Sage MAS 90 and 200 ERP Setting Up Accounts Receivable

Sage MAS 90 and 200 ERP Setting Up Accounts Receivable
CERTIFIED STUDENT CURRICULUM

SAGE UNIVERSITY
Curriculum Version 13.0
MS9SARS13
NOTICE
This document and the Sage MAS 90 and 200 software may be used only in accordance with the accompanying Sage MAS 900 and 200 End User License Agreement. You may not use, copy, modify, or transfer the Sage MAS 90 and 200 software or this documentation except as expressly provided in the license agreement. Visit our website at www.SageU.com, or call 1-800-944-4299 to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use. 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 03/2010
Sage MAS 90 and 200
Setting Up Accounts Receivable
Contents
Welcome and Introduction..................................................... 1 Integration.............................................................................. 3 The Company ........................................................................ 4 Setting up Accounts Receivable ............................................. 5 What You Need ..................................................................... 6 Accounts Receivable Options................................................ 8 Divisions.............................................................................. 16 Bank Code Maintenance...................................................... 17 Terms Code Maintenance.................................................... 18 Sales Tax ............................................................................. 19 Salesperson Maintenance .................................................... 25 Miscellaneous Item Maintenance ........................................ 28 Payment Type Maintenance ................................................ 33 Memo Manager Maintenance.............................................. 35 Converting from Another Accounts Receivable System..... 38 Lab....................................................................................... 39 Challenge Questions.............................................................. 41 Summary................................................................................ 42 Appendix A Challenge Answers ....................................... 44 Appendix B Accounts Receivable Setup Wizard ............ 45
Certified Student Course Curriculum - Version 13.0

Copyright 2010 Sage Software, Inc. All rights reserved.
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Welcome and Introduction

Welcome to the Setting up Accounts Receivable training class. This course is intended for individuals responsible for setting up and maintaining global settings for Accounts Receivable. This course is divided into discussions of concepts, activities, review, and a lab. The curriculum is designed to be taught by a Sage Certified Trainer and is not intended for use as a self study guide. After completing the course, you will have an understanding of the steps necessary for setting up Accounts Receivable and how the decisions made during setup affect processing in this module. This class is intended to meet the following objectives: Learn how to define parameters for how Accounts Receivable operates Learn how to create divisions, bank codes, terms codes, item codes, and payment terms Learn how to create and maintain sales tax information Learn how to create salespersons and customers Learn how to use the various utilities available in Accounts Receivable Utilities
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Lesson 1
Note: Information in this curriculum pertains to Sage MAS 90 and 200 ERP and Sage MAS 90 and 200 Extended Enterprise Suite. Although these programs have a common architecture, some features vary depending on the product implemented. This training curriculum focuses on the features available in Sage MAS 90.

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Welcome and Introduction (continued)

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How to Use This Curriculum

The following table describes the conventions used in this curriculum. Convention Step numbers versus activity numbers Explanation Step numbers are not part of an activity and are intended to provide you with the steps typically used to complete a task. Activity numbers appear in bold and are completed in class. Items that are part of an activity and appear in an italic font indicate you need to select a task or perform a specific action to complete the step (for example, click OK). Items that are part of an activity and appear in a courier font indicate information you should enter (for example, at the Customer No. field, enter 01-ABS). In a bulleted list, the key bullet style emphasizes key information you should know regarding the topic discussed.
Italic font in an activity
Courier font in an activity
Obtaining the Software Requirements and Case Study Data

This curriculum was developed for use with the Sage MAS 90 software. You can view the software requirements and download the case study data files used for activities and labs in this class from the Sage University website. To view the software requirements and obtain the case study data files, do the following: 1. Go to www.SageU.com. 2. Select Sage MAS 90 or Sage MAS 200 as the product line. 3. Click the Student Resources link. 4. Follow the instructions on the Sage MAS 90 and 200 Case Study Downloads page.
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Integration
Accounts Receivable can operate on a stand-alone basis or it can integrate with other modules. When integrated with the following modules, common information is shared. General Ledger Accounts Receivable posts all journal entries to General Ledger following the printing and updating of the Daily Transaction Register. Bank Reconciliation Payments received in Cash Receipts Entry post to Bank Reconciliation during the update process. Job Cost Repetitive Invoice Entry and Invoice Data Entry request the job number for each invoice entered when Accounts Receivable is integrated with Job Cost. You can enter the retention amount for each invoice, indicating the portion of the invoice to retain from payment. The retention amount can post to a separate retention receivable account. Invoice Printing, Sales Journal, Cash Receipts Journal, Aged Invoice Report, Cash Expectation Report, and Trial Balance Report all reflect the job number and retention amount information. Sales Order Sales Order is an extension to Accounts Receivable and provides a comprehensive two-step order processing system. Quotes, sales orders, and invoices are entered in Sales Order and the results are tracked in Accounts Receivable. If Sales Order data files exist, Accounts Receivable is automatically integrated with Sales Order. When Sales Order is used in conjunction with Inventory Management, you can track and maintain inventory at the same time sales are recorded. Sales Order serves as a link between Accounts Receivable and Inventory Management.
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The Company
Superior Bicycles, Inc. (SB1) is a wholesale distributor of bicycles and accessories. Customers are primarily value-added resellers (VARs) and small retail stores Mountain and recreational bikes, replacement parts, and accessories are sold Services such as maintenance and repair of bicycle equipment are offered Much of SB1s revenue is generated through advertising Many of its customers are on credit terms and receive both invoices and statements at month end
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Activity
If you are not currently logged on to Sage MAS 90 and the SB1 company, log on to the program and the company now. 1. From the Sage Software program group, select Sage MAS 90 > MAS 90 Desktop. 2. Enter RMD as the user and click OK. 3. If the Status Bar does not display the company as SB1, click the company name and select SB1 in the MAS 90 Select Company window. 4. If the Status Bar does not display the module as Accounts Receivable, click the module name and select Accounts Receivable in the Switch to Module window. 5. Verify the accounting date for Accounts Receivable is 04/30/10. If this date needs to change, click the date on the Status Bar to access the MAS 90 Change Accounting Date task.
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Setting up Accounts Receivable

