Basic Application Training

Basic Application Training Class Manual 99.273

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 1-800- ITS-PR21. 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. 10/28/99 The Prophet 21 System is a registered trademark, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. 2

Table of Contents About This Manual...6 Lesson 1: Acclaim Navigation...7 Function Keys... 8 Browse Navigation... 11 Lesson 2: AR Overview...12 Accounts Receivable Process...13 Lesson 3: User Options...14 Default Hierarchy... 15 Common Terms... 16 Company-Wide vs. Receivables Group Processing... 17 Company-Wide Processing... 17 Company Defaults... 19 A/R Group Defaults... 20 Branch Defaults... 21 Entry ID Maintenance... 21 Session Defaults... 21 Assisted Exercises... 22 Workshop 10 minutes... 23 Review... 24 Lesson 4: Payment Processing...25 Common Terms... 26 Payment Processing... 27 Payment Entry Fields... 27 3

Assisted Exercises... 29 Workshop 25 minutes... 31 Review... 32 Lesson 5: Management Reporting...33 Common Terms... 34 List of Reports... 35 Assisted Exercises... 37 Workshop 10 minutes... 38 Review... 39 Lesson 6: Manual Receivable Entry...40 Manual Receivables Process...41 Common Terms & Reports... 42 Manual Receivable Entry Field Notes... 43 Handling External Receipts... 43 Assisted Exercises... 44 Workshop 5 minutes... 45 Review... 46 Lesson 7: Statements, Service Charges, and Delinquency...47 Statement Parameters... 48 Assisted Exercises... 49 Workshop 15 minutes... 50 Review... 51 Lesson 8: Cash Collection...52 Cash Collection Call Report... 53 Assisted Exercises... 53 4

Workshop 10 minutes... 54 Review... 55 Index...56 5

About This Manual This manual is written as a guide for your Basic Application Training. Used in conjunction with your instructor, this manual guides you through your training. The list of features in this manual helps you to use it more effectively. Each module or feature is divided into four steps. Assisted Exercises Workshop Review Once you have a clear understanding of the concepts, the instructor will guide you through the system procedures. Following the assisted exercises, a workshop is provided to measure your understanding. Vocabulary, concepts, and procedures are reviewed. 6

Lesson 1: Acclaim Navigation The Prophet 21 Acclaim menu system allows you to move quickly through the system. You are provided with an easy-to-use interface and cascading windows to track your path. The starting point for Prophet 21 Acclaim is the main menu. All modules in the system are accessible from the main menu. Browses are available so you can access records quickly and easily. Through a browse, you can scan a given database using one of many data fields as an index. PowrDrills allow you to drill down into information relating to your transaction. 7

Lesson 1: Acclaim Navigation Function Keys [F1] [F2] [F3] [F4] [F6] [F7] [F8] Accesses online help. Accepts your entries on the screen. Also called go. Browses on a database. Exits the screen without saving changes. Jumps to a PowrDrill, which displays additional information. Displays the Toolbox. Clears a field. 8

Lesson 1: Acclaim Navigation Menu Navigation Arrow Keys You can use the [ ] or [ ] to highlight the menu choices. The online help at the bottom of the screen changes appropriately, according to the highlighted menu selection. Key Resolution Select menus by typing the first letter of the menu option. If more than one option begins with the same letter, press the letter again. The highlight will cycle through all the options with that initial letter. Scroll Bars Menus that are too long to appear completely within one window have a scroll bar on the right side to indicate there are additional menu options beyond what is initially displayed. To access a menu option that doesn t appear on the initial menu display use either the arrow keys or key resolution. Ellipses ( ) Jump To Box Menu choices that lead you to another menu choice are indicated by ellipses. Quickly access any module or JCM from a menu when you press [Space Bar]. Tip! Press [F7] to access the Toolbox. Notice that the last four areas of the system that you jumped to are displayed. By pressing the number next to the module s name, you can access and run any jump to areas that are saved in the Toolbox. 9

