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DISCLAIMER Copyright 2007 Epicor Software Corporation. All rights reserved. No part of this confidential copyrighted publication may be reproduced or distributed in any form without the prior written consent of Epicor Software Corporation. This document is for informational purposes only and is to subject to change without notice. The contents of this document are believed to be current and accurate as of its date of publication. Epicor Software Corporation makes no representations or warranties, expressed or implied, with respect to the contents of this manual and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. This document is considered Confidential Proprietary Information of Epicor Software Corporation. It shall not be distributed in any way to any third party entity or person without the express prior written consent of Epicor Software Corporation. We welcome customer comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. Epicor is a registered trademark of Epicor Software Corporation. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners and are acknowledged herein. Item Code No. 10821-834-3048-584408 Product No. ED807803408, Release 8.03.408 Distribution: February 2008
Contents
Accounts Receivable Course Prerequisites Setup 5 7 9 11 3 1
Objectives Overview
Application Setup
Company Configuration 12 Workshop - Update the Accounts Receivable Module Configuration 16 Maintenance Programs 17 A/R Account 18 Product Group 19 Bank Account 21 Work Force 24 Terms 25 Workshop - Create a Terms Record 27 Freight on Board 28 Miscellaneous Charge 29 Workshop - Add a Miscellaneous Charge Record 31 Aging Report Format 32 Customer 33 Customer Detail Sheet 34 Customer Billing Sheet 35 Customer Ship To and Contact Sheets 39 Workshop - Enter a New Customer Record 40 Finance/Late Charge 42 Develop a Finance Charge Code and Assign it to a Customer Record 44 Accounts Receivable Sales Tax 46 Sales Tax Category 47 Sales Tax 48 Tax Regions 51 Link Tax Regions and Categories 52 Delegate a Tax Region to a Customer 54
Contents
AR Processes
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Invoice Entry Process 56 Advance Billing Invoices 58 Workshop - Create Advance Billing Invoices for an Existing Sales Order 59 Deposit Invoices 61 Workshop - Enter a Deposit Invoice 62 Advance Billing/Deposit Balance Report 63 Workshop - View the Balance of Deposits and Advance Billings Made on Sales Orders 64 Order Tracker 65 Workshop - Use the Order Tracker Shipment Invoices 67 Workshop - Ship a Customer's Order 68 Workshop - Invoice a Shipment 69 Credit Memos 72 Workshop - Create Credit Memos 73 Miscellaneous Invoices 75 Workshop - Enter a Miscellaneous Invoice Aged Receivables Report 78 Workshop - Use the Aged Receivables Report 79 Cash Receipt Process 80 Invoice Payments 81 Workshop - Apply Cash to Invoices 82 Debit Notes 84 Workshop - Add a Debit Note 85 Deposit Payments 86 Workshop - Create a Deposit Payment 87 Miscellaneous Cash Payments 88 Workshop - Enter a Miscellaneous Cash Payment 89 Related Processes 90 Process Finance/Late Charges 91 Invoice Adjustments 92 Workshop - Adjust an Open Invoice 93 Apply Credit Memo 94 Workshop - Apply a Credit Memo to an Open Invoice 95 Customer Credit Manager 96 Workshop - Use the Customer Credit Manager 97 Credit Card Processing 99 76 66
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Contents
101
Workshop - Use the Invoice Tracker to Review Current Information About an Invoice 105 Workshop - Use the Cash Receipts Tracker 106
109
AR Processing Tips 112 Period-End Close Suggestions 113 AR Transaction Hierarchy - Inventory Interfaced 114
Contents
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Prerequisites
In order to successfully complete this course, the following prerequisites must be met: 1.
2.
3.
4.
Setup
To successfully complete this course, the 8.03.400 release (or later) must be installed and operational in a training environment. The workshops included in the Accounts Receivable course must be completed in a training environment using the Education database's Minneapolis company (VN10T). You may need to contact your manager for assistance if this environment is unaccessible to you.
Objectives
The following objectives will be met upon successful completion of this course:
Identify the company configuration and maintenance programs related to the AR processing cycle. Follow the process and transaction flow for the AR cycle. Differentiate between the seven types of AR invoices. Use debit notes, miscellaneous and deposit cash receipts appropriately. Understand the proper times to create and use AR Adjustments. Trace the AR hierarchy and flow of system-generated general ledger (GL) transactions. Recognize documents, reports and records necessary for tracking the AR cycle. Document period-end close procedures.
Overview
Key Concepts of Accounts Receivable Processing In an interfaced environment, AR and sales-related General Ledger accounts can be defined in several
maintenance programs. Hierarchical logic is used to retrieve the correct account.
Optional use of an AR Clearing account controls the timing of Cost of Sales posting. Invoices and cash receipts are posted to the GL using a group posting methodology. Typical Sales Order to Payment Process Flow
1. 2. 3. 4. Process a sales order Ship goods Invoice the customer Receive payment
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Application Setup
The Application Setup section of this course reviews the key company and maintenance program configuration factors applicable to the Accounts Receivable Cycle. Not all programs and fields that contribute to every AR process are reviewed and/or discussed in this course. After completing this course, if you would still like to learn more about programs and/or fields that were not mentioned, please visit your Manufacturing Software's Online Help application. All programs, fields and operations relating to every module contained within your Manufacturing Software are documented and defined within the Online Help application.
Application Setup
Company Configuration
Menu Path - System Management / Company Maintenance / Company
The Accounts Receivable Cycle relies greatly on certain configurations made within the Company Maintenance program. The following information helps you to identify some essential items to define during the implementation of your company's AR module.