In this lesson, the steps necessary for setting up Accounts Receivable are discussed. Even though you may have already set up Accounts Receivable, it is important to understand the steps taken at that time in case you need to make modifications to how Accounts Receivable is functioning or to create a new company. The topics in this lesson include: What You Need Accounts Receivable Options Divisions Bank Code Maintenance Terms Code Maintenance Sales Tax Salesperson Maintenance Miscellaneous Item Maintenance Payment Type Maintenance Memo Manager Maintenance Converting from Another Accounts Receivable System
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Lesson 2

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What You Need

Before using Accounts Receivable for a new company, you must complete the Accounts Receivable system startup process. Before beginning the system startup process, you should have the following: Your general ledger chart of accounts A list of states, counties, and local areas in which you sell and collect sales tax and their tax rates A list of standard payment terms offered to your customers A list of your customers, including addresses and phone numbers A list of payments and payment types A list of sales persons All open invoices at the time of installation
Accounts Receivable Setup Wizard

The Accounts Receivable Setup Wizard automatically advances you through specific setup options including defining if commission and finance charges are calculated and the current period and fiscal year. These options allow you to customize the system for your company. Specific setup tasks are also available on the Accounts Receivable Setup menu after the wizard is completed. The diagram on the following page illustrates these steps. Note: The Accounts Receivable Setup Wizard is not used in class because Accounts Receivable is already set up. Refer to Appendix B for information on using the Accounts Receivable Setup Wizard.
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Setting up Accounts Receivable (continued)

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Steps for Setting Up Accounts Receivable

The figure below illustrates the steps taken when setting up Accounts Receivable. These steps are listed in the order you should perform them.
Enter Company Code Enter Accounting Date Complete the Accounts Receivable Setup Wizard Define Accounts Receivable Options
Sales Tax Class Maintenance**
Terms Code Maintenance
Bank Code Maintenance
Division Code Maintenance
Sales Tax Code Maintenance**
Sales Tax Schedule Maintenance**
Sales Tax Account Maintenance
Salesperson Maintenance
Memo Manager Maintenance*
Miscellaneous Item Maintenance
Payment Type Maintenance
*Optional Set Up Repetitive Invoice Templates Customer Maintenance **Tasks are located on the Setup menu in Library Master
Daily Processing
Enter Open Invoices
Figure 1

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Accounts Receivable Options

Use Accounts Receivable Options on the Setup menu to customize Accounts Receivable to fit your companys needs. The Accounts Receivable Options window contains six tabs: Main, Additional, Credit, Entry, Printing, and History.
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Main Tab
Use the Main tab to define key information for such areas as divisions, current period and fiscal year, sales tax, and integration.
Determines if divisions are used when creating customers and when posting transactions.
Select this check box to expand the customer number from 7 characters to 20 characters.
Determines how and what information posts to General Ledger.
Select a subaccount segment to override when defining accounts in Division Maintenance.
Determines if sales tax is calculated and tracked in Accounts Receivable.
Figure 2
Divisions are used for reporting purposes and default posting accounts. You can assign a division to a specific general ledger account segment for automatic posting to divisional sales accounts.
If you select to expand the customer number, a warning message displays indicating the change cannot be undone. When expanding the customer number, it is important to understand that all graphical reports and forms including fields throughout Sage MAS 90 are automatically changed to accommodate the number of characters. Non-graphical forms such as those in Job Cost or Work Order do not support the expanded field length and only show the first 7 characters. Certified Student Course Curriculum - Version 13.0
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Accounts Receivable Options (continued)

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Additional Tab
Use the Additional tab to define aging information, commissions, and finance charges.
Fields in this section determine how commission is handled.
Determines how open invoices are tracked and reported.
Fields in this section determine how to calculate finance charges.
Figure 3
Open Item or Balance Forward

The Open Item or Balance Forward field determines how open invoice balances are tracked for a customer. Open Item: When entering cash receipts, you can apply the payment to a specific invoice and the invoice detail remains in the system. Balance Forward: During period-end processing, open invoice balances are converted to one balance. When entering cash receipts, the payment is applied to the total amount due for the customer, not to individual invoices. Invoice detail is not retained in the system. Mixed: Allows you to determine on a customer-by-customer basis in Customer Maintenance if they are Balance Forward or Open Item.
Aging Category for Calculation

The Aging Category for Calculation field determines how to add finance charges to customers whose invoices have an outstanding balance. The field name changes to Days Past Due for Calculation if Invoice Date is selected at the Age Invoices By field. Certified Student Course Curriculum - Version 13.0
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Credit Tab
Use the Credit tab to determine when and how credit limits are checked and warning messages display.
Figure 4
Credit Limit Checking