Lesson 1: Acclaim Navigation Browse Keys The following keys are used to access and move within a browse. [ ] [ ] or [Page Up] [Page Down] [F3] [F4] [F6] [Tab] [Enter] [Page Up] [Page Down] Begins the browse. Exits the browse without making a selection. Begins a PowrDrill. Reindex the browse. Accepts the highlighted record as your selection for the browse. Moves up the sequence of records. Moves down the sequence of records. 10

Lesson 1: Acclaim Navigation Browse Navigation Autobrowse SmartBrowse Indexing a browse Smart Index Browse Indicators PowrDrill Filtering a browse Whenever your keyed entry does not match an existing record, a browse will automatically launch and place you at the closest match. Within a browse, a separate window appears offering information about the highlighted selection. Most browses can be reindexed. Reindexing allows you to sort the browse on a different field. To reindex a browse, press [Tab], and all available indexes will display. If nothing displays, there are no indexes available. If you change the index or settings of a browse, the system will remember your preferences and use them the next time you access that browse. The system keeps a separate set of preferences for each user ID. Within a browse, an asterisk (*) informs you of status or activity information. Also referred to as a drilldown, a PowrDrill is a browse within a browse. This allows you to view related information while you are in a browse and it allows you to do advanced searching. View specific information related to your browse. Unrelated data is removed. 11

Lesson 2: AR Overview The flowchart on the next page highlights the steps to moving a customer payment through the system. Please note that you may need to customize the suggested process to suit your business needs. The steps include: 1. Entering a customer payment 2. Printing the Deposit Journal 3. Printing the Cash Receipts Journal 4. Printing the Aged Receivable Report 5. Generating and printing service charge invoices 6. Printing customer statements 7. Printing delinquency notices The Receivables module also provides the ability to print many reports and to view both historical and current information. When a shipment is invoiced, a receivable is created if an open balance exists at the time of invoicing. Payment is made in RECEIVABLES for the open account receivable. The sales/receivable cycle is an everconstant cycle in any business. There is a detailed audit trail of all invoiced sales on the Invoice Register and customer payments on the Cash Receipts Journal. On the next page, the flowchart visualizes the receivables cycle. You will notice that this flowchart may include processes that may not be appropriate to your business. For instance, your company does not generate service charges on late receivables. Maybe, now that our software generates these service charges in a simple, easy to use process, your company may utilize this feature as a collection tool. 12

Lesson 2: AR Overview Accounts Receivable Process Enter customer payments Print Deposit Journal Edit/delete payments Print Cash Receipts Journal To General Ledger Print Aged Receivable Report Generate/print service charge invoices Print Service Charge Journal Print customer statements Print delinquency notices Cash collection calls 13

Lesson 3: User Options The user options must be set up before you do any work in the Receivables module. These options help to tailor the system to meet your needs. They also tell the system what defaults to use if you don t enter specific data, and they eliminate the need to respond to similar prompts each time you enter the module. The default options are set up on four different levels: 1. Customer 2. Branch 3. Group 4. Company The system searches these levels, beginning with the most specific, the customer, and continuing on to the most general, the company. Keep in mind, you can override the defaults at the time of the transaction. The objectives of this lesson are to: Understand the default hierarchy Know how to set the defaults to meet your business needs 14

Lesson 3: User Options Default Hierarchy Customer Defaults Branch Defaults Receivables Group Defaults Company Defaults 15

Lesson 3: User Options Common Terms Default Assumption the system makes unless you enter specific information. Entry ID Balance Forward Statements Open Item Statements Receivables Group Suspended Payments Report the balance from the previous period and the invoice activity (new invoices and new payments) for the current period. This is similar to a credit card statement. Report all invoices with open amounts. Payment information is optionally printed. A branch or group of branches makes up a receivables group. The group is defined in the Company module. A payment that has not been completely allocated but suspended for further review. 16

Lesson 3: User Options Company-Wide vs. Receivables Group Processing Receivables can be handled on a company-wide or Receivables Group basis. Company-wide or group processing is established in the COMPANY module. Company-Wide Processing Payments can be entered for any customer invoice Any open receivable can be viewed Any customer can be put on credit hold The information on any receivable can be edited Statements can be printed for any customer Service charges can be generated and printed for any customer The Cash Receipts Journal can be printed for all branches and the Payment Summary shows total payments on a branch-by-branch basis The Aged Receivables Report can be printed for customers at all branches 17