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Company Configuration
cost dollars are moved directly to COS when running the Capture COS/WIP Activity function. Only one AR Clearing account can be defined per company. Do not enter an account number here if it is preferred to have COS booked at time of shipment rather than time of invoicing. Rebates The account defined here is used when posting Rebates in the AR Invoice module. If you would like to learn more about rebates and their process flow, it is recommended that you sign up for the Rebates, Promotions and Royalties course at your convenience. Sales, Returns, Sales Discount Accounts Accounts defined here are hit with Debits and Credits if no other accounts are defined within the A/R Account Maintenance program or on a product group linked to an applicable part. If you choose to define product-specific Revenue and Expense accounts on a product group, the account numbers you would typically elect to enter here are Suspense Accounts. Sales Enter the most common GL account number to contain your company's sales/revenue amounts. Returns Enter the most common GL account number for your company's returns and allowances. When entering a credit memo, this account offsets receivables account. If you prefer not to keep a separate Returns account for credit memos, you have the option to enter the Sales account here instead of a seperate returns account. Sales Discounts Enter the most common GL account number for your company's sales discounts. Starting Invoice Number During initial implementation, you must enter a starting invoice number. The number you enter represents the first consecutive invoice number assigned during invoicing. The number you add must be higher than any invoice previously entered via the Open Invoice Load process. Sales Tax Calculation Options You have the option to decide and define how you would like sales tax to calculate on your company's AR Invoices. Your choices include, (Per Line) or (Per Invoice). If the former is selected, taxes are calculated based on each individual line entered on all invoices. The latter basis its calculation on the invoice's total amount. The selection you make here is the default calculation for invoice taxes, but it can be changed if ever your company's needs change. Depending upon the option you select, the sales tax amounts will display differently on the AR Invoice form. If you select Per Line, the line sales tax is displayed with each invoice detail line. If you select Per Invoice, the sales taxes will be totaled and displayed with the final totals on the invoice. Ready to Calculate Checkbox
Application Setup
If this checkbox is available to enable in the AR module configuration, this means that your company is licensed with Tax Connect, a program that calculates taxes automatically with the help of a third party. If this checkbox is disabled, it holds no value to your company's AR process cycle. If enabled and selected, the Ready to Calculate checkbox located on all AR Invoice summary sheets always defaults in as checked. If Tax Connect is licensed to your company, invoices are only able to post if the Ready to Calculate checkbox is turned on. This is because the checkbox tells the system that the invoice is ready to have its totals calculated by the third party and accurately posted. If you choose to leave the Ready to Calculate checkbox unchecked in the company maintenance program, you must check the box on each AR invoice summary sheet before you attempt to post. Journal Codes Journal Codes match similar transactions together. They are used each time you post transactions to the General Ledger. Journal Codes identify the source of each journal entry and aid in tracking entries to their original source on reports and trackers. Ten journal codes are delivered with your Manufacturing Software, including the Sales Journal (SJ) code and the Adjustment Journal (AJ) code. These codes often populate the following default fields: Invoicing Select the journal code that will describe your company's AR Invoice related postings to the GL. Adj./Apply CM Select the journal code that will illustrate your company's invoice adjustments created within the AR Adjustments program and record each time a credit memo is applied to an invoice within the Apply Credit Memo program. Journal codes are maintained in the GL module. Use Shipment Date for Invoice Date If you checkmark the Use Ship Date for Invoice Date check box, it indicates that the Invoice date should always reflect the shipment date of the order being invoiced. If that is your company's normal practice, this box should be marked. You can adjust the invoice date on an individual basis for any exceptions to the rule. This can be done on an invoice's header prior to its posting. Default Aging Report Format You are able to define multiple formats for Aging Reports within the AR Module. Having this option gives you a chance to define different aging buckets for different reporting purposes. The format you enter in this field is what defaults when you execute the Aged Receivables report. You may define standard aging buckets for month-end reporting (30 days, 60 days, 90 days, 120 days) and weekly aging buckets for analysis purposes.
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Company Configuration
Credit Limit Actions If a customer has exceeded their established credit limit, these actions can be used to warn or stop sales orders and/or shipments from occurring. Counter Sales Orders Invoice Group Prefix Counter sales automatically create invoice and AR invoice groups from the sales being processed. The AR invoice group ID that is created uses the prefix defined here followed by the current month and day. Credit Card Payments Cash Group Prefix When a Sales Order is paid by a Credit Card, the prefix entered in this field allows you to identify the cash group that was created automatically at the time of shipment, which is the same time as when the payment was processed against the order. Invoice Group Prefix In addition to a cash group being created at the time a credit card order is shipped, an invoice record is also created to record the transaction. The prefix entered in this field allows you to identify and track the invoice group which was created by the transaction. Default Bank Account The bank account automatically used for any credit card transactions processed in the Order Entry program.
Application Setup
2.
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Maintenance Programs
Maintenance Programs
In this section of the Accounts Receivable course, review the most significant maintenance programs applicable to the AR processing cycle. In most cases, not all of the fields within each program are described, but if you are interested in learning more, they are fully defined in the Online Help application.
Application Setup
A/R Account
Menu Path - Financial Management / Accounts Receivable / Setup / A/R Account
AR Trade and Revenue related accounts may be defined for specific customers or groups of customers and linked to specified Customer maintenance programs. Used in conjunction with product groups (Expense/COS and WIP), part classes (Inventory), and/or specified AP Trade accounts, you can potentially create an entire set of financial statements for an indicated customer or business unit. By enabling the Inter-Company check box, unique COS accounts for inter-company eliminations may also be defined. All account number fields in this screen must be populated, however, you may choose to repeat the defaulted accounts defined in the Company Maintenance program.
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Product Group
Product Group
Menu Path - Financial Management / Accounts Receivable / Setup / Product Group
Product groups are used to classify the different types of parts sold. These classifications are used for GL and sales analysis purposes. Product groups can be defined in conjunction with business practices and could ultimately impact large portions of the chart of accounts (COA). Use the Product Group Maintenance Accounts sheet to establish specific General Ledger accounts for each product group. You can enter general accounts, accounts used for cost of sales (COS), and accounts for works in process (WIP). Examples of Product Group Definitions:
Customer ID (Boeing) Product Line (Televisions, Radios) Product Type (Configured, Machined, Spares) Any combination of each
Application Setup
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Bank Account
Bank Account
Menu Path - Financial Management / Accounts Receivable / Setup / Bank Account
This file contains information pertinent to the company's bank account(s), and defines the cash account and journal codes to be used on the general ledger. Bank Account files are shared by the Accounts Receivable, Accounts Payable and Payroll modules. At least one record must be defined during implementation; however, if your company has more than one bank account, it is possible to define multiple Bank Account records to aid in the bank reconciliation process. A user account must be set up as a security manager in order to maintain bank account records. Users that are not security managers are not only unable to maintain these accounts, they are restricted from even accessing the setup option.
Bank Account ID
A user-defined code to identify the Bank Account record. It can be up to five alpha-numeric characters long.
Description
A brief and concise description for this bank account. It may be desired to include the bank account's name in the description.
Closed
When selected, this check box indicates that this account can no longer be used. While you make payments, closed accounts do not appear as options.
Routing Information
The routing information directly relates to your companies bank account. Routing The Routing number is commonly found at the bottom of the checks being used. It is made up of the ABA Institution Identifier, the Federal Reserve Routing Symbol, and the check digit. Check Digit The number populating this field is typically the final digit of a routing number. By using an algorithm, this number is used by the bank to test the validity of the routing number. Entry Class Code
Application Setup
PPD Prearranged payments and deposits for consumer items CCD Cash concentration and disbursements for non-consumer items REV Reversal items
Service Class Code Currently only one service class code is supported:
200 - Mixed debit or credit entries and pre-notification entries. Accounting Information
Cash Disbursements Select the journal code to be used when a payment entry group is posted. The Cash Disbursements Journal (CD) is typically selected for this field. Payroll Processing Select the journal code to be used when a payroll entry group is posted. The Payroll Journal (PJ) is typically selected for this field. Cash Receipts Select the journal code to be used when a cash receipts entry group is posted. The Cash Receipts Journal (CR) is typically selected for this field. Bank Transactions Select the journal code to be used when bank adjustments are posted through the Bank Reconciliation program or Bank Adjustments program. The Cash Disbursements Journal (CD) or a user-defined journal code is commonly selected.
Cash Account
The account entered here is the COA record defined for cash for this bank account.
Transfer Account
This account is used as a clearing account when dollars are transferred between bank accounts using the Bank Funds Transfer program.
Optional Accounts
The following account fields are optional if the user does not intend to use the software's Bank Reconciliation program. Otherwise, they should be left blank. Pending Cash
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Bank Account
This account is provided as a float to temporarily account for the lag time between when an AP check is cut and when the bank account is finally credited. This method allows the user to more accurately track their cash position at any given time. Bank Fees This account is defaulted when a bank adjustment is created in the Bank Reconciliation or bank Adjustment programs. Variance Account This account records any difference between each check's written amount and its cleared amount. This program is also used to define some set up requirements for electronic banking. This functionality should be implemented with the help of an Epicor consultant and your company's banking institution.