The Credit Limit Checking field determines if credit limit checking is performed and if the customers credit limit or aging balance is used to determine when the Credit Limit Exceeded warning displays. Select None if you do not want to check the customers credit limit when entering transactions. Select Customers Credit Limit Only to have the system compare the customers current open invoice balance to the customers credit limit or a specified amount. If the open invoice balance exceeds the credit limit or amount defined, a warning displays. At the Margin for Customers Credit Limit Exceeded Warning field, you can enter a credit limit margin. If a margin is entered, the customers current open invoice balance is compared to their credit limit, if the difference falls within the margin entered, the credit limit warning displays.
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Select Aging Category Only to have the system compare the customers aged invoice balance to the customers credit limit or a specific amount you specify. If the aged invoice balance exceeds the credit limit or amount defined, the credit limit warning displays. At the Aging Category for Credit Limit Exceeded Warning field, you determine which aging categories are used when comparing to the customers credit limit or specified amount. For example, if you select 90+ Days, the system calculates the total aging balance for all aging categories up to and including the 90+ days aging category. The options available are based on the aging categories defined on the Additional tab. At the Aging Category Balance Exceeds Amount field, you can enter an amount to compare to the aged invoice balance calculated for the customer. If the amount exceeds the amount entered, the credit limit warning displays.
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Select Both to have the system compare both the current open invoice balance and aged invoice balance to the customers credit limit. You can define both a margin and determine the aging category to use if Both is selected at Credit Limit Checking field. The system displays a warning if any of the conditions discussed for the Aging Category Only and Customers Credit Limit Only options are met.
Automatically Recalculate Aging

The selection made at the Automatically Recalculate Aging field determines how and if the customers aged invoice balances are recalculated before checking their credit limit. If Never is selected, the aging information is not recalculated before the credit limit is checked. If Always is selected, the aging information is recalculated each time the system checks the customers credit limit. If By Number of Days is selected, the system only recalculates the aging information if the number of days entered at the Number of Days to Recalculate Aging field is greater than the number of days since the last time the aging information was recalculated for a customer.
Note: The date the aging information was last recalculated for a customer is maintained in the AR_Customer file.

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Entry Tab
Use the Entry Tab to determine if batch processing is used in Invoice Data Entry and Cash Receipts Entry and to determine the next available number for invoices, deposits, and customers.
Enter a default bank code to use in Cash Receipts Entry.
Enter the next available invoice number and deposit number. You can manually enter the invoice and deposit number when entering transactions.
If selected, you can optionally create the customer ID using a number incremented automatically by the system.
Figure 5
Enabling batch processing for Invoice Data Entry and Cash Receipts Entry allows
you to create batches of transactions for updating purposes. Batches can post one at a time, allowing different posting dates, or all together using the same posting date for all batches.
If the Require Deposit Amount check box is selected, you are required to enter a total cash and credit card deposit amount in Cash Receipts Entry. The deposit amounts are compared to the total cash and credit card transactions entered. If there is a difference, a warning message displays. Clear the Require Deposit Amount check box to have the system calculate the total deposit amount based on the transactions entered.
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Select the Allow Credit Cards check box to enter credit card receipts in Cash Receipts Entry. If the Allow Credit Cards and Require Deposit Amount check boxes are selected, you are also required to enter a total credit card deposit amount in Cash Receipts Entry. You must have this check box selected to receive credit card payments in Sales Order.
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Printing Tab
Use the Printing Tab to determine how journals print and if you are required to print invoices and statements.
Figure 6
If the Print Invoices or Print Statements check boxes are cleared, you are not required to print invoices or statements. Regardless of the selection, you can always print invoices and statements using the Invoice Printing and Statement Printing tasks.

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History Tab
Use the History tab to determine how long to retain historical information for customers and transactions.
Determines how long to retain sales history for customers and salespersons. You can also select to retain sales tax and freight information. Determines if changes to the customer in Customer Maintenance are tracked. The options available include: None, All, Deletions, Additions, and Changes.
Determines how long to retain cash receipts history and the type of history retained. You can selected to retain history for all transactions or only a specific transaction type. For example, you can select to retain only check history.
Figure 7
Retain In Detail The Retain In Detail field determines if invoice history is retained in detail or summary. Yes: Select Yes to have the ability to drill down to view invoice information, reprint invoices, and print detailed invoice reports. Summary: Select Summary to retain information regarding the original invoice amount and payment terms. Detailed information such as the items or services purchased are not retained. No: Select No if you do not want to retain detailed or summary invoice history.
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Activity
1. From the Setup menu, select Accounts Receivable Options. 2. Click the Additional tab. 3. Select the Retain Temporary Customers with Paid Invoices check box. 4. Click the Credit tab. 5. Select Both at the Credit Limit Checking field and enter 50.00 as the margin. 6. Select By Number of Days at the Automatically Recalculate Aging field. Accept the default number of days. 7. Click the Entry tab and select the Enable check box for Invoice Data Entry. 8. Click the Printing tab and select the Print Tax Journal in Detail check box. 9. Click the History tab. 10. At the Customer Changes to Track field, select All. 11. Enter 5 as the number of years to retain customer and salesperson history. 12. Click Accept to save the information and close the window.

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Divisions
You can use divisions to represent branches or profit centers within a company. They are used to group sales, cost of goods sold, and customer and receivable transactions for reporting. Accounts Receivable uses division information when determining general ledger postings.
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Division Maintenance
Use Division Maintenance on the Setup menu to define divisions. Every company must define at least one division, even if the Accounts Receivable Divisions check box is cleared in Accounts Receivable Options.
Figure 8
If you selected the Accounts Receivable Divisions check box in Accounts Receivable Options, assign a number from 00 to 99 as the division number. Enter an account in each of the account fields to avoid missing or invalid general ledger account errors when updating. The Post to field determines the subaccount segment value representing this division in General Ledger. This is based on the subaccount segment selected at the G/L Segment to Post A/R Sales field in Accounts Receivable Options. Division number 00 is predefined by the system. Companies with no divisions must enter the appropriate general ledger accounts under division 00.
You must assign each customer to a valid division code.