Receivables Group Lesson 3: User Options A branch or a combination of branches constitutes a Receivables Group. Payments can be entered for customer invoices generated at any branch within the group. Any open receivables at any branch within the group can be viewed Any customer can be placed on credit hold The information on any receivable at any branch within the group can be edited Statements reflect open invoices at the branches within the group The Cash Receipts Journal can be printed for those branches within the group. A Payment Summary shows total payments on a branchby-branch basis. With Q-Mode on, the Cash Receipts Journal can be printed company-wide. The Aged Receivables Report can be printed for those customers with open receivables at the branches within the group. 18

Lesson 3: User Options Company Defaults It is here that you answer how your company will handle receivables on Acclaim. Delinquency message, service charges, and statement options are set on the customer or company level. Receivables Service charge invoices - You can specify the default service charge rate and the minimum amount charged, regardless of their open A/R balance. Payments & Entry IDs Aging reports GL accounts Statements - To access, press [F6] - You must set all of these default accounts up, even if you don t generate service charges, an account must be listed here in order to process receivables. - The company defaults are used if defaults are not set up on the group or branch level - Defaults at the company level should be the accounts you expect to use in most situations. Set up the exceptions on the appropriate group or branch level - To access, press [F6] - Future Due A/R with Discount Information statements use the same format as the Open Item statements, with 3 additional columns: Future Amount Due, Cash Discount Amount, and Cash Discount Date. Fully paid invoices do not appear. - The Open Item and Balance Forward statements w/extended Columns use the same format as Open Item and Balance Forward Statements, but allow for invoice-sequence numbers. 19

A/R Group Defaults Lesson 3: User Options If handling receivables on a group basis, you must set up the default GL accounts on a group level 20

Lesson 3: User Options Branch Defaults Allow you to set up default Ledger accounts for each branch Customer Defaults Allow you to override the Company Defaults for particular customers. For example: You normally charge a service charge to your customers for late receivables. But for some customers, you will never charge them a service charge. To be sure of this, you can override the company defaults for service charges. To do this, choose the customer and access their customer default screen in receivables. Make sure the following fields are set up in this manner: - Svc Chg %: 0.00 - Min Svc Chg: 0.00 - Override Svc Chg Dflts: Yes Entry ID Maintenance Allow you to set up your entry IDs Allow you to edit/delete Entry IDs - Entries can only be deleted if the Entry ID is not used by a current or historical payment Session Defaults Allow you to specify the default Branch and Receivables Date The session defaults should be set up every time you work in Receivables 21

Lesson 3: User Options Assisted Exercises Company Defaults Group Defaults Branch Defaults Customer Defaults Entry ID Maintenance Session Defaults Examine the Company Defaults. Set GL accounts. If applicable, set GL Group Default accounts. If applicable, set GL Group Default accounts. For defaults for specific customers. Set up an entry ID. Set up session defaults. 22

Lesson 3: User Options Workshop 10 minutes 1. Enter a delinquency message to appear for a specific customer. 2. Set one customer so they will receive a higher service charge than the rest of your customers. 23

Lesson 3: User Options Review In this lesson, we: Discussed how to tailor the Receivables module to meet your business needs Set up GL account defaults - Remember you must put accounts numbers in all sections in order to process any receivables. 24

Lesson 4: Payment Processing When customer payments are entered, the customer s open AR balance is decreased and an entry is made on the Cash Receipts Journal. All payments are entered by Entry ID. The objectives of this lesson are to: Understand the functionality of Entry IDs Enter customer payments and apply them to appropriate invoices Override the default account Accept an overpayment and generate a credit Accept an underpayment and write off the open amount Enter payments without allocation Edit, cancel, and delete payments Receive a cancelled check from the bank Print the Deposit Journal Print the Cash Receipts Journal Print the Unallocated Payments Report View invoices View payments View customer information 25