Application Setup
Work Force
Menu Path - Financial Management / Accounts Receivable / Setup / Work Force
The Work Force Maintenance program is used to define persons or groups of people that are involved in your company's sales process. Using the Work Force Maintenance program you can link specific work force IDs to individual customers, invoices, and/or sales orders. When a work force ID is linked to a customer, it carries over to all of that customer's orders, shipments and invoices. If need be, you have the option to delete or change the work force ID at any of the latter levels. The work force ID(s) that is selected on the invoice at the time it posts is the only one(s) eligible to receive a commission based on the values entered on their Work Force master record. Further, the Commission Report tracks the commission amounts for each specific work force person. An important portion of the Work Force Maintenance program is located on a screen called Authorized Users. Here, user IDs that are authorized to work within certain work force records are selected. When you authorize a user ID on a work force ID, that user is granted permission to view, add, and maintain sales-related records for ID. Example: A persons manager can be added as an authorized user to approve phases of the persons workflow. A co-worker can be authorized to manage the persons workflow while that person is on vacation. If more than one person is designated as an authorized user, one may be chosen as the default authorized user.
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Terms
Terms
Menu Path - Financial Management / Accounts Receivable / Setup / Terms
Terms are the conditions governing the frequency of payments, applicable discounts and number of installments by which customers pay. When a terms code is linked to a customer within its maintenance program, it become the default for all sales orders entered against that customer. If need be, the default code can be changed on an individual sales order basis. The terms code that is selected on the customer record is also the one that defaults onto every one of their AR Invoices. At the time of invoice entry, you also have the option to change an individual invoice's terms code.
Terms ID
A user-defined, unique code identifying a particular purchasing payment terms method. It can be up to four alpha-numeric characters long.
Description
A brief and concise description for the term. It is typical to include a discount percent as part of the description.
System Default
A terms record can optionally be defined as the default for new customers by enabling this check box. Only one payment terms record can be the system default. Example: You create a new terms code, Net 10, and select it as the system default. Thereafter, any new customers entered are automatically assigned the Net 10 terms code.
Due Days
The number of days from the invoice date that the payment is due.
Number of Payments
If any number greater than one is entered in this field, the Terms record becomes an installment plan. The schedule of due dates appears on the bottom of the customer invoice. Example: Due Days = 30 and Number of Payments = 1 This results in one payment due 30 days from the invoice date. Example: Due Days = 30 and Number of Payments = 3
Application Setup
This results in three payment dates each for 1/3 of the total, spaced three months apart. A payment schedule prints on the initial invoice only. Amounts due in the future display in the Future bucket on the Aging report and begin aging as each scheduled receipt becomes due.
Monthly
If payments are received on an exact day of a month, mark this check box to gain access to the Month(s) From Invoice's Month and Due Day of Month fields. When this option is used in conjunction with Number of Payments option, you can define recurring receipt due dates on a quarterly or yearly basis. Month(s) From Invoice's Month Indicates how many months from the invoice month until the payment is due. Example: If three was entered in this field, payments would be due three months from the current period. Due Day of Month The day of the month the payment is to be received. Example: The Due Day of the Month is 15. Assuming that the number 1 was entered in the Months from Invoice's Month field, an invoice that is dated on May 4 actually carries a due date of June 15. One month after the invoice date, on the 15'th day.
Discount Percent
The percentage used to calculate a prompt payment discount amount for invoices assigned to these terms. The number of days during which a prompt payment discount can be taken depends on the number of days entered in the Discount Due Days field.
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2. 3.
Click the New icon. Enter the following information in the indicated fields
12Mo 12mo. pymt sched 12 Enable this checkbox 1 15
Terms ID Description Number of Payments Monthly Month(s) From Invoice's Month Due Day Of Month
4.
Application Setup
Freight on Board
Menu Path - Financial Management / Accounts Receivable / Setup / FOB
Freight on Board (FOB) is the point where legal title passes from you to your customer. This maintenance program is used to set up freight-on-board descriptions and delivery terms codes. The codes assigned here can be selected in sales-related activities as well as purchasing-related activities.
FOB Code
A user-defined code can be up to 15 alpha-numeric characters long. Since the word FOB may be preprinted on the system forms, including FOB in the description may be redundant.
Description
The description of the FOB record. This can be a generic FOB used in either purchasing or sales transactions. Examples of FOB Descriptions:
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Miscellaneous Charge
Miscellaneous Charge
Menu Path - Financial Management / Accounts Receivable / Setup / Miscellaneous Charge
Miscellaneous charges are additional, predefined charges that can be selected on an order (header and/or line item), customer shipment (header), and AR invoice (line). A default amount for a miscellaneous charge can be defined in this record but may be overridden during one of the procedures mentioned. Miscellaneous charges on an order header do not display as unique line items, but rather as additional costs below the final invoice line which makes it indistinguishable from a line item charge.
Shipping Access
You may choose whether shipping personnel are allowed to add a specific miscellaneous charge during customer shipment entry. Example: You may allow shipping personnel to add a miscellaneous charge for Freight to the shipment but not allow them access to the Engineering miscellaneous charge.
Sales Analysis
You may also determine whether a miscellaneous charge is to be included in the Sales Analysis Report. Charges included on the Sales Analysis report do affect the gross margin calculation.
Frequency
The frequency of miscellaneous charges can be defined as follows:
First: only the first invoice for an order Last: only the last invoice for an order Every: every invoice for an order GL Income Account
The general ledger account number that is credited when you invoice this miscellaneous charge. Although you can leave this field blank, you are not able to post an invoice if a miscellaneous charge is attached and does not have an income account selected on its maintenance program.
Application Setup
The Intrastat Commodity code that applies to this miscellaneous charge code. This field is only available if you have Intrastat functionality licensed for your system. The Intrastat function is typically only used by our European customers.
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2.
3.
Application Setup
The Aging Report Formats Maintenance program is shared by the AR and AP modules. Each module is able to have multiple formats defined. When Aging reports are generated, the format defined in the Company Maintenance program for each module defaults in respectively. If you need to view the report using an alternate format, you can change the aging report format prior to generation on the report's filter summary. You can define up to six buckets (columns) on an aging report. The first column always represents "future" invoices, and the second column represents "current" invoices; no days are associated with these columns. Each column after that includes the number of days mentioned on its heading (Example: Future, Current, 30, 60, 90, 120). When an aging report is run by due date, the Future column contains posted invoices that are not due as of the reports Aged As of Date ( A.K.A. Scheduled Payments). When the report is run by invoice date, no entries appear in the Future column unless any have been posted with an invoice dated after the report's Aged As of Date. At least one default Aging Report Format must be defined for both the Accounts Receivable module and the Accounts Payable module.
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Customer
Customer
Menu Path - Financial Management / Accounts Receivable / Setup / Customer
The information you define in the Customer Maintenance program is used as default information for operations such as quotes, orders, customer shipments and invoices. Listed below are four sheets located in the Customer Maintenance program, critical to understand:
Application Setup
Detail Fields
Type A newly-created customer record has a default type of Prospect if the CRM module is not enabled. When a sales order is created for the new customer, the type is automatically updated to Customer. If the CRM module is installed, then the default type for a new customer is a Suspect. If a record is shown as a Suspect, this indicates that it is for a potential customer that has not yet been contacted by your sales team. Statements This check box indicates that AR statements should be generated for this customer. Only customers that have this option selected are displayed in the AR module's Customer Statements report program. Customer statements can be printed at any time using any date range. If any activity occurs during a statement period, one will be printed; even if the net activity results in a zero balance. Territory The sales area where this customer is located. This field indicates which salesperson is responsible for transactions with this customer. If the Customer Relations Management module is installed, this is a mandatory field. Click the Get Territory button to automatically assign a territory to this customer. The program locates the territory that contains this customers address. If you wish to select the territory manually, click the Territory Locked check box. The Territory field activates; select a new territory from this list. If the Customer Relations Management module is not installed, this field is not mandatory, and the Get Territory button as well as the Territory Locked check box are both unavailable. For reference, a territory can be selected manually in the Territory field.