Default Division
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Bank Code Maintenance

Use Bank Code Maintenance on the Setup menu to define up to 36 bank codes. The general ledger cash account, bank ID number, and address are entered for each bank code.
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Figure 9
The default bank code to use when entering transactions is defined in Accounts Receivable Options. You can create and maintain bank codes in Accounts Receivable, Accounts Payable, Bank Reconciliation, and Payroll. Beginning balances for bank codes are entered only in Bank Reconciliation. The cash account number selected determines the general ledger posting for cash receipts in Accounts Receivable. After a bank code is defined and the integration to Bank Reconciliation is selected, any transactions attached to the bank code update to Bank Reconciliation.
Bank codes are defined just once for all modules within one company.


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Terms Code Maintenance

Use Terms Code Maintenance on the Setup menu to establish a file of common payment terms offered to your customers. After creating the terms codes, you can assign a default terms code to customers in Customer Maintenance.
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Figure 10
During invoice entry, discount amounts are calculated automatically and invoice and discount due dates display based on the assigned terms code. can change them in Invoice Data Entry.
Although terms codes are assigned to customers in Customer Maintenance, you

You can add new codes automatically using such tasks as Invoice Data Entry and Customer Maintenance. A default terms code of 00 is created for customers not assigned to a specific terms code. You cannot delete the 00 terms code but you can modify the information. The Minimum Days Allowed field enables the proper calculation of the due date and discount date when the Day of the Month check box is selected.
Activity
Add a new terms code. 1. From the Setup menu, select Terms Code Maintenance. 2. Add terms code 04 with a description of DUE ON THE 10TH, which requires customers to pay invoices dated in one month by the 10th of the next month. Enter 10 in the Days Before Due field, select the Day of the Month check box, and enter 10 in the Minimum Days Allowed field.
3. Click Accept to save the information and close the window.
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Sales Tax
You can define sales tax information for use in Accounts Receivable and Sales Order, allowing the calculation of sales tax on invoices and sales orders. Four tasks are used when defining sales tax information: Sales Tax Class Maintenance, Sales Tax Code Maintenance, and Sales Tax Schedule Maintenance are located on the Setup menu in Library Master and affect all companies. Sales Tax Account Maintenance is located on the Setup menu in Accounts Receivable and the Main menu in Common Information. Its settings affect only the current active company.
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Note: Sales tax is only calculated on invoices if you selected the Sales Tax Reporting check box in Accounts Receivable Options.
Sales Tax Class Maintenance

Use Sales Tax Class Maintenance on the Library Master Setup menu to define sales tax classes. You determine the rate calculated for each tax class when defining the sales tax codes in Sales Tax Code Maintenance. Sales tax classes are assigned to sales codes, inventory items, and vendors.
Figure 11
The Taxable, Non Taxable, and Taxable Freight tax classes are automatically predefined and you cannot delete them. tax class.
Each item code, inventory item, and miscellaneous charge is assigned to a sales
You can change the tax class when entering invoices in Accounts Receivable and Sales Order.
Note: If modifications are made to tax classes, use Sales Tax Calculation on the Accounts Receivable Utilities menu to recalculate sales tax on unposted invoices, repetitive invoices, sales orders, and sales order invoices. Certified Student Course Curriculum - Version 13.0
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Sales Tax (continued)

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TF Tax Class The TF tax class is used to calculate sales tax on freight amounts. charge items. If freight is entered on an invoice, the system automatically calculates sales tax using the rate defined for the TF tax class in Sales Tax Code Maintenance.
You cannot assign this tax class to item codes, inventory items, or miscellaneous
Sales Tax Code Maintenance

Sales tax codes represent each state, county, or local jurisdiction to which you report sales tax information. Use Sales Tax Code Maintenance on the Library Master Setup menu to define the individual tax codes and to determine the rates used for each sales tax class.
Figure 12
Sales, purchases, and sales taxes collected are tracked for reporting purposes for each sales tax code. amount calculated on an invoice.
Tax codes are assigned to tax schedules, which determine the overall sales tax
Note: If modifications are made to tax codes, use Sales Tax Calculation on the Accounts Receivable Utilities menu to recalculate sales tax on invoices, repetitive invoices, sales orders, and sales order invoices.
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Tax on Tax If the Tax on Tax check box is selected, the amount calculated for the selected tax code is taxable by another tax code. For example, in Canada, the sales tax amount calculated for specific jurisdictions is taxable by another taxing jurisdiction. After selecting the check box, you must enter a tax class at the Tax Class field. A rate is assigned to this class when defining new tax codes. available for selection at the Tax Class field.
Tax classes defined in Sales Tax Class Maintenance in Library Master are not Activity
Add a new tax code for Sacramento County. 1. From the Library Master Setup menu, select Sales Tax Code Maintenance. 2. Enter CA SAC as the tax code, SACRAMENTO as the description, and SAC for the short description. 3. Enter .50 as the sales tax rate for taxable items and freight is not taxable. 4. Accept the information and close the window.

