter the default account to model this record after. If there is not a default account number, press ENTER. 8. The General Ledger Maintenance screen will appear. General Ledger Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this GL Account FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. 12. The system will now prompt you with the message: CREATE DIVISION RECORD Y OR N. Choose Y. 44 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

53 13. The system will now prompt you with the message: CREATE WAREHOUSE RECORD Y OR N. Choose Y. NOTE: If this is the first account to be entered into MBS117, the account needs to be entered manually into MBS197 and MBS198. After you have entered the first accounts manually, the system will automatically create new records for all other accounts entered. Line 01 (MBS117) The data elements contained in the General Ledger Maintenance and an explanation of each is as follows: DESCRIPTION Description of the General Ledger account. DEBIT-AMT Total amount of debit entries made to this account during the month. This field is updated immediately by the system. CREDIT-AMT Total amount of credit entries made to this account during the month. This field is updated immediately by the system. GL-MAX Maximum dollar amount allowed to be posted to this GL account on one check. GL-TAX Flags this GL account as a tax account, which should report back to the tax journal. Blank = Regular General Ledger code T = A tax General Ledger account number. Account will show on the tax journal in the Tax Adjustment column. AIM-CASH AIM Calculation Indicator. Y = Add cash for AIM calculation N = Don t add to cash for AIM calculation Line 02 (MBS117) DISC-ACCT-SW Used in conjunction with the Discount Taken Prompt in Cash Posting. Only one account can have this flag set to Y. If more than one account is set to Y, then only the first will be picked up when this option is used. Y = This is the discount account for total discount amount taken when using the option to prompt for discount information in Cash Receipts Posting. N = All other accounts (Default) Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 45

54 Division Cash GL Maintenance (MBS197) This program is used to set up the valid General Ledger account numbers to accumulate the total Debits and Credits by AR Division, resulting from posting Cash Receipts. The division s total cash, GL, and receivable amounts are always displayed on the top portion of the screen. The totals are only updated at dayend. NOTE: The GL Account numbers must be created in MBS117, prior to entering them in MBS197. Add Account to Division Cash GL Maintenance 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. Support Facility Systems Manager Menu 3. From the Name File Maintenance Menu, press 01 DIVISION - CASH AND G/L. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a GL Accounts FK6 ADD This allows you to add a GL Account FK7 MODIFY This allows you to modify an existing GL Account FK8 DELETE Allows an existing GL Account to be deleted FK9 INQUIRY Allows you to look at the GL Account record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Division Number, press ENTER. 7. Type in the GL Account Number (ACCOUNT-NO) and press ENTER. This account number must be 7 digits. 4 digit main account number and 3 digit sub-account number, if there is not a sub-account, use The Division Cash & GL Maintenance screen will appear. 46 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

55 Division Cash & GL Maintenance Screen 9. Enter through the fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this GL Account FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. Header (MBS197) The data elements contained in the Division & Cash GL Maintenance and an explanation of each is as follows: DIVISION Division number. ACCOUNT General Ledger account (4 digit) and sub-account (3 digit) that is accessible by this division in Cash Receipts Posting. Use 000 for the sub-account number if no sub-accounts are being used. Account number 0 is the total for the entire division. CURR MTD These are the month to date totals for the division as of today. These fields are automatically updated by the system. CASH AMOUNT This is the total amount of cash posted for this division. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 47

56 GL AMOUNT This the part of the total receivable that is posted to other GL accounts. AR AMOUNT This is the part of the total receivable that is posted to the AR account. NOTES This is the part of the total receivable that is posted to the Notes Receivable account. LEGAL This is the part of the total receivable that is posted to the Legal account. PRIOR MTD These are the month to date totals for the division as of yesterday. These fields are automatically updated by the system. CASH AMOUNT This is the total amount of cash. GL AMOUNT This the part of the total receivable that is posted to other GL accounts. AR AMOUNT This is the part of the total receivable that is posted to the AR account. Detail Line 01 (MBS197) TDY Today s totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this division. CREDIT Credits posted to this account in this division. BALANCE Balance posted to this account in this division Line 02 (MBS197) MTD Month to date totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this division. CREDIT Credits posted to this account in this division. BALANCE Balance posted to this account in this division 48 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

57 Line 03 (MBS197) PDY Yesterdays totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this division. CREDIT Credits posted to this account in this division. BALANCE Balance posted to this account in this division Branch Cash GL Maintenance (MBS198) This program is used to set up the valid General Ledger account numbers to accumulate the total Debits and Credits by warehouse resulting from posting Cash Receipts. The warehouse s total cash, GL, and receivable amounts are always displayed on the top portion of the screen. The AR Account, Notes Account and Legal Account must be set up for each warehouse under the account 0. NOTE: The GL Account numbers must be created in MBS117, prior to entering them in MBS198. Add Account to Warehouse Cash GL Maintenance Add Account to Warehouse Cash GL Maintenance 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 02 BRANCH - CASH AND G/L. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a GL Accounts FK6 ADD This allows you to add a GL Account FK7 MODIFY This allows you to modify an existing GL Account FK8 DELETE Allows an existing GL Account to be deleted Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 49

58 FK9 INQUIRY Allows you to look at the GL Account record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Warehouse Number, press ENTER. 7. Type in the GL Account Number (ACCOUNT-NO) and press ENTER. This account number must be 7 digits. 4 digit main account number and 3 digit sub-account number, if there is not a sub-account, use The Warehouse Cash & GL Maintenance screen will appear. Warehouse Cash & GL Maintenance Screen 9. Enter through the fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this GL Account FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. Header (MBS198) The data elements contained in the Warehouse & Cash GL Maintenance and an explanation of each is as follows: DIVISION Division number. 50 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

59 ACCOUNT General Ledger account (4 digit) and sub-account (3 digit) that is accessible by this branch in Cash Receipts Posting. Use 000 for the sub-account number if no sub-accounts are being used. Account number 0 is the total for the entire branch. CURR MTD These are the month to date totals for the branch as of today. These fields are automatically updated by the system. CASH AMOUNT This is the total amount of cash received in this warehouse. GL AMOUNT This the part of the total receivable that is posted to other GL accounts. AR AMOUNT This is the part of the total receivable that is posted to the AR account. NOTES This is the part of the total receivable that is posted to the Notes Receivable account. LEGAL This is the part of the total receivable that is posted to the legal account. PRIOR MTD These are the month to date totals for the branch as of yesterday. These fields are automatically updated by the system. CASH AMOUNT This is the total amount of cash. GL AMOUNT This the part of the total receivable that is posted to other GL accounts. AR AMOUNT This is the part of the total receivable that is posted to the AR account. Detail Line 01 (MBS198) TDY Today s totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this warehouse. CREDIT Credits posted to this account in this warehouse. BALANCE Balance posted to this account in this warehouse. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 51

60 Line 02 (MBS198) MTD Month to date totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this warehouse. CREDIT Credits posted to this account in this warehouse. BALANCE Balance posted to this account in this warehouse. Line 03 (MBS198) PDY Yesterdays totals for this account. These fields are automatically updated by the system. DEBIT Debits posted to this account in this warehouse. CREDIT Credits posted to this account in this warehouse. BALANCE Balance posted to this account in this warehouse. Line 04 (MBS198) NOTE: Line 04 will only appear for warehouses with account 0 set up. All three fields must be set up. AR-ACCOUNT The GL account number that the AR is posted to. NOTES-ACCOUNT The GL account number that Notes Receivables are posted to. If you do not have a separate account for Notes, use the AR account number. LEGAL-ACCOUNT The GL account number that Legal Receivables are posted to. If you do not have a separate account for Legals, use the AR account number. Bank Maintenance (MBS249) This program is used to maintain and display the number of checks and check totals deposited for each day of the month for each bank. There may be up to 99 banks. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 52 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

61 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 20 CASH RECEIPT BANK TOTAL. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Banks FK6 ADD This allows you to add a Bank FK7 MODIFY This allows you to modify an existing Bank FK8 DELETE Allows an existing Bank to be deleted FK9 INQUIRY Allows you to look at the Bank record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Company Number, press ENTER. 7. Type in the Bank Number, press ENTER. 8. The Bank Deposit Maintenance screen will appear. Bank Deposit Maintenance Screen 9. Enter in the Bank Name, press ENTER. 10. Enter in the Bank Address, press ENTER. 11. Enter the Account and division numbers. This is the general ledger account (4 digit), sub-account (3 digit), and division (2 digit) that will get updated for the cash received into each bank. The division must be filled in, and only one division can be updated for each bank. Press ENTER. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 53

62 12. Enter through the remaining fields, or press ESC to get to the bottom of the screen. 13. Once you have entered all the information, you have several function keys to choose from. FK1 PAGE This transfers you to the Lockbox Maintenance page. FK3 ADD Add this bank. FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 14. If you are using Lockboxes, they need to be set up. Press FK1 PAGE to go to the lockbox screen. 15. Fill in the appropriate fields for this record. 16. Press FK3 ADD once you are finished. The data elements contained in the Bank Deposit Maintenance and an explanation of each is as follows: DAY This is the day of the month. CHECK This is the number of checks posted in Cash Receipts Posting and Check Deposit Posting. This field is automatically updated by the system, and will be cleared at month end. DEPOSIT This is the total amount of the checks posted to this bank. This field is automatically updated by the system, and will be cleared at month end. TOTAL This is the total number and amount of checks posted to this bank for this month. This field is automatically updated by the system, and will be cleared at month end. Lockbox Field Descriptions Line 01 (MBS249) BANK ACCOUNT The actual bank account number that the lockbox checks are deposited to. 54 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

63 Lines (MBS249) LOCKBOX NUMBER This is where the lockbox number assigned from your bank is to be stored. CHECKS/BATCH This field will limit the number of checks that the program will allow in a single deposit batch created by the lockbox program. AR Write-off Maintenance (MBS450) The Bad Debt Write-off Maintenance is designed to allow the user to assign which G/L accounts will be affected when receivables are written off. A record must be created for each warehouse. This is an optional program. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 04 GL INTERFACE CONTROL FILES MENU. 3. From the GL Interface Control Files Menu, press 14 AR WRITE-OFF MAINTENANCE. GL Interface Control Files Menu 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a warehouse FK6 ADD This allows you to add a warehouse FK7 MODIFY This allows you to modify an existing warehouse FK8 DELETE Allows an existing warehouse to be deleted Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 55

64 FK9 INQUIRY Allows you to look at the warehouse record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. NOTE: If you decide that you do not want to add a record once you have pressed FK3, enter valid GL numbers (they do not have to be the correct GL numbers) for each field. Then go back to the record once you have added it and either modify it with the correct GL numbers, or delete the record entirely. 6. Type in Warehouse number, press ENTER. 7. Enter the default warehouse to model this record after. If there is not a default warehouse, press ENTER. 8. The AR Write-off Maintenance screen will appear. AR Write-off Maintenance Screen 9. Fill in the appropriate fields for this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this warehouse. FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. The data elements contained in the AR Write-off Maintenance and an explanation of each is as follows: 56 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

65 Header (MBS450) WAREHOUSE This is the billing warehouse for the invoices being written off. Line 01 (MBS450) SERVICE CHARGE WRITE-OFF GL ACCT SUB This is the GL account that will be updated for the amount of service charges in the range of invoices being written off. This will reduce the service charge income account. CURRENT CHANGES The amount that is being written off and posted for service charges. This field is updated by the system. MTD AMOUNTS The month to date amount that has been written off for service charges. This field is updated by the system. Line 02 (MBS450) ALLOWANCE FOR BAD DEBTS GL ACCT SUB This is the GL account, which will be updated for the amount of the invoices being written off, minus all service charges and taxes. CURRENT CHANGES The amount that is being written off and posted. This field is updated by the system. MTD AMOUNTS The month to date amount that has been written off. This field is updated by the system. Line 03 (MBS450) AR REDUCTION GL ACCT SUB This is the GL account, which will be updated for the total amount of the AR invoices written off CURRENT CHANGES The amount that is being written off and posted. This field is updated by the system. MTD AMOUNTS The month to date amount that has been written off. This field is updated by the system. Line 04 (MBS450) NOTES RECEIVABLE REDUCTION GL ACCT SUB This is the GL account, which will be updated for the total amount of notes receivable invoices written off. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 57

66 CURRENT CHANGES The amount that is being written off and posted. This field is updated by the system. MTD AMOUNTS The month to date amount that has been written off. This field is updated by the system. Line 05 (MBS450) LEGAL RECEIVABLE REDUCTION GL ACCT SUB This is the GL account, which will be updated for the total amount of legal invoices written off. CURRENT CHANGES The amount that is being written off and posted. This field is updated by the system. MTD AMOUNTS The month to date amount that has been written off. This field is updated by the system. Line 06 (MBS450) TAX WRITTEN OFF GL ACCT SUB There is no GL account for taxes written off because the tax jurisdiction record in the Tax Code Maintenance (MBS104) will determine the account CURRENT CHANGES The total tax that is being written off and posted. This field is updated by the system. MTD AMOUNTS The month to date total tax that has been written off. This field is updated by the system. Cash Posting Maintenance (MBS196) Posting codes are used to flag invoices as special in Cash Receipts Posting (MBS030). Chargebacks require posting codes. Other uses may be set up to flag invoices which had the taxes relieved, or that were written off per the controller. There may be up to 99 codes. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 05 CASH POSTING CODE. 58 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

67 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Posting Code FK6 ADD This allows you to add a Posting Code FK7 MODIFY This allows you to modify an existing Posting Code FK8 DELETE Allows an existing Posting Code to be deleted FK9 INQUIRY Allows you to look at the Posting Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Posting Code number, press ENTER. 7. Enter the default posting code to model this record after. If there is not a default posting code, press ENTER. 8. The Cash Posting Code Maintenance screen will appear. Cash Posting Code Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Posting Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 59

68 FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. Header (MBS196) The data elements contained in the Cash Posting Maintenance and an explanation of each is as follows: POST CODE This is a two-digit field that is user defined. Line 01 (MBS196) DESCRIPTION This is the description of the post code. It will display on the post code report, and on the post code search in Cash Receipts Posting. AR Aging Date Maintenance (MBS130) This program is used to enter and maintain a table of A/R aging date codes. These codes will be used to properly age invoices when various reports are being produced or when inquiries are being made that require aging. Normally an A/R aging date code is set up for each month of the year. The code normally corresponds to the month number (Example - January = 01, February = 02, etc.) NOTE: If you are aging by PROCESS MONTH, the month end program (MBS080) will automatically update the system. However, if you are aging by INVOICE DATE, you must manually update this record once a year, or as needed. The first date should be one month back. Entering an AR Aging Date Code 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 01 AR AGING DATE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a AR Date Code FK6 ADD This allows you to add a AR Date Code FK7 MODIFY This allows you to modify an existing AR Date Code FK8 DELETE Allows an existing AR Date Code to be deleted 60 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

69 FK9 INQUIRY Allows you to look at the AR Date Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in AR Date Code number (AR-DATE-CODE), press ENTER. 7. Enter the default date code to model this record after. If there is not a default date code, press ENTER. 8. The AR Aging Date Maintenance screen will appear. AR Aging Date Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Aging Date Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. The data elements contained in the AR Aging Date Maintenance and an explanation of each is as follows: Header (MBS130) AR-DATE-CODE A date code must be created for each process month, The code should coincide with the month number (example: December = 12). If you are aging by invoice date, you may also define special age date codes for dates that do not Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 61

70 coincide with the month. If you are aging by process month, the month end program (MBS080) will automatically update the dates. Line 01 (MBS130) DESCRIPTION This is the description of the age date. It will display on various AR reports. Lines (MBS130) DATE-1 This is the first date bucket. If you are aging by age date, this will determine the Last (NOT current month, but not over 30) bucket in the Credit Management Inquiry. If you are aging by invoice date, the dates in the Credit Management Inquiry are calculated daily. When running AR periodic reports, this bucket will determine the Over 30 day bucket. DATE-2 through DATE-6 These are the other bucket cut-off dates. They should be one month behind the preceding bucket. AR Date Code Example (MBS130) AR-DATE-CODE = 4 DATE-1 DATE-2 DATE-3 3/25/2000 2/25/2000 1/25/2000 DATE-4 DATE-5 DATE-6 12/25/ /25/ /25/1999 Setting Up Statement Messages Statement Message Maintenance (MBS119) This program allows the user to set up a standard message to print on all statements, based on the aging of the statement. If you would like the same message to print on all statements, all codes must be set up with the same message. If a code is missing, no message will print on that age group s statements. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 15 STATEMENT MESSAGE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen 62 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

71 FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Statement Message Code FK6 ADD This allows you to add a Statement Message Code FK7 MODIFY This allows you to modify an existing Statement Message Code FK8 DELETE Allows an existing Statement Message Code to be deleted FK9 INQUIRY Allows you to look at the Statement Message Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Statement Code number (STM-CODE), press ENTER. 7. Enter the default statement code to model this record after. If there is not a default statement code, press ENTER. 8. The Statement Message Maintenance screen will appear. Statement Message Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Statement Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 63

72 11. Press FK3 ADD once you are finished. The data elements contained in the Statement Message Maintenance and an explanation of each is as follows: Header (MBS119) STM-CODE This field determines which statement the statement message will print on. 1 = Current statements 2 = Statements with invoices over 30 days 3 = Statements with invoices over 60 days 4 = Statements with invoices over 90 days 5 = Statements with invoices over 120 days Lines (MBS119) DESCRIPTION This is the message that will appear at the bottom of each statement. Although there are two lines on the screen, the fields will print right next to one another, and so the words from the first line can be continued on the second line. NOTE: If you want a standard message to print on all statements regardless of their status, the same message needs to be entered for all 5 statement codes (STM-CODE). Credit Center Queue Maintenance (MBS024) This program will determine where the service charge invoices and service charge report will print for each credit center. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 64 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

73 Accounts Receivable Menu 3. From the Accounts Receivable Menu, press 05 CREDIT CNTR. QUEUE NAME MAINTENANCE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Credit Center FK6 ADD This allows you to add a Credit Center FK7 MODIFY This allows you to modify an existing Credit Center FK8 DELETE Allows an existing Statement Credit Center to be deleted FK9 INQUIRY Allows you to look at the Credit Center record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Credit Center Code Number (CENTER), press ENTER. 7. Enter the default Credit Center Code to model this record after. If there is not a default Credit Center Code, press ENTER. 8. The Credit Center Queue Name Maintenance screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 65

74 Credit Center Queue Name Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Credit Center Queue Name Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. Header (MBS024) The data elements contained in the Credit Center Queue Name Maintenance and an explanation of each is as follows: CENTER This is the credit center number. Whether the credit center is a division, or a warehouse will be determined by the CR-CTR option in the System Processing Parameter (MBS132). If you are processing by company, the credit center will be 1. Line 01 (MBS024) INV-QUEUE This is where the service charge invoices will print. REPORT-QUEUE This is where the service charge report (MBS009) will print. 66 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

75 Setting Up Sales Journal Accounts Sales Journal Account Maintenance (MBS140) This program will determine which GL accounts the sales information will feed into. This program does not have to be set up if the user is not utilizing the Array GL package, but it may be set up anyway to ease the transferring of the sales information to another GL package. All three lines must have accounts in them, even if the sales type at the top of the screen seems to suggest only one of the lines. You may set up a default warehouse/sales type for each warehouse by making it sale type 0. However, a specific warehouse/type of sale combination will override the default. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 23 SALES JOURNAL ACCT. NO. MAINT. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Warehouse and Sales Type FK6 ADD This allows you to add a Warehouse and Sales Type FK7 MODIFY This allows you to modify an existing Warehouse and Sales Type FK8 DELETE Allows an existing Warehouse and Sales Type to be deleted FK9 INQUIRY Allows you to look at the Warehouse and Sales Type record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in Warehouse Number, press ENTER. 7. Type in the Sales Type Number, press ENTER. 8. Enter the default warehouse and sales type to model this record after. If there is not a default warehouse and sales type, press ENTER. 9. The Sales Journal Account Maintenance screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 67

76 Sales Journal Account Maintenance Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Sales Journal Account FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 12. Press FK3 ADD once you are finished. Header (MBS140) The data elements contained in the Sales Journal Account Maintenance and an explanation of each is as follows: WAREHOUSE This is the invoice warehouse number. SALES-TYPE This is the invoice type of sale number. DESCRIPTION This is the description of the sales account. Line 01 (MBS140) REGULAR SALES This is where all stock sales will go, whether they are ship & bills, pack & holds, RGA s, or regular orders. SALES This is the sales account for regular sales. 68 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

77 RETURN/ALLOW This is the sales returns account for regular sales. COST/SALE This is the account for cost of goods sold. INV. OFFSET This is the inventory account that will be reduced by the amount of the cost of goods sold. AR This is the accounts receivable account for regular sales. CASH SALES This is where all cash sales will go, including cash direct sales. SALES This is the sales account for cash sales. RETURN/ALLOW This is the sales returns account for cash sales. COST/SALE This is the account for cost of goods sold. INV. OFFSET This is the inventory account that will be reduced by the amount of the cost of goods sold. CASH This is the cash account for cash sales. DIRECT SALES This is where all direct sales will go. SALES This is the sales account for direct sales. RETURN/ALLOW This is the sales returns account for direct sales. COST/SALE This is the account for cost of goods sold. INV. OFFSET This is the inventory account that will be reduced by the amount of the cost of goods sold. AR This is the accounts receivable account for direct sales. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 69

78 Entering Internal Accounts Internal Account Maintenance (MBS440) This program will determine which GL accounts the internals information will feed into. This program does not have to be set up if the user is not utilizing the Array GL package, but it may be set up anyway to ease the transferring of the sales information to another GL package. Each warehouse must have a record in this program. The receiving warehouse may be left blank, meaning that all warehouses that receive from this shipping warehouse will have information sent to the same accounts. If each receiving warehouse will be updating different GL accounts, then a record must be set up for each shipping and receiving combination. A record with a receiving warehouse of 0 may still be set up in case a new combination is used. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 24 INTERNAL ACCOUNT MAINTENANCE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Warehouse FK6 ADD This allows you to add a Warehouse FK7 MODIFY This allows you to modify an existing Warehouse FK8 DELETE Allows an existing Warehouse to be deleted FK9 INQUIRY Allows you to look at the Warehouse record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Shipping Warehouse (SHIPPING-WHSE) number, press ENTER. 7. Type in the Receiving Warehouse (RECEIVING-WHSE) number, press ENTER. 8. Enter the default warehouses to model this record after. If there is not a default warehouse, press ENTER. 9. The Internals Account Maintenance screen will appear. 70 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

79 Internals Account Maintenance Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Internals Account FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 12. Press FK3 ADD once you are finished. Header (MBS440) The data elements contained in the Internals Account Maintenance and an explanation of each is as follows: SHIPPING-WHSE This is the shipping warehouse number. RECEIVING-WHSE This may be zero for the default record, or may be a receiving warehouse number. There are three methods of setting up the internals: Method 1 = Post as if the internal were a true sale, including the updating of AR and AP. Method 2 = Post internals to update inventory only. Method 3 = Post internals to update inventory and offset to a interdivisional loan account, so that each branch will maintain a balanced entry. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 71

80 Line (MBS440) SHIPPING WAREHOUSE This is where the information for the shipping warehouse of internal invoices will go. SALES Method 1 = This is the sales account for the shipping warehouse. Method 2 = This is the inventory account that will be reduced for the shipping warehouse. Method 3 = This is the inventory account that will be reduced for the shipping warehouse. COST/SALE Method 1 = This is the account for recording the cost of goods sold in the shipping warehouse. Method 2 = This field is not used. Method 3 = This field is not used. INVENTORY Method 1 = This is the inventory account that will be reduced for the shipping warehouse. Method 2 = This field is not used. Method 3 = This field is not used. FREIGHT Method 1 = This is the freight account that will be updated for the shipping warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. MISC CHAR Method 1 = This is the account that will be updated for all miscellaneous charges to the receiving warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. AR Method 1 = This is the accounts receivable account that will be updated for the shipping warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. 72 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