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Application Setup
Billing Day Options These two options define how often this customer is sent invoices:
Weekly: The default option. If this option is selected, this customer can be billed every week. Monthly: If this option is selected, this customer can be billed only once a month.
Example: Using a combination of flags, the frequency of this customer's billing schedule is defined.
Flag Combination Result Weekly - All Days Monthly - 15 Weekly- Monday Invoicing can occur any day of the week Invoicing can occur once a month on the 15th day Invoicing can occur once a week, but only on Monday
Consolidate Sales Orders If the Consolidate Sales Orders check box is enabled, all un-invoiced packing slips generated for any Sales Order are combined into a single invoice during the Get Shipments function in the Invoice Entry program. Combine Packing Slips If this check box is enabled, all un-invoiced packing slips generated for a single Sales Order are combined into one invoice during the Get Shipments function in the Invoice Entry program.
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Pontiac is a child company within the General Motors Corporation. In order to link the two together, you would have to open Pontiac's customer record and select General Motors as the parent company on the Parent/Child sheet. A parent company cannot be designated as a child company, nor can a child be designated as a parent. If a parent company is selected, the Add Child and Remove Child buttons are disabled. If a child company is selected, the parent's Cust ID button is disabled.
Application Setup
Credit checking for a sales order is based on the bill-to customer. Example: Sold-To customer, Addison is on credit hold, but the Alternate Bill-To customer, Dalton that is selected on the order, has not exceeded their credit limit. Because Daltan is the paying customer, and they are of good credit standing, the order is not placed on credit hold.
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Application Setup
2.
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7.
8.
Click the Save icon and exit the Customer Maintenance program.
Application Setup
Finance/Late Charge
Menu Path - Financial Management / Accounts Receivable / Setup / Finance/Late Charge
Establish finance charge codes to assign to customer records within the Finance/Late Charge Maintenance program. The way it works is as follows: You create a finance charge code and assign it to a customer record. That customer is a number of days late on an invoice payment. Per the agreement made with that customer when the finance charge was assigned to their record, you have the ability to charge them based on the conditions of the charge. You define these conditions within the Finance/Late Charge Maintenance program prior to assigning the charge to any customer records. There are several detail fields which exist in the Finance/Late Charge Maintenance program that help to define each finance charge code. The following information outlines the Finance/Late Charge Maintenance program's key definition fields:
Charge ID
The ID for the charge code record. To update an existing charge code, click the Charge ID button.
Description
A detailed description of the charge code.
Part
The part number to be used as the default part number on the Finance Charge invoice line. It is common for this Part, set up in the Part Maintenance program, to be named Finance Charge.
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Finance/Late Charge
(Part) Description
The description of the part as defined in the Part Maintenance program.
Terms
The default terms code used by the Finance Charge invoice.
Include Finance/Late
Select this check box if Finance Charge invoices themselves should be subject to finance charges through this code.
Application Setup
Navigate to the Finance/Late Charge Maintenance program using the following path
Menu Path - Financial Management / Accounts Receivable / Setup / Finance/Late Charge
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4.
5.
5.2.
Enter XXX (where XXX are your initials) in the Customer field The customer record created in a prior workshop should pull up.
5.3. 5.4.
Click on the Billing Detail Sheet. In the Finance/Late Charge field located on the bottom left side of the window, select Poor Payment History. Click Save and exit the Customer Maintenance program.
5.5.
Application Setup
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Sales tax categories are used to divide products, services, and charges into taxable groups. Whether or not a category is taxable depends on where the sale occurs or how an item is used. Example: There is a sales tax category called Services which is linked to a Miscellaneous Charge record. This category is taxable in California, but not in Minnesota. Sales tax categories are displayed on Sales Orders and Invoice lines. Each line can be linked to a different category. Default tax categories can be assigned to each part as well. Categories can also be used to identify tax-exempt items in specific localities. Once a category is used on an order or invoice, it cannot be deleted.
Category ID
The unique identifier for a sales tax category. Use a meaningful ID such as the first portion of the description. Some reports have limited space, so the user may only see the identifier and not the full description. Examples: SERV or PROD
Description
This field further defines the tax category. Examples: Service or Product
Defined in the following Maintenance Programs Sales Tax Maintenance Part Maintenance Miscellaneous Charge Maintenance (AP and AR) Sales Order Line Item Invoice Line Item
Application Setup
Sales Tax
Menu Path - Financial Management / Accounts Receivable / Setup / Sales Tax
Sales tax codes are used to define specific tax rates based on the taxing authority of the location. These taxes are then multiplied against taxable line items on AR and AP invoices to determine sales tax amounts. On each invoice, these sales tax amounts are then added together to calculate the final sales tax amount. The user can also exempt sales tax categories from specific sales taxes. Sales tax categories are used to divide taxes into groups that apply to different products. On the Exempt sheet of this program, it is possible to select which categories do not have this sales tax calculated against their order amounts. Sales tax codes are then assigned to individual tax regions. Tax regions define geographic areas, and sales tax codes linked to them identify all the individual sales taxes collected within an area. This program cannot be used to establish a "default" AR sales tax. The default sales tax region is assigned on a country basis in the Country maintenance program.
Tax ID
A user-defined, unique code that identifies the sales tax. Use a meaningful ID such as an abbreviation or the first portion of the description. On certain reports where space is limited, the user may see the ID rather than the full description. It can be up to four characters in length.
Description
The concise description of the sales tax; it can be up to 15 characters in length. Examples: Minnesota State, City of Minneapolis, Minnesota
Percent
The sales tax percentage. This percentage is multiplied against taxable line items to calculate sales tax amounts.
Parent Jurisdiction
A parent jurisdiction is a primary tax code that includes this current tax code. This is an optional field used for tax reporting. All taxes grouped under the parent jurisdiction are considered subsidiary taxes. Example: In Minnesota, a user reports all city-taxable and state-taxable items to the state. To set this up on the City of Minneapolis tax code, select the Minnesota state tax code as the parent jurisdiction.
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Sales Tax
EC Acquisition
If enabled, two offsetting tax entries are made - an Accounts Payable GL Account record is created for the positive value while an Accounts Receivable GL account record is created for the negative value.
Advanced Billing
When enabled, this check box indicates that it is desired to have this tax charged on an advance billing line. When invoicing the balance later, only the balance amount is taxable. The tax on the final bill is based on the total taxable amount, so taxes on advance bills are not included in the final tax calculation. When the final invoice is entered, the advance bill amount is deducted from the total taxable amount.
AR Tax Accrual
The GL account number credited by the sales tax amount calculated during AR invoice entry.
AP Tax Accrual
The GL account number debited by the sales tax amount calculated during AP invoice entry.
Exempt Sheet
Use this sheet to select sales tax categories that do not pay taxes on the current sales tax code. Sales tax categories divide taxes into groups that apply to different products and miscellaneous charges. They are defined in the Sales Tax Category master file. Category ID Enter the sales tax category(s) for products, services, or charges that should not have taxes calculated for them. Example:
Application Setup
Your company has a sales tax category called Services. This category is taxable in California but not in Minnesota. For the Minnesota tax code, select Services in the Exempt sheet. Reportable When enabled, this check box indicates that this category is to be reported as a gross receipt. Sales made within this category are still exempt from this tax, but they will appear on the Sales Tax report.