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Sales Tax Schedule Maintenance

Use Sales Tax Schedule Maintenance on the Library Master Setup menu to group tax codes together that make up a total sales tax rate. For example, a tax schedule might include state and county sales tax.
Figure 13
You can assign a default tax schedule to customer addresses, which is used to calculate tax automatically during Invoice Data Entry. When entering transactions, you can change the tax schedule assigned to a customer or vendor.
The sequence in which the tax codes are entered is very important because of tax
on tax calculations and the establishment of the primary tax code. The order they appear on the list determines when they are calculated. The first tax code entered becomes the primary tax code.
Note: If modifications are made to tax classes, use the Sales Tax Calculation task on the Accounts Receivable Utilities menu to recalculate sales tax on invoices, repetitive invoices, sales orders, and sales order invoices.
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ZIP XRef and State XRef Buttons Click ZIP XRef to cross reference the selected sales tax schedule to specific ZIP Codes entered in ZIP Code Maintenance in Library Master. This automatically assigns the selected tax schedule during data entry. For example, if you enter a ZIP Code assigned to a tax schedule in Customer Maintenance, the sales tax schedule is automatically assigned to the customer. You can add ZIP Codes not defined in ZIP Code Maintenance. If the same ZIP Code is assigned to multiple tax schedules, you are prompted for the correct tax schedule during data entry.
Note: ZIP XRef is also used with third-party tax processing software. Click State XRef to cross reference the selected sales tax schedule to specific states. This works the same as discussed above. You cannot assign the same state to multiple sales tax schedules. This task is available only if e-Business Manger is installed.
Activity
1. From the Library Master Setup menu, select Sales Tax Schedule Maintenance. 2. Enter CA SAC as the tax schedule and SACRAMENTO as the description. 3. Select both the CA and CA SAC tax codes. Accept the information and close the window.

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Sales Tax Account Maintenance

Use Sales Tax Account Maintenance on the Accounts Receivable Setup menu or Common Information Main menu to define the sales tax account and to view summarized tax information.
Figure 14
If adjustments are made to the accumulated amounts displayed, an adjustment entry is reflected on the Sales Tax Report. The revised amount prints on the Sales Tax Report with a notation. Click Sales to view total nontaxable and taxable sales and freight amounts as of a date you define.
Activity
1. From the Accounts Receivable Setup menu, select Sales Tax Account Maintenance. 2. Click the Sales Tax Code Lookup button and select the CA SAC sales tax code. 3. Enter 477-38225 as the registration number and 207-00-000 as the account at the A/R Sales Tax Account field. 4. Accept the information and close the window.
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Salesperson Maintenance
Use Salesperson Maintenance on the Setup menu to define information regarding each salesperson in your company. This task is available only if you selected the Salesperson Commission Reporting check box in Accounts Receivable Options.
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Main Tab
Use the Main tab to define information such as the salespersons address, telephone number, e-mail address, sales manager, and commission rate.
Figure 15
Options for calculating and tracking commissions are entered in Accounts Receivable Options. A salesperson number and commission rate are assigned to each salesperson. The first two characters of the salesperson number indicate the division the salesperson is assigned. You can assign a default salesperson to each customer in Customer Maintenance; however, you can change the default salesperson when entering transactions in Invoice Data Entry. You can link salespersons to vendors, employees, or account numbers for commission tracking and payment if the Update Commissions to Other Modules check box is selected in Accounts Receivable Options. Click Link to establish these links. Page 25

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Salesperson Maintenance (continued)

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History Tab
Use the History tab to track sales and commission information for the current, previous, and future years.
Click the Switch View button to view comparisons between the current year and previous year profit and commission totals. This information is only available if you selected to retain salesperson history.
Figure 16
Click the Fix button to modify the information displayed in each column. The Fix button is not available when comparing current and previous year totals. You must have the appropriate security event override to modify the totals. Commissions manually adjusted in Commission Edit Maintenance on the Period End menu do not update this History tab. You must also manually adjust the commission amount here to reflect the change.
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Salesperson Maintenance (continued)

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Activity
1. From the Setup menu, select Salesperson Maintenance. 2. Add Mary Allen as a new salesperson to division 01. The salesperson number is 01-0900. Her address is as follows: 123 E. Main St. Apt 12, Anaheim, CA, 92814, (714) 285-5896. The commission rate is 8 percent and the e-mail address is mallen@superior.com. Link her to Payroll by clicking the Link button. Choose employee as the link type, herself as the employee, and enter 03 as the earnings code.
3. Click Accept and close the window.

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Miscellaneous Item Maintenance

Use Miscellaneous Item Maintenance on the Setup menu in Accounts Receivable or on the Common Information Main menu to identify and track miscellaneous products or services sold and purchased. This task is used primarily if Sales Order or Purchase Order and Inventory Management are not activated for the selected company. Note: Items created through this task in Accounts Receivable are also available in Common Information and any other module containing the same task.
You can associate an image with a miscellaneous item at the Image field. Only image filed with an extension of .bmp, .jpg, or .gif are accepted.
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If selected, the item is available when entering transactions in Accounts Receivable. You can also determine if sales post based on the division assigned to the customer.
Determines if the item code is available when entering sales orders in Sales Order. If the Allow Use in Sales Order check box is selected, you can also determine if trade discounts apply, if you can drop ship the item, and if returns are allowed. If Bill of Materials is activated, this section displays options for determining if the item code is available in Bill of Materials, define the miscellaneous charge selected as a setup charge, and define a unit of measure.
Determines if the item code is available when entering purchase orders in Purchase Order. If the Allow Use in Purchase Order check box is selected, you can also determine if the item is included in the allocation of landed cost and a vendor item code.
Figure 17
During Invoice Data Entry, item codes are used to automatically display such information as the description, price, and cost for each item sold. The item code determines the posting to General Ledger for the sale of this item code when invoices are updated. The sales tax class selected determines if sales tax is calculated when the item is sold. For items or services sold in quantities, you can display a unit of measure on the customer's invoice. The user is also prompted for a quantity in Invoice Data Entry. Select the Calculate Commission on Sales check box to calculate commission on this item code when entering transactions in Accounts Receivable. Certified Student Course Curriculum - Version 13.0
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Miscellaneous Item Maintenance (continued)