Lesson 4: Payment Processing Common Terms Write-Off Comment Number Delinquency Notice Amount deemed uncollectible, written off against the GL account. Provide a means of identifying certain receivables. This allows you to restrict the printing of statements, delinquency notices, service charge invoices, and certain receivables reports to those receivables with a particular comment number or range of comment numbers. Used to remind customers when their account is past due. Payment Options Check Cash Credit Card Credit Memo Debit Memo Adjustment Wire Transfer Type of payment. Type of payment. Type of payment. Type of payment used to decrease a customer account. Type of payment used to add minor increases to a customer account. Used to move monies from one invoice to another, within the same account. This is not an actual payment. Payment electronically deposited into a bank account. The bank will notify the payee with a printed statement, from which payments are then manually entered and allocated, just like a cash or check payment. 26

Lesson 4: Payment Processing Payment Processing Entry ID When entering customer payments, you are always prompted for an Entry ID. This functionality was designed to allow you to limit reports by your batch of work. For example, Mary Smith processes some payments on June 6, 1999. She might use the Entry ID of Mary 6699 or MS 6699. This way, she can identify her work on any report. You have the option for allowing duplicate Entry IDs or not. If you have set the option to NOT allow duplicate Entry IDs, each Entry ID you make would have to have a unique Entry ID. So, using the same example, if Mary was processing another batch of work on June 6, 1999, subsequent Entry IDs could be MS 6699-1, MS 6699-2, etc. This way, when generating reports, she can limit them to show only her work (i.e. MS 6699 as the starting Entry ID and MS 6699-2 as the ending Entry ID). Payment Entry Fields While processing customer payments, you will come across the following fields: Entry date Journal date Net amount ABA # - The date the payment was received. Defaults to the Receivables Date in the Session Defaults - Controls when payments appear on the Deposit Journal and the Cash Receipts Journal and determines the period into which GL posting occurs. Defaults to the Receivables Date in the Session Defaults. You can override this date by specifying a different Journal Date when entering particular payments. - Amount actually received - American Banking Association number. Appears when your payment type is a check. This field is informational only, but show on the Deposit Journal for tracking purposes. 27

Attention Code (CD) Lesson 4: Payment Processing - Indicates a payment needs special attention. Codes are assigned to an invoice during payment allocation. Codes are user-defined and not stored in the system. The presence of such a code on any outstanding payment allocation will prevent the Cash Receipts Journal from being committed to history 28

Lesson 4: Payment Processing Assisted Exercises Entry ID Check payment Cash payment Allocate payment to a specific invoice Identifies the receivables entry. Enter a standard check payment. Enter a standard cash payment. Enter a payment and allocate it to a specific invoice. Use the [P] to pay option. Allocate payment to selected invoices Enter a payment and allocate it to selected invoices. Use the [M] to mark option. Allocate payment to all invoices Enter a payment and allocate it to all invoices. Use [F6] and select Pay All. Overpayment Enter an overpayment and generate a credit. Use [F6] and select Generate Credit. Write off Enter a payment and write off a portion deemed uncollectible at this time. Use [D] to take you to the detail screen. Payment not fully allocated (suspending payments) Enter a payment and accept it before you fully allocate it. The payment will appear on the Unallocated Payments Report instead of the Cash Receipts Journal. 29

Lesson 4: Payment Processing Allocating payment later Edit default GL accounts Error Now allocate the payment. Use the Edit/Delete option. Edit the default Sales tax account. Use [D] to take you to the detail screen. Then, press the F6 [Options] key. Enter a payment and apply it to the wrong invoice. Cancel the allocation. Use either [C] to cancel or the F6 [Options] key. Edit/Delete Payments Returned checks Delete a payment you entered earlier. You received a returned check from the bank. Record that returned check and redeposit it. Checks can be redeposited two times. The third time the payment is cancelled. You have the option to cancel payment before the third time. Credit hold Payment view Invoice view Customer view Place all customers who are over 90 days overdue on credit hold. View payment information for a specific customer. View invoices for a specific customer. Select a specific invoice. View payment detail. View customer information. 30