81 Line 03 (MBS440) RECEIVING WAREHOUSE This is the information for the shipping warehouse of internal invoices will go. INVENTORY Method 1 = This is the inventory account that will be increased for the receiving warehouse. Method 2 = This is the inventory account that will be increased for the receiving warehouse. Method 3 = This is the inventory account that will be increased for the receiving warehouse FREIGHT Method 1 = This is the freight account that will be updated for the receiving warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. MISC CHAR Method 1 = This is the account that will be updated for all miscellaneous charges from the shipping warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. AR Method 1 = This is the accounts payable account that will be updated for the receiving warehouse. Method 2 = This field is not used. Method 3 = This will be the interdivisional loan account. Modifying Tax Codes Tax Code Maintenance (MBS104) This program is used to maintain Tax Code records by Warehouse. Tax Codes with Warehouse = 0 may be used as defaults, which eliminates the need to create records in advance for every combination of Tax Code and Warehouse. The Daily Update Program (MBS007) maintains the amounts in these records and will create the Tax Record by Warehouse as needed, using the default record for the Tax Code as a base. Only the fields that relate to Accounts Receivable will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 73

82 3. From the Name File Maintenance Menu, press 21 TAX. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Tax Code and Warehouse FK6 ADD This allows you to add a Tax Code FK7 MODIFY This allows you to modify an existing Tax Code FK8 DELETE Allows an existing Tax Code to be deleted FK9 INQUIRY Allows you to look at the Tax Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the Tax Code Number, press ENTER. 7. Type in the Warehouse Number, press ENTER. 8. The Tax Code File Maintenance screen will appear. Tax Code File Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 MODIFY Accept the changes to this Tax Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it 74 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

83 FK12 HELP Switches to the Array online help. 11. Press FK3 MODIFY once you are finished. Header (MBS104) The data elements contained in the Tax Code File Maintenance and an explanation of each is as follows: TAX CODE This is the tax code that is set up for each tax jurisdiction. WHSE This will be zero for the default record, where the GL account will be stored for each tax code. Line 01 (MBS104) GL-ACCOUNT This is the GL account which will be updated with the tax collected for this jurisdiction. It will be updated for all taxes billed, written off in Cash Posting, or written off in AR Write-off to this jurisdiction. Display Only (MBS104) ADJ This is the amount that was billed as a miscellaneous charge, written off through cash posting, and written off through AR Write-off. It is the sum of all three types of transactions. Modifying Miscellaneous Charge Accounts Miscellaneous Charge Maintenance (MBS118) This program is used to enter and maintain a table of miscellaneous charge records that will be used during order entry and billing. Each time a miscellaneous charge is entered during order entry or billing it is validated against this table and if the charge does not exist in this table the user will get an error. Records created with a warehouse number of zero will be used as a default and the system will automatically generate a miscellaneous charge record for the warehouse that the order is being entered from. It is only necessary to set up one miscellaneous charge record for warehouse zero for each type of miscellaneous charge. The G/L account number can be entered for each code. The month-todate totals will be extracted when the Create Journal Entries Program (MBS155) is run and these totals will be automatically fed to the general ledger. The Today, Previous Day, and Month-to-date amounts are updated when the Daily Update Program (MBS007) is run. These records are inputted to the Daily Miscellaneous Charge Journal (MBS025). The totals are zeroed when the Month Start Program (MBS282) is run. Only the fields that relate to Accounts Receivable will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 75

84 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 03 INVOICING MISC. CHARGE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Charge Code FK6 ADD This allows you to add a Charge Code FK7 MODIFY This allows you to modify an existing Charge Code FK8 DELETE Allows an existing Charge Code to be deleted FK9 INQUIRY Allows you to look at the Charge Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the Miscellaneous Charge Code (CHARGE-CD) number, press ENTER. 7. Type in the Warehouse Number (WARE), press ENTER. 8. The Miscellaneous Charge Maintenance screen will appear. Miscellaneous Charge Maintenance Screen 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 MODIFY Accept the changes to this Miscellaneous Code 76 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

85 FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 MODIFY once you are finished. Header (MBS118) The data elements contained in the Miscellaneous Code Maintenance and an explanation of each is as follows: CHARGE-CD This is the miscellaneous code that is set up for each miscellaneous charge that may be billed to a customer or payment type that may be used in cash sales. WARE This is the warehouse number. This will be zero for the default record, where the GL account will be stored for each miscellaneous record. Line 01 (MBS118) SALE-GL This is the GL account that will be updated with the amount of the miscellaneous charge. If the miscellaneous code is a payment type, this account will only be updated for the amount of the deposits taken for merchandise not shipped, and for the use of those deposits when the merchandise is finally shipped. Line 2 (MBS118) USE This field determines whether the miscellaneous code is a true miscellaneous charge, or payment type. Space = Miscellaneous charge, no cost S = Miscellaneous charge with cost, no commission M = Miscellaneous charge with cost, affecting commission C = Non-charge card payment type V = Charge card payment type Customer GMROR Goals (MBS267) This program does not have to be set up if the user is not utilizing the Gross Margin Return on Receivables. NOTE: You should set up customer number as the default customer goals. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 03 FILE MAINTENANCE. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 77

86 3. From the File Maintenance Menu, press 03 CUSTOMER. 4. From the Customer Menu, press 06 CUSTOMER GMROR GOALS. 5. This will bring you to the Customer GMROR Maintenance Screen. Customer GMROR Maintenance Screen 6. When you first enter this screen, you are in the inquiry mode. There are several function keys that will work here. FK2 RETURN Return to the previous screen FK3 MODE This allows you to change the mode you are in A = Add D = Delete M = Modify I = Inquiry FK5 SEARCH Allows you to do a search for a Customer ENTER Search using the alpha code C Search using the customer number T Search by telephone number 7. Press FK3, then A to add 8. Enter the Customer Number. 9. If there is a default record you wish to model this after, enter the Customer Number for the default record. If not, press ENTER. NOTE: If the customer doesn t have individual goals, use the default customer s (Customer #999999) goals. 10. The Customer GMROR Maintenance screen will appear with the default information (if a default was entered) and customer information, from the Customer File Record, on the bottom. 78 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

87 Customer GMROR Maintenance Screen with Customer 11. Fill in the appropriate fields of this record for this customer. NOTE: The headings do not show in the Add mode. 12. Once you have entered all the information, you have several function keys to choose from. A Add FK8 CANCEL You may cancel this entry without saving it 13. Press A once you are finished. GMROR Information (MBS267) The data elements contained in the Customer GMROR Maintenance and an explanation of each is as follows: CUSTNO Customer number. WHSE-GMR 2 months GM Return on receivables for warehouse sales. (XXX.X) DIRCT-GMR 2 months GM Return on receivables for direct sales. (XXX.X) WHSE-PCTG Monthly gross profit percent for warehouse sales. (XX.X) DIRCT-PCTG Monthly gross profit percent for direct sales. (XX.X) TOTL-PCTG Monthly gross profit percent for total sales. (XX.X) Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 79

88 TOTL-COL 2 months average collection days. (XXX) FLAGS Flags for informational purposes. (XXXXXXXXXX) Customer Information (MBS267) Display Purposes Only NAME/ADDRESS Customer name and address from customer master. PHONE Customer phone number. ALPHA Customer s alpha code. BUDGET The customer s annual budget. CREATE-DATE Date the GMROR record was created. LAST-TRANSFER This field is not updated or used. WAREHOUSE The warehouse number this customer is assigned to. Customer Bank Account Maintenance (MBS341) This program allows you to connect a specific customer with an account number used for uploading cash receipts from a lockbox to apply the cash to a specific customer account. NOTE: This is only available to those who have purchased the Lockbox subsystem. Adding a Customer Bank Account 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 03 FILE MAINTENANCE. 3. From the File Maintenance Menu, press 03 CUSTOMER. 4. From the Customer Menu, press 07 CUSTOMER BANK ACCOUNT MAINT. 5. This will bring you to the next screen, in which you have several options. 80 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

89 FK2 RETURN Return to the previous screen FK5 ALPHA Allows you to do a search for a Customer or Account number. FK2 RETURN Return to previous screen FK3 CUST Perform a search using the customer number FK4 ACCOUNT Perform a search using the customer s bank account number FK6 ADD This allows you to add a Customer FK7 MODIFY This allows you to modify an existing Customer FK8 DELETE Allows an existing Customer to be deleted FK9 INQUIRY Allows you to look at the Customer record without changing it. FK12 HELP Switches you to on-line help in Array 6. Press FK6 ADD. 7. Type in the Customer Number (CUSTOMER) that you want to add and press ENTER. 8. Enter the Job Number (JOB) if you want to tie multiple account numbers to the same customer based on different jobs. 9. The Customer Bank Account Maintenance screen will appear. Customer Bank Account Maintenance Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD This allows you to add this record FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 81

90 FK8 CANCEL Allows you to cancel out of this customer without making any changes FK12 HLP Switches you to on-line help in Array 12. Press FK3 ADD once you are finished to accept the changes. Line 01 (MBS341) The data elements contained in the Customer Bank Account Maintenance and an explanation of each is as follows: ACCOUNT NUMBER Bank account number (10 digit) NAME Customer name. Control File Lister (MBS120) NOTE: If a control file is not on this list, it will not be available to be printed through MBS120, however, you can use MBS287 to add control files to MBS120. Running the Control File Lister (MBS120) 1. From any Array Menu, type 99, press ENTER. 2. Type MBS120, press ENTER. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Choose if you want to Suppress all Zero Records. Y = Yes N = No B. The list of control files will appear. 82 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

91 Control File Lister Screen C. Place a 1 next to any control file that you want printed. Press ENTER to get to the next one. D. ENTER through both pages of control files or if finished, press ESC twice. 5. Press 6 Select Print Queue. 6. Press 7 Run Parameters. Running the Control File Lister Parameter (MBS287) Control File Lister Parameter (MBS287) MBS287 is a program that will allow the user to identify which control files may be printed through MBS120. If a control file is added through this program, the user will be able to select it in MBS120. If a control file is not on this list, it will not be available to be printed through MBS From any menu type 99, press ENTER. 2. Type MBS287, press ENTER. 3. This will bring you to the Control File Name Record Maintenance Screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 83

92 Control File Name Record Maintenance Screen 4. When you first enter this screen, you are in the inquiry mode. There are several function keys that will work here. FK2 RETURN Return to the previous screen FK3 MODE This allows you to change the mode you are in A = Add D = Delete M = Modify I = Inquiry FK5 SEARCH Allows you to do a search for a record type 5. Press FK3, then A to add 6. Enter the Record Type (RECTYP). NOTE: Please see the Control File Name List for the list of all records that may be added. This list will give you the information needed to add a record. 7. If there is a default record you wish to model this after, enter the record Type for the default record. If not, press ENTER. 8. Enter the Library (LIBRARY). 9. Enter the Control File Name (NAME). 10. Enter the program number that maintains this record (MAINTAINED BY). This may be blank. 11. Enter which program will list this record (LIST BY). 12. Once you have entered all the information, you have several function keys to choose from. A Add 84 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

93 L TO CHANGE LINE Allows you to enter a line number to change any information you just added on the line FK8 CANCEL You may cancel this entry without saving it 13. Press A once you are finished. Control File Name List Record Type Library Description Maintained By Listed By WNR WAREHOUSE NAME RECORDS MBS125 MBS PRN PROGRAM NAME RECORDS MBS127 MBS120 A TRM TERMS RECORDS MBS103 MBS120 AC CMP COMPANY RECORDS MBS195 MBS120 AR ARU A/R USER PARAMETERS MBS363 MBS120 B TAX TAX RECORDS MBS104 MBS120 BD BDW A/R WRITEOFF OF BAD DEBTS MBS450 MBS120 BK BNK BANK DEPOSIT RECORD MBS249 MBS120 BN BUY BUYER NAME RECORDS MBS209 MBS120 BT TXT TAX GRAND TOTAL RECORDS MBS120 BX TXD DIV/WHSE TAX RECORDS MBS120 C DIV DIVISION NAME RECORDS MBS106 MBS120 CE CDW CASH DRAWER NAME RECORDS MBS344 MBS120 CM CRM CREDIT MANAGER FILE MBS220 MBS120 D SLM EMPLOYEE NAME RECORDS MBS105 MBS120 DM DMD DETAILED MONTH TO DATE RECORDS MBS131 MBS120 DN DLT DUNNING LETTERS - TEXT MBS404 MBS120 DW DWH DIV/WHSE NAME RECORDS MBS120 E PRD PRODUCT LINE NAME RECORDS MBS108 MBS120 F NPO NEXT P/O NUMBER SERIES MBS208 MBS120 G NNB NEXT INVOICE NUMBER SERIES MBS109 MBS120 H LNB LINE BUY RECORDS MBS114 MBS120 J STY TYPE OF SALE NAME RECORDS MBS116 MBS120 K GLR CASH GENERAL LEDGER RECORDS MBS117 MBS120 KD GLD CASH TOTALS BY DIVISION MBS197 MBS120 KP CPC CASH REC POST CODE RECORDS MBS196 MBS120 KS GLX CASH TOTALS BY DIV/WHSE MBS120 KW GLW CASH TOTALS BY WAREHOUSE MBS198 MBS120 L MIS MISCELLANEOUS CHARGE RECORDS MBS118 MBS120 Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 85

94 L1 MSS DIV/WHSE MISC CHARGE RECORDS MBS120 LY BLQ BAR CODE RECORDS MBS351 MBS120 LZ LOC CARROUSEL PRINT QUEUE RECORDS MBS289 MBS120 M STM STATEMENT MESSAGE RECORDS MBS119 MBS120 N DGR DISCOUNT GROUP RECORDS MBS121 MBS120 NM NAM CONTROL FILE NAME RECORDS MBS287 MBS120 O EOQ OP/EOQ RECORDS MBS122 MBS120 P OEP WAREHOUSE PARAMETERS MBS160 MBS120 Q1 IUP INVOICE USER PARAMETERS MBS161 MBS120 Q2 QEC QUALITY EVENT CODE RECORDS MBS370 MBS120 Q3 QRC QUALITY REASON CODE RECORDS MBS371 MBS120 Q4 QSS QUALITY SUB-SYSTEM RECORDS MBS372 MBS120 R DPD SYSTEM PROCESSING PARAMETER MBS132 MBS120 S OED ORDER ENTRY DESCRIPTOR RECORDS MBS133 MBS120 SL SRV WHSE SERVICE LEVEL MAINT MBS335 MBS120 T MCT MONTH TO DATE CASH TOTALS MBS124 MBS120 U MTD MONTH TO DATE RECORDS MBS111 MBS120 UD DTD DIVISION MONTH TO DATE RECORDS MBS411 MBS120 V PRQ PRINT QUEUE NAME RECORDS MBS126 MBS120 X IDS STORED COMMENTS MBS129 MBS120 Y ATB A/R AGING DATE RECORDS MBS130 MBS120 Z1 DMI DETAILED INTERNAL SHIPMENT RECORDS MBS120 Adding a Stored Comment Comment Item Maintenance (MBS129) This program is used to enter and maintain stored comments to be used at order entry and billing. When one of the stored comment codes is entered during order entry or billing the description associated with the code is copied into the order or invoice. This can save a lot of typing for comments that may be used repetitiously. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 04 BRANCH FILE MAINTENANCE. 3. From the Branch File Maintenance Menu, press 11 COMMENT ITEM MAINTENANCE. 86 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

95 Branch File Maintenance Menu 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for an Item Comment FK6 ADD This allows you to add an Item Comment FK7 MODIFY This allows you to modify an existing Item Comment FK8 DELETE Allows an existing Item Comment to be deleted FK9 INQUIRY Allows you to look at the Item Comment record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Enter the Item Comment Code (DESC-CODE), press ENTER. 7. If there is a default record you wish to model this after, enter the Item Comment Code for the default record. If not, press ENTER. 8. The Stored Comment Maintenance screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Control Files 87

96 Stored Comment Maintenance Screen Header (MBS129) 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add the new Stored Comment FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. The data elements contained in the Stored Comment Maintenance and an explanation of each is as follows: DESC-CODE Description code used to access stored comments. (12 characeters) DEFAULT Enter another code if you are in the add mode and you wish to copy the data associated with another code. Line (MBS129) DESCRIPTION Four available comment lines (30 characters each) which will be copied into an order or invoice during order entry or billing if the code associated with the description is entered as a comment. 88 Control Files Prophet 21 Array User's Guide Accounts Receivable 9.0

97 AR Posting Overview The Accounts Receivable system is designed to produce timely and accurate reports based on efficient terminal entry. The cash receipts cycle begins with the payment received from the customers to be applied against invoices. When the cash is received, you will record the amounts and deposit these payments in the bank as soon as possible. The Bank Deposit program is used to enter these receipts and to match your entry to the actual bank deposit slip. This step will automatically reduce the customer s receivable balance. The next step of the receipts process involves the posting of the deposits to specific invoices in the customer s record. Regular posting, branch posting (one check pays multiple customer numbers), and bank deposit posting allows the invoice records to be paid. The results of this entry may be seen on the Daily Cash Journal Report. On a daily or routine basis, you will make bank deposits and post to specific customer records. You will produce copies of the Bank Deposit Report and the Daily Cash Posting Journal. Prerequisites The control files discussed in the previous chapter must be set up. Chapter Topics Check Deposit Posting (MBS036) Daily Bank Deposit Report (MBS037) AR Cash Report (MBS032) Cash Receipts Posting (MBS030) Special Posting Scenarios Batch Reversal (MBS138) Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 89

98 Check Deposit Posting (MBS036) When you receive cash or checks from your customer, it is important to record the payment received and to deposit these payments in the bank as soon as possible. The Bank Deposit Posting program allows you to batch these payments by division and enter them into the system. This produces a hardcopy record of the payments received. The entry in this program produces a Bank Deposit Report, which should match your bank deposit slip. This program does NOT apply the receipts to specific invoices for a customer. However, the data entered here will be automatically interfaced to the Cash Posting program. This reduces entry time and also provides a clear audit trail of the deposits made. Once a check is entered into this program, the customer s AR balance is reduced by the amount of the check, which frees up funds for the credit limit. The check may be queried in Credit Management Inquiry (MBS039) and will show an invoice number beginning with 91 and ending with the check number. NOTE: This step is optional. You may bypass Check Deposit Posting and proceed to Cash Receipts Posting. Adding a New Batch 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 01 CHECK DEPOSIT POSTING. 3. You are now at the Bank Deposit Posting Screen. Bank Deposit Posting Screen 4. When you enter this screen, you are in the ADD mode. There are several function keys available if you do not want to be in the ADD mode. FK2 RETURN Brings you back to the previous sub-menu FK5 ALPHA Allows you to search for a batch 90 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

99 FK6 ADD Allows you to add a new batch FK7 MODIFY Allows you to modify a previous batch FK8 DELETE Allows you to delete a previous batch NOTE: To insure deletion, type a C under the * or it may not really be deleted. FK9 INQUIRY Allows you to see a batch without being able to change it. FK10 LOCKBOX Allows you to load or purge a lockbox file. This is a custom feature, which must be purchased separately, and custom programming must be done. 5. Enter an unique Batch Number (up to 6 characters). Batch names must be unique within the month. However, the same batch number can be used within a different month. 6. Enter the Bank Number, press ENTER. 7. The Bank Name will be filled in. 8. Enter the Deposit Date. This is the date the check was deposited at the bank. The system will default to today s date, but it may be overridden. 9. Enter any Comments. The comment will appear at the top of the Bank Deposit Report for this batch. 10. You are now at the * prompt. You have several options that can be done at this point. A or Space = Add a check D = Delete a check M = Modify a check. You can only modify the check amount and the CK-BNK #. L = List all checks posted T = Total 11. Type A at the * prompt. 12. Type in the customer number. If you do not know the customer number, there are 4 function keys to search by. FK5 ALPHA Search by customer name FK6 CUST# - Search by customer number FK7 TELE# - Search by customer s telephone number FK8 INVOICE Search by invoice number. You must enter the Invoice Number and the Release Number. NOTE: If you choose to search by Invoice Number, and the invoice has a job associated with it, you will be prompted with the following message: DO YOU WANT THIS CHECK TO BE FOR THIS JOB ONLY? Y OR N. If you answer Y, this check will be posted to the Job NOT the master. If you answer N, then the check will be posted to the master. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 91

100 13. Enter the Job Number, if applicable. 14. Enter the Check Number. 15. Enter the Check Amount. 16. Enter the Bank Identifier. (Optional) 17. Repeat steps 11 through 16 for every check in the batch. 18. When all checks are added to the batch, run a tape. Match the total from the tape with the DEPOSIT TOTAL at the top of the screen. Check for errors. To MODIFY or DELETE a check from batch, see the next sections. NOTE: If a check was entered under the wrong account number, you must delete it from the list and re-add it with the correct customer account number. Also, if you entered the wrong Check Number, you must delete and re-add the check 19. Type a T under the * prompt to Total the batch and end posting. 20. Go to Daily Bank Deposit Report or AR Cash Report or Cash Receipts Posting to continue. Delete a Check 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 01 CHECK DEPOSIT POSTING. 3. You are now at the Bank Deposit Posting Screen. 4. When you enter this screen, you are in the ADD mode. There are several function keys available if you do not want to be in the ADD mode. FK2 RETURN Brings you back to the previous sub-menu FK5 ALPHA Allows you to search for a batch FK6 ADD Allows you to add a new batch FK7 MODIFY Allows you to modify a previous batch FK8 DELETE Allows you to delete a previous batch NOTE: To insure deletion, type a C under the * or it may not really be deleted. FK9 INQUIRY Allows you to see a batch without being able to change it. FK10 LOCKBOX Allows you to load or purge a lockbox file. This is a custom feature, which must be purchased separately, and custom programming must be done. 5. Press FK7 MODIFY. 6. Enter the Batch Number (up to 6 characters). If you do not remember the batch number, press FK5 SEARCH. 92 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

101 7. Enter any Comments. The comment will appear at the top of the Bank Deposit Report for this batch. 8. You are now at the * prompt. You have several options that can be done at this point. A = Add a check D = Delete a check M = Modify a check. You can only modify the check amount. L = List all checks posted T = Total 9. Type L at the * prompt to list checks. 10. Type D at the * prompt. 11. Enter the Line Number to delete. 12. The program will display the existing values and the prompt: ARE YOU SURE YOU WANT TO DELETE THIS ITEM (Y OR N) Y = Delete N = Do not delete 13. Type a T under the * prompt to Total the batch and end posting. 14. Go to Daily Bank Deposit Report or AR Cash Report or Cash Receipts Posting to continue. Modify a Check 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 01 CHECK DEPOSIT POSTING. 3. You are now at the Bank Deposit Posting Screen. 4. When you enter this screen, you are in the ADD mode. There are several function keys available if you do not want to be in the ADD mode. FK2 RETURN Brings you back to the previous sub-menu FK5 ALPHA Allows you to search for a batch FK6 ADD Allows you to add a new batch FK7 MODIFY Allows you to modify a previous batch FK8 DELETE Allows you to delete a previous batch NOTE: To insure deletion, type a C under the * or it may not really be deleted. FK9 INQUIRY Allows you to see a batch without being able to change it. FK10 LOCKBOX Allows you to load or purge a lockbox file. This is a custom feature, which must be purchased separately, and custom programming must be done. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 93

102 5. Press FK7 MODIFY. 6. Enter the Batch Number (up to 6 characters). If you do not remember the batch number, press FK5 SEARCH. 7. Enter any Comments. The comment will appear at the top of the Bank Deposit Report for this batch. 8. You are now at the * prompt. You have several options that can be done at this point. A = Add a check D = Delete a check M = Modify a check. You can only modify the check amount. L = List all checks posted T = Total 9. Type L at the * prompt to list checks. 10. Type M at the * prompt. 11. Enter the Line Number to modify. 12. Modify the Check Amount. 13. Enter the Bank Identifier. (Optional) NOTE: If a check was entered under the wrong account number, you must delete it from the list and re-add it with the correct customer account number. Also, if you entered the wrong Check Number, you must delete and re-add the check 14. Type a T under the * prompt to Total the batch and end posting. 15. Go to Daily Bank Deposit Report or AR Cash Report or Cash Receipts Posting to continue. List Detail Line 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 01 CHECK DEPOSIT POSTING. 3. You are now at the Bank Deposit Posting Screen. 4. When you enter this screen, you are in the ADD mode. There are several function keys available if you do not want to be in the ADD mode. FK2 RETURN Brings you back to the previous sub-menu FK5 ALPHA Allows you to search for a batch FK6 ADD Allows you to add a new batch FK7 MODIFY Allows you to modify a previous batch FK8 DELETE Allows you to delete a previous batch NOTE: To insure deletion, type a C under the * or it may not really be deleted. 94 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