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Tax Regions
Tax Regions
Menu Path - Financial Management / Accounts Receivable / Setup / Tax Regions
Tax regions allow the user to link specific sales tax codes to one or more regions. Regions are then linked to customers and suppliers to define/group all the applicable taxes. During invoice entry, the region linked to the customer or supplier drives the taxes calculated for each invoice line.
Tax Region
The code that uniquely identifies the tax region. Use up to four characters. Examples: 0001 or MN
Description
A further description of the tax region displays in tax region lists and reports. Examples: Tax Region 0001-0001 or Minnesota
In EC
Enable this check box to indicate that this tax region is part of the European Community (EC). This field is used for value added tax (VAT) reporting. Enabling this checkbox allows the user to report on total amounts such as sales in the EC, sales outside of the EC, purchases in the EC, and purchases outside of the EC.
Sales Tax
Available This section displays all sales tax codes defined in the Sales Tax master file. Use the right arrow in the middle of this section to move a tax code to the selected section. Selected This section holds all the sales tax codes that apply to this region.
Application Setup
Customer
Tax Region A tax region can be selected on both the Billing and Ship To sheets of each record in the Customer Maintenance program. Tax Exempt Instead of selecting a tax region, a reason code for a customer's exemption status can be entered in the Tax Exempt field. Any user-defined value entered in this field displays on AR invoices (Tax Exempt field on each invoice line). If sales to this customer are not tax exempt, this field must be left blank.
Part
Tax Category A tax category can be selected on an individual Part record to define its taxability. The category that is defined on the Part record is defaulted on sales order line items, as well as invoice line items, but can be changed if needed.
Miscellaneous Charges
Tax Category A tax category can be selected on Miscellaneous Charge records. If one is not selected on this record, the miscellaneous charge takes on the tax category of the sales order or invoice line it is attached to.
Invoice Entry
The customer record carries the tax region to the invoice, at which time, taxes are calculated. Tax codes can be added or changed at invoice level if needed. The sales tax category is carried from the Sales Order line item, as is the exemption status. Miscellaneous charges carried from the Sales Order or added to the invoice, also carry the related sales tax category.
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Example Customer A is located in the Minnesota Tax Region. The Sales Tax Codes included in the Minnesota Tax Region are: MN State, Local, GST and Union. Customer A orders one Part (AA) that has a Tax Category on its record that is Exempt from all taxes. The second line of the order is for another Part (BB) that has a Tax Category of Services on its record. The Services Tax Category is Exempt from Union Tax, but is subject to all the other taxes in the Minnesota
Tax Region. Taking all that information into consideration, I can determine that if nothing is changed along the way, when Customer A is invoiced for this order, he will be taxed on Part BB, but NOT Part AA, and Union Tax will be completely excluded.
Application Setup
1.1. 1.2.
Type Hall in the Customer field Press Tab After pressing the tab key, Hall Manufacturing's details will populate the Customer Detail Sheet.
1.3. 1.4. 2.
Click on the Billing Detail Sheet. In the Tax Region field located on the upper right side of the window, select Minnesota.
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AR Processes
This section of the course covers the Accounts Receivable Invoice Entry and Cash Receipt Entry processes as well as many relevant reports and trackers.
AR Processes
The Invoice Entry program is used to bill customers for products and services sold by a company. Revenue and the corresponding AR values for shipped products do not update the general ledger until an invoice is created and posted. A group methodology is used to collect invoices and post them as a group to the GL in the same fiscal period. Until a group is posted, the GL is not updated. The actual group ID is immaterial and can be used again as soon as the original has posted. Invoices can be transferred between groups. The Transfer function, located in the Invoice Entry program's Action menu, can be used to set aside problem invoices for later processing and then to transfer them back to any un-posted group once the issue has been resolved. It is important to note that in all types of invoices, pre-defined records from the Miscellaneous Charge or Sales Tax maintenance programs can be added at the invoice entry level. In order to be added, these records require a line item be created first. Usually, invoice line items are selected from an existing Part record, however, if a user needs to create an invoice which includes only selections from the Miscellaneous Charge or Sales Tax file, a line can be created with a generic description, a quantity of one, and a line item value of $0. The AR Invoice Types available for creation are:
Advanced Billing Invoice Deposit Billing Invoice Shipment Invoice Credit Memo Miscellaneous Invoice
As these invoice types are discussed in this section of the course, take note of the individual characteristics that differentiate them from one another. Example: The choice of whether to create an advance billing or deposit billing invoice comes down to how the prepaid amount needs to be consumed.
An Advance Billing links prepaid amounts to a specific order line and release. As shipments occur to
the specified line/release, the prepaid amounts are consumed.
A Deposit Billing only requires a link to a sales order. A shipment of ANY line/release consumes the
prepaid amount from the first shipment after the deposit is posted. The reports and trackers that are utilized throughout the invoicing process are illustrated in this portion of the course.
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If you have the third party software, Tax Connect installed, it must be disabled in the Company Tax Interface Module Configuration, or turned off in the Tax Reconciliation program in order to complete the upcoming workshops.
AR Processes
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2.
3.
4.
4.3. 5.
AR Processes
1 135.00
6.
7.
7.3. 8.
9.
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Deposit Invoices
Deposit Invoices
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
A Deposit Billing Invoice is a customer down-payment or pre-payment that must be linked to an order, but not to a specific order line or release. The Prepayment account defined in the Company Maintenance program offsets the Receivables account in this type of transaction. Sales order deposits can also be created directly in the Cash Receipt Entry program. The difference between creating a deposit invoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a deposit invoice is created. Also, if you do not choose to create a deposit invoice, the Receivables account is never affected by the deposit amount. Only when a deposit invoice is posted is the Receivables account debited. Once the invoice payment is posted, the Receivables account is credited.
AR Processes
If closed, navigate to the Invoice Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
2.
3.
4.
5.
6.
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The Advance Billing/Deposit Balance Report allows the viewing of the total outstanding balance for all advance and deposit invoices/payments made against sales orders for all or one select customer. This report can display deposit totals, advanced billing totals, or both. The total on this report should balance to the combined totals of the Deferred Revenue and Prepayment accounts on the GL, assuming Deferred Revenue is always selected. The Advance Billing/Deposit Balance Report displays the balance of the deposit(s) or advance billing(s) made for each specific Sales Order. The balance amount is the total deposit and/or advance amount, minus the value of any invoiced order line amounts. The report's total value can never be less than zero.
AR Processes
Workshop - View the Balance of Deposits and Advance Billings Made on Sales Orders
Now that both an advance billing and deposit invoice have been posted against Sales Order 230, the Advance Billing/Deposit Balance report can be run to verify that the order maintains both amounts. Complete the steps below to view the balance of deposits and advance billings made to Sales Order 230. 1.
Navigate to the Advance Billing/Deposit Balance program using the following path
Menu Path - Financial Management / Accounts Receivable / Reports / Advance Billing/Deposit Balance
2. 3.
4.
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Order Tracker
Order Tracker
Menu Path - Financial Management / Accounts Receivable / General Operations / Order Tracker
The Order Tracker displays read-only information about open or closed sales orders, including shipment activity, invoice activity, header and line item information, as well as sales order advances and deposit balances. The Order Tracker is a display-only version of the Order Entry program, yet it contains supplemental sheets used for tracking purposes. Records cannot be added or updated in any tracker in the software.
AR Processes
2.
3.
5.
6.