Lesson 4: Payment Processing Workshop 25 minutes 1. Enter a check payment to pay off a specific invoice. 2. Enter a check payment for $8.00 less than the invoice. Write off the $8.00 to freight. 3. Enter a cash payment for $2.75 less than the invoice. Write off the amount to sales tax. Will this write-off affect the sales tax schedules? How can you tell? 4. You just realized you applied the payment in exercise #1 to the wrong customer s invoice. Correct your error and apply the payment to the correct customer. 5. Enter a check payment without allocating it. Pretend that you don t have time to allocate it now. 6. Enter a check payment to pay off a range of invoices. 31

Lesson 4: Payment Processing Review In this lesson, we: Looked at how to enter customer payments and entered several different payment types Reviewed conventions to identify Entry IDs. Which convention will you use? 32

Lesson 5: Management Reporting Most of the Receivables reports and journals are printed from the Management Reporting menu. The objectives of this lesson are to: Print and understand the value of the Aged Receivables Report Print and understand the value of the Cash Receipts Journal Print and understand the value of the Deposit Journal Print and understand the value of the Unallocated Payments Report Understand the value of the Service Charge Journal Understand committing reports to the General Ledger 33

Lesson 5: Management Reporting Common Terms Commit Journal Date Gross Payment Net Payment Moves information into history. Information that has been committed is considered to be historical rather than current. You can print reports and review the historical information, but you can t edit the information. For this reason, you should use great care when committing information to history. Historical information remains in your system until it is purged. Entered during payment entry. Used to determine the period into which GL posting occurs. Payment amount plus any discount or writeoff amounts. Actual payment amount. 34

Lesson 5: Management Reporting List of Reports Aged Receivables Report Credit Balance Report Cash Forecast Report Unallocated Payment Report Unearned Discounts Report Payment Plan Register Cash Receipts Journal Performs the aging of your customer accounts and shows the current balance, the aging period balances, and the total amount due for each customer listed. You define the length of the aging periods. This report is similar to the Aged Receivables Report, but shows only invoices for customers with credit balances. The report forecasts receipts for open receivables by using the Customer YTD Average Fast/Slow Payment Days. Forecasts show expected dollar receipts over nine equally spaced time periods. Shows all customer payments that are not fully allocated to invoices. This report lists all allocations to invoices with an unearned discount. An unearned discount is a discount that is taken after the discount date or a discount that is more than the available discount. When the Cash Receipts Journal is committed, this report is committed. A complete record of you payment plan activity. Entries are made whenever payment plan invoices are generated. Includes all transactions that affect the amount of cash. You can use this journal to review transactions involving the payment or to locate any transaction entry errors that may have been made. If any corrections need to be made, you can use the Edit/Delete Receivables option. If autobatches are enabled and the journal is committed, the information creates an autobatch in the Ledger module. Once committed, the information on this report can no longer be edited or deleted. Deposit Journal Lists a complete record of all deposit (usually cash, check, or credit card) payments. You can use this journal to view the payments you 35

Lesson 5: Management Reporting entered for specific customers or to locate transaction entry errors than have been made. If corrections need to be made, you can use the Edit/Delete Payments option. Sales Commission Journal Service Charge Journal Receivables Open Details Report Manual Receivables Journal This journal is an optional feature that can be enabled in the COMPANY module. If enabled, the system calculates salesman commissions at the time of receivables payment. The journal records the salesman commission on paid A/R. This journal lists all the service charges that have been generated. This report is similar to the Aged Receivable Report, but shows you the aging of your customer accounts at a particular point in time. Serves as a complete list of all manually entered receivables. You can use this to review all the manual receivables transactions or to locate any transaction entry errors. If corrections need to be made, you can use the Edit/Delete Payments option. If autobatches are enabled, when the report is committed, the data creates an autobatch in the Ledger module. Once committed, the information on this report can no longer be edited or deleted. Service Charge Journal Shows all service charge invoices that have been generated. If autobatches are enabled, when the report is committed, the data creates an autobatch in the Ledger module Once committed, the information on this report can no longer be edited or deleted. 36

Lesson 5: Management Reporting Assisted Exercises Deposit Journal Print the Deposit Journal. Is your redeposited check on the journal? Cash Receipts Journal Unallocated Payment Report Aged Receivables Report Print the Cash Receipts Journal. Is your deleted payment on there? Print the Unallocated Payment Report. Did anything appear? Print the Aged Receivables Report. Define the aging periods. 37