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Item Type
The item type selected at the Item Type field determines the information entered for the item code. The options available include: Miscellaneous, Charge, and Comment. For both Miscellaneous and Charge, you can define a unit price and unit cost. You can define a sales, cost of goods sold, inventory, and purchases account on the Accounts tab for items assigned to the Miscellaneous item type. For the Charge item type, you cannot enter a unit of measure for item codes assigned to this type and you can only define a sales account and purchases account on the Accounts tab. Select Comment as the item type to enter a comment that you can add to an invoice. For example, you can enter a comment for warranty information or care instructions. If Comment is selected, the Main tab changes to include a Comment Text file. You can enter a maximum of 2048 characters as the comment. You cannot define posting accounts or view sales history for items assigned to the Comment item type.
Standard Item Codes

There are two standard item codes automatically created: C and M. These item codes are used to enter a one-time comment or miscellaneous item when entering an invoice in Invoice Data Entry. You cannot define information for these item codes in Miscellaneous Item Maintenance and you cannot delete them. To enter a one-time comment or miscellaneous item on an invoice, enter C or M at the Item Code field in Invoice Data Entry. If you enter M at the Item Code field, you can enter an amount and a description. You cannot enter a cost.
Information for these item codes is not tracked in Miscellaneous Item Maintenance.

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Accounts Tab
Use the Accounts tab to define posting accounts for the item code. The fields available are based on the item type and selections made in Accounts Receivable Options. Note: This tab is available only for item codes assigned to the Miscellaneous or Charge item type.
Figure 18
The Cost of Goods Account and Inventory Account fields are only available if the Cost of Goods check box is selected in Accounts Receivable Options. If you selected to post sales by division, the appropriate subaccount segment value is replaced with the value defined for the division assigned to the customer in Division Maintenance. For example, if Location is the subaccount segment to override and NRT is assigned as the value for division 01 in Division Maintenance, all sales for customers assigned to the 01 division post to the 400-00-NRT sales account.
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History Tab
Use the History tab to view sales history for the selected item code. Information includes the quantity sold, quantity returned, sales, cost of goods sold, and profit. You can view information for the current, previous, and any future fiscal years created. Note: This tab is available only for item codes assigned to the Miscellaneous or Charge item type.
Select the appropriate option to view quantity, sales, or receipt information.
Click the Compare PY button to view comparisons between the current year and previous year information. The information is only available based on the number of years you selected to retain history in Accounts Receivable Options.
Figure 19
Select the Quantities option to view information such as the quantity sold, customer quantity returned, net quantity sold, quantity received, vendor quantity returned, net quantity returned, and quantity issued. Select Sales to view information such as the net quantity sold, sales dollars, cost of sales, profit, and profit percentage. Select Receipts to view information such as the net quantity received, cost of goods, quantity issued, and issue cost.

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Activity
Add a new item code. 1. From the Setup menu, select Miscellaneous Item Maintenance. 2. Enter item code HELMET and select Miscellaneous as the item type. 3. Enter BIKE HELMET as the description and enter the remaining information as displayed in the figure below.
Figure 20
4. Click the Accounts tab. 5. Enter 400-00-000 as the sales account. 6. Verify the information entered and click Accept. 7. Close the window.
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Payment Type Maintenance

Use Payment Type Maintenance on the Setup menu to create and modify payment types such as credit cards, checks, and cash. The payment types defined are used when recording deposits on sales orders and invoices in Sales Order.
Payment methods include: Credit Card, Check, Cash on Delivery, and Other.
0
Indicates the number of days the preauthorization is valid.
Figure 21
A default payment type of CHECK is created automatically and you cannot delete this payment type. CHECK is also assigned to new customers by default. The asset account number defined is debited when the payment posts in Sales Order.
Credit Card Information

The default transaction method selected determines how to handle the transfer of funds when recording credit card deposits and payments in Sales Order. The accrual account is used to post the estimated accrued expense associated with accepting a credit card for payment. This expense is accrued during the sales journal update process and posts to the account entered at the Accrual Account field. The merchant ID is your ID with the credit card company. This information does not display when receiving credit card deposits. The discount percentage rate, transaction fee, and authorization term are assigned by the merchant bank. Credit card expenses equal the discount percentage plus the per transaction fee. Page 33

Sage MAS 90 and 200
Payment Type Maintenance (continued)

At the Validation Code Length field, enter the length of the validation code sent to the credit card server. Select the Allow Corporate Cards check box to accept corporate credit cards for the selected payment type.
0
Note: Refer to the Help system for additional information on defining credit card information. Additional information for this task is discussed in the Sales Order training class.
Activity
1. From the Setup menu, select Payment Type Maintenance. 2. Select the CCPAY payment type and modify the information as displayed in the figure below.
Figure 22
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Sage MAS 90 and 200
Memo Manager Maintenance

You can create memos for specific key items such as customers, invoices, and invoice history. Use Memo Manager Maintenance on the Setup menu to control, by role, tasks where memos are displayed for customers, invoices, and invoice history. This provides greater security and flexibility in controlling how and when a user can access memos.
0
Note: Settings are also defined using Memo Manager Maintenance in Library Master.
The Module field defaults to Accounts Receivable. You cannot change the module for this task in Accounts Receivable.
Lists the memo types entered for the module selected. The memo types currently available for Accounts Receivable are: Customer, Invoice, and Invoice History.
Click Copy to copy memo settings from one security role to another. You cannot change the module or memo type when copying information.
Figure 23
Role
At the Role field, select the role for the memo options you are defining. The roles available include a default selection for all users and any roles defined in Role Maintenance. The Role field is only available if security is enabled. If security is not enabled, the settings defined are applied to all users accessing the program. selected from the role providing the least amount of restriction. Certified Student Course Curriculum - Version 13.0
If a user is assigned to multiple roles in the same company, the memo option is
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Memo Manager Maintenance (continued)

