Accounts Receivable Module

Response 9x Accounts Receivable

Accounts Receivable: Response 8x, 9x, 10x

A/R

This is the basic A/R Process Flow

General Use:

 Order Entry (using payment code defined as “on account”

 Print orders

 Order Confirmation (A/R Invoices Created automatically)

 Print Invoices

 Enter Customer Payments

 Print Statements

At Month End:

 Print Invoices

 Assess Finance Charges (optional)

 Print Aged Trial Balance Listing

 Run Month-End update and Purge

This is the minimum process for running A/R. Other options include entering Memo Invoices and Adjustments, and printing journals and registers. All of the available options in A/R are explained in the next few pages including A/R setup.

A/R Setup

StartAR setup here:

(Add-Ons / Accounts Receivable / Supervisor A/R Options / A/R Setup)

Options

• Accounts Receivable Module Enabled – determines whether A/R Invoice Records are created for “on account orders” when confirmed.
• Cash Receipts update original order – determines whether entering cash receipts should create Deposit records and update the accumulated payments and balance due of the original order. (RECOMMEND YOU CHECK THIS BOX)
• Updates Include Discount Amount – [only valid when “Cash Receipts update original order” is checked] - if checked, the original order and deposit records reflect the discount applied to the invoice. (if checked it will leave a bal due amount on the order = to discount amount)
• Only allow today’s date for cash receipts – if checked, the date for cash receipts is set to the Response operating date and cannot be changed. If unchecked, the date defaults to the operating date, but can be changed by the operator.
• Allow changing the authority field – if not checked, the Authority field for payments, memos, and invoices will be set to the logged in User ID and cannot be changed. If checked, the authority field defaults to the logged in User ID, but CAN be changed.
• Default Finance Charge – This finance charge will appear as the default when applying finance charges to open invoices. Clicking on the “…” box next to the finance charge will bring up the “Finance Charges Setup” screen where you can define which finance charges apply to which customers.

Sequence Numbers

• Next Journal ID – This number gets output to the A/R journal reports, and is incremented each time a report is generated. Click on “Reset” to set this number back to zero. Reset is typically done at year-end although this is not required.
• Next Sequence Number – Each A/R transaction is marked with a sequence number. This number is incremented each time a transaction is recorded. Click on “Reset” to set this number back to zero but only if requested to do so by CoLinear technical support.

Month End

• Store Purged Invoices in History File – when checked, the month-end process will create records in a purged history file as invoices are removed because of a net zero amount or balance forwarded. This history file can be viewed in the Invoice Inquiry screen, and records can be permanently purged from this file using the Delete Purged History utility.
• Month End Last Run On – this form displays the date when Month End was last run.

Invoice Message

• Line 1, 2, 3 – The message lines entered here will print by default on the bottom of all invoices.

Apply – Saves the data you just entered.

Cancel – Closes the window without saving your entries.

Setup Finance Charges (optional)

(Add-Ons / Accounts Receivable / Supervisor A/R Options / Finance Charge Setup)

These samples are shown below:

Syscust.cust_type_id=”NOFINCHG”

Syscust.payment_code=”OA12”

Syscust.payment_cod=”OA06”

Syscust.payment_cod=”OA15”

The Finance Charges Setup screen allows you to setup the finance charge rate that gets applied to specific customers or groups of customers. This is useful to, for example, charge different groups of customers different finance charge rates. When the finance charge assessment utility is run, each condition that you have entered is evaluated. If none are met, then the default finance charge as specified in the main A/R setup screen is used. If a condition IS met, the associated finance charge is used. The conditions are evaluated in a top-down order, and once a condition is met, the rest are skipped. The up and down arrow buttons can be used to move the conditions up or down the list. Use the syntax check button to check the syntax of your conditions. You may reference any field in the customer file in your conditional expression (including demographic fields).

The Finance chg % is the annual percentage DIVIDED BY 12. So in example above for payment code OA15 the actual annual % is 15% (1.25 * 12)

Create your A/R Payment Codes

(File / Payment Codes)

The payment code assigned to an order determines whether an order will automatically generate A/R invoices when confirmed. A/R payment codes are designated by using the “On Account” type from the dropdown list.

Note in build 3051 and greater the “Days until Due” needs to be set so start of day can calculate the correct number of days

Enter an order using the A/R Payment Code.

If you use an A/R payment code for an order, that order will generate an A/R invoice when confirmed. (Note: A/R invoices are not generated until items confirm as shipped on the order).

In Response 8x Build 3049 we added Days Due field to payment code entry for A/R payment types. (using the table.field paycd.credit_card_dig) Past Due invoices are calculated at Start of Day and customers are marked past due with #days past due in Customer file (viewed under Customers / Purchases). A customer marked "Past Due" will not be allowed to place an "A/R" order unless the checkbox is cleared in the customer file.