103 FK9 INQUIRY Allows you to see a batch without being able to change it. FK10 LOCKBOX Allows you to load or purge a lockbox file. This is a custom feature, which must be purchased separately, and custom programming must be done. 5. Press FK7 MODIFY or FK9 INQUIRY. 6. Enter the Batch Number (up to 6 characters). If you do not remember the batch number, press FK5 SEARCH. 7. Enter any Comments. The comment will appear at the top of the Bank Deposit Report for this batch. 8. You are now at the * prompt. You have several options that can be done at this point. A = Add a check D = Delete a check M = Modify a check. You can only modify the check amount. L = List all checks posted T = Total 9. Type L at the * prompt. 10. The screen will display the detail lines previously entered. If all lines are displayed, the message NO MORE RECORDS will appear. If there are more lines, enter N under the * prompt to see the additional checks. 11. Press ENTER to receive the prompt: ESC TO RETURN, ENTER 0 TO GET NEXT LIST, ENTER NUMBER TO SELECT 12. Press ESC to return to the * prompt. 13. Enter a code at the * prompt or type a T under the * prompt to Total the batch and end posting. 14. Go to Daily Bank Deposit Report or AR Cash Report or Cash Receipts Posting to continue. Running the Daily Bank Deposit Report Daily Bank Deposit Report (MBS037) (Optional) This report lists the checks received from customers and the amount deposited to the bank. The report should match the deposit slip submitted to the bank. The report details the information entered via the Check Deposit Posting program that is described above. You may request the report for a specific batch, by range, or all. A separate page will print for each batch. Batch and bank totals are provided for the number of checks and deposit amount. The report prints by company, batch and entry sequence. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 14 DAILY BANK DEPOSIT REPORT. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 95

104 3. Press 1 Enter Run Parameters. 4. You are now at the Bank Deposit Report Screen. Bank Deposit Report Screen 5. Enter parameters. A. Select Print Options. 1) Enter the Batch Number Range. If you ENTER through both fields, the report will be for all batch numbers that are still in the deposit file. 2) Enter the Bank Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is one field that needs to be defined. CHECK BANK# - Intransit number 9. Go to AR Cash Report or Cash Receipts Posting to continue. Running the AR Cash Report AR Cash Report (MBS032)(Optional) The AR Cash Report provides you with the information necessary to apply daily cash receipts to customer invoices. The program produces a print out of all accounts receivable records for a specific customer or a range of customers. In addition, it is a hard-copy record of a customer s current receivable activity. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 18 AR CASH REPORT. 3. Press 1 Enter Run Parameters. 4. You are now at the Customer AR List Screen. 96 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

105 5. Enter parameters. A. Select Report Sequence NOTE: If you used deposit Posting, select option 5 or Customer, Invoice 2. Customer, Date 3. Division, Customer, Invoice 4. Division, Customer, Date 5. Batch No, Check Entry #, Invoice 6. Batch No, Check Entry #, Date 7. Credit Manager, Customer, Invoice 8. Credit Manager, Customer, Date B. If you selected option 1 or 2 in step A, then enter the Customer Range. C. If you selected option 1 or 2 in step A, then enter the Job Range. D. If you selected option 1 or 2 in step A, then enter the Job Option. 1. Customer 2. Job Within Customer E. Go to step 6 to continue. F. If you selected option 3 or 4 in step A, then enter the Division Range. G. If you selected option 3 or 4 in step A, then enter the Customer Range. H. If you selected option 3 or 4 in step A, then enter the Job Range. I. Go to step 6 to continue. J. If you selected option 5 or 6 in step A, then enter the Batch Range. K. Go to step 6 to continue. L. If you selected option 7 or 8 in step A, then enter the Credit Manager Range. M. If you selected option 7 or 8 in step A, then enter the Customer Range. N. If you selected option 7 or 8 in step A, then enter the Job Range. O. If you selected option 7 or 8 in step A, then enter the Job Option. 1. Customer 2. Job Within Customer 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is are some fields that need to be discussed. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 97

106 BALANCE Remaining balance of this invoice REFERENCE Customer Order Number BOEING Boeing Invoice Number TP CD Type of invoice Space = Invoice 1 = Credit Memo 2 = Debit Memo 3 = On Account Payment 4 = Service Charge 5 = Chargeback 6 = Bank Deposit on Account WH CD Billing Warehouse DP CD Dispute Code 0 = Not disputed 1 = Invoice is in dispute 9. Go to Cash Receipts Posting to continue. Cash Receipts Posting (MBS030) Cash posting enables you to post cash receipts against specific accounts receivable records. The concept of cash posting is to balance the Cash Posting Journal (MBS031) check total to the Bank Deposit Report (MBS037). Amounts are applied against invoices and general ledger accounts (discounts taken, bad debts, service charges forgiven, etc.). Cash posting may be ended normally when the total check amount equals the general ledger amount plus receivables paid. Features of cash posting include: On-account Posting. Chargeback Posting A debit or credit can be created during cash posting. Range Payment A group of invoices (debits and credits) may be paid with a single entry. Invoices (debits and credits) may be unpaid. Erroneous entries can be corrected. There is an unlimited number of general ledger posting accounts. Branch Posting A single check may be applied against multiple customer accounts. Also, credits or on-account payments may be posted from one customer to another. The Cash Posting Journal for each batch posted contains batch totals and month-to-date totals. Miscellaneous checks received for other than accounts receivable may be posted. This features allows for the posting of checks (rent received, 98 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

107 dividends, etc.) which are not related to accounts receivable. The Cash Posting Journal will thus accurately reflect the bank deposit slip. Customer number is used to facilitate miscellaneous posting. Make sure you have customer number set up as a valid customer in your customer file. Deposit Posting (Type D) Deposit posting is used in conjunction with the Bank Deposit Posting program (MBS036). The Bank Deposit Posting program posts the cash receivables to a specific customer. Once this has been entered, you need only apply this cash amount to the specific invoices though the use of this program. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 02 CASH RECEIPTS POSTING. 3. You are now at the Cash Posting Screen. Cash Posting Screen 4. Enter D for the posting option. 5. Enter the Batch Number. If you do not know the batch number, press FK5 to search. 6. Enter the Posting Date. The date will default to today s date; you may override this if necessary. 7. Enter the Starting Customer Number. Leave blank to process the first customer in the batch. 8. Enter the Starting Check Number. Leave blank to process the first check. 9. Enter the Job Option. 1. Customer - Broken down by customer 2. Job Within Customer Broken down by job within customer Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 99

108 10. Enter the Sequence for invoices option. 1. Invoice Number 2. Date 11. Enter the warehouse option. This is the method used to select warehouses when doing GL posting, on-account payments, or chargebacks. 1. Alpha Warehouse name (WHSE ID) 2. Numeric Warehouse number 12. You will now be at the Cash Posting Detail Screen. Cash Posting Detail Screen 13. The system will display the first check to post. If this is the correct batch press ENTER, if this is not correct press ESC to restart. 14. The system will now display all invoices for the customer. If there is more than one page of invoices, press ENTER to see the next page, or ESC to return. NOTE: Depending upon the Code option entered, the screen will ask for different things. See Cash Posting Detail Field Definitions for explanations. This example will be paying a specific invoice. 15. Enter the Code option. If you do not know the codes, press FK5 for a listing. See Payment Codes at the end of this section. Press ENTER to pay a specific invoice. NOTE: To get out of this check, you must a) not have touched the customer at all, b) the CUST OPN field must equal 0, or c) the CUST OPN field must equal the total check amount. To exit out of the customer for scenarios a or c, type the code T or E. 16. Enter the line number of the invoice to be paid. 100 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

109 17. Enter the Posting Code. If you do not know the posting code, press FK5 to search. If there is not a posting code, press ENTER. 18. Enter the amount you are posting. 19. Repeat steps 15 through 18 until CUST OPN equals Enter the Code option T to total for this check. 21. Continue to post open AR amounts to the checks in your batch until you get the message: END OF ITEMS FOR DEPOSIT BATCH 22. Press ENTER to go back to the beginning screen. 23. Press FK2 to return to the sub menu. Cash Posting Detail Field Definitions Top of the Screen CUSTNO Customer Number. Press FK5 to do a search. JOB Job Number. CHECK-AMT Amount of the check. This field can be zero. CHK-NO Check Number. This field can be zero. NAME Customer Name. CUST OPN The amount of the check that still needs to be applied. BTCH APP Total cash posted to this account. BANK Bank number that this check is being deposited to. ALLOWABLE DISCOUNTS Invoices that have been paid by this check, this is the total discount amount where the terms date of the invoice is greater than or equal to the posting date. EXPIRED DISCOUNTS Invoices that have been paid by this check, this is the total discount amount where the terms date of the invoice is less than the posting date. Middle of Screen INV#/GL# Depending upon the payment code selected, this is either the invoice number being paid or the GL account number that is posted. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 101

110 WH Warehouse number. Depending upon the option selected on the first screen, this will either be the alpha or numeric warehouse designation. PC Posting Code. This field is a way to flag invoices as being special for some specific reason. i.e. Tax Forgiven. The values are user defined and can be found on the Post Code Table (MBS196). FK5 will allow you to query the table. DS Disputed. This field is used in conjunction with the D payment code. If there is a value other than zero in this field, the invoice is flagged as being disputed. DV Division Number. NOTE: If the message WAREHOUSE CODE NOT DEFINED appears, enter the GL account from MBS117 in MBS197 or MBS198 to the appropriate division or warehouse. TYPE Type of invoice. i.e. Invoice, Credit Memo, etc. JOB Job Number. INV-DATE Invoice Date. The date of invoice. DISCOUNT Discount amount for the invoice when it is paid off. INV AMT The original invoice amount. PAID AMT The amount previously paid on this invoice. TAX If you are posting to a tax GL code, this is the tax jurisdiction to post the amount to. The values can be found on the Tax Code Table (MBS104). The system will default to the customer s primary tax jurisdiction. LAST-PAID The date the last time a payment was made to this invoice. OPEN AMT The amount of the invoice that is still needs to be paid. SEQUENCE How the invoices are listed on the screen. 102 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

111 REFERENCE If an invoice is being paid, this fields shows the PO number. If a GL account is being posted, the GL description shows here. POST AMT Amount that is being posted to the invoice or GL account. Bottom of the Screen LN Line Number. INVOICE-# Invoice Number. INV-DATE Invoice Date INV-AMT Original Invoice amount. If the is a * after the invoice amount, that means the invoice is being disputed. PAID-AMT How much has been paid towards this invoice. OPEN-AMT How much is still owed for this invoice. T Type of invoice. 0 = Normal 1 = Credit 3 = On-account 4 = Service Charge 5 = Chargeback REF This is the PO number or the discount amount, depending upon the option set up in the AR User Parameter (MBS363). CUMULATIVE The cumulative balance of all invoices and payments for this customer. Regular Posting (Type R) Regular posting should be used when checks have not been posted using MBS036. This type of posting allows you to post checks at the same time they reduce accounts receivable records. This type is used mainly for adjustments. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 02 CASH RECEIPTS POSTING. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 103

112 3. You are now at the Cash Posting Screen. 4. Enter R for the posting option. 5. Enter the Batch Number (up to 6 characters). It must be unique for this month. 6. Enter the Posting Date. The date will default to today s date; you may override this if necessary. 7. Enter the Job Option. 1. Customer - Broken down by customer 2. Job Within Customer Broken down by job within customer 8. Enter the Sequence for invoices option. 1. Invoice Number 2. Date 9. Enter the warehouse option. This is the method used to select warehouses when doing GL posting, on-account payments, or chargebacks. 1. Alpha Warehouse name (WHSE ID) 2. Numeric Warehouse number 10. You will now be at the Cash Posting Detail Screen 11. Enter the Customer Number. If you do not know the number, press FK5 to search. You may search by Invoice number or do an Alpha search. NOTE: If you perform a search by invoice number, you must enter the Invoice Number and the Release Number. 12. Enter the Check Amount. For adjustments, the amount may be zero. The amount may also be negative to reverse payments. 13. Enter the Check Number. This may be zero if you are doing adjustments, transferring money from the wash account, or writing off to the GL. 14. The system will now display all invoices for the customer. If there is more than one page of invoices, press ENTER to see the next page, or ESC to return. NOTE: Depending upon the Code option entered, the screen will ask for different things. See Cash Posting Detail Field Definitions for explanations. This example will be paying a specific invoice. 15. Enter the Code option. If you do not know the codes, press FK5 for a listing. See Payment Codes at the end of this section. Press ENTER to pay a specific invoice. NOTE: To get out of this check, you must a) not have touched the customer at all, b) the CUST OPN field must equal 0, or c) the CUST OPN field must equal the total check amount. To exit out of the customer for scenarios a or c, type the code T or E. 104 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

113 16. Enter the line number of the invoice to be paid. 17. Enter the Posting Code. If you do not know the posting code, press FK5 to search. If there is not a posting code, press ENTER. 18. Enter the amount you are posting. 19. Repeat steps 15 through 18 until CUST OPN equals Enter the Code option T to total for this check. 21. You may now enter another customer number to post. 22. Press FK2 to return to the sub menu. Branch Posting (Type B) Branch posting is used when a single check pays-off invoices for multiple customers. For example, you may have multiple divisions of a large company. Each division may be a separate customer for you. The large company, however, has a centralized accounts payable department which sends you one check to pay all of the division s bills. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 02 CASH RECEIPTS POSTING. 3. You are now at the Cash Posting Screen. 4. Enter B for the posting option. 5. Enter the Batch Number (up to 6 characters). It must be unique for this month. 6. Enter the Posting Date. The date will default to today s date, you may override this if necessary. 7. Enter the Job Option. 1. Customer - Broken down by customer 2. Job Within Customer Broken down by job within customer 8. Enter the Sequence for invoices option. 1. Invoice Number 2. Date 9. Enter the Warehouse Option. This is the method used to select warehouses when doing GL posting, on-account payments, or chargebacks. 1. Alpha Warehouse name (WHSE ID) 2. Numeric Warehouse number 10. You will now be at the Cash Posting Detail Screen 11. Enter the Customer Number. If you do not know the number, press FK5 to search. You may search by Invoice number or do an Alpha search. NOTE: If you perform a search by invoice number, you must enter the Invoice Number and the Release Number. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 105

114 12. Enter the Check Amount. For adjustments, the amount may be zero. The amount may also be negative to reverse payments. 13. Enter the Check Number. This may be zero if you are doing adjustments, transferring money from the wash account, or writing off to the GL. 14. The system will now display all invoices for the customer. If there is more than one page of invoices, press ENTER to see the next page, or ESC to return. NOTE: Depending upon the Code option entered, the screen will ask for different things. See Cash Posting Detail Field Definitions for explanations. This example will be paying a specific invoice. 15. Enter the Code option. If you do not know the codes, press FK5 for a listing. See Payment Codes at the end of this section. Press ENTER to pay a specific invoice. NOTE: To get out of this check, you must a) not have touched the customer at all, b) the CUST OPN field must equal 0, or c) the CUST OPN field must equal the total check amount. To exit out of the customer for scenarios a or c, type the code T or E. 16. Enter the line number of the invoice to be paid. 17. Enter the Posting Code. If you do not know the posting code, press FK5 to search. If there is not a posting code, press ENTER. 18. Enter the amount you are posting. 19. Enter the next Payment Code and select an invoice. 20. Once you are done with this customer, enter the Payment Code T to total. 21. Enter the next Customer Number. 22. Repeat steps 15 though 20 until you are finished with this customer. 23. Once the CUST OPN equals 0, this check is complete, enter the Payment Code option T to total. 24. To post another check, enter a new customer number. 25. Press FK2 to return to the sub menu. Payment Codes There are four groups of payment codes that may be used in Cash Receipts Posting. They are Method of Payments, Codes for Posting, Queries & Other Codes, and Totaling Codes. The descriptions for each code within each group include instructions where needed on how to use a particular code. Methods of Payment: Space Select line item for posting Pay a specific invoice. Enter the line number the invoice appears on. Enter a Posting Code or ENTER if there is no posting code. Enter the amount to be paid. Enter a code to continue posting or a T to end entry of this customer if the entry is balanced. 106 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

115 A Pay all items - if zero balance Pays-off all invoices if the check amount equals the AR balance (no discounts taken). I Post an individual invoice Allows you to type in the invoice number directly if you know it. K Post by invoice amount Allows you to type in the invoice amount if it is known. M Post by invoice date range Post by invoice date range. Enter start date and end date. R Post by invoice number range This code pays a group of invoices within a set range with a single entry. Debits and credits are applied if they are within the range. If paid-off invoices are encountered with the ranges, they will be skipped. The range is determined by entering a FROM INVOICE number to a TO INVOICE number. If the FROM number is zero and the TO number is , the system will pay-off every invoice starting with the customer s first invoice number to their last invoice number. The invoices must be sorted on the screen in invoice number order. To change the sequence in which invoices are processed, use the X code. Y Post by line number range Range payment by line number on the screen. Enter the posting code or ENTER if there is not a posting code. Enter FROM TO invoice. Codes For Posting C Enter chargeback Chargeback posting. This code reinstates a charge that should be applied to a customer. For example, if a customer takes a discount after the terms date has passed and the operator enters it on the system, you may create a new invoice number reinstating the discount amount. When the check amount is zero, the entry must be two sided (i.e. A $1.00 discount reinstated on a new invoice must be readjusted on the corresponding GL account to have balanced posting entry.). Both credit and debit entries may be entered with the chargeback code. Enter the invoice number, warehouse number, and division. Assign to a particular job (if applicable). Override the Age Date (if necessary). Enter a posting code (if necessary). Enter a reference comment (optional). Enter the post amount. Enter Comments to print on the chargeback invoice (if necessary). Remember the off-setting posting. D Mark/Unmark item as disputed Dispute or undispute an invoice. This code flags an invoice as disputed and also allows you to code an invoice as undisputed. A value of 0 means the invoice is NOT in dispute. Any other value (1 9) indicates the invoice is disputed and the meaning is user defined. Enter a D in the code field. Enter a posting code. Enter the dispute code (other than 0) to flag the invoice as disputed. Disputed invoices will not allow you to calculate a service charge or be paid-off. However they WILL age. G Enter General Ledger item Used to post General Ledger accounts. Enter GL number in the INV#/GL# field or use FK5 to search for valid GL accounts that can be used in cash posting. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 107

116 Enter warehouse and division number (required when using the G code). Posting code is optional. Enter GL amount. O Enter on account payment Post an on-account payment. The on-account payment code is used when a specific invoice payment is not desired or an amount received is in excess of the customer s balance. The posting amount MUST BE ENTERED AS A CREDIT (-). The system assigns an invoice number beginning with 90 followed by the check number. Enter the warehouse number, division number, posting code (optional), comment (optional), and amount. The amount MUST BE NEGATIVE. U Reverse posting for customer Reverse all posting for this customer. You can reverse the entire check, or just the invoice. Queries & Other Codes B Display detail on line item Display detail from account receivable record. Enter the line number of the invoice to be displayed. Press ESC to continue posting or ENTER to continue to display detail of invoices. F Display save invoice data for item Used to display invoice information from the save invoice file. Press FK2 to return to posting. H List open & paid line items Display open and paid invoices. Enter FROM TO range. This option will allow you to re-open paid invoices. J Change posting to job number Job number. Enter job number. L List open line items List open invoices for posting. N Call Notepad Transfers you to the AR Notepad. Press FK2 to return to posting. P Next page Display the next page of invoices. Q Display month end statement totals Displays month end aging balances for this customer. Press ENTER to return to posting. X Change sequence Used to change the sequence of the invoice display. The default sequence is invoice number. Press ENTER for date sequence or ESC for invoice number sequence. Use code L to list, once you have changed the sequence. Totaling Codes E Total batch End posting. Return to the AR menu. You may only exit the batch if the customer s check has NOT been posted or has been ENTIRELY posted. If all 108 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

117 checks in the batch have NOT been posted, when you exit and then go back into Cash Receipts Posting and bring up the same batch, all the un-posted checks will still be showing. All checks MUST be run before the dayend procedure is run. T Total customer Posting is complete for this customer. (CUST OPN must equal 0 or the check amount.) Write-offs Special Posting Scenarios When writing-off an invoice, no check amount is needed. 1. Select the invoice to be written off. 2. Select the credit to write-off to, or enter the GL account to write-off to. 3. Total. Opening Paid Invoices 1. Using the H code, list the paid invoices. (Only invoices paid during the current processing month will be displayed). 2. Page through until the invoice to be unpaid is on the screen. 3. Leave the code field blank 4. Select the line number of the invoice. 5. In the payment field, put the amount to be unpaid as a NEGATIVE amount. This will unpay that invoice. Transferring Funds Between Customers 1. To transfer funds using the G code, put the amount to be transferred into a GL wash account. (Any GL account will do if one is not specifically designated as a wash account). 2. Total the customer. 3. If in a deposit batch, finish the rest of the batch. 4. Create a regular batch (Type R) 5. Enter the customer to which the funds are being transferred. 6. Using a G code, take the funds out of the GL wash account from above and apply as needed. Make sure you use the opposite sign from what was originally entered into the wash account. NOTE: The wash account should always have a balance of zero at the end of the day. Receiving Discounted Payments from Credit Card Companies To receive checks from VISA, MC, etc. with discounts, 1. Enter into Regular Posting (Type R). 2. Post the check amount to customer Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 109

118 3. Using the G code, post the un-discounted value of the sale to the GL Cash account, as set up in Sales Journal Account Name Maintenance (MBS140). 4. Using the G code, post the value of the discount to a GL VISA expense account, as set up in Sales Journal Account Name Maintenance (MBS140). Example: Suppose a sale of $100. VISA sends a check for $98 (taking $2 discount). You would post a $98 check to customer number , then apply $100 to the GL cash or cash on hand account, and $2 to the VISA Discount expense account. Reversing a Batch Batch Reversal (MBS138) Any batch may be reversed, as long as it is done before the Cash Receipts Journal Print File Delete (MBS242) has been run for the day and has not been updated. This program will reverse ALL checks posted in the batch selected. If the batch was originally a deposit batch, the deposit itself will still be left on the system. To delete the deposit, you must go into Deposit Posting (MBS036), change the option to delete, and then enter a code of C to cancel the batch. It is not normally recommended that a batch be reversed. It s usually needed if several checks in a batch were bad. If one check was bad, the recommended procedure is to correct it by using a negative check amount and the H code through regular posting. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 03 CASH PAYMENT BATCH REVERSAL. 3. You are now at the Cash Payment Batch Reversal Screen. Cash Payment Batch Reversal Screen 110 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

119 4. Enter the Delete Option. 1. Delete Complete Batch. This option allows you to enter the batch number that is to be deleted. 2. Display Batches For Delete Selection. This option will list the batches alphabetically. You can then choose a batch and delete it. 5. For this example, the batch will be deleted using option Once you have pressed 2, the batches will list on the screen. Cash Payment Batch Reversal List Screen 7. Choose the line number of the batch to be deleted, press ENTER. 8. The screen will display on the bottom: BATCH , NL TO DELETE, ESC TO CANCEL DELETE. Batch was the batch chosen to be deleted. 9. If the batch number is correct, press ENTER. If the batch number was not the correct one to be deleted, press ESC. 10. The Cash Payment Batch Reversal Count screen will now appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Posting 111

120 Cash Payment Batch Reversal Count Screen 11. This screen shows all of the records that had to be reversed when this batch was deleted. If there are values on this count sheet other than zero s, press ENTER. If there are all zero s on this screen, contact Prophet 21 Technical Support, because the reversal did not work. 12. You are now back at the batch list. Enter another batch to be deleted, or press ESC to cancel. 112 AR Posting Prophet 21 Array User's Guide Accounts Receivable 9.0

121 Dayend Processing Overview Prerequisites Posting must be completed for the day. Chapter Topics AR Dayend Checklist Check Deposit Batch Delete (MBS241) (Required) Cash Receipts Daily Audit (MBS437) (Optional) Cash Posting Journal (MBS031) (Required) Cash Posting Code Report (MBS139) (Optional) Cash Receipts Daily Update (MBS137) (Required) AR Cash Totals Div/Branch (MBS038) (Optional) Check Deposit Batch Delete (MBS241) (Required) Cash Receipts Journal Print File Delete (MBS242) AR Balancing Audit (MBS607) Dayend Balancing Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 113