Lesson 5: Management Reporting Workshop 10 minutes 1. Print the Cash Receipts Journal, limiting it to your Entry ID. What is the Gross Accounts Receivable? What is the total number of payments? How many were checks? How many were cash? Can you commit the report? 2. Print the Unallocated Payments Report. Limit the report to your Entry ID. What is the unallocated amount? Allocate the payment. View this payment. 3. Commit the Cash Receipts Journal, limiting it to your Entry ID. 4. Print the Deposit Journal, limiting it to your Entry ID. What cash account will the payments be deposited into? What is the total deposit? 38

Lesson 5: Management Reporting Review How does the data from the reports move to the General Ledger? Why should great care be taken when committing reports? When will you commit the reports? Of the reports we discussed, which ones get autobatched to the Ledger? 39

Lesson 6: Manual Receivable Entry Manual Receivables Entry has two functions: 1. To transfer existing open receivables when you initially go-live on the system 2. To enter external cash receipts, such as insurance or tax refund check The objectives of this lesson are to: Know when to enter a manual receivable Enter manual receivables Enter external receipts A flowchart for the manual receivables process is shown on the following page. 40

Lesson 6: Manual Receivable Entry Manual Receivables Process Enter manual receivables Edit/delete receivables Entry made on Manual Receivables Journal To General Ledger via autobatch 41

Common Terms & Reports External Receipt Lesson 6: Manual Receivable Entry Payment received from a source other than a customer payment towards an open account. Manual Receivables Journal Complete record of your manual receivables transactions. You can use this report to review all the manual receivables transaction or to locate any transaction entry errors. If corrections need to be made, you can use the Edit/Delete Receivables option. If autobatches are enabled, when the report is committed, the data creates an autobatch in the Ledger module. Once committed, the information on this report can no longer be edited or deleted. 42

Lesson 6: Manual Receivable Entry Manual Receivable Entry Field Notes Invoice number - The first and/or second digits indicate the order branch - The digit after the branch is always an 8, to indicate a manual receivable Handling External Receipts If you are going to use manual receivables to handle your external receipts, please be sure to answer the following questions appropriately. Post to GL - Yes Post Deposit - Yes Amount Paid - Enter amount Information will be in receivable history and on the Deposit Journal. 43

Lesson 6: Manual Receivable Entry Assisted Exercises Prior to Go-Live Manually enter a receivable as if it is before you go live on the system. What is the invoice number? Manually enter another receivable that is past due. External Receipt Manually enter a tax refund check. What is the invoice number? 44

Lesson 6: Manual Receivable Entry Workshop 5 minutes 1. You received a tax refund check. Enter the check. 2. It s the weekend prior to go-live. Manually enter a customer s receivable. What is the invoice number? 3. Manually enter a receivable that is 60 days past due. 45

Lesson 6: Manual Receivable Entry Review In this lesson, we looked at how to manually enter receivables. When will you do this? How does the system indicate these are manual receivables? 46

Lesson 7: Statements, Service Charges, and Delinquency Service charge invoices can be applied to customers with past due amounts. Statements total all open invoices and let your customers know how much they owe you. If you generate service charges, then you should do so BEFORE printing statements. You control which customer statements are produced and the information that appears on those statements. Delinquency notices can be sent to remind customers when their accounts are past due. The objectives of this lesson are to: Generate and print service charge invoices Print statements Print delinquency notices 47

Lesson 7: Statements, Service Charges, and Delinquency Generating Service Charges Generating service charges is optional. If your company does so, then you can set up the default percentage charged in the company options. The percentage can always be overridden when you are ready to generate these charges. Choose the Statements option in Receivables; it is there where you will find the option to generate service charge invoices. You do not have to print these invoices. They can simply be generated and shown on statements (if you print statements) or just remain a part of the customer account. After choosing your parameters, the system will show you the customers, their outstanding balance, and the amount of the service charge. It s at this point that you have the option to accept the generated service charges; either in part or all. Once you have accepted these service charges, they become open receivables that are then due to you. Note! The only way to remove these newly-generated receivables is with offsetting debit memos. Service Charge Journal This report shows all service charge invoices that have been generated. If autobatches are enabled, when this report is committed to history, it creates an autobatch. Statement Parameters Select Customer Allows you to selectively choose one or more customers from a list of the customers that are not in a consecutive range. $0 Statements Exclude statements with nothing due. Off Schedule Period 1,2,3 Age Credits Aging Basis Include statements for customers who would not normally receive them at this time. Default to the values set in the Company Defaults. Indicate whether credits are aged as other receivables or treated as current. Indicate whether aging is done according to the due date or the invoice date. 48