We base the calculation on the date the A/R record/invoice was created and the paymethod, so it's upon shipment, not entry. Check the "days until due" setting for the associated payment code (paycd.credit_card_dig). This is usually the culprit if system says it’s past due but you don’t think so. This is the "grace period" for the payment code used in the calculation.

To turn off A/R past due checking, use the flag option on the miscellaneous tab “disable a/r past due checking at start of day (nopastdue.flg)

Also in 3049 Customers not allowed to go over credit limit for "On Account" orders unless management override. There is not a .flg to disable this.

(see more details in Q&A section page 20)

Once again, this is the A/R Process Flow

General Use:

 Order Entry (using payment code defined as “on account”

 Print orders

 Order Confirmation (A/R Invoices Created automatically)

 Print Invoices

 Enter Customer Payments

 Print Statements

At Month End:

 Print Invoices

 Assess Finance Charges (optional)

 Print Aged Trial Balance Listing

 Run Month-End update and Purge

This is the minimum process for running A/R. Other options include entering Memo Invoices and Adjustments, and printing journals and registers. All of the available options in A/R are explained in the next few pages.

Print Invoices

(Add-Ons / Accounts Receivable / A/R Reports / Invoices)

To print invoices, select to print either all unprinted invoices or a range of unprinted invoices and click “Print”. The preview screen will appear showing the invoices that were output. The following dialog will display:

Once you click on “Yes”, the invoices are marked as printed, and cannot be reprinted. Click “No” if you need to reprint these invoices. Click “Cancel” to abandon this invoice print session entirely.

When you need to look up A/R History for a Customer

(Add-Ons / Accounts Receivable / Invoice Inquiry)

To find invoices for a customer, just type in the customer ID. If you don’t know the customer ID, press F4 and find the customer by last name, company, zipcode, phone number, etc. The invoices will be displayed in the list. To view purged invoices for the customer, just click on the Purged Invoice radio button. To find a certain invoice (regardless of customer), press Alt+I and enter in an invoice number, then press <Enter> or Alt+G to find it. If found, the customer will be displayed, and the Active or Purged invoices radio will be selected depending on where the invoice was found. Clicking on the Hardcopy button will generate a printout of the data on the screen.

Here’s how to enter Customer Payments

(Add-Ons / Accounts Receivable / Enter Customer Payments)

Use this screen to post customer payments. Enter the customer ID, the check number, the check amount, and the payment date (note: if the setup option allows, you will be able to change the payment date, otherwise the system operating date will be entered here) then click on “Apply to Invoice(s). The following screen will display:

You can manually enter the payment amount directly to any line you choose:

or: Clicking the “wizard” button distributes the payment across all open invoices, starting with the earliest, using the maximum amount possible per invoice.

The “Check Balance” amount must equal zero before you can post the transaction into the A/R system.

Tech notes regarding payment application:

Invoices labeled ONACCT always use armaster.invoice_no = 2.

Payments posted to an invoice labeled “ONACCT” are treated differently than those thatare posted toan Invoice/Order here. The ONACCT line you see here may be special because we can't identify it's origin,specifically. It's a kind of holding area. You may see this type of invoice for a beginning balance brought in from another system.The "ONACCT" invoice is an invoice, and could also be a credit amount as the result of an overpayment. When entering receipts, if the customer sends too much money, you have to allocate the rest to the ONACCT for that customer. You can check the created_by, last_edit, prior_edit of the ARMASTER record in question (use DBExplorer) to see if these ONACCT records (designated by invoice #2) were created by cashrcpt.

For info on applying an ONACCT credit to a new invoice, see FAQ at the end of this document.

Payments posted to anONACCT line in this view (apply payment to invoices(s) view) create records in only the ARMASTER Table. Payments posted to an actual invoice/order create records in BOTH ARMASTER AND DEPOSIT Table. This is why you don't see the postings to ONACCT in the Cash/Checks Deposit Record Report (chklist.rpt) but you do see them in AR Cash Journal (arcashjl.rpt)

In Response 10x payment by Credit Card is available to charge a card directly from A/R(authorize.net and Transfirst only)

The flag option allowccforARpayment.flg enables this. With the .flg on the Enter Payments - Accounts Receivable view has a new payment method choice. Credit Card paymethod gives aplace for card number, cvv2 and expiration date.

IMPORTANT: you also need to enter merchant information on the RETAIL tab in credit card setup file to use this feature in A/R. Credit card setup in orders menu > auth/deposit > auto credit card proc > config setup file

Use the drop down in payment method to choose “Credit Card” as the method. Enter the card information, then press “charge card & Apply to invoices”.