122 114 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

123 AR Dayend Checklist Date Operator NOTE: ALL USERS MUST BE OUT OF CASH RECEIPTS POSTING Part 1 1. Check Deposit Batch Delete (MBS241) (Required) Used to verify that all batches from Cash Receipts Posting are completed. Part 2 NOTE: The programs from this point on can be set up as a nightly jobstream. 2. Cash Receipts Daily Audit (MBS437) (Optional) Used to correct errors within batches posted in MBS030 and MBS Cash Posting Journal (MBS031) (Required) Used to verify that the amount of Cash Receipts Posting equals the amount deposited through Bank Deposit Posting. 4. Cash Posting Code Report (MBS139) (Optional) 5. Cash Receipts Daily Update (MBS137) (Required) This program is used to prepare the Cash Receipts files for daily updating and prepare the deposit file for deletion. 6. AR Cash Totals Div/Branch (MBS038) (Optional) This lists today and MTD cash, GL and AR by division or branch. The records are updated after Cash Receipts Daily Update (MBS137) is run. 7. Check Deposit Batch Delete (MBS241) (Required) This program examines all batches in the check deposit file and deletes the header if all checks have been posted. 8. Cash Receipts Journal Print File Delete (MBS242) This program deletes all records in the cash receipts print file. The final Cash Journal (MBS031) and Daily Update (MBS137) must be run prior to executing this program. NOTE: AR Balancing Audit (MBS607) This program will check to make sure all sales and Cash Receipts information balances on a nightly basis. MBS607 MUST be run in the Sales Dayend Jobstream. It must be run after MBS007. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 115

124 116 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

125 Check Deposit Batch Delete (MBS241) (Required) This program is used to examine all batches in the Check Deposit file and delete the header if all checks have been posted. Individual check entries are flagged for deletion by two methods: 1. Delete a check from a batch during check deposit posting (MBS036). 2. Apply the check to specific invoices during cash posting (MBS030). An audit of the deleted batches will be produced. NOTE: At this point, you will NOT be deleting any records. This first pass through MBS241 is used to verify that all batches from Cash Receipts Posting are completed. Run the report using Option #3. Verifying Deposit Batches 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 21 DEPOSIT CHECK DELETE. 3. Press 1 Enter Run Parameters. 4. You are now at the Deposit Check Delete Screen. Deposit Delete Screen 5. Enter parameters. A. Select Check Deposit Delete Options. Select option 3. You do not want to delete any deposit batches at this time. 1. Delete Completed Batches 2. Delete Specific Batches 3. Display Batch Headers On Screen 4. Print Batch Headers Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 117

126 6. Press 7 Run Parameters. 7. The list of deposits will be displayed on your screen. Check Deposit Batch Delete Screen 8. The fields on the screen are self-explanatory. However, there are several fields that need to be defined. * - Status of the batches. Every batch should have a status of 3 before you dayend. If a batch does not have a status of 3, go back and finish posting that batch. 0 = Checks still needing to be posted 1 = Someone is in the process of posting that batch 3 = Posting complete CHECKS Number of checks in the batch. 9. If the status for all batches was not a 3, rerun this program once you have completed posting to make sure all batches have the status of Go to Cash Receipts Daily Audit or Cash Posting Journal to continue. Cash Receipts Daily Audit (MBS437) (Optional) This program should be used when problems occur within batches posted using MBS030 and MBS036. This program will correct the following conditions: 1. Incorrect customer totals - due to partially completed checks. 2. Incorrect batch totals - due to missing batch total records. 3. Incorrect deposit batches Any action which was done to correct problems, will be indicated on the left hand side of report, and all pertinent information will be printed such as batch 118 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

127 Running the Cash Receipts Daily Audit number, check number and amount, customer number, and A/R, G/L, and Cash Totals. The JRN# flag in MBS132 (System Parameters) will also be reset correctly. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 12 SYSTEM FILE AUDITS. 3. From the System File Audits Menu, select 13 CASH RECEIPTS DAILY AUDIT. System File Audits Menu 4. Press 1 Enter Run Parameters. 5. You are now at the Cash Receipts Daily Audit Screen Cash Receipts Daily Audit Screen Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 119

128 6. Enter the Batch Range. If no one is in Cash Receipts, you can just enter through the defaults. 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. You will receive the following message: WARNING: PLEASE MAKE SURE ALL USERS ARE OUT OF CASH RECEIPTS POSTING AND CASH DEPOSIT POSTING. If everyone is out of cash receipts posting OR you are running this program for a specific batch, press ENTER. If not press ESC to cancel. 10. The report is for Prophet 21 Technical Support. However, there is are some fields that need to be discussed. There are only two messages that you can receive. CUSTOMER CHECK DELETED This unprocessed all invoices for that customer's check. In this instance, you would have to reapply those invoices through cash posting. If check was entered using check deposit posting, the check will remain in the deposit file. BATCH TOTALS CREATED Totals were fixed on all applicable reports. 11. Go to Cash Posting Journal to continue. Cash Posting Journal (MBS031) (Required) NOTE: This report MUST be run, even if you run it to the KILL print queue. Running the Cash Posting Journal The Cash Posting Journal contains the invoices paid and dollar amounts received for each customer as entered in the Cash Posting program (MBS030). The report prints the operator sign-on, posting option used, the terminal the data was entered on, and the time the data was entered. This information is useful when verifying the batch and daily totals. The report also contains the detail invoice information and prints the AR amount which must equal the General Ledger amount plus the Cash Applied amount. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 16 CASH POSTING JOURNAL. 3. Press 1 Enter Run Parameters. 4. You are now at the Cash Posting Journal Screen. 120 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

129 Cash Posting Journal Screen 5. Enter parameters. A. Select Print Options. For dayend, you want to select option 1 or 4. They are the same report, however option 4 will also show the posting journal by GL account. 1. Print All 2. Print Only Those That Have Not Been Printed 3. Print A Batch Range 4. Print End-Day Journal B. If you selected option 3 in step A, then enter Batch Number. 6. Press 6 Select Print Queue. NOTE: If you do not want to print this report, select the KILL print queue 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there are some fields that need to be defined. OPTION Type of posting D = Deposit R = Regular B = Branch DEPOSIT Deposit date CO Company number CRT Terminal number PC CD Posting code. This is the code from MBS196. AR AMOUNT Amount of invoice received for payment Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 121

130 GENERAL LEDGER GL amount posted TYPE Type of invoice Space = Invoice 1 = Credit Memo 2 = Debit Memo 3 = On-account Payment 4 = Service Charge 5 = Chargeback 6 = Bank Deposit On-account JOB Job account number 9. Go to Cash Posting Code Report or Cash Receipts Daily Update to continue. Cash Posting Code Report (MBS139) (Optional) This report shows all invoices that were processed today which had a posting code assigned to them, flagging the invoice as being special for some reason. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 17 CASH POSTING CODE REPORT. 3. Press 1 Enter Run Parameters. 4. You are now at the Cash Posting Code Report Screen. Cash Posting Code Report Screen 5. Enter parameters. 122 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

131 A. Select Report Option. 1. Detail Report 2. Summary Report B. Select Report Sequence. 1. Post Code, Customer, Invoice 2. Div, Post Code, Cust, Invoice 3. Whse, Post Code, Cust, Invoice 4. Post Code, Division 5. Post Code, Whse 6. Div, Whse, Customer, Post Code 7. Div, Whse, Post Code, Customer 8. Whse, Customer, Post-Code C. Enter the Post Code Range. D. Enter the Print Option. 1. Print All 2. Print Specific Batch E. If you selected option 2 in step D, enter the Batch Number. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is one field that needs to be defined. PC Posting Code. The value definitions can be found on MBS Go to Cash Receipts Daily Update to continue. Cash Receipts Daily Update (MBS137) (Required) This program will examine all work file records (CSDB004) and update control totals and payment history for all records not yet updated. As each record is updated, the status indicator is set to 1 which, allows the record to be deleted when the Cash Receipts Print File Delete (MBS242) is run. Multiple runs of the update will not corrupt the control file as only virgin records (status = 0) are updated. This update should be run after all Cash Posting activity has been completed for the day. Programs Updated: Cash Receipts Batch Totals (MBS199) The cash, general ledger, accounts receivable amounts and last posted date are updated. Payment History (MBS203) All payments will be added to the history file. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 123

132 Running the Cash Receipts Daily Update Division and Branch General Ledger Totals (MBS197 & MBS198) General Ledger account totals will be updated. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 20 CASH RECEIPTS DAILY UPDATE. 3. You are now at the Cash Receipts Daily Update Screen. Cash Receipts Daily Update Screen 4. Enter the Update Option. Enter 1 to run the update. 5. There is not a report for this program. However, if you get an error that says MBS030 is still running, make sure that nobody is posting to the system, go into MBS132 and set JRN# to 0 and the UPD flag equals N or run MBS437 for batch range blank to ZZZZZZ. NOTE: If there is a question of a batch being completed correctly, MBS437 is the recommended method to use. 6. Go to AR Cash Totals Div/Branch or Check Deposit Batch Delete to continue. AR Cash Totals Div/Branch (MBS038) (Optional) NOTE: This report is also known as the AR Cash Report. However, from the AR Master Menu, choose the AR Cash Totals Div/Branch option. DO NOT choose AR Cash Report. This program prints a report showing the today and month-to-date of cash, general ledger and accounts receivable by division or branch. A detail listing of 124 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

133 Running the AR Cash Totals Div/Branch each general ledger account used during cash posting is provided. The records are updated after the Cash Receipts Daily Update is run. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 15 AR CASH TOTALS DIV/BRANCH. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Select Print Parameters. For dayend purposes, select option 2 so that you can balance this to the GL. 1. Print Division GL Report Report by division 2. Print Warehouse GL Report Report by branch 3. Print Division/Warehouse GL Report Report by division 4. Print Group Warehouse Report by warehouse groups NOTE: You can only use option 3 if the DIV/WH switch in MBS132 equal Y B. Depending upon the option selected in step A, you will be asked to enter the Division Range, Warehouse Range, or Group ID. 5. Press 6 Select Print Queue. 6. Press 7 Run Parameters. 7. The report is self-explanatory. However, MBS031, MBS201 and MBS038 should balance every day. 8. Go to Check Deposit Batch Delete to continue. Check Deposit Batch Delete (Required) This is the second time running the Check Deposit Batch Delete program. The first time was to be sure that all deposit batches were completed for the day. This time, you are running this program to delete the completed batches. Follow the directions listed for Check Deposit Batch Delete at the beginning of this chapter. However, instead of selecting option 3, you now want to select option 1 to delete the completed batches in order to finish dayend. NOTE: If for some reason, you need to delete specific batches only, use option 2. You will then be asked to enter the Batch range. NOTE: Options 1 and 2 will only delete checks within a batch that have been completed. If a check has not been completed, it won t be touched. Go to Cash Receipts Journal Print File to continue. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 125

134 Running the Cash Receipts Journal Print File Delete Cash Receipts Journal Print File Delete (MBS242) (Required) This program is used to delete all records in the cash receipts print file. The final cash journal (MBS031) and the daily update (MBS137) must be ran prior to executing this program in that the records are deleted. This program must be run each day that cash is applied to accounts receivable for customers. If this program is not run, the previous day s activity will appear on the Cash Posting Journal (MBS031). 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 22 C/R JOURNAL PRINT FILE DELETE. 3. Press 1 Enter Run Parameters. 4. The Cash Receipts Journal Print File screen will appear. Cash Receipts Journal Print File Screen 5. Enter Cash Print File Delete option. Choose option Delete All Records 2. Delete Specific Batches If you choose this option, you will be asked to enter the batch number. 3. Display Batches On Print File On VDT This will list the batches on your screen. 6. Press 7 Run Parameters. 7. The Cash Receipts Journal Print File List screen will appear. This screen lists all batches. 126 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

135 Cash Receipts Journal Print File List Screen 8. The fields on the screen are self-explanatory. However there is one field that needs to be discussed. IND This is the status field for each batch. U = Updated P = Printed R = Regular batch type or Branch Posting D = Deposit batch type 9. Make sure all the batches have a U and P in the IND field. 10. If there are batches without U, run the Cash Receipts Daily Update (MBS137). 11. If the are batches without P, run the Cash Posting Journal (MBS031). 12. If you had to re-run MBS137 or MBS031, re-run this program with option Once all batches are showing U and P in the IND field, press ENTER to go back to the original 1 7 Menu screen. 14. Press 1 Enter Run Parameters. 15. Select option 1 DELETE ALL RECORDS. 16. Press 7 Run Parameters. 17. The screen will list all batches and have the message on the screen: IS THIS THE BATCH(ES) YOU WISHED DELETED? If these are the correct batches, press Y, if not press N. NOTE: This program will only delete those batches that have UPR or UPD under the IND field. All other batches will still remain. 18. If you pressed Y to delete the batches, the system will show the number of records read and the number records deleted. Press ENTER. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 127

136 Running the AR Balancing Audit AR Balancing Audit (MBS607) This program will check to make sure all Sales and Cash Receipts information balances on a nightly basis. This program should be run after the Sales Update program (MBS007) and the Cash Receipts Update program (MBS137). It is normally part of the Sales Dayend jobstream. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 12 SYSTEM FILE AUDITS. 3. From the System File Audits Menu, select 14 AR BALANCING REPORT. 4. The Accounts Receivable/Sales Cont Screen will appear. Accounts Receivable/Sales Cont Screen 5. Press 1 Enter Run Parameters. There are no parameters to enter. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there are several fields that need to be discussed. If there is *** next to any of the title sections, that means that something is out of balance. If this occurs, fax this report to Prophet 21 Technical Support. The report will show on the first page Missing Customers, Accounts Receivable, Sales Journal, and Sales, Tax, Miscellaneous Totals. Missing Customers are any AR records without a Customer Record. This will show MISSING CUSTOMER, the Customer Number, Ship-to and amount. 128 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

137 In the Account Receivable section, AR DIFFERENCE is the difference between the Calculated AR Balance and the Actual AR Balance. This should equal 0. In the Sales Journal section, CALC INV AMOUNT and MTD INVOICE AMT should equal each other. The second page of the report is the Cash Receipts Balancing. All MTD Cash should balance with each other. All MTD GL should balance with each other. All MTD AR should balance with each other. The DETAIL RECORD MTD GL should balance with the TOTAL RECORD MTD GL but with opposite signs. NOTE: If there is problems with any of the above, or if *** appears, fax this report to the Prophet 21 Technical Support. Dayend Balancing Use the Daily Balancing Worksheet to make sure your accounts are in balance. There is a blank worksheet located in the Appendix that you can copy and use. At dayend the following reports should be balanced using the worksheet: MBS031 should be balanced to MBS038. The MTD totals for AR, General Ledger, and Cash applied on MBS031 (Cash Posting Journal) should match the grand total, MTD, on MBS038 (AR Cash Report for Warehouses) for the AR, Cash, and General Ledger. NOTE: The MTD totals will only show on MBS031 if the report is run for the End-of-Day Journal. MBS038 should be balanced within itself. The MTD General Ledger on the grand total line of MBS038 (AR Cash report for Warehouses) should be the same number, but the opposite sign, as the balance on the line below the grand total. MBS038 should be balanced to MBS276 (Optional Report). The MTD AR on the grand total line of MBS038 (AR Cash Report for Warehouses) should equal the total AR payment for Warehouse 999 on MBS276 (Daily Summary Statistics Report). MBS006 should be balanced to MBS022. The sales amount column on the grand total page of MBS006 (Daily Sales Journal) should be balanced to the Sales Month-to-Date on MBS022 (Daily Recap Report). You may also want to verify individual warehouse totals using the same fields as above. MBS006 should be balanced to MBS276 (Optional Report). The sum of the AR and DS total columns on the grand total page of MBS006 (Daily Sales Journal) should equal the sum of the AR total invoices, total credits, and total backed out invoices on MBS276 (Daily Summary Statistics Report). The cash total column on MBS006 should equal the sum of the cash total invoices, total credits, and total backed out invoices on MBS276. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dayend Processing 129

138 Daily Balancing Worksheet Worksheet for Daily Balancing MBS031:AR MBS038: AR MBS276: AR GL GL Cash Cash MBS038: GL Grand Total GL MBS006: Sales MBS022: Sales MBS006: AR MBS276 AR INV AMT + DS - AR Credits - AR Backouts ================= =============== TOTAL TOTAL MBS006: Cash MBS276: Cash Amt - Cash credits - Cash Backouts ================== ================= TOTAL TOTAL 130 Dayend Processing Prophet 21 Array User's Guide Accounts Receivable 9.0

139 Inquiries Overview Prerequisites Chapter Topics Cash Receipts Batch Inquiry (MBS201) Credit Management Inquiry (MBS039) Save Invoice Inquiry (MBS023) Customer History Inquiry (MBS071) Customer Balance Inquiry (MBS204) Cash Payment History Inquiry (MBS243) AR Notepad (MBS345) AR Ranking Inquiry (MBS433) Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 131

140 Cash Receipts Batch Inquiry (MBS201) This program will list all updated batches for the current process month. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 06 CASH RECEIPT BATCH PRINT INQUIRY. 3. Press 1 Enter Run Parameters. 4. You are now at the Cash Receipts Batch Total Screen. Cash Receipts Batch Total Screen 5. Enter parameters. A. Select Print Option. 1. CRT Display. By using this option, you are doing an inquiry. Go to step 7 to continue. 2. Print Report. This options runs this program as a report. Go to step 6 to continue. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The Cash Receipts Batch Total Inquiry Screen will appear. 132 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

141 Cash Receipts Batch Total Inquiry Screen 9. The screen and report is self-explanatory. However, there some fields that needs to be defined. LST-POST Date posted. NOTE: Grand totals should match the Daily Cash Receipts Journal (MBS031) and AR Cash Totals by Div/Warehouse (MBS038). Credit Management Inquiry (MBS039) This program lists all open AR invoices and can list AR invoices that have been paid this month. It also calls in many other inquiries to provide comprehensive credit management information to aid collection efforts. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 07 CREDIT MANAGEMENT INQUIRY. 3. You are now at the Credit Management Inquiry screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 133

142 Credit Management Inquiry Screen 4. There are several function keys available on this screen. FK1 CUSTMNT This will transfer you to Customer File Maintenance (MBS100) FK2 RETURN This will exit you from the program FK3 OPTIONS Allows you to determine how the information will be displayed in the program. Defaults may be set up in MBS363. All the options are self-explanatory, however, in order to see job accounts listed, you must enter 2 for the Select Listing Options. The option for Aged Balances allows you to choose: Y = Display aging, N = Do not display aging, E = Display extended aging this extends to 150 months, but will not break out the Notes and Legals. FK4 GETNEXT Displays next customer FK5 ALPHA Allows you to do an alpha search for customers FK7 NOTEPAD Transfer you to the AR Notepad FK12 Brings you to the on-line Array help 5. Enter the Customer Number. If you do not know the customer number, press FK5 ALPHA to do an alpha search. 6. Enter the Job Number as the Ship-to. The only way to access this field is if you selected #2 for Select Listing Options located by pressing FK3 OPTIONS. 7. The header information will be filled in. See Header Field Definitions. 8. Enter the starting Invoice Number or Starting Date, depending on what sequence you selected. If you want to see all invoices from the beginning, press ENTER. 9. The Credit Management Inquiry List screen will appear. 134 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

143 NOTE: The header screen may be the first screen displayed depending upon the options set in AR User Parameter (MBS363) Credit Management Inquiry List Screen 10. There are several function keys available on this screen. FK2 RETURN Return to the starting invoice date or number FK3 GETPREV Get the previous screen of invoices for this customer FK4 GETNEXT Get the next screen of invoices for this customer FK5 HEADER Go to the header screen. See Header Screen Field Definitions. FK2 RETURN Go back to enter new customer number FK4 CONTACT Go to Contact Maintenance (MBS438) FK5 DETAIL Go to the detail screen FK7 INQUIRY Allows you to access different inquiry programs for this customer. NOTE: The header screen may be the first screen displayed depending upon the options set in AR User Parameter (MBS363) FK7 INQUIRY Allows you to access different inquiry programs for this customer FK1 CUSTMNT Transfers you to Customer File Maintenance (MBS100) FK2 RETURN Returns you to the function keys for the List screen FK5 ORD INQ Transfers you to Order Inquiry (MBS013) Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 135

144 FK6 CUSTHIST Transfers you to Customer History Inquiry (MBS071) FK7 NOTEPAD Transfers you to AR Notepad (MBS345) FK8 PAYHIST Transfers you to the Payment History Inquiry (MBS243) NOTE: From the Credit Management Inquiry List screen, the payment history is in date sequence. Accessing the Payment History when in the individual invoice, the payment history is in invoice number sequence. FK9 ME-AGE Lists the aging for this customer as of the last month end FK12 HELP Brings you to the on-line Array help 11. All open invoices or open and paid invoices, depending upon the option selected, will be displayed. See Invoice Listing Field Definitions. 12. The Aging will show at the bottom of the screen. If you are aging by Invoice Date, the last bucket will always be empty. If you are aging by Process Month, the last bucket will contain the AR invoices which have been through AR month end, but are not yet over 30 days. If aging by Invoice Date, the over 30, 60, etc. are calculated based on today s date. If aging by Process Month, the dates for the aging buckets will come from Age Date Maintenance and will use the current processing month as the age date code. 13. Enter the line number to call in the basic information about the invoice. 14. The Credit Management Inquiry Line Detail screen will appear. Credit Management Inquiry Line Detail Screen 136 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

145 15. There are several function keys that are available. FK1 CUSTMNT Transfers you to Customer File Maintenance (MBS100) FK2 RETURN Returns you to the function keys for the List screen FK3 INVOICE Transfers you to Save Invoice Inquiry (MBS023) FK4 GETNEXT Get the next AR record for this customer or you may press ENTER to get the next AR record for this customer FK5 HEADER Transfers you to the header FK6 CUSTHIST Transfers you to Customer History Inquiry (MBS071) FK7 NOTEPAD Transfers you to AR Notepad (MBS345) FK8 PAYHIST Transfers you to the Payment History Inquiry (MBS243) NOTE: From the Credit Management Inquiry List screen, the payment history is in date sequence. Accessing the Payment History when in the individual invoice, the payment history is in invoice number sequence. FK9 ME-AGE Lists the aging for this customer as of the last month end 16. The basic information about this invoice will be displayed. See Line Detail Field Definitions. Header Field Definitions Credit Management Inquiry Header Screen CUSTOMER Customer Number and Name. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 137

146 SHIP TO The ship to or job number. Depending upon the options selected, the screen may not show a value in this field. CONTACT This is the 4 th address line from the Customer Master File. CALL Date and subject of the last call entered in the AR Notepad. CREDIT LIMIT Total customer credit limit or total job credit limit. DIVISION Division that this customer or job is assigned to. ORD BAL Total amount of orders on file that have not been billed. This is either for the customer or the job depending upon options selected. AR BAL The total amount outstanding for billed items. This is either for the customer or the job depending upon options selected. LAST PAY The date the customer last paid. This is either for the customer or the job depending upon options selected. LAST PAY$ The amount the customer last paid. This is either for the customer or the job depending upon options selected. Header Screen Field Definitions NAME Customer name. ADDRESS Customer s address. PHONE Customer s phone number. FAX Customer s fax number. START DATE The date the customer was added to the customer file. LAST INVOICE The date the customer last received an invoice. MTD SALES Total month to date sales for this customer or job. 138 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

147 GM % Gross margin percentage of month to date sales. YTD SALES Total year to date sales for this customer or job. GM % Gross margin percentage of year to date sales. NOTE: The GM field may not appear if the user does not have permission to view this. HIGH AR BALANCE The highest balance at month end within the last 12 months. AVAILABLE CREDIT The amount of credit this customer or job has left. 12 MO AVE COLLECTION DAYS The average number of days it took for each invoice to be paid within the last 12 months. The purpose of this calculation is to watch for a trend over the year. If the number of days is equal to or exceeds 9999 days, only 9999 will appear in the bucket. This is the formula used to compare the AR balance to sales: (( AR/ SLS)*30) using the figures from each of the last 12 months. CREDIT MANAGER The credit manager code for this customer. PRICING COLUMN The pricing column from the customer record. PO REQUIRED This field determines if a PO number is required to place an order. 0 = PO number is not required 1 = PO number is required SLS Outside salesman number. % The percentage of the total AR balance in the corresponding aging buckets. CURRENT Invoices billed in the current process month or within the last 30 days if aging by invoice date. LAST Invoices that were not billed in the current process month, but are not over 30 days, if aging by process month. 30-DAYS The portion of the AR balance that is over 30 days past due. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 139