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Shipment Invoices
Shipment Invoices
Invoices for products or services shipped via Customer Shipment Entry, are generated automatically by a command located in the Invoice Entry Program's Actions menu. This command is called, Get Shipments. The Get Shipments function is used to generate invoices for packing slips with a status of shipped. It is important to note that pack slips that are not flagged as shipped, can never have an invoice generated through Get Shipments for them. As noted above, the shipped status of a customer packing slip plays an important role in determining whether or not an invoice can be automatically created. Other factors that impact a shipment's ability to have an invoice generated via Get Shipments include:
Shipment Date vs. Invoice Group Date Billing Day settings on a Customer's individual maintenance program setup. The Company Configuration setting for the "Save Shipments for Invoicing" option.
AR Processes
Navigate to the Customer Shipment Entry program using the following path
Menu Path - Material Management / Shipping/Receiving / General Operations / Customer Shipment Entry
2.
3.
4.
5.
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2.
3.
4.
AR Processes
Enable the Shipped check box. Click the Save icon. Exit the Customer Shipment Entry program.
6.
7.
Rush Charge (Added to Order Header) Pallet Charge (Added to Shipment Header)
8.
9.
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10.
AR Processes
Credit Memos
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
Credit memos are transactions that reduce, or credit, a customer's Receivable balance. Standard, Deposit Billing, and Advance Billing Credit memos are created and posted in the Invoice Entry program. The Cash Receipts program allows Unapplied or On Account receipt balances to automatically generate credit memos for application. A sales order is not required when creating a credit memo; however, if an order is selected, a corresponding line item and release must also be selected. Alternately, it is possible to enter a valid invoice number which automatically populates the related Sales Order information. Types of credit memos include:
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If closed, navigate to the Invoice Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
2.
3.
4.
5.
6.
AR Processes
6.2. 7.
7.3. 8.
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Miscellaneous Invoices
Miscellaneous Invoices
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
Miscellaneous invoices can optionally reference a Sales Order and/or an inventoried line item. If a non-inventoried line item is not being invoiced, the Part and Description fields are typically used to enter the reason for the invoice. In a miscellaneous invoice, the offsetting credit account derives from the product group that is chosen on the invoice line item. This may require the creation of a product group called Misc Income, or else an existing product group must be selected. Although a valid Part record can be selected, corresponding COS amounts are never recorded for Miscellaneous Invoices.
AR Processes
If closed, navigate to the Invoice Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
2.
3.
4.
5.
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5.5. 5.6. 6.
Enter account number 00-9040-00 in the Sales field. Click the Save icon and exit the Product Group Maintenance program.
7.
8.
9.
10.
11.
AR Processes
The Aged Receivables report displays open AR invoices, and sorts them into default aging columns, which are defined in the Aging Report Format Maintenance program. The total on this report should reconcile to the ending balance of the Accounts Receivable GL account. An Aged Receivables report can be printed with a fiscal period cut-off or an invoice date cut-off. This is important to note, as it is possible for the total AR balance to differ between the two cut-off options as a result of the following: The transaction date on an invoice group controls the fiscal period in which a group of invoices posts; however, the actual invoice date and fiscal period can be changed on the invoice header. If one field is changed, and the other is not, the result is a mis-match between the date the invoice ages to and the fiscal period it posts to. For an accurate sub-ledger report, print the aged receivables using the fiscal period cut-off, and it should tie out to the GL. In addition, the Aged Receivables Report can be aged by using the invoice date or invoice due date for selected customers and selected AR accounts. The resulting report data can be displayed in detail or summary format and sorted by customer name and then invoice, by AR account, customer name, and invoice, by customer ID and invoice, or by AR account, customer ID, and then invoice. These options make is easier for users to view the report in the way that makes the most sense for their company's practices.
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Navigate to the Aged Receivables report window using the following path
Menu Path - Financial Management / Accounts Receivable / Reports / Aged Receivables
2.
3.
4.
5.
6.
AR Processes
The Cash Receipts Entry program, first and foremost is designed to allow you to enter and post cash your company has received. Types of Cash Receipts include transactions entered for customer payments, customer credits, and even miscellaneous cash amounts entered to update your company's bank account. Much like the invoice process, a group methodology is used when processing cash receipts. The difference is that in the Cash Receipt Entry program, payments as opposed to invoices are grouped together to be posted in a batch mode to update the GL. Similar to Invoice Entry groups, the actual group ID is immaterial and can be used over and over, but in this case, the group does define the date of all payments in the group, the accounting period it posts to, and the bank account that is affected. The following Cash Receipt transactions are discussed in this section of the AR course:
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Invoice Payments
Invoice Payments
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
An Invoice Payment is a customer cash receipt that is entered with basic check information, and includes detail lines that describe how the check will be used against the customer's outstanding invoices. The following lists key components when entering an invoice payment:
Invoice Selection
If known, an invoice number can be entered on a cash receipt's header, and the corresponding customer numbers will default. Of unknown, a customer number and its invoice(s) can be selected by using the Invoice Selection sheet, where all open invoices are displayed. If multiple invoices are selected, and their sum total is greater than the check amount, then the dollars are applied to the oldest invoice first and then each subsequent oldest invoice until there are no dollars left to apply.
Allocate
Once dollar amounts have been applied to selected invoices, use the Allocation sheet to change the amount of cash applied to specific invoices if needed.
On Account
Once all dollars have been applied to selected invoices, the remaining balance, if one exists, can be placed on the customer's current account by enabling the On Account check box in any of the sheets. On Account amounts update the Unapplied Cash account defined in the Company Maintenance program and are treated the same as credit memos. Credit memos can be applied against open invoices in the Cash Receipt Entry program or applied to open invoices using the Apply Credit Memo program.
AR Processes
Navigate to the Cash Receipt Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
2.
3.
4.
Select invoices
4.1. 4.2. 4.3. 4.4. 4.5. Click into the Invoice Selection sheet. Select the lowest invoice number with today's date. Click the Apply with Discount button. Select the next invoice number and the last invoice created today by holding down the CTL key. Click the Apply with Discount button.
5.
Perform allocations
5.1. Click into the Allocate sheet.
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5.2.
Reduce the payment amount of the lowest invoice number by $10.00 in the Payment field of the grid view. Select the next invoice number and then select the Detail sheet. Reduce the value by 10.00 in the Amount to A/R field.
5.3. 5.4. 6.
7.
8.
Select invoices
8.1. 8.2. 8.3. Select the Invoice Selection sheet. Click the Select All button. Click the Apply without Discount button Dollars are applied from the oldest invoice to the most current invoice until there are no received dollars left to apply. If a remaining balance is left on an invoice, it will be available on the invoice selection sheet the next time you create an invoice payment for the customer. 8.4. 8.5. Click the OK button on the resulting dialog box. Click the Save icon.
9.
Remain in the Cash Receipt Entry program in preparation for the next workshop.
AR Processes
Debit Notes
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
Debit notes (charge-backs), sent from customers, can be entered as part of the cash receipts process and can have their value applied as part of the settlement process. Debit notes may be related to specific invoices or remain unassigned. They do, however, remain as open receivables until matched to credit memos or subsequently paid. Recording a debit note does NOT admit liability. It creates an open Debit Note (charge-back) which can be collected later or matched by an off-setting credit memo in the future. If you would like to learn more about the Debit Note Process, please sign up for the eLearning course offered specifically on the subject.
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If closed, navigate to the Cash Receipt Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
2.
3.
4.
Remain in the Cash Receipt Entry program for the next workshop.