Lesson 7: Statements, Service Charges, and Delinquency Assisted Exercises Company defaults that affect service charge invoices Customer defaults that affect service charge invoices Generate and print service charge invoices Company defaults that affect customer statements Customer defaults that affect customer statements Statements Delinquency notices Examine the company defaults: Service Charge Percentage, and Minimum Service Charge. Examine the customer defaults that affect service charge invoices: Override Service Charge, Service Charge Percentage. Minimum Service Charge. Generate and print service charge invoices. They can be printed at the time of generation, or they can be printed after generation using the option to Print Service Charge Invoices. View the company statement defaults. View a specific customer. What is their statement frequency? Print customer statements. Print delinquency notices for customers who are 60 days past due. 49

Lesson 7: Statements, Service Charges, and Delinquency Workshop 15 minutes 1. Enter a manual receivable that is 45 days past due. 2. Generate a 3% service charge for the customer. 3. Print a statement for the customer. 4. Print a delinquency notice for the customer. Enter a unique message. 50

Lesson 7: Statements, Service Charges, and Delinquency Review In this lesson, we: Looked at how the Company and Customer Options and Defaults affect service charge invoices, statements, and delinquency notices Generated and printed service charge invoices Printed statements Printed delinquency notices 51

Lesson 8: Cash Collection The cash collection feature allows you to record cash collection conversations. You are able to record promised payment dates, enter call back notices, and designate certain cash collection calls as mandatory. The objectives of this lesson are to: Enter cash collection calls Explore the PowrDrill options Print the Cash Collection Call Report 52

Lesson 8: Cash Collection Cash Collection Call Report This report lists all collection calls made to the customer. It can be used as a collection list. Assisted Exercises Select customers Select customers for cash collection calls. [Tab] between top and bottom of the screen. Add a new call Enter payment PowrDrill collection call Cash Collection Report Enter a new call. The customer said he sent the check yesterday. Mark the call as mandatory. Enter a payment for the mandatory call. What happens? Explore the PowrDrill options. View the invoice for the above call. Print the report. 53

Lesson 8: Cash Collection Workshop 10 minutes 1. Enter a cash collection call for a customer with a balance due. View the payment details. Has the customer paid off any of the invoice yet? View the aging of the balance due. The customer put a $200 check in the mail yesterday. Enter a call back date for 2 days. 2. Draw a flowchart for your desired collection procedure. 54

Lesson 8: Cash Collection Review In this lesson, we looked at a variety of ways to aid in the process of collecting from the customers. 55

Index A aged receivables report, 35 arrow keys, 9 autobrowse, 11 B browse, 7 browse indicators, 11 browse keys, 10 C cash collection call report, 53 cash forecast report, 35 cash receipts journal, 35 credit balance report, 35 customer defaults, 21 D deposit journal, 35 E ellipses, 9 entry ID, 16, 27 external receipt, 42 F function keys, 8 G generating service charges, 48 I indexing a browse, 11 J jump to box, 9 K key resolution, 9 M main menu, 7 manual receivables entry, 40 manual receivables journal, 36, 42 menu navigation, 9 O off schedule, 48 P payment options, 26 payment plan register, 35 PowrDrill, 7, 11 56

Index R receivables group, 18 receivables open details report, 36 S sales commission journal, 36 scroll bar, 9 service charge, 48 service charge journal, 36, 48 smart index, 11 SmartBrowse, 11 suspending payments, 29 U unallocated payment report, 35 underpayment, 25 unearned discounts report, 35 user options, 14 57