148 60-DAYS The portion of the AR balance that is over 60 days past due. 90-DAYS The portion of the AR balance that is over 90 days past due. NOTES The portion of the AR balance that is tied up in promissory notes. LEGALS The portion of the AR balance that has been forwarded to a lawyer or collection firm to collect payment. Invoice Listing Field Definitions LN Line number. INVOICE Invoice number. If there is an * next to the invoice number, then the invoice is being disputed. INDATE Date of the invoice. INV AMOUNT The invoice amount. PAID AMT The amount that has been paid towards this invoice. If the payment has not been updated, then the check information will not show. Once the payment has been updated, the check information will show. BALANCE The balance owed for this invoice. PO#/DISCOUNT The PO number or discount amount, depending upon options selected. If the invoice is Notes, then the last three letters of the PO number will be NOT. If the invoice is Legals, then the last three letters of the PO number will be LEG. ACCUM BAL The accumulated AR balance for this customer or job. Line Detail Field Definitions LN Line number. INVOICE Invoice number. INDATE Date of the invoice. 140 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

149 INV AMOUNT The invoice amount. PAID AMT The amount that has been paid towards this invoice. BALANCE The balance owed for this invoice. PO#/DISCOUNT This is always the discount amount. If there is a * next to the dollar amount, that means the discount has expired. ACCUM BAL The outside salesman prints here for details. TYP Invoice type. 0 = Regular 1 = Credit 3 = On-account 4 = Service Charge 5 = Chargeback 6 = Deposit Check DV Division number. DELQ This flag shows if the invoice has aged past the delinquent days in the Customer Master File and has gone through month end. 0 = Not delinquent 1 = Delinquent REFERENCE Purchase order number. AGE-DATE The date this invoice ages from. TRM-DATE This is the date after which the customer is not entitled to a discount for this invoice. TRM The terms code from the invoice. POST The posting code assigned to the invoice. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 141

150 SHIP The job number or ship-to code. WHSE Warehouse number. MNTH The process month this invoice was originally billed. DIS Disputed flag. If there is a value other than zero in this field, the invoice is flagged as being disputed. PAID-DTE The date payment was received for this invoice. SPECIALNO The Boeing number assigned to this invoice. SWITCH Type of invoice. REGULAR = Regular invoice NOTE = Notes receivable invoice LEGAL = Legal invoice TRANS-DTE The date the AR record was transferred to either Notes Receivable or Legal Receivable. DSO Days Sales Outstanding. If the invoice has been paid, this is the number of days it took to be paid. If the invoice is still outstanding, the number of days since it has been billed. Save Invoice Inquiry (MBS023) This inquiry shows the actual invoice detail that was billed to the customer. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 08 SAVE INVOICE INQUIRY. 3. You are now at the Save Invoice Inquiry screen. 142 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

151 Save Invoice Inquiry Screen 4. There are several function keys that are available. FK2 RETURN Returns you to the sub menu FK5 SEARCH Allows you to do a search FK2 RETURN Exit the search FK3 INVOICE Search by invoice number FK5 CUSTINV Search for invoice by customer FK6 CUSTPO Search for PO number by customer FK7 CUS/ITM Search for an item by customer. An * will be placed beside the lowest price paid. This list is in inverse date sequence. FK8 INVDATE Search by date for customer. This list is in inverse date sequence. FK9 NXT MTH List next month s invoices FK10 ARCHC/I Search archived invoices for an item by customer. An * will be placed beside the lowest price paid. This list is in inverse date sequence. 5. Enter the Invoice Number, or press FK5 to search if you do not know the invoice number. 6. The invoice will appear on the screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 143

152 Save Invoice Inquiry with Invoice Chosen 7. There are several function keys available on this screen. FK1 COMMENT - Transfers you to Order Comment Maintenance (MBS245) FK2 RETURN - Exits out of the program FK3 PRE - Shows previous invoice FK4 NXT - Shows the next invoice FK5 QUAL - Transfers you to Quality/Order Tracking Inquiry (MBS374) FK6 HEADER - Transfers you to the header screen FK7 SEND - Allows you to print, fax, or this invoice FK8 SALES - Shows the profit and tax information for this invoice FK9 ADDRESS - Allows you to see the shipping address, billing address, contact information, or signed for information FK2 RETURN - Returns you to the original summary screen FK7 SIGNED - Shows Signed By name FK8 CONTACT - Transfers you to Contact Maintenance (MBS438) FK9 SHIP TO - Shows shipping address FK10 BILL TO - Shows billing address FK10 RESTART - Relists the invoice from the beginning FK11 ORDER - Transfers you to Order Inquiry (MBS0l3) 8. See Save Invoice Summary Field Descriptions for definitions. 9. There are four types of items that can appear on an invoice: Item Line, Miscellaneous Charges, Tax, and Comments. 144 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

153 10. You may select a line number to see the detail for that line. See Save Invoice Detail Field Descriptions for definitions. 11. There are several function keys available on this screen FK2 RETURN Returns you back to enter another invoice number FK3 RESTART Returns you back to the summary screen with the items re-listed FK4 GETNEXT Show the next item on the invoice FK5 ORDSTAT Transfers you to the Sales Order Entry Status Inquiry FK8 PRICE Shows the price source and cost source Save Invoice Summary Field Descriptions CUSTOMER The customer the items were sold to, and the bill to name and address. SHIP-TO The job number or ship to number if applicable. WAREHOUSE The warehouse number the order was placed in. INV Invoice number. REL Release number. SEQ Sequence number. PO # Purchase order number. DATE The date the invoice was billed. LN Line number on the invoice. ITEM Item number. (for item lines and miscellaneous charges) DESCRIPTION Beginning of the description. (for item lines, miscellaneous charges, taxes and comments) SHIPPD Quantity shipped (for item lines only) Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 145

154 U-PRICE Unit of measurement price (for item lines only) EXTENDED Extended price (for item line, miscellaneous charges, and taxes) PROF-% Profit percent (for item lines only) INV TOTAL Invoice total. This will only appear if the sales was a cash sale. DEPOSITS TAKEN The amount of money given for this cash sale. If the cash amount is greater than the invoice amount, it represents a deposit. This will only appear if the sales was a cash sale. TOTAL If the invoice was a regular charge sale, then the total at the bottom of the screen is for the entire invoice. If the sale was a cash sale, then this is total invoice amount less any deposits taken. Save Invoice Detail Field Descriptions Save Invoice Inquiry Item Detail Screen LN# Line number for the item on the invoice. ITEM/MODEL The item number or miscellaneous charge code. DESCRIPTION The description of the item. 146 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

155 ORDQTY The order quantity. SHIPPED The amount that has been shipped on this release of the invoice. BO/QTY The amount of the item that is on backorder. CIN# The customer s item number. DUE-DATE The date the order is wanted by the customer. PR Price source. This is where the price came from. (i.e. contract, discount group, etc.) CST Cost source. This is where the cost came from. UM-2 Unit of measure. PRICE-4 Sell price. MUP% -20 Mark up percent on this item. COST-3 Cost. This field may not be displayed, depending upon user permissions. GM% -5 Gross margin. This field may not be displayed, depending upon user permissions. TOT-PRICE Total price. TOT-COST Total cost. WEIGHT Weight of the item. DISC% Discount percent. CONTRACT If item came from a contract, the contract the item was on. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 147

156 SLS REP If the salesmen are stored by item, the salesman will show here, otherwise the salesman is listed in the header. VENDOR Vendor number that will be supplying this item. PURCHASING-COMMENT Any purchasing comments. SW-11 Supply warehouse number. RW-12 Receiving warehouse number. TAX Tax override. If the customer is tax exempt, but the item is taxable on this order for this customer, the field will have a Y in it. PO-NUMBER If this item was tied to a purchase order, the PO number and the Sales Order number will appear here. Customer History Inquiry (MBS071) This inquiry will show the summary of sales, profit and AR balance at month end for the last 12 months, as well as last year to date. This is updated by running MBS070 at month end. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 09 CUSTOMER HISTORY INQUIRY. 3. You are now at the Customer History Inquiry screen. 148 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

157 Customer History Inquiry Screen 4. There are two available function keys for this screen. FK2 RETURN Exits out of the program FK5 SEARCH Allows you to search for a customer. There are four possible search methods. ENTER Alpha search C Customer number search T Telephone number search H History search 5. Enter the customer number if known, or press FK5 to perform a search. 6. The Customer History Inquiry Detail screen will appear. Customer History Inquiry Detail Screen Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 149

158 7. There are several available function keys. FK2 RETURN Allows you to enter another customer number FK3 GETPREV See previous customer FK4 GETNEXT See next customer FK6 SEL JOB See information for a particular job FK7 CST TOT Brings you back to the customer totals. This function key is only available if you are in a particular job. FK8 STK DET Shows information from stock sales FK9 DIR DET Shows information from direct sales FK10 GRNDTOT Shows information from all sales 8. See Customer History Inquiry Detail Field Descriptions for definitions. Customer History Inquiry Detail Field Descriptions CUSTOMER Customer number. TOTAL RECORD LAST ME The process month of the last time this customer was month ended. LAST-UPDATE Date this customer was last updated. SALES Total sales for each month. PROFIT Total profit for each month. GM% Total gross margin percent for each month. #INVS Number of invoices sent to this customer for each month. AR-BALANCE The ending AR balance for each month. There will be an * next to the highest AR balance for the year. THIS YR SALES Total sales for this year. PROFIT Total profit for this year. GM% Total gross margin percent for this year. 150 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

159 LAST YR SALES Total sales for last year. PROFIT Total profit for last year. GM% Total gross margin percent for last year. COLL. DAYS This is the formula used to compare the AR balance to sales: (( AR/ SLS)*30) 3-MTHS The average number of days it took for each invoice to be paid within the last 3 months. This is calculated by the formula above. The purpose of this calculation is to watch for a trend over the year. 10-MTHS The average number of days it took for each invoice to be paid within the last 10 months. This is calculated by the formula above. The purpose of this calculation is to watch for a trend over the year. 12-MTHS The average number of days it took for each invoice to be paid within the last 12 months. This is calculated by the formula above. The purpose of this calculation is to watch for a trend over the year. If the number of days is equal to or exceeds 9999 days, only 9999 will appear in the bucket. Customer Balance Inquiry (MBS204) The Customer Balance Inquiry allows you to quickly see aging buckets for up to 30 customers. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 10 CUSTOMER BALANCE INQUIRY. 3. You are now at the Customer Balance Inquiry screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 151

160 Customer Balance Inquiry Screen 4. Enter the Job Selection. 1. Yes - Display Job Total - This will display each job for each customer. 2. No - Do Not Display Job Total This will display customer totals 5. Enter Age Date Code. If you enter 0, you may manually enter dates that you want to use, however they must be in descending order. 6. The aging dates will appear, or you enter them yourself if you entered 0 under Age Date Code. 7. Press ENTER to accept or ESC to select another Age Date Code. 8. Enter the customer numbers that you want to view. Once you have entered all customer numbers (up to 30), press ESC to bypass the other customer fields. NOTE: You must press ESC to bypass any customer number fields that you do not want to fill in. Pressing ENTER will give you the error message CUSTOMER NOT ON FILE. 9. Press ENTER to accept or ESC to re-enter options. 10. The Customer Balance Inquiry Screen for the first customer will appear. 152 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

161 Customer Balance Inquiry for Customer Screen 11. The inquiry will show one customer at a time, however it will show all jobs for the customer before showing the next customer. 12. See Customer Balance Inquiry for Customer Field Descriptions for definitions. 13. Press ENTER to see the next customer or ESC to re-enter options. Customer Balance Inquiry for Customer Field Descriptions CUSTNO Customer number. JOB Job number. NAME Customer name. AR BALANCE The total AR balance for the customer master. CR-LIMIT The credit limit for this customer. TOTAL Shows the portion of the AR balance that is in each bucket. The buckets are not labeled, they are from left to right: CURRENT Total amount of AR balance for invoices billed in current process month or within the last 30 days if aging by invoice date. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 153

162 LAST Total amount of AR balance for invoices not billed in the current process month, but are not over 30 days old. Only valid if aging by process month. OVER 30 Total amount of AR balance over 30 days old. OVER 60 Total amount of AR balance over 60 days old. OVER 90 Total amount of AR balance over 90 days old. NOTE: If you listed by job, the first line is for the customer master where shipto = 0, and then each job is listed and broken down individually. The totals at the bottom are the grand totals for the customer including all jobs. Cash Payment History Inquiry (MBS243) This inquiry shows invoices that were paid and updated, how much was paid, when they were paid and the check number. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 11 CASH PAYMENT HISTORY INQUIRY. 3. You are now at the Cash Payment History Inquiry screen. Cash Payment History Inquiry Screen 4. There are several function keys available. 154 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

163 FK1 OPTIONS Allows you to select inquiry sequence. 1. Invoice Number Go to step 5 to continue. 2. Payment Date Go to step 5 to continue. 3. Check Number Go to step 11 to continue. FK2 RETURN Exits you from the program or brings you back to the previous screen FK3 GETPREV Shows you the previous screen of invoices for this customer FK4 GETNEXT Shows you the next screen of invoices for this customer FK5 SEARCH Allows you to search by customer number, telephone number, alpha search, or use the findit. FK2 RETURN Returns you to the starting screen FK3 ALPHA Allows you to do an alpha search by customer name FK4 TELE Allows you to search by telephone number FK5 CUST# - Allows you to search by customer number FK6 FINDIT Allows you to enter any value within the customer s record, and the system will search the records for matches. FK12 Brings you to the Array on-line help. This is not available 5. Enter the Customer Number if known, or press FK5 to search. 6. Enter the Job Number. If the invoice you are looking for was billed under a job, you MUST enter the job number. 7. Enter the Starting Invoice Number or Starting Pay Date. To see the invoices from the beginning, press ENTER. 8. The Cash Payment History Invoice List screen will appear if you are displaying by Invoice Number or Date. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 155

164 Cash Payment History Invoice List Screen 9. There are several function keys available on this screen. FK2 RETURN Returns you to the starting screen to enter another customer FK3 GETPREV See the previous page of invoices for this customer FK4 GETNEXT See the next page of invoices for this customer FK6 INVOICE Go to the Save Invoice File. This will allow you to enter a line number and transfer you to the Save Invoice File to see the detail, if that invoice exists in the Save Invoice File. FK7 CK HDR Calls the check header screen for the line selected. See Cash Payment History Check Header Field Descriptions for definintons. FK2 RETURN Returns you to the starting screen to enter another customer FK3 GETPREV See the previous page of checks for this customer FK4 GETNEXT See the next page of checks for this customer FK6 DETAIL Allows you to choose a line and then shows you the detail of that line FK12 HELP Brings you to the Array on-line help FK12 HELP Brings you to the Array on-line help 10. See Cash Payment History Invoice List Field Descriptions for definitions. 11. If you want to see the Cash Payment History by Check Number, enter the Customer Number if known, or press FK5 to search. 156 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

165 12. Enter the Job Number. If the invoice you are looking for was billed under a job, you MUST enter the job number. 13. Enter the Check Number. To see the invoices from the beginning, press ENTER. 14. The Cash Payment History Check Number List screen will appear if you are displaying by Check Number. Cash Payment History Check Number List Screen 15. There are several function keys available on this screen. FK2 RETURN Returns you to the starting screen to enter another customer FK3 GETPREV See the previous page of checks for this customer FK4 GETNEXT See the next page of checks for this customer FK6 DETAIL Allows you to choose a line and then shows you the detail of that line FK12 HELP Brings you to the Array on-line help 16. See Cash Payment History Check Number List Field Descriptions for definitions. NOTE: You may print a hard copy by running Cash Payment History Report (MBS203). Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 157

166 Cash Payment History Check Header Field Descriptions Cash Payment History Check Header Inquiry Screen LN Line number. CHECK # Check number. POST DATE Date the invoice was paid. CHECK AMOUNT The amount of the check. BANK Bank number check was deposited into. Cash Payment History Invoice List Field Descriptions LN Line number. INVOICE Invoice number. INV-DATE Invoice date. INV-AMOUNT Invoice amount. THIS-PAY The amount that was paid with this check. BALANCE How much is still owed. 158 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

167 PAY-DATE Date the invoice was paid. CHECK# Check number that was used to pay the invoice. TY Type of invoice. 0 = Regular Invoice 1 = Credit Memo 3 = On-Account Payment 4 = Service Charge 5 = Chargeback 6 = Check Deposit PC Posting Code = Whatever posting code was used. These codes are user defined. B = Written off to bad debt N = Closed to Notes Receivable BATCH The batch number this invoice was paid on. Cash Payment History Check Number List Field Descriptions LN Line number. CHECK # Check number. POST DATE Date the invoice was paid. CHECK AMOUNT The amount of the check. BANK Bank number check was deposited into. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 159

168 Accessing the AR Notepad AR Notepad (MBS345) The AR Notepad can be used to store collection notes about a customer. These notes are not job specific. There is no limit to the number of subjects a customer can have. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 12 AR NOTEPAD. 3. You are now at the AR Notepad screen. AR Notepad Screen 4. There are several function keys available on this screen. FK2 RETURN Exits out of the program FK5 ALPHA Allows you to perform a customer search FK2 RETURN Returns to customer number entry FK3 ALPHA Search by alpha code FK4 CUST# - Search by customer number FK5 TELE# - Search by telephone number FK6 CUSTNO Allows you to enter a customer number FK7 MYCALLS Shows a tickler file of calls that has been flagged as needing a reminder as to when to next call the customer. This is based on the user s signon. FK8 ALLCALL A tickler file of calls for all users FK10 PRINT Generate a hard copy of notes by customer and subject 160 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

169 Mycalls & Allcalls Mycalls and Allcall will list calls by date within each caller. The directions are the same for both. 1. Enter the AR Notepad as discussed in Accessing the AR Notepad. 2. Press FK7 MYCALLS or FK8 ALLCALL. 3. The AR Notepad Mycalls or Allcall List screen will appear. AR Notepad Mycalls List Screen 4. See Mycalls or Allcall Field Descriptions for definitions. 5. Enter a line number of a call to get additional function keys, or press FK2 RETURN to go back to the main screen. 6. There are several function keys available once you have selected a call. FK3 REVIEW Review selected call subject. See Adding Notes for more information. FK4 DELCALL Deletes the note from the tickler file, but not the original notes NOTE: The only way to remove calls from Mycalls or Allcall, is to press FK4 DELCALL. FK5 ALLCALL Switches you to the Allcall list FK6 MYCALLS Switches you to the Mycalls list FK8 CANCEL Returns you to the main screen 7. See Adding Notes for more information. Mycalls or Allcall Field Descriptions LN Line number. CALLER User ID. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 161

170 DATE Date that you want to call the customer. CUSTNO Customer number. NAME Customer name. SUBJECT The subject of the call. Adding Notes Notes can be added for a customer who has not had any previous notes, or they can be added for clients with existing notes. New Customer or No Existing Notes 1. Enter the AR Notepad as discussed in Accessing the AR Notepad. 2. Enter customer number. 3. The AR Notepad screen will appear. The header will be filled in and function keys will be available. See AR Notepad Header Field Descriptions for definitions. AR Notepad Screen for New Customer 4. There are several function keys available for this screen. FK2 RETURN Brings you back to the main page FK3 SUBJECT Lists subjects for this customer FK4 ADDSUB Allows you to add a new subject NOTE: A subject cannot be added without any notes attached. 162 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

171 FK7 MYCALLS Transfers you to the Mycalls tickler file FK8 CONTACT Transfer you to Contact Maintenance (MBS438) for this customer 5. Press FK4 ADDSUB. 6. Enter the subject line, press ENTER. NOTE: We recommend that you keep subjects consistent throughout the company for all customers. By doing this, if you want to print the notes for a particular subject for all customers, it can be easily accomplished. 7. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. NOTE: We recommend that you date each entry. The system will not date it for you. 8. You now have three function keys available. FK6 ADD Add this note FK7 MODIFY Modify this note FK8 CANCEL Cancel this note without saving it 9. Press FK6 ADD. NOTE: A subject can not be added without any notes attached. 10. See Customer with Existing Notes for additional functions. Customer with Existing Notes 1. Enter the AR Notepad as discussed in Accessing the AR Notepad. 2. Select a call off of Mycalls or Allcall, or enter a customer number. 3. Once you have a customer the AR Notepad will show the first screen of notes. See AR Notepad Header Field Descriptions for definitions. NOTE: The fist page of notes displayed were the last ones to be entered. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 163

172 AR Notepad with Existing Notes 4. There are several function keys that are available. FK1 NXTCALL Allows you to enter the next call date for this customer, and the customer and subject will be added to your tickler file in Mycalls or Allcall. FK2 RETURN Brings you back to the main screen FK3 UP-PAGE Shows the previous page of notes within this subject for this customer FK4 DOWN-PG Shows the next page of notes for this customer for this subject FK5 ALPHA This brings up additional function keys FK2 RETURN Brings you back to the main page FK3 SUBJECT Lists subjects for this customer FK4 ADDSUB Allows you to add a new subject FK7 MYCALLS Transfers you to the Mycalls tickler file FK8 CONTACT Transfer you to Contact Maintenance (MBS438) for this customer FK6 DELETE Delete a page or subject FK6 DELPAG Delete current page FK7 DELSUB Delete subject. When you delete a subject, all pages for that subject will be deleted for that customer. FK8 CANCEL Cancels out of delete without changing notepad. NOTE: If you want to delete all notes for a customer, you must delete each subject for that customer. 164 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

173 FK7 LASTCAL Allows you to enter the last time the customer was called about this subject FK8 ADD Add a new page or subject FK6 NEWSUB Add new subject FK7 NEWPAGE Add a new page under the current subject FK8 CANCEL Cancels out of add without changing notepad NOTE: A subject cannot be added without any notes attached. FK9 MODPAG Modify the page being displayed FK10 PRINT Print a hard copy of the notes by customer and subject 5. Press FK8 ADD. 6. Press FK6 to add a new subject or FK7 to add a new page to the current subject. 7. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. NOTE: We recommend that you date each entry. The system will not date it for you. 8. You now have three function keys available. FK6 ADD Add this note FK7 MODIFY Modify this note FK8 CANCEL Cancel this note without saving it 9. Press FK6 ADD. 10. If you want to add pages to existing subjects, press FK5 ALPHA. 11. Press FK3 SUBJECT. 12. Select the line number of the subject you want. 13. Press FK8 ADD. 14. Press FK7 to add a new page of notes. 15. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. NOTE: We recommend that you date each entry. The system will not date it for you. 16. You now have three function keys available. FK6 ADD Add this note FK7 MODIFY Modify this note FK8 CANCEL Cancel this note without saving it 17. Press FK6 ADD. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 165

174 18. Use FK1 or FK7 to mark the call information in the record. AR Notepad Header Field Descriptions CUSTOMER Customer name and number. SHIP TO Ship to or job number. CONTACT This is the 4 th line of the address information in the Customer Master. CALL The date of the last time the customer was called and flagged in the notepad and the subject it referenced. DIVISION Division number. SALESMAN Salesman code. ORD BAL Customer s AR balance. LAST PAY The date a check was last posted against the customer s AR record. LAST PAY$ The amount that was last paid. AR Ranking Inquiry (MBS433) NOTE: Before this inquiry can be used for the first time or to see updated information, MBS033 must be run using option 2 or 3. AR Ranking Categories This inquiry will show all customers ranked based on the outstanding balance and how overdue they are. The information for this query is generated by the AR Ranking Report (MBS033). This query can be used to focus your collection efforts on your worst customers. A = Accounts over 90 days and over entered dollar amount B = Accounts over 60 days and over entered dollar amount C = Accounts over 30 days and over entered dollar amount D = Accounts over 90 days and under entered dollar amount E = Accounts over 60 days and under entered dollar amount F = Accounts over 30 days and under entered dollar amount G = Current Accounts 166 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

175 Running the AR Ranking Inquiry 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 13 AR RANKING INQUIRY. 3. You are now at the AR Ranking Inquiry screen. AR Ranking Inquiry Screen 4. There are several function keys that are available. FK2 RETURN Exit program FK3 GETPREV See previous page FK4 GETNEXT See next page FK5 ALPHA List by rank or customer FK2 RETURN Go back to main screen FK3 RANK List by rank FK4 CUST List by customer FK12 HELP Switches you to Array on-line help 5. Enter the Rank that you want to see first. If you want to start at the beginning of the record, press ENTER through this field. 6. If you entered a rank in step 5, enter the Starting AR Balance. Return through the starting balance to start at the beginning of a rank. 7. The AR Ranking Inquiry List screen will appear. See AR Ranking List Field Description for definitions. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 167