0
Task, Memo Options, and Auto Display

For each task listed, determine if the memos entered are displayed to the user, hidden from the user, or if the user can maintain memos from the selected task. The Auto Display check box determines if memos automatically display when accessing a task.
The actual memos displayed are determined when creating each memo. Purge
Click Purge to purge memos from the company based on a selection criteria defined in the Purge Memos window. For example, you can define a selection criteria that purges memos with an expiration date less than 05/31/09.
You can create a selection criteria based on any or all of the fields listed.
The Value fields available are based on the operand selected. For example, if you select Range as the operand, you must enter a starting and ending value.
The options available at the Operand field include: All, Begins with, Ends with, Contains, Less than, Greater than, Range, Equal to, and Not Equal to.
Figure 24
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Memo Manager Maintenance (continued)

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Activity
Define specific settings for the Default role in Memo Manager Maintenance. 1. From the Setup menu, select Memo Manager Maintenance. 2. Select Customer as the memo type and Default as the role. 3. Select information as displayed in the figure below.
Figure 25

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Converting from Another Accounts Receivable System

When first setting up a company, you need to enter outstanding customer balances from your previous accounting system. You need to enter any existing invoices, credit memos, debit memos, and adjustments reflected in General Ledger before starting daily processing. The steps for entering and verifying information from an existing Accounts Receivable system are listed below. 1. Gather all unpaid invoices as of your last closed accounting period. 2. Print a report of outstanding invoices or prepare an adding machine tape totaling the invoices. This amount should equal the account balance for the accounts receivable account in General Ledger. 3. Set the posting date to the last day of the last closed accounting period. This period is your current period established in Accounts Receivable Options. 4. Using Invoice Data Entry, enter the unpaid invoices using their original invoice dates. During the distribution process, post the entire distribution balance to your accounts receivable general ledger account number. Note: This is done because you posted these invoices already in a previous accounting period. 5. From the Main menu, select to print the Sales Journal. The total on this report should equal the balance of the accounts receivable account in General Ledger. 6. Update the invoices by printing and updating the Sales Journal. 7. Print the Trial Balance Report on the Reports menu. The total on this report should equal the balance of the accounts receivable account in General Ledger. 8. Close the period in Period End Processing. 9. Verify the accounting date is the first day of the current accounting period.
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Sage MAS 90 and 200
Lab
The purpose of this lab is to review the information learned in the previous topics and to provide experience setting up Accounts Receivable. Page numbers are provided to aid you in referring back to the appropriate topics. Complete all steps in this exercise and accept all defaults unless otherwise instructed.
0
Tasks you will use

Accounts Receivable Options Terms Code Maintenance Miscellaneous Item Maintenance Sales Tax Code Maintenance Sales Tax Schedule Maintenance
In this exercise, you will define settings using various tasks in the LAB company. If you are not in company LAB, switch to that company now. The accounting date is 04/30/10. 1. Make the following modifications in Accounts Receivable Options. (page 8) Select to retain temporary customers with paid invoices. Select to check the customers credit limit based on both the credit limit and aged categories. Select to include open orders when checking the credit limit and enter 100.00 as the margin. Select to only include categories up to 90+ days past due. Select to always recalculate the customers aged invoice balances when checking the credit limit. Select to print the Tax Journal in detail. Select to retain all changes made to a customer in Customer Maintenance. Customer and salesperson history is retained for five years. The terms code is 04 and the description is DUE IN 10 DAYS. The full amount is due in 10 days from the invoice date and there is no discount.
2. Create a new terms code based on the information below. (page 18)

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Sage MAS 90 and 200
Lab (continued)
3. Enter a new miscellaneous item code using the information below. (page 28) Enter SPTBIKE as the ID and SPORT BIKE as the description. Select Miscellaneous as the item type. Enter 1200.00 as the price and 620.00 as the cost. Enter EACH as the unit of measure. Commission is calculated on this item. The item is available in Accounts Receivable. Enter 400-00-000 as the sales account.
0
4. Verify tax codes for California and Orange County using the information provided. (page 20) Use CA as the tax code for California and enter a 7.25% rate for the Taxable tax class. Use CA OR as the tax code for Orange County and enter a .50% rate for the Taxable tax class. Enter CA as the ID for the California tax schedule. Include only the CA sales tax code. Enter CA OR as the ID for the California/Orange County tax schedule. Include both the CA and CA OR sales tax codes.
5. Verify the following tax schedules. (page 22)
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Sage MAS 90 and 200
Challenge Questions
1. What task allows you to group customers together for reporting purposes? ________________________________________________________________ 2. Why are divisions defined? ________________________________________________________________ 3. Where do you determine if you are calculating and tracking commissions? ________________________________________________________________ 4. In which module are sales tax classes defined? ________________________________________________________________
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Sage MAS 90 and 200
Summary
0
You have learned

How to define parameters for how Accounts Receivable operates How to create divisions, bank codes, terms codes, sales codes, and payment terms How to create and maintain sales tax information How to create salespersons and customers How to use the various utilities available in Accounts Receivable Utilities
Additional Training Tools

The following training tools are available for additional training and are available for purchase from your business partner: TakeCharge Accounting Tutorial (available on CD) Processing your Accounts Receivable training class
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Appendix
1
The following topics are included in this Appendix: Appendix A Challenge Answers Appendix B Accounts Receivable Setup Wizard

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Appendix A Challenge Answers

2
1. What task allows you to group customers together for reporting purposes? Answer: Division Maintenance 2. Why are divisions defined? Answer: To identify branches or profit centers for tracking sales and to assign the general ledger posting accounts used when updating transactions entered in Accounts Receivable. 3. Where do you determine if you are calculating and tracking commissions? Answer: Accounts Receivable Options 4. In which module are sales tax classes defined? Answer: Library Master
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Appendix B Accounts Receivable Setup Wizard