AR Processes
Deposit Payments
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
Deposits entered directly through the Cash Receipt Entry program are treated the same as those created during the invoice entry process:
A Sales Order number is required to post the deposit. The transaction is able to be reviewed on the Advance Billing/Deposit Balance report. The deposit amount stays attached to the order header until it is utilized or a Deposit Billing Credit
Memo is posted to remove it.
Relief to the Prepayment account occurs at the time the related SO ships.
However, as stated earlier in the course, there are some ways in which a cash receipt deposit differs from a Deposit Invoice. Cash Receipt deposit transactions:
Directly debit the Cash account. Never affect the AR account. Are unable to have physical invoices printed to reflect their payments.
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Navigate to the Cash Receipt Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
2.
3.
4.
Remain in the Cash Receipt Entry program in preparation for the next workshop.
AR Processes
Miscellaneous Cash Payments are created when cash is received from sources other than customers. Like the other payment types, these transactions post their debit to the selected Bank Account's Cash account. The credit account is selected by the user at the time of creation.
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If closed, navigate to the Cash Receipt Entry program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipt Entry
2.
3.
4.
5.
AR Processes
Related Processes
This section reviews AR-related processes, such as:
Processing Finance Charges Adjusting invoices Applying credit memos to invoices Updating a customer's credit status Processing credit card transactions AR Reconciliation
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The Process Finance/Late Charges program is used to calculate appropriate finance charges based on the data entered in the Finance/Late Charge Maintenance program. When this process is submitted, an un-posted AR Invoice Group is created which can then be reviewed and later posted. Once the invoice group is posted, it acts exactly like an AR customer invoice. It does appear on the aging report and the customer is responsible to pay these charges. Example Data Previously Entered into Finance/Late Charge Maintenance Program
Charge ID Charge % Part Minimum Charge Payment Days Terms Late Fee 15 Late Fee 10.00 7 1/10 Net 30
Process Finance/Late Charges Often times, right after I process the Cash Receipts for the week, I process my Finance/Late Charges. Before submitting the process, I must enter information into the Process Finance/Late Charge program pertaining to when the process should run, what date it should run as of, and what I would like to the name of the Group of charges to be when they appear in the AR Invoice Entry program:
Schedule Now
After you enter the information illustrated in the second table, it is time to submit the process. When that has completed, you can bring up the Invoice Entry Program and search for Group ID: FINCHG. If a group exists, it should contain an invoice for each customer that owes finance charges per the terms allocated in the first table.
AR Processes
Invoice Adjustments
Menu Path - Financial Management / Accounts Receivable / General Operations / Adjustment
In the Adjustments program, an open invoice can be adjusted to zero dollars in order to write it off. Once that adjustment has been saved, the invoice is closed and can never be re-opened. However, if any amount is left on the invoice, it can be re-adjusted up, as long as it never exceeds its original invoice amount. Be careful when increasing an invoice amount. Even though the original invoice can be linked to a PO, reconciliation could become difficult. Further considerations regarding adjustments:
The General Ledger account number that will be debited with the adjustment amount is user defined. No group is required to adjust the value of an invoice. No posting action is necessary when adjusting an invoice; the GL is updated immediately after an invoice
is saved.
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2.
3.
4.
AR Processes
The Apply Credit Memo program allows users to apply open credit memo balances against one or multiple open invoices. You are only allowed to select invoices that were created for the same customer listed on the selected credit memo. Additional considerations when applying credit memos:
No group is required to apply credit memos to open invoices. The open invoice balance and the GL are updated immediately after the "Apply Credit Memo" action is
selected.
A credit memo's total amount does not have to be applied all at one time or to the same invoice.
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Navigate to the Apply Credit Memo program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Apply Credit Memo
2.
2.3. 2.4. 3.
3.4.
4.
5.
AR Processes
The Customer Credit Manager program is used to quickly display current customer credit information, open sales orders, open invoices, and payment for the purpose of making credit decisions. In the Customer Credit Manager program, customers can be placed on hold manually or a mass update can be executed to check the credit parameters established in each Customer maintenance program. The mass update action reviews the customer's current information, and when appropriate, places them on hold automatically. Customers who are placed on credit hold by the mass update can then be reviewed using the Customer Credit Manager program, and the appropriate action can then be taken. If required, customer credit parameters may also be exported and imported to facilitate annual review.
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Navigate to the Customer Credit Manager program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Customer Credit Manager
2.
3. 4.
Review the resulting data in each of the sheets. Change the credit limit
4.1. 4.2. Select the Credit sheet. Enter 0 (Zero) in the Credit Limit field A zero dollar credit limit represents unlimited credit. 4.3. 4.4. Disable the Credit Hold check box. Save the information.
5.
6.
AR Processes
Note that Northern Machine does not appear in the results. 6.4. 6.5. 6.6. 7. Select Not On Hold in the Status field of the Credit Manager Search window. Click the Search button. Select Northern Machine and then click the OK button.
8.
9.
10.
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Reports
AR Invoice/Credit Memo Forms
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Entry
These forms are printed in the AR Invoice Entry program during invoice processing. Each form can be printed individually, or an entire group can be printed at the same time. If a new copy of the invoice/credit memo is needed, it can be printed from either the Posted Invoice Update or the Invoice Tracker programs.
Commission Report
The Commission report displays sales commission information for selected salespeople. The report pulls commission records from a specific time period, as you select a From Date and a To Date. If the salesperson is paid commissions based on customer payments, miscellaneous charges and credit memo amounts will be deducted before the final commission amount is calculated.
Customer Statements
Menu Path - Financial Management / Accounts Receivable / Reports / Customer Statements
These forms can be sent to a customer to recap current AR activity. Only customers coded for Statement Print in the Customer maintenance program are selected for printing, when printing "all customers."
G/L Distribution
Menu Path - Financial Management / Accounts Receivable / Reports / G/L Distribution
This report shows the GL effect of the transaction types selected. There is the option of printing a selected or prior period.
Trackers
Trackers
Trackers are available in most modules in the General Operations folder, and many trackers appear in multiple modules. By right-clicking in selected grid cells, the user is presented with an 'Open With option. This option allows quick navigation from one tracker to another related tracker or entry form. The key information is automatically passed from the calling tracker to the tracker being accessed. Access to additional trackers or data entry forms via 'Open With' functionality is determined by a user's security setting. Most available trackers can be seen in the Executive Analysis module in the Trackers folder.
Customer Tracker
Menu Path - Financial Management / Accounts Receivable / General Operations / Customer Tracker
The Customer Tracker can be used to view only information about a customer. Various sheets contain information pertinent to that sheet. Each sheet contains links to drive into additional Trackers. For instance, the Invoice sheet can take the user to the Invoice Tracker. The Invoice sheet also provides the ability to see an online aging report for a selected customer.
Contact Tracker
Menu Path - Financial Management / Accounts Receivable / General Operations / Contact Tracker
The Contact Tracker is a display-only version of consolidated contact-related programs: Customer Maintenance, Sales Order Entry, Quote Entry, among others. This tracker is useful for reviewing activity for a particular contact, all throughout the Manufacturing system. For example, if a contact named "John Smith," is in the system, then his name can be entered at this point. The customer he is affiliated with can be reviewed, along with e-mail information, quotes, orders, jobs, or any other record bearing his name.
Invoice Tracker
Menu Path - Financial Management / Accounts Receivable / General Operations / Invoice Tracker
Use the Invoice Tracker to drill into selected invoices and get information for an invoice. This includes information such as posted status, shipping information, payment activity, schedules, GL transactions, header and line item information, as well as any memos linked to the selected invoice. The Order Tracker can also be accessed from here. The Invoice Tracker is a display-only version of the Invoice Entry program. This tracker contains supplemental sheets not found in the Invoice Entry program. Records cannot be added or updated in any tracker.