176 AR Ranking Inquiry List Screen 8. The function keys are the same as discussed before, however, FK6 LINE has been added. This will allow you to choose a line number to see the current aging for that customer. 9. Press FK6 LINE. 10. Choose a line number. 11. The AR Ranking Inquiry Detail screen will appear. See AR Ranking Detail Field Description for definitions. AR Ranking Inquiry Detail Screen 12. There are several function keys that are available. FK2 RETURN Go back to list screen FK3 GETPREV See previous customer 168 Inquiries Prophet 21 Array User's Guide Accounts Receivable 9.0

177 AR Ranking List Field Description FK4 GETNEXT See next customer FK6 CRMGMT Transfers you to Credit Management Inquiry (MBS039) FK7 NOTEPAD Transfer you to the AR Notepad (MBS345) FK12 HELP Switches you to the Array on-line help LN Line number. RANK Rank code. See AR Ranking Categories for definitions of rank codes. AR-BALANCE Customer s total AR balance. CUSTOMER Customer number. JOB Job number. NAME Customer name. AR Ranking Detail Field Description CUSTOMER Customer number. JOB Job number. CUSTOMER NAME Customer name. CUSTOMER RANK Rank for that customer. TOTAL AR BALANCE Total AR balance. CURRENT The portion of the AR balance that is not overdue. OVER 30 That portion of the AR balance that is over 30 days old. OVER 60 That portion of the AR balance that is over 60 days old. OVER 90 That portion of the AR balance that is over 90 days old. OVER 120 That portion of the AR balance that is over 120 days old. Prophet 21 Array User's Guide Accounts Receivable 9.0 Inquiries 169

178

179 Reports Overview Any of the reports listed in this section may be printed. You may any of the reports as a Notepad or Wordpad attachment. All print queues begin with the letter "Z". Prerequisites Chapter Topics Daily Bank Deposit Report (MBS037) AR Cash Totals Div/Branch (MBS038) Cash Posting Journal (MBS031) Cash Posting Code Report (MBS139) AR Cash Report (MBS032) Cash Payment History (MBS203) A/R Ranking Report (MBS033) Customer Statements (MBS035) Aged Trial Balance (MBS034) On Account Report (MBS891) Gross Margin Return on Receivables (MBS265) Monthly Cash Posting Journal (MBS430) Cash Receipts GL Report (MBS154) Daily Credit Limit Exception Report (MBS028) Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 171

180 Daily Bank Deposit Report (MBS037) This report was previously discussed. Please refer to the AR Posting chapter for information and instructions. AR Cash Totals Div/Branch (MBS038) This report was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. Cash Posting Journal (MBS031) This report was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. Cash Posting Code Report (MBS139) This report was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. AR Cash Report (MBS032) This report was previously discussed. Please refer to the AR Posting chapter for information and instructions. Cash Payment History (MBS203) This report prints out cash payment information including invoice number, invoice date, total invoice amount, this payment amount, AR balance, payment date, check number, invoice type, post code and the batch number the check was paid in. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 01 CASH PAYMENT HISTORY. 172 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

181 On Demand Reports Menu 4. Press 1 Enter Run Parameters. 5. You are now at the Cash Payment History Print Screen. Cash Payment History Print Screen 6. Enter parameters. A. Enter Report Sequence. 1. Company, Customer, Job, Inv#, Pay Date 2. Division, Customer, Job, Inv#, Pay Date B. If you selected option 2 in Step A, Enter the Division Range. C. Enter the Customer Range. D. Enter the Job Number Range. Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 173

182 E. Enter the Selection of Payment Dates Range. 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. The report is self-explanatory. However, there is one field that needs to be defined. POST CD Post Code 1 99 = User defined post code B = Written off to Bad Debt N = Closed to Notes Receivable NOTE: Payments will not show on this report until the Cash Receipts Dayend has been run. A/R Ranking Report (MBS033) This report will rank customers based on how overdue they are and how much is owed to aid in collection activities. It can be run periodically to reflect the current standings of your customers. This program will also generate the information for the AR Ranking Inquiry. NOTE: The information in this report is current as of the day and time the report was run. AR Ranking Categories A = Accounts over 90 days and over entered dollar amount B = Accounts over 60 days and over entered dollar amount C = Accounts over 30 days and over entered dollar amount D = Accounts over 90 days and under entered dollar amount E = Accounts over 60 days and under entered dollar amount F = Accounts over 30 days and under entered dollar amount G = Current Accounts Helpful Hints You may request a range of categories. You may either exclude category G or select to see only delinquent accounts. Both methods will produce the same report. You may see all customers within a date range (Over 90, Over 60, or Over 30) without separation due to the entered dollar amount by entering an amount of $0 for the cut-off. This report may be run in summary or detail. The detail will show all invoices that are open on the AR file, just like the AR Aged Trial Balance (MBS034). This report may be run to print a hard copy report, to update the AR Ranking Inquiry, or both. The AR Ranking Inquiry s information will not change unless this program is run to update it. 174 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

183 Running the AR Ranking Report 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 02 AR RANKING REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Select Inquiry Option. 1. Generate Report Only 2. Generate Inquiry Information Only 3. Generate Both Report And Inquiry Information B. Select Report Sequence. NOTE: If you are generating ranking inquiry information, you can not use options #8, 10, or Ranking, Customer 2. Division, Ranking, Customer 3. Warehouse, Ranking, Customer 4. Group, Ranking, Customer 5. Ranking, D/B, Customer 6. Division, Ranking, D/B, Customer 7. Warehouse, Ranking, D/B, Customer 8. A/R Balance This report sequence will give you the straight AR balance, with no regard to ranking. This option is only valid if using Report Only Sequence. 9. Group, Ranking, D/B, Customer 10. Credit Mgr, Ranking, Customer This option is only valid if using Report Only Sequence. 11. Credit Mgr, Ranking, D/B, Customer This option is only valid if using Report Only Sequence. NOTE: D/B = Descending Balance. C. Depending upon the option selected in Step B, the system will prompt you to enter the Customer Number Range, Division Range, Warehouse Range, Group ID Number and/or Credit Manager Range. D. Enter the Rank Range. E. Enter 1 if you want to eliminate the accumulated balance column. F. Select the Report Option. 1. Detail Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 175

184 2. Summary G. Select Job Totals 1. Yes - Print Job Total 2. No - Do Not Print Job Total H. Select Report Type. 1. Print All 2. Print Delinquent Only 3. Print Only Cust's With Balance I. Select AR Aging Option. 1. Use Current Process Month To Determine Aging Use this option always at Month End. 2. Use Current Process Month -1 To Determine Aging Use this option at all other times if you are aging using the Process Month. 3. Enter Process Month/Age Dates Use this option at all other times if you are aging using the Invoice Date. J. If you selected option 3 in Step I, enter the Age Date Code. If you want to enter your own dates manually, enter 0. K. If you selected option 3 in Step I and entered 0, enter the Aging Dates Dates must be in descending order. L. Press ENTER to accept the dates. M. Enter the Ranking Dollar Amount. This distinguishes between ranks A & D, B & E, C & F. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is one field that needs to be defined. If ***** is left of the credit limit, then the customer is over their credit limit. Customer Statements (MBS035) Customer statements are customized for each TradePower client. Each client may have different parameters to enter. Customer statements will be current as of the day and time they are run. To get a statement as of Month End, sign all the way off the system and sign on as arme. If this sign on requires a password, repeat arme. If this sign on is not on your system, call Operations Support to set this up. The options discussed in this section are sample options. NOTE: If you want to show paid invoices and/or Month to Date payment information, statements must be run either BEFORE Month End program (MBS080) or by using the arme sign on before the next month end is run. 176 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

185 Running Customer Statements 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 03 CUSTOMER STATEMENTS. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select AR Aging Option. 1. Use Current Process Month To Determine Aging Use this option always at Month End. 2. Use Current Process Month -1 To Determine Aging Use this option at all other times if you are aging using the Process Month. 3. Enter Process Month/Age Dates Use this option at all other times if you are aging using the Invoice Date. B. If you selected option 3 in Step A, enter the Age Date Code. If you want to enter your own dates manually, enter 00. C. If you selected option 3 in step A and entered 0, enter the Aging Dates Dates must be in descending order. D. If you entered dates in Step C, press ENTER to accept the dates. E. Select the Report Sequence. 1. Customer Number 2. Division, Customer Number 3. Customer Alpha 4. Division, Customer Alpha 5. Zip, Customer Alpha 6. Division, Zip, Customer Alpha 7. Zip, Customer Number 8. Division, Zip, Customer Number F. Depending upon the option selected in Step E, the system will prompt you to enter the Customer Number Range, Division Range, Customer Alpha range, and/or Zip Code Range. G. Enter if you want the Division Name to print. This will print in the remit to. 0 = Yes 1 = No NOTE: If your statements have a preprinted logo with the remit address on them, select option 1. Do not print the remit address. H. Select Print Option. 1. Print All Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 177

186 2. Print Only Cust. With A Balance 3. Print Delinquent Only I. Select Paid Off Invoice Option. 1. Do Not Print 2. Print NOTE: Paid invoices will show with a $0 amount. J. Select Forms Alignment. This prints a statement form with all X s to check the printer s alignment. 1. Yes 2. No K. Select Job Option. 1. Master And Job Statements This will print a statement for the master account and statements for each job. 2. Job Acct Subtotal On Master Stmt 3. Master Stmt W/No Job Break Down L. Select Credit Balance Option. This lets you decide if you want to print statements for those customers that have credit balances. 1. Do Not Print 2. Print M. Enter Statement Date. If you leave the field as 99/99/9999, then the date the statements were printed will be used. N. Select Invoice Type to Include. 1. Regular Invoices 2. Notes Receivable Invoices 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The Statements are self-explanatory. Aged Trial Balance (MBS034) This report lists all Accounts Receivables owed at this point in time. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 04 AGED TRIAL BALANCE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. 178 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

187 A. Select Report Sequence. 1. Customer 2. Salesman, Customer 3. Division, Customer 4. Salesman, Division, Customer 5. Division, Salesman, Customer 6. Warehouse, Customer 7. Warehouse Summary This option will print a 1 page summary of the outstanding AR balances broken down by warehouse. 8. Division, Customer Type, Customer 9. Group, Warehouse, Customer 10. Credit Manager, Customer 11. Credit Manager, Division, Customer B. Depending upon the option selected for Step A, the system will prompt you to enter the Customer Range, Salesman Option, Division Range, Warehouse Range, Group ID, and/or Credit Manager Range. C. Select Job Totals option. 1. Yes - Print Job Total 2. No - Do Not Print Job Total D. Select Report Option. 1. Detail This report option will give you a detailed AR account by customers showing invoices and invoice types. 2. Summary This report option will show the same information as in the detail, but without the invoices and types. 3. Condensed Summary This report option will only show the customer number, name, telephone, AR balance and aging. E. Select Report Type. 1. Print All 2. Print Delinquent Only 3. Print Only Cust's With Balance F. Select AR Aging Option. 1. Use Current Process Month To Determine Aging Use this option always at Month End. 2. Use Current Process Month -1 To Determine Aging Use this option at all other times if you are aging using the Process Month. 3. Enter Process Month/Age Dates Use this option at all other times if you are aging using the Invoice Date. G. If you selected option 3 in Step F, enter the Age Date Code. If you want to enter your own dates manually, enter 0. Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 179

188 H. If you selected option 3 in Step F and entered 0, enter the Aging Dates Dates must be in descending order. I. Decide if you want to age to 150 days. Y = Extend aging to 150 days N = Do not extend aging J. Press ENTER to accept the dates. K. Select On-Account Deposit Option. This option only relates to deposit checks, not to on-accounts created through cash posting. 1. Display On-Account Deposits 2. Do Not Display On-Account Deposits L. Select Include Payments Option. 1. Include Payments 2. Do Not Include Payments M. Select Customer Sequence. 1. Customer Number 2. Alpha Code N. Select Warehouse Source Only valid if warehouse selection is used. 1. Invoice Record 2. Customer Master Record O. Select Invoices to be Included. 1. A/R 2. Notes 3. Legals 4. All P. Select to Include New Invoices. 1. Yes, Include All New Invoices 2. No, Don't Include New Invoices This allows you to enter an aging date so that invoices after that aging date do not print. Q. If you select option 2 in Step P, enter age date beyond which invoices will be excluded(mm/dd/ccyy) NOTE: This is the aging date, NOT the invoice date. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there are several fields that need to be discussed. Total Line DSO Days Sales Outstanding 180 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

189 % - This is the percent of the total AR balance that is in each aging bucket. INVOICE TYPE INV Regular invoice SVC Service charge CRE Credit memo RAP On-account ADJ Chargeback DOA Check deposit on-account If the report was run by Credit Manager: #CUST The number of customers for the credit manager 12-MOS-SALES Total 12 months of sales for all customers for that credit manager 3MO*COLL The average 3 months collection for customers for credit manager REMAINING Total still needed to be collected NOTE: Depending upon the option selected in Select Report Option (Step 5D), the reports may not have some of the fields discussed above. On Account Report (MBS891) This report will list on-account payments and un-posted deposit checks. NOTE: On-account payments are payments posted to AR without being applied to an invoice. Deposit checks are created through check deposit posting. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 05 ON ACCOUNT REPORT. 4. Press 1 Enter Run Parameters. 5. The On Account Report Screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 181

190 On Account Report Screen 6. Enter parameters. A. Enter Customer Range. B. Enter Job Range. C. Indicate Invoices to Select. 1. Check Deposit Records 2. On Account Payments 3. Both 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. The report is self-explanatory. However, there are several fields that need to be discussed. INVOICE Invoice numbers that begin with 90 are on account payments. Invoices that begin with 91 are check deposits. REFERENCE For Check Deposits, this is the batch the checks were posted under. TP CD Type Code 3 = On account 6 = Check deposit DP CD Dispute Code 0 or Space = Not disputed 1 99 = User defined value for dispute 182 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

191 Running the Gross Margin Return on Receivables Report Gross Margin Return on Receivables (MBS265) The purpose of this report is to identify and report customers that fall short of established GMROR goals. The report also provides summaries, by branch and total company the collective totals for both the customers that are on the report and those that are not. For each customer selected, the report shows: 1. Sales Dollars and Gross Margin Percent broken down by Warehouse and Direct for each of the last four (4) months. 2. Average collection days, (combined), and GMROR, (Warehouse and Direct), for each of the four (4) months periods. To be shown on the report a customer must meet the following conditions: The customer must have had sales in three (3) of the last four (4) months. Sales for the last four (4) months must be at least The customer must have failed to reach the GM percent or GMROR goals for either Warehouse or Direct Sales. For customers that meet the above criteria, if they have not had any direct sales for the last four (4) months, information for directs are not shown, but everything else does. At the end of the report we recap by Division all figures. The totals are broken down by amount of Customers which showed up on report, by amount of Customers that did not show of report, then grand total. The sequence for the detail of the report is Division/Customer, page break on Division Break. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 06 GROSS MARGIN RETURN ON RECEIVABLES REPORT. 4. Press 1 Enter Run Parameters. 5. The Gross Margin Return On Receivables Screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 183

192 Gross Margin Return On Receivables Report Screen 6. Enter parameters. A. Enter Division Range. B. Enter Customer Range. 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. The report is self-explanatory. Monthly Cash Posting Journal (MBS430) The Monthly Cash Posting Journal Report shows all activity through cash posting, which has been through the daily update. This is the summary of all Daily Cash Posting Journals. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 07 MONTHLY CASH POSTING JOURNAL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Print Selection Parameters. 1. Print A Batch Range 2. Print A Date Range 184 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

193 B. Depending upon the option selected in Step A, enter the Batch Range or the Date Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. The fields are the same as the Daily Cash Posting (MBS031), however, there is a summary of all the batches is on the bottom of the report, and the batches print within the date. Any batches missing totals will have an * next to it. If any of the totals have an *, contact Prophet 21 Technical Support. Cash Receipts GL Report (MBS154) This report lists the GL codes used in Cash receipts and shows the detail (customer number, check number, amount) of each posting. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 19 ON DEMAND REPORTS MENU. 3. From the On Demand Reports Menu, select 08 CASH RECEIPTS GL REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Period Selection. 1. Today's Records 2. Monthly Records B. If you selected option 2 in Step A, enter the Date Range. C. Enter Batch Range. D. Enter Account Range. E. Enter the Sort Selection. 1. Warehouse 2. Division F. Depending upon the option selected in Step E, enter the Warehouse Range or the Division Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is one field that needs to be explained. BK Bank number Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 185

194 Daily Credit Limit Exception Report (MBS028) This report shows all customers who are over their credit limit. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 24 AR MANAGER S MENU. 3. From the AR Manager s Menu, select 01 DAILY CREDIT LIMIT EXCPT REPORT. AR Manager s Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Option. 1. Today's Customers This option will show all customers over their credit limit that placed an order or were billed today. Go to Step B to continue. 2. All Customers This option will show all customers over their credit limit. Go to Step 6 to continue. B. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. However, there is one field that needs to be explained. The dates that are shown are the aging dates If aging by Invoice Date, the system automatically calculates 30, 60 and 90 dates. 186 Reports Prophet 21 Array User's Guide Accounts Receivable 9.0

195 If aging by Process Month, the system uses the age code based on the current process month to determine dates. Prophet 21 Array User's Guide Accounts Receivable 9.0 Reports 187

196

197 Service Charge Generation Overview Service charge generation within the Array system is totally controlled by the user. No set time of month is established for the generation of service charges, although most users run them either at month end, or around the 15 th of the month. By running the service charges around the 15 th of the month, this allows your customers to pay old invoices on the 10 th s payments. Prerequisites Control files MBS132, MBS100, MBS024 and MBS130 must be set up to run service charges. Chapter Topics Control File Settings Build Service Charge Work File (MBS009) Detailed Service Charge Report (MBS239) (Optional) Post Service Charge Work File (MBS010) Print Service Charge Invoices (MBS003) Purge Service Charge Work File (MBS011) (Optional) Special Conditions Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 189

198 System Processing Parameter (MBS132) Control File Settings The control files should have been set up prior to using service charges. The control files were discussed in the manual in the Control File Chapter. Please refer to the specific topic within that chapter for directions on use. This section will list the control file programs and what fields need to be set. CR-CTR The Credit Center Option. 0 = Calculate Service Charges by Division 1 = Calculate Service Charges by Warehouse 2 = Calculate Service Charges by Customer MIN-SVC-$ Minimum Service Charge Balance. The minimum AR balance that a customer must have to be charged a service charge. It is recommended that the user set this at whatever level is necessary to prevent generation of service charges that are considered too small to bother with. (I.e. service charges under $1.00) MIN-SVC-INV Minimum Service Charge Invoice. The minimum service charge amount that a service charge INVOICE will be generated for. This does not mean a service charge less than this amount will not be generated. The service charge under this amount will be generated, and will show on the customer s statement, but a separate invoice will not be produced. System Processing Parameter II (MBS432) SVC-CHG-COMM Option used to determine if an I comment line should be added to the service charge invoice when the save invoice record is created that reads, This service charge was calculated on the balance of. The balance used to prepare the service charge invoice in MBS010 will be included. Y = Create a comment line on service charge invoices N = Do not create a comment line on service charge invoices Customer File Maintenance (MBS100) STMT Statement Code. 0 = Generate both statements and service charge INVOICES for this customer. 1 = Generate statements, but not service charge INVOICES for this customer. 2 = Generate no statements or service charge invoices for this customer. NOTE: This statement option does not affect the CALCULATION of service charges. It only relates to the PRINTING of service charge INVOICES. 190 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

199 SVC Service Charge Code. This flag determines if a service charge is to be calculated. 0 = Do not charge service charge 1 = Charge on over 30 minus Disputed minus all credits 2 = Charge on over 60 minus Disputed minus all credits 3 = Charge on over 30 minus Disputed 4 = Charge on over 60 minus Disputed SVC-% Service Charge Percent. This is the percentage that this customer will be charged as a service charge for overdue invoices. To enter a 1-½% service charge, 1.5 would be entered in this field. NOTE: D-DAYS, CR-DAYS, and CR-LIMIT have NOTHING to do with the calculation of service charges. Credit Center Queue Name Maintenance (MBS024) This program tells the system where to print the service charge reports and the service charge invoices. Service charge invoices DO NOT go to the normal invoice printing queues. You must set up a credit center queue for every division if the CR-CTR option in System Processing Parameter (MBS132) is set to 0. A credit center queue for every warehouse must be set up if the CR-CTR option is set to 1. A credit center queue for credit center 1 must be set up if the CR-CTR option is set to 2. INV-QUEUE Where the service charge invoices for this division/warehouse should print. REPORT-QUEUE Where the service charge report for this division/warehouse should print. AR Aging Date Maintenance (MBS130) This program determines the periods that the service charge generation program will use to determine what invoices are overdue. DATE-1 Current month DATE-2 Invoice less than or equal to this date will be considered over 30 days overdue. DATE-3 Invoices less than or equal to this date will be considered over 60 days overdue. DEL-DATE This field has no bearing on service charge generation. Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 191

200 Miscellaneous Charge Maintenance (MBS118) This program is used to enter and maintain a table of miscellaneous charge records that will be used during order entry and billing. Each time a miscellaneous charge is entered during order entry or billing it is validated against this table and if the charge does not exist in this table the user will get an error. Records created with a warehouse number of zero will be used as a default and the system will automatically generate a miscellaneous charge record for the warehouse that the order is being entered from. It is only necessary to set up one miscellaneous charge record for warehouse zero for each type of miscellaneous charge. The G/L account number can be entered for each code. The month-todate totals will be extracted when the Create Journal Entries Program (MBS155) is run and these totals will be automatically fed to the general ledger. The Today, Previous Day, and Month-to-date amounts are updated when the Daily Update Program (MBS007) is run. These records are inputted to the Daily Miscellaneous Charge Journal (MBS025). The totals are zeroed when the Month Start Program (MBS282) is run. CHARGE-CD Miscellaneous charge code. For service charges, this should be SVCCHG. DESCRIPTION Description of the service charge codes. For service charges, this should be SERVICE CHARGE. NOTE: If you have a miscellaneous charge code of SVCCHG, the system will pick up the description of the miscellaneous charge and print it on the service charge invoice. Do not create this miscellaneous charge code SVCCHG if you are using MBS432 or MBS129. Comment Item Maintenance (MBS129) This program is used to enter and maintain stored comments to be used at order entry and billing. When one of the stored comment codes is entered during order entry or billing the description associated with the code is copied into the order or invoice. This can save a lot of typing for comments that may be used repetitiously. DESC-CODE Description code used to access stored comments. (12 characeters) For service charges, this should be SVCCHG DESCRIPTION Four available comment lines (30 characters each) which will be copied into an order or invoice during order entry or billing if the code associated with the description is entered as a comment. NOTE: If you have a stored comment code of SVCCHG, the system will pick up the description of the stored comment and print it on the service charge invoice. Do not create this stored comment code SVCCHG if you are using MBS432 or MBS Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

201 NOTE: There are three programs that could be used to create a service charge comment. You need to decide which one to use and only use that one. The three programs are: MBS432, MBS118 or MBS129. Creating the Build Service Charge Work File Build Service Charge Work File (MBS009) Once the appropriate control files are set up, you may prepare to generate service charges. Before generation, it is recommended that all cash receipts processing for the day be finished, and that a Cash Receipts Update be run to ensure that any invoices paid up through the day of generation are accounted for. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 01 BUILD SERVICE CHARGE WORK FILE. Service Charge Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter the Credit Center Range. This will be a range of divisions if the CR-CTR option in System Processing Parameter (MBS132) is set to 0 and a range of warehouses if the CR-CTR option is set to 1. It is recommended that you leave the defaults of 00 to 99 unless you are running service charges for a limited range of divisions or warehouses. B. Enter the Stored Comment (optional). The only comments accepted here are those that are defined in Stored Comment Maintenance (MBS129). Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 193