3
The Accounts Receivable Setup Wizard is designed to aid in the set up of Accounts Receivable for a new company. The Accounts Receivable Setup Wizard provides you with several options for defining information for divisions, commission, and finance charges. You cannot access tasks in Accounts Receivable without first completing the Accounts Receivable Setup Wizard. To access the Accounts Receivable Setup Wizard, click Yes when prompted to set up the module for a new company. Click No to return to the Desktop. The options available in this wizard are the same as discussed in the previous lesson. Refer to the previous lesson for additional information on these options.
Use the following steps when defining information in the Accounts Receivable Setup Wizard. Note: The figures display information for a new company called AR1. 1. From the Welcome page, users can access detailed Help on how to set up Accounts Receivable. This includes information on basic concepts and the steps to complete when setting up Accounts Receivable for a new company.
Figure 26
The Set Up Accounts Receivable for a New Company link is the only Help available in the wizard.

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Appendix B Accounts Receivable Setup Wizard (continued)

4
2. Click Next. Use the Define Your Customer Configuration page to determine if divisions are used, if the customer number is incremented, and if customers are set up as Open Item or Balance Forward.
Figure 27
3. Click Next. Use the Set Customer Number Expansion Option page to determine if you want to expand the customer number from 7 characters to 20 characters. It is important to note that you cannot change this option once selected.
Figure 28
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Sage MAS 90 and 200
Appendix B - Accounts Receivable Setup Wizard (continued)

5
4. Click Next. Use the Define Invoice Aging Options page to define how to age invoices and the aging categories.
Figure 29
You can select to age invoices by due date or invoice date. The selection made at the Do you want to age invoices by days or by month field, determines the information entered at the Aging Category fields.

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6
5. Click Next. Use the Define Customer Credit Limit Checking page to determine the method used when checking the customers credit limit.
Figure 30
You can select to check the customers credit limit based on the current open invoice balance, aged balance, or both. Select None if you do not want to check the customers credit limit when entering invoices. After completing the wizard, you can define additional information such as a margin in Accounts Receivable Options.
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6. Click Next. Use the Define Salesperson Commission Reporting page to determine if commission is calculated and if commission is paid on paid invoices only. You can also determine if commission information is updated to other modules.
Figure 31
Salesperson information is defined in Salesperson Maintenance. This includes the commission rate and link information if you selected to post commission information to other modules.

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8
7. Click Next. Use the Define Finance Charges page to define information specific to calculating finance charges on past due invoices.
Figure 32
You can select to calculate finance charges based on a fixed amount or percentage. The option selected determines the fields available. For example, you can only define a minimum finance charge to apply amount if Percent is selected as the method.
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8. Click Next. Use the Configure Additional Options page to define such information as the current fiscal year and period, if sales tax is calculated, the next available invoice number, and if batches are entered in Invoice Data Entry and Cash Receipts Entry.
Figure 33

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9. Click Next. Use the Completing the Accounts Receivable Setup Wizard page to review information regarding the selections made throughout the wizard.
Figure 34
If any of the information is incorrect, click Back to return to the appropriate pages in the wizard to make the changes. Printing the Wizard Listing is ideal if several people are responsible for verifying the information entered before completing the setup process. If the Accounts Receivable Setup Wizard is cancelled at any point, the setup process is not considered complete and any settings defined are ignored.
Note: You can modify selections made in the wizard using the appropriate tasks on the Setup menu.
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Sage MAS 90 and 200 ERP Setting Up Accounts Receivable

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Sage MAS 90 and 200 ERP Setting Up Accounts Receivable

CERTIFIED STUDENT CURRICULUM

Curriculum Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

Certified Student Course Curriculum - Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

Certified Student Course Curriculum - Version 13.0

Copyright 2010 Sage Software, Inc. All rights reserved.

Sage MAS 90 and 200

Setting Up Accounts Receivable

Welcome and Introduction

Certified Student Course Curriculum - Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

Welcome and Introduction (continued)

How to Use This Curriculum

Italic font in an activity

Courier font in an activity

Obtaining the Software Requirements and Case Study Data

Certified Student Course Curriculum - Version 13.0

Copyright 2010 Sage Software, Inc. All rights reserved.

Sage MAS 90 and 200

Setting Up Accounts Receivable

Certified Student Course Curriculum - Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

Certified Student Course Curriculum - Version 13.0

Copyright 2010 Sage Software, Inc. All rights reserved.

Sage MAS 90 and 200

Setting Up Accounts Receivable

Setting up Accounts Receivable

Certified Student Course Curriculum - Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

What You Need

Accounts Receivable Setup Wizard

Certified Student Course Curriculum - Version 13.0

Copyright 2010 Sage Software, Inc. All rights reserved.

Sage MAS 90 and 200

Setting Up Accounts Receivable

Setting up Accounts Receivable (continued)

Steps for Setting Up Accounts Receivable

Sales Tax Class Maintenance**

Terms Code Maintenance

Bank Code Maintenance

Division Code Maintenance

Sales Tax Code Maintenance**

Sales Tax Schedule Maintenance**

Sales Tax Account Maintenance

Memo Manager Maintenance*

Miscellaneous Item Maintenance

Payment Type Maintenance

Enter Open Invoices

Certified Student Course Curriculum - Version 13.0

Sage MAS 90 and 200

Setting Up Accounts Receivable

Accounts Receivable Options

Determines how and what information posts to General Ledger.

Select a subaccount segment to override when defining accounts in Division Maintenance.

Determines if sales tax is calculated and tracked in Accounts Receivable.

Copyright 2010 Sage Software, Inc. All rights reserved.