If the Charge is successful you will be prompted to distribute payments to open A/R invoices. (at this point the card has been charged!)

distribute payments in the payments column until Check Balance field = 0, then press "Post as Entered".

Memo: there is no order # in the crtrans record created, because the single payment may be posted across multiple orders. In view CC Transactions you’ll see order # 0 (Act column for crtrans.action) will be B for cc payments from A/R or any other one-pass transaction.

If you have this check box checked in A/R setup, “Cash Receipts update the original order” the payment to the A/R invoice should also update the ORDER too. This works if it’s a MEMO Invoice too

In build 5104 and prior….

If you press abandon and close after charging the card and before applying to invoices, there is no record of payment except in CRTRANS. The charge will have to be distributed to invoices by coming back here and creating a check payment then disbursing that across the invoices.

Entering A/R Adjustments to an account

(Add-Ons / Accounts Receivable / Enter Adjustments)

To create invoice adjustments, enter the customer ID, the invoice number (press F4 to select from a list of invoices for this customer), the adjustment date, the transaction type (valid types are: Debit Adjustment, Credit Adjustment, Finance Charge) the amount, and your initials if appropriate, then click on “Post Adjustment”.

Enter Memo Invoices

(Add-Ons / Accounts Receivable / Enter Memo Invoices)

To enter Memo Invoices, enter the customer ID, the Date, the transaction type (valid types are: Debit Memo, Credit Memo, Debit Invoice), the order number (optional), and the Net Amounts.

The sum of the Gross+Tax+Misc+Discount+Freight+Deposit must equal the Net amount entered before posting. When the order number field is used, the “wizard” button can be used to default the gross thru deposit amounts from the entered order for creating the A/R record. This is useful when someone changes his or her payment method to an A/R payment code after the order has been confirmed, and you need to enter the invoice in the A/R system.

You can apply a Credit card payment to a memo invoice.

Finance Charges

(Add-Ons / Accounts Receivable / Finance Charges)

This screen serves three purposes.

1)Posting Finance Charges

• Enter the date before which to assess finance charges, and the default finance charge to use, and click on “post”. Finance charges will be assessed for all open invoices older than the entered date. The finance charge transactions will have a transaction date of the system operating date as noted in the bottom left corner of the screen.

2)Print Finance Charge Journal

• Enter the single transaction date or the date range for which to print the finance charge journal. This report will show you the percentages charged and the amounts for the date(s) entered.

3)Backout Finance Charges

• Enter the operating date for which to backout the finance charges that were assessed in error, then click on “Backout”. You will get a message box showing you how many finance charges were backed out.

A/R Month End

(Add-Ons / Accounts Receivable / Month End Update and Purge)

Month End aging purges all zero-balance invoices, and creates balance forward records for each of the nonzero-balance invoices.

IMPORTANT! Be sure to print all invoices before running month-end! To do so, just run the invoice print program to be sure that all invoices have been printed.
Enter the date for the month just ended, and then click on “Proceed”. If the option to keep purged history is selected in A/R Setup, records will get created in the A/R Purged History file and can be viewed from Invoice Inquiry.

Delete Purged Invoice History

(Add-Ons / Accounts Receivable / Supervisor A/R Options / Delete Purged Invoices)

Use this option to delete purged Invoice History if and when it’s no longer useful to you. We recommend you retain this history for at least three years. Enter a date and press go. If the transaction date of a purged invoice is older than the date entered, it will be deleted.

Reports

Trial Balance Report

(Add-Ons / Accounts Receivable / A/R Reports / Trial Balance)

Select to print all customers or a range of customers and whether you want to include invoice detail, then click “Print”. Following is a sample of the trial balance output.

A/R Purged Invoice History Report

(Add-Ons / Accounts Receivable / A/R Reports / Purged Invoice History)

Select to print all customers or a range of customers and whether you want to include invoice detail, then click “Print”. Data is pulled from the ARPURGED table. The report name is ARPURGED.RPT.

A/R Statements

(Add-Ons / Accounts Receivable / A/R Reports / Statements)

Select to print all customers or a range of customers and whether you want to include statements where the customer has a credit balance, then click “Print”. Customer statements should fit in a standard windowed envelope. The report name is ARSTATMT.RPT.

A/R Journals and Registers

(Add-Ons / Accounts Receivable / A/R Reports / Journals and Registers)

Enter the journal or register that you want to print, and the date range, and then click on Print.

Accounts Receivable module FAQ

Q. Debit invoices and Debit memos are both in A/R. I understand what a debit invoice is, but it looks like a debit memo is the same thing. Is there a distinction?

A. Debit invoices can be printed like regular invoices. Debit Memos cannot.