202 C. Enter the Job Account Option. Y = Jobs set up under customers will receive their own service charge. N = The job AR balance will be included in the calculation of service charge for the entire customer. D. Enter the Exclude Customer Type option. You may enter a customer type, which will exclude all customers with this type from service charge calculation. This is most helpful when government customers are all entered with the same type of customer. E. Choose AR Aging Option. 1. Current Month + 1 (Used As Default For Aging By Process Month). Go to Step F to continue. 2. Current Month (Used As Default For Aging By Invoice Date). Go to Step F to continue. 3. Enter Process Month/Age Dates. Go to Step I to continue. F. If you choose options 1 or 2 in step E, the system will show the aging dates for calculation service charges. The system will show Current, Over 30 and Over 60. G. Enter the Service Charge Invoice Date. If you want today s date, make sure the date field has all 9 s in it, and enter through it. H. Go to step L to continue. I. If you chose option 3 in step E, enter the Age Date Code. This is the codes set up in AR Aging date Maintenance (MBS130). J. The screen will now display the aging dates showing Current, Over 30 and Over 60. If they are correct press ENTER, or if they are incorrect, press ESC to enter a new code. K. Enter the Service Charge Invoice Date. If you want today s date, make sure the date field has all 9 s in it, and enter through it. L. Enter the Sequence Selection. 1. Customer Master Credit Center. Each customer will receive one service charge based on their entire AR balance, if they meet the criteria, regardless of the warehouse they purchased from. 2. Invoice Credit Center. The customer will receive a service charge, if they meet the criteria, for every warehouse they purchase from. WARNING: If you use Invoice Credit Center option, the service charge calculation is based on the AR balance for each warehouse, NOT the total customer AR amount. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 194 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

203 8. If an old work file for service charges is still in the system, the following message will be displayed: FILE NOT PURGED: DO YOU WANT TO PURGE? (Y/N) Y = Yes. The old file is purged, and the new file is processed. N = No, the file will not be purged. 9. If you entered N in step 8, another message will be displayed: DO YOU WANT TO REPRINT THE REPORT? (Y/N) Y = Yes. The old report will be reprinted. N = No. The old report will not be reprinted. Re-run the program by pressing 7 Run Program at the 1 7 screen. 10. The fields on the screen are self-explanatory. NOTE: MBS009 may be run as many times as needed. Running the Detailed Service Charge Report Detailed Service Charge Report (MBS239) (Optional) At any time during the processing of service charges, you may request to see the Detailed Service Charge Report (MBS239). This report will show the balances used to calculate service charges for each customer, as well as how much was disputed, how much was accounted for by current credits, what percentage was used to calculate the charge, and what service charge code is set up in the customer master record. This report will display the service charges calculated by the system, and, if run after the service charges have been posted, the actual amount of the service charges as they appear in the Save Invoice File. It is recommended that you run this report and save it to support any questions that may arise from your customers about the calculation of service charges. This report may be printed. You may any of the reports as a Notepad or Wordpad attachment. All print queues begin with the letter "Z". 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 04 DETAILED SERVICE CHARGE REPORT. 4. Press 1 Enter Run Parameters. 5. The Detailed Service Charge Report screen will appear. Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 195

204 Detailed Service Charge Report Screen 6. Enter parameters. A. Enter the Credit Center Range. This will be a range of divisions if the CR-CTR option in System Processing Parameter (MBS132) is set to 0, and a range of warehouses if the CR-CTR option is set to 1. It is recommended that you leave the defaults of 00 to 99 unless you are running service charges for a limited range of divisions or warehouses. B. Decide if you want to Include Customers with a Service Code of 0. Y = Yes N = No C. Select report Sequence. 1. Customer 2. Credit Center/Customer 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. The fields on the report are self-explanatory. Post Service Charge Work File (MBS010) Once the service charge work file has been created, you may manipulate this field to add or delete customers, or to modify the amount of service charges to any particular customer through the Post Service Charge Work File Program. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 196 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

205 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 02 POST SERVICE CHARGE WORK FILE. 4. You are now at the Post Service Charge Work File Screen. Post Service Charge Work File Screen 5. Enter the Credit Center Range. This will be a range of divisions if the CR-CTR option in System Processing Parameter (MBS132) is set to 0, and a range of warehouses if the CR-CTR option is set to 1. It is recommended that you leave the defaults of 00 to 99 unless you are running service charges for a limited range of divisions or warehouses. 6. Enter the Stored Comment (optional). The only comments accepted here are those that are defined in Stored Comment Maintenance (MBS129). 7. Enter if you want to Post All Service Charges. Y = Yes N = No. This will allow you to modify charges, add or delete customers. 8. If you select no for step 7, you will be brought into the Post Service Charge Work File List Screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 197

206 Post Service Charge Work File List Screen 9. There are several function keys available at this time. FK2 EOJ Go to the end of the job. Do not process service charges any further. This will not create any service charges, but will leave the file as it stands for later processing. FK5 ALPHA Allows you to do an alpha search on service charge customers. FK9 POST ALL Take the file as it stands and creates service charges for all applicable customers. Once all changes have been made to the work file, you MUST press FK9 to create the actual service charges. This function key will bring you back to the question: Post All service Charges? FK11 ADD Add a customer to the service charge work file who did not have a service charge automatically calculated. 10. Enter the line number of the customer you want to modify, press ENTER. 11. The Post Service Charge Work File Detail screen will appear. 198 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

207 Post Service Charge Work File Detail Screen NOTE: The bottom half of the screen does not show any information, you only have to worry about the top of the screen. 12. There are several function keys available at this time. FK1 POST Accept the service charge amount shown for this customer, and bills it directly into the Save Invoice File. FK3 WRITE SVC Accept the service charge amount shown for this customer. Do not bill directly to the Save Invoice File. Wait until all service charges are posted. FK4 MOD AMOUNT The cursor will move to the $-AMOUNT field and allow you to change the service charge amount for this customer. The amount may be changed to 0 to prevent a service charge from being generated. FK6 COM Add a comment to this customer to display on the customer s service charge invoice. This comment may be whatever you wish. FK7 CAN COM Cancel the comment for the customer. FK8 CANCEL Do not do anything to this customer. Go back to the list of all service charges. DELETE SVCCHG Delete this service charge from the work file. 13. Make your additions, modifications for deletions by using the above function keys for the customer. 14. You will be returned to the List screen. Repeat steps 10 though 13 until the work file is correct. 15. Once the work file is correct, press FK9 POST ALL. 16. You now get the message: Post All Selected Credit Center Charges? Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 199

208 Y = Yes, post all. N = No, do not post all. This will bring you back to the first screen. NOTE: All service charges must be posted using FK9 or answering Y to Do you want to post all service charges? Failure to do this will prevent any service charges, except those added using FK Press FK2 to return to the sub menu. NOTE: Once the service charge invoices have been posted, a service charge invoice will be created. The service charge AR record WILL appear on the customer s statement. Once you run MBS010 to Post All service charges, they appear on the AR account automatically. If the service charges were done incorrectly, they need to be backed out using MBS015. and then the Service Charge Generation and Posting needs to be re-run. Print Service Charge Invoices (MBS003) Once all service charges have been posted, you may choose to print the service charge invoices. This must be done within the same day as the posting of the service charges to print all at once. If you do not print them within the same day they are posted, you must select to print the invoices from the save invoice file and enter EACH customer and invoice number to print. NOTE: Service charge invoices, WILL NOT be processed with regular invoices in the jobstream, unless SPECIFICALLY added to the jobstream. Printing Service Charge Invoices 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Menu, select 06 INVOICE PRINT. 200 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

209 Branch System Manager Menu 3. Press 1 Enter Run Parameters. 4. The Invoice Print screen will appear. Invoice Print Screen 5. Enter parameters. A. Select Invoice Print. Choose 3 Service Charge Invoices. 1. Today's Orders 2. Save Invoice File 3. Service Charge Invoices 4. Alignment Test 5. Print Next Month Invoices Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 201

210 B. Enter the Credit Center Range. This will be a range of divisions if the CR-CTR option in System Processing Parameter (MBS132) is set to 0, and a range of warehouses if the CR-CTR option is set to 1. It is recommended that you leave the defaults of 00 to 99 unless you are running service charges for a limited range of divisions or warehouses. C. Press ESC to print ALL invoices (including those already printed), or ENTER to print those invoices not printed yet. 6. The invoices will print to the default print queue set up in the Credit Center Queue Maintenance (MBS024). If you do not want them to print there, you can override the default by pressing 6 Select Print Queue. 7. Press 7 Run Parameters. Purge Service Charge Work File (MBS011) (Optional) This program will purge the service charge work file. If you do not run this program, that is fine, since the file will be purged automatically when you build the new service charge work file. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 03 PURGE SERVICE CHARGE WORK FILE. 4. Press 1 Enter Run Parameters. 5. Enter the Credit Center Range. 6. Press 7 Run Parameters. Special Conditions The service charge program should be run AFTER the Cash Receipts Daily Update (MBS137) has been run for the day. The service charge program may be run at any time during the day. If the program hits a record lock when processing, press ENTER to continue. If no service charge invoices print, check the Credit Center Queue Maintenance (MBS024) to make sure they are being queued to the correct place. Then check the Customer File Maintenance (MBS100) to be sure the STMT code is 0. Go to System Processing Parameters (MBS132) and make sure the service charge amount is greater than the MIN-SVC-INV. Then go back and reprocess the printing phase, making sure to enter the correct range of credit centers. If the system does not seem to calculate the service charges based on the dates that would seem logical, check the dates at the beginning of 202 Service Charge Generation Prophet 21 Array User's Guide Accounts Receivable 9.0

211 the MBS009 report to be sure the Over 30 date is DATE-2. If it is not, reprocess the service charges. If it is, go into Credit Management Inquiry (MBS039) and pull up a customer who has invoices that are over 30 days overdue. Find such an invoice, and enter that line number to pull up the detail. Check the age date of the invoice to make sure it is equal to or before the DATE-2 in the MBS009 parameters. Verify that you are using the correct option. Current Month + 1 = Aging by process month Current Month = Aging by invoice date If you are not sure if all service charges have been posted, go back into Post Service Charge Work File (MBS010). This program will only display service charge invoices that HAVE NOT been added to the customer s file. Prophet 21 Array User's Guide Accounts Receivable 9.0 Service Charge Generation 203

212

213 Dunning Letters Overview Dunning letters run off of the Month End Aging balances. In order to use this function, your MEA code in the Daily Processing Parameter Record (MBS132) must be set to Y or D. Any customers that you wish to consider sending dunning letters to must also be modified. Go into the customer s record and change the DUNS field to Y. All dunning letter programs are accessible from the Service Charge Menu, which can be accessed either from the Accounts Receivable Menu or the System Processing Updates Menu. Prerequisites Chapter Topics Dunning Letter Maintenance (MBS404) Generate Dunning Work File (MBS400) Maintain Dunning Work File (MBS401) Generate Dunning Letters and Report (MBS402) Purge Dunning Work File (MBS403) Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 205

214 Dunning Letter Maintenance (MBS404) NOTE: Once you have set up the language of your dunning letters, you do not need to run this program again, unless you want to change the wording. The letters may be created or modified through Dunning Letter Maintenance (MBS404). This program will automatically suggest dunning letters, which may then be modified. It is a good idea to print a sample from this program before you generate dunning letters. The format of the letters is not maintainable, but the language of the letter is. NOTE: The letter #5 is the least severe letter. The severity then progresses from letter #1 to #2 to #3 to #4. Modifying Dunning Letters 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 10 DUNNING LETTER MAINTENANCE. 4. You are now at the Dunning Letter Maintenance Screen. Dunning Letter Maintenance Screen 5. Enter the code for the letter you want to access, press ENTER. 5 = First Notice. Least severe. 1 = Second Notice 2 = Third Notice 3 = Fourth Notice 206 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

215 4 = Final Notice. Most severe. 6. When you choose a letter code, you will be brought into the letter. Dunning Letter Screen 7. There are several function keys that are available. FK2 RETURN Returns you to the previous screen FK4 GETNEXT Displays the next letter in the file FK7 MODIFY Allows you to modify the letter FK8 DELETE Deletes the letter 8. Press FK7 MODIFY. 9. There are two available function keys. FK2 CANCEL Returns you to the previous screen FK7 MODIFY Allows you to modify the letter 10. For letters #1 through #4, the screen prompts you with instructions. Enter a: G Modify Greeting (up to 30 characters) L Modify message text (up to 12 lines of 40 characters each) FK7 Accept modification 11. For letter #5, the screen prompts you different instructions. Enter a: R=REF Reference Description S=SAL Salutation C=CLO Closing N=CO Company Name D=DEPT Department Name Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 207

216 L=LINE Modifies message text (up to 6 lines of 65 characters each) FK7 Accept modification NOTE: The system will automatically enter the correct amounts for each customer. Dunning Letters #1 through #5 12. Once you have modified the letters, press FK7 MODIFY to accept. Dunning Letter #1 Screen Dunning Letter #2 208 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

217 Dunning Letter #3 Dunning Letter #4 Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 209

218 Dunning Letter #5 Generate Dunning Work File (MBS400) The Generate Dunning Work File program (MBS400) will generate the dunning letters for you, based on the following criteria: Customers with a 0 or negative balance at the last month end will not get a dunning letter. Customers whose last month end balance minus any current month payments is less than $5.00 will not get a dunning letter. Customers whose balance is greater than $5.00, but who have paid any invoices during the current month will get a dunning letter #5. Customers whose balance is greater than $5.00, and who have not paid any invoice during the current month will get dunning letter #1 if they have never received a dunning letter. Customers whose balance is greater than $5.00, and who have not paid any invoices during the current month, and who have received dunning letter #5 before, but have made a payment since the last dunning letter received will get dunning letter #1. Customers whose balance is greater than $5.00, and who have not paid any invoices during the current month, and who have received dunning letter #5 before, and who have not made any payments since the last dunning letter will receive dunning letter #2. If none of the above conditions are met, the customer will receive a dunning letter one greater than the last dunning letter sent, until the letter has reached #4. Here it will stay until you override it, or until the customer sends in a payment. 210 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

219 Running the Generate Dunning Work File 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 06 GENERATE DUNNING WORK FILE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter the Report Selection Range. 1. All Customers 2. Range By Customer Number 3. Range By Alpha Sequence 4. Range By Warehouse B. Depending upon the selection entered above, you may be asked to enter the Customer Number Range, the Customer Alpha Range, or the Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. If a dunning work file already exists a message will appear on the screen: DUNNING WORK FILE ALREADY EXISTS, NL TO DELETE, ESC TO CANCEL. 9. Press ENTER to delete the previous work file, or ESC to cancel. 10. The screen will display the number of records read and the number of letters selected. 11. Press any key to continue. 12. The fields on the report are self-explanatory. Maintain Dunning Work File (MBS401) The Dunning Maintenance program (MBS401) will allow you to change the system s recommended dunning letter. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 07 MAINTAIN DUNNING WORK FILE. 4. You are now at the Maintain Dunning Work File screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 211

220 Maintain Dunning Work File Screen 5. There are several function keys available for this screen. FK2 RETURN Exit out of program FK3 CHG SEQ This allows you to change the sequence this file is shown in. FK2 RETURN Return to previous screen FK5 CUST Customer number sequence FK6 ALPHA Alpha code sequence FK7 WH/CUST First by warehouse number, then by customer number sequence FK8 WH/ALPHA First by warehouse number, then by customer alpha code sequence FK4 GETNEXT See next record in file FK5 SEARCH Allows you to sear for a customer FK2 RETURN Return to previous screen FK5 CUST Search by customer number sequence FK6 ALPHA Search by alpha code sequence FK7 WH/CUST Search first by warehouse number, then by customer number sequence FK8 WH/ALPHA Search first by warehouse number, then by customer alpha code sequence FK6 ADD Add a customer to the dunning work file FK7 MODIFY Make changes to a customer in the dunning work file FK8 DELETE Delete a customer from the dunning work file 212 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

221 FK9 INQUIRE Look at a customer in the dunning work file without altering the record FK10 QUIKFIX Allows you to change the dunning letter number that is to be sent to the customer, without having to display the detail record. 6. Press FK7 MODIFY. 7. Enter the customer number if known. 8. If the customer number is not known, press FK2 RETURN. 9. Press FK5 SEARCH. 10. Choose your search option, then press ENTER. 11. The work file will be listed on your screen. Maintain Dunning Work File List Screen 12. Enter the line number of the customer that you want to modify. 13. The record detail will be displayed. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 213

222 Maintain Dunning Work File Detail Screen 14. Press ESC to display the function key bar and directions. ENTER Modify line FK2 RETURN Cancel request to modify file FK7 MODIFY Accept modification 15. Press ENTER and the cursor will be positioned at the CHANGE TO LETTER field. 16. Enter the correct dunning letter number. 17. Press FK7 MODIFY to accept. 18. There are now two function keys available. FK2 RETURN Return to first screen FK4 GETNEXT See next record in file. Generate Dunning Letters and Report (MBS402) The Dunning Letter & Report Generation (MBS402) will allow you to print a list of the dunning letters sent and to print the dunning letters themselves. This program will also allow you to print samples of the dunning letters. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 08 DUNNING LETTER GEN & REPORT. 4. Press 1 Enter Run Parameters. 214 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

223 5. You are now at the Dunning Letter Gen and Report Screen. Dunning Letter Gen and Report Screen 6. Enter parameters. A. Select Report Option. 1. Report Only 2. Report & Dunning Letters 3. Dunning Letters Only 4. Letter Samples B. Enter the Report Sequence 1. Customer Number 2. Alpha/Customer 3. Warehouse/Customer 4. Warehouse/Alpha/Customer C. Depending upon the selection entered in step B, you may be asked to enter the Customer Number Range, the Customer Alpha Range, and/or the Warehouse range. D. If you selected option 1 in Step A, go to Step 7 to continue. Otherwise go to Step E to continue. E. Enter the Dunning Letter Print Queue. This is where the letters will print. F. Enter the Duns Date. G. Enter the Due Date. 7. Press 6 Select Print Queue. This is the print queue that the report will print at. 8. Press 7 Run Parameters. 9. The fields on the report are self-explanatory. Prophet 21 Array User's Guide Accounts Receivable 9.0 Dunning Letters 215

224 Purge Dunning Work File (MBS403) 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 23 SERVICE CHARGE MENU. 3. From the Service Charge Menu, select 09 DUNNING WORK FILE PURGE. 4. Press 1 Enter Run Parameters. 5. You are now at the Purge Dun Letters Work File Screen. Purge Dun Letters Work File Screen 6. A banner will appear across the screen: WHEN PROGRAM IS RUN ALL RECORDS IN THE DUNNING LETTERS WORK FILE WILL BE PURGED. 7. Press any key to continue. 8. If you want to purge the work file, press 7 Run Parameters. 9. If you do not want to purge the work file, press FK2 to exit the program. 10. The screen will show the number of records read and the number of records deleted. 11. Press any key to continue. 216 Dunning Letters Prophet 21 Array User's Guide Accounts Receivable 9.0

225 AR Month End Overview Month ending the Accounts Receivables system on Array is not a time intensive procedure. If you have kept up to date with your billing and cash receipts during the month, there will be no reason to spend all night at work because it is month end night. Prerequisites Make an extra effort to make sure all Accounts Receivable processing is done for the month. This includes: All invoicing for the month All credit invoicing for the month Applying of all credits and on-account payments to customer accounts All cash receipts applied and updated If your company issues Service Charges, they need to be run once all cash receipts have been applied It is recommended that you print MBS155 (Create Journal Entry List) the day before month end in addition to the normal month end for the first few months to verify that no errors appear on the report!!! It must be run using the List Only option before month end. Chapter Topics Processing the Month End Sample Month End Jobstream Special Considerations for ing & Faxing Invoices Auto Create Journal Entries (MBS155) Month End Balancing Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 217

226 Processing the Month End Once all AR, Billing and Service Charges are done, the system is ready to be month ended. The Month End jobstream will be triggered instead of the normal dayend jobstream. The first part of the jobstream will run the dayend programs, then a copy of the accounts receivables and customer files will be made, then the month end updates will run. Triggering the Month End Jobstream NOTE: The login, ident, password, and Job ID may be different for each client. 1. Log in as autojs. 2. At IDENT enter AUTOJS. 3. At Password enter AUTOJS. 4. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 5. From the Support Facility System Manager Menu, select 05 SYSTEM PROCESSING UPDATES. 6. From the System Processing Update Menu, select 02 JOB STREAM ENTRY. System Processing Updates Menu 7. At Options Available, select 1 to dispatch job. 8. Enter the JOB-ID. In this example it is ARME. 9. Enter A at TYPE. 10. At the C prompt, type T. 11. You will now be prompted with the message: NL TO DISPATCH JOB, ESC TO CANCEL. Press ENTER to run the jobstream. 12. Press ENTER to accept the run number. 218 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

227 13. The system will now activate the TIMER program and display the current time in military time. 14. Enter the time you want the jobstream to run in military time (HH:MM). 15. Once the timer has been initiated for the month end, you do not need to do anything until the next morning. See the Basic Month End Jobstream Programs to see which programs are included in a BASIC month end. To see a complete month end jobstream, please go to the Sample Month End Jobstream section of this chapter. 16. The day after month end has been run, you must verify that everything ran properly. To do so check the printouts that was generated by the jobstream. MBS151 should indicate that all the programs completed. There will be two printouts of MBS120. The first printout should have totals for various control files. These are month end totals. The second printout of MBS120 should have all the same control files with 0 totals. Also, one of the control files printed will be the System Processing Parameter. The first line should show PROC- MO being the old month on the first printout and the new month on the second printout. If any of the above is not true, contact Prophet 21 Technical Support immediately. Optionally, you may check the process period in MBS132 instead of looking at the second report. NOTE: When setting up the Control File Lister (MBS120) for the month end jobstream, please make sure to select the following pieces of information: TAX RECORDS (B) AR WRITEOFF (BD) BANK DEPOSITS (BK) CASH TOTALS BY WHSE (KW) - **NOT CASH TOTALS BY DIV!!!** MISC CHARGES (L) MONTH TO DATE (U) DETAILED INTERNAL SHIPMENT RECORDS (Z1) These are files that are needed when dayend figures are not available to help figure out information from 5 months ago. Not all options may be available in MBS120. Use MBS287 to add the option to MBS120. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 219

228 17. The following steps may be run separate from the month end jobstream. If you are running these steps separately, you may begin posting and billing for the new month. 18. Run your Accounts Receivable Reports and Customer Statements. Since a copy of the AR files was saved when ARMOV. was run, the reports and statements can be run anytime after the month end is done, but before the next month end. NOTE: The login, ident, and password may be different for each client. A. Log in as arme. B. At IDENT enter ARME. C. At Password enter ARME. D. The following is a list of programs that may be run from this sign on. Please refer to the appropriate section of the manual for information and/or directions. You may run any of these as many times as you need to. NOTE: These can be run in your regular month end jobstream if you do not want to process these separately. MBS034 Aged Trial Balance Use CURRENT PROCESS MONTH option. MBS033 AR Ranking Report Use CURRENT PROCESS MONTH option. MBS035 Customer Statements Use CURRENT PROCESS MONTH option. MBS430 Monthly Cash Posting Journal 19. Balance using the month end worksheet. If you have not run MBS072 and MBS079, just balance the AR Trial Balance at this time. Once MBS072 and MBS079 have been run, finish the worksheet. 20. If you have any questions with your Month End, contact Prophet 21 Technical Support immediately. 21. From the Month End jobstream, or the last Dayend jobstream (If they are not combined), keep the following reports: MBS006 Daily Sales Journal MBS020 Daily Tax Journal MBS025 Daily Miscellaneous Charge Journal MBS037 Daily Bank Deposit Report MBS038 AR Cash Total Report/Branch Division MBS067 Monthly Internal Shipment Summary 220 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

229 Basic Month End Jobstream To see a complete month end jobstream, please go to the Sample Month End Jobstream section of this chapter. ARMOV. This program saves a copy of your Accounts Receivable and Customer files so that you can run AR reports after processing for the new month has already begun. MBS120 Month End Control File Lister. This prints the control files. NOTE: When setting up the Control File Lister (MBS120) for the month end jobstream, please make sure to select the following pieces of information: TAX RECORDS (B) AR WRITEOFF (BD) BANK DEPOSITS (BK) CASH TOTALS BY WHSE (KW) - **NOT CASH TOTALS BY DIV!!!** MISC CHARGES (L) MONTH TO DATE (U) DETAILED INTERNAL SHIPMENT RECORDS (Z1) These are files that are needed when dayend figures are not available to help figure out information from 5 months ago. Not all options may be available in MBS120. Use MBS287 to add the option to MBS120. MBS155 Creates month end GL Journal entries. This transfers AR and Sales to the GL (if you are using the Array GL). MBS080 AR Month Start Program. MBS281 Warehouse Month Start. MBS282 Month Start Control Files/Contracts. MBS070 Customer History Update. MBS073 Item History Update. MBS078 Monthly Sales Management Update. MBS215 Customer Sales Analysis Report MBS120 Month start Control Files Totals Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 221