The Cash Receipts Tracker displays information about cash receipt records in a Dashboard format. This includes information such as the check number, invoice and applied amount, payment type, unapplied amounts, and fiscal year and period. Records can not be edited or added in this tracker.
Workshop - Use the Invoice Tracker to Review Current Information About an Invoice
Workshop - Use the Invoice Tracker to Review Current Information About an Invoice
Your manager has asked you to find specific information regarding the last invoice you created for the customer BOEING. Complete the steps below to use the Invoice Tracker to review information about an invoice. 1.
2.
3.
Note the following information in the inside cover of the manual Packing slip number Salesperson(s) on the order Miscellaneous charges and their amounts Deposit amount
4. 5.
Review the GL transactions generated by this invoice in the GL Transaction sheet. Exit the Invoice Tracker program.
Navigate to the Cash Receipts Tracker program using the following path
Menu Path - Financial Management / Accounts Receivable / General Operations / Cash Receipts Tracker
2.
3.
Drag and Drop columns to different positions on the Receipt Header Sheet
4.1. 4.2. Scroll to the right and locate the Invoice column. Drag and drop the Invoice column to position two. The Cust ID column should be located in position one. 4.3. Drag and drop the Amount and Unapplied Amt columns to positions four and five, respectively You may have to scroll to the right to locate these columns.
5.
5.5. 5.6.
Expand the 2007 row by clicking its plus (+) sign. Select a customer, and review their related information on the Receipt Detail sheet located on the bottom half of the screen.
6.
Course Conclusion
Congratulations! The Accounts Receivable course is complete. Please take a moment to let Epicor know how to serve you better by completing an evaluation at http://www.keysurvey.com/survey/118864/1bae/ . Feedback provides the guidelines for the future direction of Epicor education. For additional class offerings and registration, check out Epicor Learning.
Appendix
This section includes information on the following:
Appendix
AR Processing Tips
The following tips may prove to be helpful to users when processing invoices and cash receipts:
Verify salesperson(s) and commission rates. Verify the SO line item product group. Verify pricing:
Quote for custom product Price Breaks for standard product
Packing slips should not be created in advance. The shipment date has power! Move any invoice with questions to another batch; do not delay processing of all invoices in a group
while waiting for an answer on a questionable invoice.
Match all paperwork and files. Keep Invoice Edit Lists. Match the Cash Receipts Edit List with the bank deposit. Keep the Cash Receipts Edit List. Unauthorized credit memo. Keep your AR and the customer's AP in-sync. Reports to Run Aged Receivables Advanced Billing/Deposit Balance Invoice Edit List Sales Journal Shipped Not Invoiced Cash Receipts Edit List Cash Receipts Journal Commission Report Customer Statements Suggested Crystal Reports to Run Sales Orders missing Customer Purchase Order Sales Order Lines missing Product Group Packing Slips without Invoices On-time Shipments Invoice Register Packing Slips Not Shipped
Any miscellaneous invoices have been recorded and posted. All credit memos have been processed. All cash receipts have been recorded. Any adjustments have been recorded. Activities Process customer statements (optional). Reconcile AR account(s). Reconcile the AR Clearing account (optional). Reconcile Suspense accounts. Additional Verify the accuracy of the Scheduled Shipments report. Close any outstanding orders that have been
shipped complete.
Verify the validity of all outstanding receivables. Execute any necessary adjustments/write-offs. Perform an RMA/MRB inspection area walk-through. Run possible Crystal Reports if using product groups to define the GL accounts rather than in the control
accounts.
View Vantage quotes without a product group. View open orders without a product group. View the inventory master listing for manufactured items without product group. View packing slips created without a shipped status.
*A companys housekeeping procedures will include action items unique to their business and operations. These suggestions are a starting point and should be in no way interpreted to be the sole listing of effective procedures for maintaining data integrity in a database.
Appendix
Invoice
Sales Account
1. 2.
1. 2. 3.
Discount Account
Receivables Account
1. 2. 3.
1. 2.
Receivables Account
1. 2.
Receivables Account
1. Deferred Revenue box enabled credits the Deferred Revenue account as shown. Deferred Revenue box disabled credits the Sales account as shown.
Add Deposit Billing
1. 2. 1. 2. 3.
AR Account (Customer) AR Account (System Config) Product Group AR Account (Customer) AR Account (System Config)
2.
Sales Account
Receivables Account
Prepayment Account
1. 2.
Add Credit Memo
1. 2.
Returns Account
Receivables Account
1. 2. 3.
1. 2.
Discount Account
1.
1. 2. 3.
2.
Appendix
Receivables Account
1. 2.
Miscellaneous Charge (CM, Miscellaneous Charge Income Account Adv Bill CM, and Dep Bill CM)
Receivables Account
1. 2.
Receivables Account
1. 2.
1. 2.
Deferred Revenue box enabled debits the Deferred Revenue account as shown. Deferred Revenue box disabled debits the Returns account as shown.
Receivables Account
1. 2.
1. 2.
Get
Shipment
Receivables Account
1. 2.
1. 2. 3. 1. 2. 3. 4.
Product Group AR Account (Customer) AR Account (System Config) Sales Category Product Group AR Account (Customer) AR Account (System Config)
Receivables Account
1. 2. 3. 1. 2. 3. 4.
Product Group AR Account (Customer) AR Account (System Config) Sales Category Product Group AR Account (Customer) AR Account (System Config)
1. 2.
Receivables Account
1. 2.
Miscellaneous Charge (Shipment)
Receivables Account
1. 2.
1. 2.
1. 2.
Receivables Account
1. 2.
Service Call
1. 2.
Receivables Account
1. 2.
Discount (%) Line/Header (Service Call)
1. 2.
Receivables Account
1. 2.
Sales Tax (Service Call)
1. 2.
Receivables Account
1. 2.
1. 2.
1. 2.
Service Contract
Receivables Account
1. 2.
Discount (%) Line/Header (Service Contract)
1. 2.
Receivables Account
1. 2.
1. 2.
Receivables Account
1. 2.
1. 2.
RMA Credits/Shipments
Returns Account
1. 2. 3.
RMA Credits/Service Call
1. 2.
Receivables Account
1. 2.
RMA Credits/Service Contract
1. 2.
Receivables Account
1. 2.
1. 2.
Recurring Contract Billing Service Contract Amount Divided by Duration Receivables Account Service Contract Sales Account
1. 2.
1. 2.
Receivables Account
1. 2.
1. 2.
1. 2.
Miscellaneous Charge (Recurring Contract)
Receivables Account
1. 2.
Milestone Billing
Receivables Account
1. 2.
Cash Receipts Invoice Payment
1. 2.
Bank Account
Receivables Account
1. 2.
1.
Receivables Account
1.
Deposit Payment
1.
Bank Account
Prepayment Account
1. 2.
Miscellaneous Payment
1. 2.
Bank Account
1. 2.
Unapplied Cash
Bank Account
1. 2.
Appendix
Apply Credit Credit Memo ("Add Credit Receivables Account Memo Memo")
Receivables Account
1.
1.
Receivables Account
1.
1.
Receivables Account
1.
1.
AR Clearing Account
Inventory/Expense Account
1.
Receivables Account
1. 2.
COS AR Clearing Shipment Transaction (Not Used) Invoicing Transaction COS
1.
Receivables Account
1. 2.