230 Detailed Month End Reports The programs listed below are the update programs. Below each update program is the corresponding reports that can be run. These are usually part of the month end jobstream, but they can be removed and run manually after month end night if the processing takes too much time. You have until the next month end to run these reports. These updates and reports may be accessed using your normal sign on. MBS070 Customer History Update MBS072 Customer History Report MBS073 Item History Update MBS074 Item History Report MBS075 Monthly Usage Report MBS078 Sales Recap History Update MBS079 Sales Recap History Report MBS215 Advanced Sales History Update MBS216 Advanced Sales Summary by Product Line/Item MBS217 Advanced Sales Summary by Whse/Salesman MBS218 Advanced Sales Summary by Whse/Customer Type MBS264 Advanced Sales Summary by Customer/Product NOTE: Do not run the Update Programs outside of the month end jobstream if they have been included in the jobstream. All of the above reports do not have to be run. Your company can decide what reports need to be run. Sample Month End Jobstream The following is a typical Month End Jobstream. The jobstream is made up of Sales Order Entry, Account Receivable, Inventory and Purchasing programs. Please note that the run order is critical. NOTE: Every program listed up to ARMOV. represents your normal Dayend jobstream NOTE: Any program numbers and names that are bolded, are the programs related directly to AR and can be found within this manual Program START. BCKUP. CLEAN. MBS356 Name & Description Auto Jobstream Start Command and terminates Users on the system Backup Data Files Remove Print Files Future Order Lines 222 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

231 MBS726 EDI006 MBS689 MBS045 MBS206 MBS008 MBS008 MBS061 MBS059 MBS005 MBS060 MBS003 EML003 FAX003 MBS006 MBS007 MBS607 MBS599 MBS731 MBS359 MBS022 MBS019 MBS276 MBS064 MBS067 MBS164 MBS165 MBS166 MBS167 MBS235 MBS210 MBS211 MBS027 MBS307 Unlock Purchase Orders EDI Audit Auto B/O Release by Whse (Optional) Create IBT Orders Auto B/O from Receipts Print Tickets Print B/O Tickets Daily PO Receipts Journal Daily PO Journal Held Invoice Status Report Print Un-printed Purchase Orders Print Un-printed Invoices Select Invoices to See Special Considerations for ing & Faxing Invoices section below prior to putting ths program into your jobstream. Invoice Fax See Special Considerations for ing & Faxing Invoices section below prior to putting ths program into your jobstream. Daily Sales Journal Daily Update A/R Audit A/R Inv Exception A/R Inv Update Create J/E Inq Daily Recap Daily Price/Cost Override Report Daily Summary Statistics (Optional) Inventory Adjustment Journal MTD Internal Shipment Report Item Records Maintenance Log (Optional) Warehouse Maintenance Log (Optional) Pricing Record Maintenance Log (Optional) Customer/Job Maintenance Log (Optional) Daily Bookings Journal (Optional) SOE Line Cancellation Journal PO Line Cancellation Journal PO Cost Check Exception Report Save Invoice File Audit Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 223

232 MBS028 MBS020 MBS025 Onestp odr Onestp pdr MBS642 MBS068 MBS069 MBS017 MBS238 MBS076 MBS437 MBS031 MBS139 MBS137 MBS038 MBS241 MBS242 MBS607 MBS201 MBS155 MBS359 MBS714 Daily Credit Limit Exceptions Report Daily Tax Journal (Optional) Miscellaneous Charge Journal (Optional) SOE Detail P/O Detail Recalculate Alloc-B/O-On Order Daily Intransit Journal (Optional) IBT Discrepancy Report Daily Customer B/O Report Pack & Hold Report Monthly Invoice Register (Optional) Cash Receipts Daily Audit (Optional). Information on this program can be found in the Dayend section. Cash Posting Journal. Information on this program can be found in the Dayend section. Cash Posting Code (Optional). Information on this program can be found in the Dayend section. Cash Receipts Daily Update. Information on this program can be found in the Dayend section. AR Cash Totals Div/Branch (Optional). This should be run by warehouse. Information on this program can be found in the Dayend section. Check Deposit Batch Delete. Information on this program can be found in the Dayend section. Cash Receipts Journal Print File Delete. Information on this program can be found in the Dayend section. AR/Sales Control Audit. Information on this program can be found in the Dayend section. C/R Batch Print Inquiry (Optional). Information on this program can be found in the Inquiries section. AR & Sales Interface to GL Run for Report only Create Journal Entry Inquiry Update Line 8 Data in Whse If time is critical, the following jobs could be skipped for the month end. MBS261 Del TPO Records, Whs. Exception Records MBS262 Create Excess Inventory Records MBS086 Schedule Line Buys MBS018 Daily Inventory Exception Report 224 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

233 MBS062 MBS084 MBS326 MBS724 Line Buys Ite */Type Change Update (Optional) Base Price Change Update (Optional) Collect Item Data for FNDIVR The following programs must be run if you are using the AIM system. AIM002 AIM AR and AP Update AIM005 AIM Purchasing Update AIM007 AIM Inventory Update AIM010 AIM Customer Update AIM004 AIM Interface Program Month End Version The following programs must be included in the Month End Jobstream. ARMOV. Moves ME AR to a safe place MORNI. Moves Daily Files to Yesterday The following programs are the Month Start Processing. MBS120 Control File Lister MBS034 Aged Trial Balance (Optional). This can be run in arme. Information on this program can be found in the Reports section. MBS033 AR Ranking Report (Optional). This can be run in arme. Information on this program can be found in the Reports section. MBS035 Customer Statements. This can be run in arme. Information on this program can be found in the Reports section. MBS155 AR & Sales Interface to GL MBS430 MBS080 MBS281 MBS282 Monthly Cash Posting Journal. Information on this program can be found in the Reports section. Month Start Month Start Phase II Month Start Phase III At this point you can skip down to the AUTOJS Section (if you run autojs) or end the jobstream here. The programs listed from this point to the AUTOJS Section can be run at anytime during the next month prior to next month s month end. They should be run in off hours. If your current jobstream can process all of these reports in time, add them to the jobstream each month. Otherwise, create a separate jobstream for these programs. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 225

234 MBS070 MBS073 MBS078 MBS095 MBS215 MBS077 MBS090 MBS091 MBS093 MBS072 MBS079 MBS096 MBS254 MBS255 MBS293 MBS294 MBS301 MBS302 MBS271 MBS272 Customer History File Update Item History Update Monthly Salesman Management Update Turn & Earn Calculation Customer Salesman Analysis Update Distribution Analysis EOQ Calculations EOQ Calculations Exception Report EOQ Update Customer Sales Summary Report Sales Recap History Report Turn & Earn Report Rebate Detail Update (Optional) Rebate Report Commission Update (Optional) Commission Report(Optional) Warehouse Delete/Audit Item Master Delete/Audit Monthly Internal Shipment Update Monthly Internal Shipment Report AUTOJS Section MBS120 ENABL. LASTS. Control File Lister. Totals should be zero. Enables Users back onto System Checks & Verifies Back Up Tape NOTE: There could also be CQCS type jobs that can be incorporated within a jobstream. Special Considerations for ing & Faxing Invoices Here are some important warnings to remember when automatically faxing or ing invoices from the jobstream: There is no way to create a sending error report. s may or may not notify the user who sent the if one did not go through. This is based on how the system that is receiving the e- mail is set up. 226 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

235 If your jobstream is generating your invoices, it is possible to operationally set up the autojs so that it can be forwarded to another signon. It is possible to get an error report showing faxes that did not go through. It is also possible to have an generated to someone to notify that person of faxes that didn't go through. It is not possible to the best of our knowledge to have a file of bad e- mails & faxes that can be re-processed at a later point. However, we have tried to accommodate the need to resend these transmissions by allowing the invoice to be faxed or ed through the Save Invoice Inquiry (MBS023). Please remember that each fax that is processed will take at least a full minute to process. It is not advisable to fax all invoices, as it will take all day to process them. Auto Create Journal Entries (MBS155) The Auto Sales Journal Create program takes all Sales and Cash Receipts information and creates an automatic journal entry from it. This program can be run as report only or as report and update. The automatic Journal Entry program creates an intermediate file. This file is not directly loaded into the General Ledger system. It may be stored for up to one year before being brought into the General Ledger, or it may be ignored and never loaded. NOTE: The Cash Receipts Daily Update (MBS137) MUST be run before creating an interface file. Failure to do so will cause an out-of-balance condition, since cash will be reflected, but AR and GL totals will not. Be sure to run the Daily Update (MBS007) before creating an interface to ensure that all sales figures are properly reflected. Running the Auto Create Journal Entries 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 05 SYSTEM PROCESSING UPDATES. 3. From the System Processing Updates Menu, select 10 AUTO CREATE JOURNAL ENTRIES. 4. Press 1 Enter Run Parameters. 5. You are now at the Auto Create Journal Entries Screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 227

236 Auto Create Journal Entries Screen 6. Enter parameters. A. Select Option. 1. Report Only 2. Report And Make Journal Entry File B. Enter Journal Entry Date. This date becomes the reference date in the General Ledger. This is usually the last day of the month. C. Select the Report Option. 1. Summary This option will show one amount per GL account. 2. Detail This option will show the file that the amount was generated from. D. Decide if you want to include Internals (IBT s). Y equals yes, N equals no. 7. Press 6 Select Print Queue. This is the print queue from which the report will print. 8. Press 7 Run Parameters. 9. Most fields on the report are self-explanatory. However there are some fields that need to be discussed. The report is broken down into two sections. The first section is the Sales Journal section, designated with JE05-. The second section is the Cash Receipts section, designated with JE02-. Each of these sections will balance within itself, or will be forced to balance through the use of the suspense account. If any cash receipts deposit batches are not completely posted, a warning message, WARNING: NOT ALL AR BATCHES HAVE BEEN COMPLETED, will appear at the top of every page in the cash receipts section. If this appears when the file has been updated, the cash amount in the general ledger will be 228 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

237 overstated by the total of the unprocessed deposit records and the out-of-balance will be thrown into suspense. You will then have to take money out of the suspense and cash to correct the situation. Errors will be flagged with ***** in the error column on the report. Any account designated as an error will not post to the account shown, but will post to the suspense account (1111 for sales suspense and 2222 for cash receipts suspense). ERROR-FILES If an account has an error, the report will show what type of record is included in the bad amount. See Correcting Errors to determine which control files you need to correct. This column also shows the detail information if the report is run in detail. WH Warehouse number. CODE This field has many meanings depending upon the type of record. Month To Date Type of sale Tax Code Tax jurisdiction Miscellaneous Miscellaneous charge code Internal Receiving warehouse number Cash Posting Record 0 is the AR for the warehouse. Any value greater than zero is the General Ledger Account Number. Bank Record Bank number Correcting Errors Auto Sales Journal JE05- On the report, if you see errors (*****) to the right of: Month to date record Inquire into MBS140 Tax code record Inquire into MBS104 and/or MBS140 Miscellaneous Inquire into MBS118 and/or MBS140 Internal Inquire into MBS440 NOTE: If you have an error next to Internal, when all the divisions are summed, if the amount equals 0 ($ $500), then there is no real error. Auto Cash Receipts Journal JE02- On the report, if you see errors (*****), locate the code to the amount s immediate left. If that code is: Cash Posting Record A zero (0), then it comes from AR. Inquire into MBS198. Cash Posting Record An amount greater than zero, then it comes from the cash receipts (GL). Inquire into MBS117. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 229

238 Bank Record A number greater than zero refers to the bank number. Inquire into MBS249. AR Writeoff Inquire into MBS450. Month End Balancing Use the Month End Balancing Worksheet to make sure your accounts are in balance. There is a blank worksheet located in the Appendix that you can copy and use. At month end the following reports should be balanced using the worksheet: MBS006 should be balanced to MBS072. The current month sales on the report total line of MBS072 (Customer Sales Summary Report) should be balanced to the new MTD Totals, Sales Amount Column, on the last MBS006 (Daily Sales Journal) of the month. MBS022 should be balanced to MBS079. The current Month-To-Date Sales Amount grand total on MBS079 (Sales Recap History Report) should balance to the Month-To-Date Sales amount of the last MBS022 (Daily Recap Report) of the month. MBS034, MBS006, and MBS038 should be balanced to one another. The trial balance should be balanced every month using the following formula: Last month s trial balance, remaining amount total, plus sales journal total amount for DS & AR rows only, minus the Month-To- Date AR amount on AR Cash Report by warehouse. Should equal this month s trial balance, remaining amount. MBS155 should be verified against MBS120. To verify MBS155 (Create Journal Entry List), you will need the following sections of MBS120 (Control File Lister): Month-To-Date records, Miscellaneous Charge Records, Tax records, Cash Totals by Warehouse, and Bank Records. The actual verification will vary from client to client, based on the set-up of accounts in MBS140 (Sales Journal Account Number Maintenance), MBS118 (Invoicing Miscellaneous Charge Maintenance), MBS104 (Tax Maintenance), MBS198 (Branch-Cash and GL Maintenance), and MBS249 (Bank Deposit Maintenance). NOTE: It is recommended that you print MBS155 (Create Journal Entry List) the day before month end in addition to the normal month end for the first few months to verify that no errors appear on the report!!! It must be run using the List Only option before month end. 230 AR Month End Prophet 21 Array User's Guide Accounts Receivable 9.0

239 Month End Balancing Worksheet Worksheet for Monthly Balancing MBS006: MTD Sales MBS072: MTD Sales MBS022: MTD Sales MBS079: MTD Sales MBS034: Last Month s Remaining Amount + MBS006 AR Sales + MBS006 DS Sales - MBS038 AR Amount ========== = Calculated AR Total Calculated AR Total MBS034 Remaining Balance If MBS006 <> MBS022 or MBS006 <> MBS072 or MBS022 <> MBS079, run MBS307 for Save Invoice File, then fax to Prophet 21 Technical Support. Prophet 21 Array User's Guide Accounts Receivable 9.0 AR Month End 231

240

241 Audits Overview Any of the reports listed in this section may be printed. You may any of the reports as a Notepad or Wordpad attachment. All print queues begin with the letter "Z". Prerequisites Chapter Topics Cash Receipts Daily Audit (MBS437) AR Balancing Audit (MBS607) Invoice File Audit (MBS307) AR Invoice Exception Report (MBS599) Invoices Not Updated (MBS731) Prophet 21 Array User's Guide Accounts Receivable 9.0 Audits 233

242 Cash Receipts Daily Audit (MBS437) This program was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. AR Balancing Audit (MBS607) This program was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. Invoice File Audit (MBS307) This program reads through the Save Invoice records and reports those records where the item detail does not add up to the invoice total. Generally, invoices that appear on this report should be backed out and post billed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 12 SYSTEM FILE AUDITS MENU. 3. From the System File Audit Menu, select 01 INVOICE FILE AUDIT (HDR/DET). 4. Press 1 Enter Run Parameters. 5. You are now at the Save Invoice File Audit Screen. Save Invoice File Audit Screen 6. Enter parameters. A. Select Invoice Audit. 1. Today's Invoice Print File Only the items billed today will be selected based upon the additional parameters entered. 234 Audits Prophet 21 Array User's Guide Accounts Receivable 9.0

243 2. Save Invoice File The entire saved Invoice File will be searched for invoices that meet the additional parameters entered. B. Enter Warehouse Range. C. Enter Invoice Range. D. Enter Customer Range. E. Enter Invoice Date Range. The ending date is usually yesterday s date. If you use today s date as the ending date, then anything that is currently being billed will be included on this report. 7. Press 6 Select Print Queue. This is the print queue that the report will print at. 8. Press 7 Run Parameters. 9. The fields on the report are self-explanatory. However, there are several fields that need to be discussed. TY Item Type 00 = Comment 02 = Miscellaneous Charge 05 = Tax 90 = Temporary Item 98 = Kit Item 99 = Stock Item LN This field is not used. UM Unit of Measure UNIT PR = Unit Price AR Invoice Exception Report (MBS599) This program reads through the Save Invoice File for the data range entered and verifies that all non-cash sale invoices are in the AR file or Cash Payment History file. It also checks to make sure all invoices are in the Monthly Invoice Register File. NOTE: This report does not necessarily means there is a problem with the invoices reported. It only points out invoices that MAY be a problem. If anything shows on this report, please fax it to Prophet 21 Technical Support. Running the AR Invoice Exception Report 1. From the any menu type Type in the program number MBS Press 1 Enter Run Parameters. 4. You are now at the AR Invoice Exception Report Screen. Prophet 21 Array User's Guide Accounts Receivable 9.0 Audits 235

244 AR Invoice Exception Report Screen 5. Enter parameters. A. Enter the Start Date. B. Enter the End Date. The ending date is usually yesterday s date. If you use today s date as the ending date, then anything that is currently being billed will be included on this report. C. Enter Display Option. 1. Do Not Display Progress On Screen 2. Display Progress On Screen 6. Press 6 Select Print Queue. This is the print queue that the report will print at. 7. Press 7 Run Parameters. 8. The fields on the report are self-explanatory. However, there are several fields that need to be discussed. An * will be in the column where the problem is. There can be more than one column marked for each invoice. The columns are: NOT ON AR NOT ON MONTHLY INV 0 INV PROC MONTH = Invoice process month equals 0 Invoices Not Updated (MBS731) This report should be run after Dayend is complete, but before any further billing is done. This report will show all invoices that did not go through the Sales Daily Update (MBS007). 1. From the any menu type Type in the program number MBS Audits Prophet 21 Array User's Guide Accounts Receivable 9.0

245 3. Press 1 Enter Run Parameters. 4. You are now at the Invoices Not Updated Screen. Invoices Not Updated Screen 5. Enter parameters. 1. Print Only 2. Update & Print. This option will recognize that the invoices have not been updated, and that you do not plan to update them, and the system will flag them so they will not appear on any subsequent report. It also prints a report of these invoices. 3. Update Flag. This option will recognize that the invoices have not been updated, and that you do not plan to update them, and the system will flag them so they will not appear on any subsequent report. No report is generated. 6. Press 6 Select Print Queue. This is the print queue that the report will print at. 7. Press 7 Run Parameters. 8. The fields on the report are self-explanatory. However, there is one field that needs to be discussed. AMT Invoice amount Prophet 21 Array User's Guide Accounts Receivable 9.0 Audits 237

246

247 Purges Overview Prerequisites Chapter Topics Cash Receipts Journal Print Batch (MBS242) Service Charge Work File Purge (MBS011) Cash Payment History Purge (MBS202) Check Deposit Batch Delete (MBS241) Dunning Work File Purge (MBS403) Prophet 21 Array User's Guide Accounts Receivable 9.0 Purges 239

248 Cash Receipts Journal Print Batch (MBS242) This program was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. Service Charge Work File Purge (MBS011) This program was previously discussed. Please refer to the Service Charge Generation chapter for information and instructions. Cash Payment History Purge (MBS202) This program will purge Cash Payment History records based on the parameters entered. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 06 SYSTEM FILE PURGES. 3. From the System File Purges Menu, select 03 CASH PAYMENT HISTORY. System File Purges Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Purge Option. 240 Purges Prophet 21 Array User's Guide Accounts Receivable 9.0

249 NOTE: We recommend that you keep at least 1 year of history at all times. 1. Purge Everything Prior To A Specific Date Go to Step B to continue. 2. Keep A Specified Number of Months Go to Step C to continue. B. Enter cut off date. The cash payment records with the pay date on or before entered date will be deleted. Go to Step D to continue. C. Enter the number of months to keep in addition to current month. D. Enter the Report Selection. 1. Purge Listing Required This would provide a printout of the records being purged. 2. No Purge Listing Required 6. Press 6 Select Print Queue. This is the print queue that the report will print at. 7. Press 7 Run Parameters. 8. The fields on the report are self-explanatory. Check Deposit Batch Delete (MBS241) This program was previously discussed. Please refer to the Dayend Processing chapter for information and instructions. Dunning Work File Purge (MBS403) This program was previously discussed. Please refer to the Dunning Letters chapter for information and instructions. Prophet 21 Array User's Guide Accounts Receivable 9.0 Purges 241

250

251 Management Functions Overview Prerequisites Customer Bank Account Maintenance and Lockbox Customer Programming must be performed prior to using Lockboxes. AR Writeoff Maintenance must be set up prior to using the AR Writeoff program. Chapter Topics Lockbox Interface (MBS342) AR Writeoff (MBS451) Transfer to Notes or Legals (MBS452) Prophet 21 Array User's Guide Accounts Receivable 9.0 Management Functions 243

252 Running the Lockbox Interface Lockbox Interface (MBS342) This is a client specific program that must be custom programmed. This program allows you to take a flat file generated by the bank of all checks received into a lockbox and automatically create a deposit posting batch for these checks. 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 24 AR MANAGER S MENU. 3. From the AR Manager s Menu, select 02 LOCKBOX INTERFACE. 4. Press 1 Enter Run Parameters. 5. You are now at the Lockbox Interface Screen. Lockbox Interface Screen 6. Enter parameters. A. Enter the Lockbox File name. B. Select Option. 1. Audit Report Only This option looks at the file to see if a customer there are any customers whose bank account is not recorded in our system. 2. Report And Create Interface This option will produce the audit report and create the deposit batches. C. Select Report Option 1. Detail Lists the check invoice detail (invoice number, invoice amount, discount amount, and net amount) 2. Summary 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 244 Management Functions Prophet 21 Array User's Guide Accounts Receivable 9.0

253 9. The report is self-explanatory. However, there is one field that needs to be explained. When the deposit batch is created, if the customer s bank account is not on file, the check is recorded under customer number AR Writeoff (MBS451) The AR Writeoff program allows AR records to be written off to bad debt. The program will first backout service charges through a journal entry, then make a tax adjustment for unpaid taxes before writing the remaining amount off to bad debt. The invoices that are written off will show in the Cash Payment History as paid, but the posting code will be B. You must set up AR Writeoff Maintenance (MBS450) prior to using this program. NOTE: This report should be saved as a record of detail written off to bad debt. It can not be regenerated at a later point. NOTE: No commissions will be paid on invoices written off to bad debt. Running the AR Writeoff 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 24 AR MANAGER S MENU. 3. From the AR Manager s Menu, select 04 AR WRITEOFF. 4. Press 1 Enter Run Parameters. 5. You are now at the AR Writeoff Screen Prophet 21 Array User's Guide Accounts Receivable 9.0 Management Functions 245

254 AR Writeoff Screen 6. Enter parameters. A. Enter Customer Number. B. Enter Job Range. C. Enter Invoice Number Range. D. If you leave the Invoice Number range as blank to all 9 s, then the following message will appear: ARE YOU SURE YOU WANT TO WRITE OFF ALL INVOICES? (Y/N) Enter Y for yes or N for no. E. Press ENTER to enter additional ranges or ESC if this is the last range. 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. If you press ENTER for Step 6.E., you will now be returned to the Customer Number prompt. Follow Steps 6 through 8 until you have written off all invoices and/or customers. You MUST press ESC in Step 6.E on the final customer or invoice in order to complete the program. NOTE: If you pressed ENTER in step 6.E so that you could enter additional parameters, and you did not press #7 to run in Step 8, the parameters you just entered will be ignored. 10. The report is self-explanatory. 246 Management Functions Prophet 21 Array User's Guide Accounts Receivable 9.0

255 Transfer to Notes or Legals (MBS452) This program allows an AR record to be flagged as a legal receivable or to be consolidated onto a note receivable. You may also transfer a note or legal receivable back to an Accounts Receivable using this program. The original invoice number will be re-instated for legals receivable, however, for notes receivables, the original invoice number is not reinstated, only the note invoice number is transferred. NOTE: We recommend that you only transfer one customer at a time. Running Transfer to Notes or Legals 1. From the Array Master Menu, select 05 ACCOUNTS RECEIVABLE. 2. From the Accounts Receivable Menu, select 24 AR MANAGER S MENU. 3. From the AR Manager s Menu, select 05 TRANSFER TO NOTES OR LEGALS. 4. Press 1 Enter Run Parameters. 5. You are now at the Transfer to Notes or Legals Screen Transfer to Notes Or Legals Screen 6. Enter parameters. A. Enter Customer Number range. NOTE: We recommend that you only transfer one customer at a time. B. Enter Job Range. C. Enter Invoice Number Range. D. Enter the Type of Invoice to Change to. L = Legals Go to Step F to continue. Prophet 21 Array User's Guide Accounts Receivable 9.0 Management Functions 247