Release 15 Accounts Receivable

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Cameron King
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1 Release 15 Accounts Receivable >> ACCOUNTS RECEIVABLE MPAR005 Change SALESMAN or TERRITORY in CUSTOMER FILE Rev 6.01 Enhancement: You may now change Salesman based upon Territory, or change Territory based upon Salesman, via use of two new program switches. Here are all of the update options: -Change salesman from salesman (no switch) -Change salesman from territory (new switch U) -Change territory from territory (switch T) -Change territory from salesman (new switch V) MPAR050/C Customer Contact File Maintenance Rev 6.00 NEW PROGRAM, for the new customer contact database file (mpcontactcc). VENDOR contacts are stored in the same file and are maintained by the same program, however the program must be run using switch /V for vendors. MPAR050/C allows setup of up to 9999 contacts per customer. Each contact can store first/last name, address, phone/ext, fax, invoice and statement distribution options, and other info. SENDING INVOICES TO CUSTOMERS/CONTACTS: One or more contacts may be flagged to receive invoices; a contact may be flagged to receive all invoices types (EPRSW) or only specific invoice types; you can specify the delivery method ( , fax, print) for invoices. NOTE that when specifying print as a delivery method, the invoice will batch-print (as before) in jobs and the printed copy will not show the contact s name (as before). For dealers who are Batch/Overnight Faxing/ ing Invoices (optional add-on feature that must be configured on your computer system prior to use): The batch fax/ invoice programs will tie-in to the customer database, to determine which contacts need copies of invoices, and whether each contact gets ed or faxed (or both!). For any given customer, it s possible that more than one contact is flagged to receive invoice copies: Contact A may get all invoices (EPRSW), Contact B may get R invoices, Contact C may get P & S invoices. If for some reason a specific invoice type (EPRSW) is excluded by all of a customer s contacts, invoices of that type (for that customer) will batch-print.

2 Release 15 Accounts Receivable Page 2 of 7 Dealers who are NOT using optional Batch/Overnight Faxing/ ing should NOT set any contacts for fax or delivery!! IMPORTANT NOTES: If a contact name is setup using the customer BILL-TO number, and is flagged to receive invoices, that contact will receive invoices for ALL SHIP-TO numbers. If a contact name is setup using the customer SHIPTO-TO number, and is flagged to receive invoices, that contact will receive invoices only for that SHIP-TO number ***see note below. The same contact name may be setup under more than one ship-to, or under both the bill-to and one or more ship-to s, etc, if necessary or desired. Just make sure the flags are correctly set for each occurrence. ***NOTE regarding contact names setup using the SHIP-TO customer number: As a precautionary measure, if you do want invoices to go to a Ship-to contact, you must run the MPOE330 and/or MPOE430 programs using program switch /A: MPOE330 and MPOE430 program switch /A: Send invoice copy to SHIPTO contacts if any are flagged to receive invoice copies (exception is on Internal invoices which should only be sent to BILLTO contacts). When NOT using /A on MPOE330 and MPOE430, invoices will be sent only to BILLTO contacts even if shipto contacts are flagged to receive invoice copies. SENDING STATEMENTS TO CUSTOMERS/CONTACTS: One or more contacts may be flagged to receive statements; you can specify the delivery method ( , fax, print) for statements. Batch fax/ is an optional add-on feature which must be configured on your computer system prior to use. Dealers who are NOT using optional Batch/Overnight Faxing/ ing should NOT set any contacts for fax or delivery!! The MPAR081 statement program will tie-in to the customer database to , fax, or print a statement for each contact flagged to receive a statement. If desired, a contact may be flagged to receive both an ed (or faxed) statement and a printed statement; as before, the printed copy will not contain the contact s name. IMPORTANT NOTE: Contacts who are to receive statements must be setup using the customer BILL-TO number.

Release 15 Accounts Receivable Page 3 of 7 IN THE MPFX001 FAX/EMAIL WINDOW (accessed from Order Entry Change or Print, Invoice History F5 Options, Purchase Order Change or Print), the F7 Lookup

3 Release 15 Accounts Receivable Page 3 of 7 IN THE MPFX001 FAX/ WINDOW (accessed from Order Entry Change or Print, Invoice History F5 Options, Purchase Order Change or Print), the F7 Lookup function allows lookup into the Customer (or Vendor) contacts database, ref screen shot below from Purchase Order Print P/O Now. While in the Customer (or Vendor) Contacts database, a contact may be selected, which will pull the contact Name, Address, and Fax # into the Fax/ window (user decides while in the Fax/ window whether to or fax). MPAR081 CUSTOMER STATEMENTS Rev 6.12 ENHANCEMENT: MULTIPLE CONTACT DATABASE Utilizes the new contact database file (mpcontactcc); refer to MPAR050/C on a preceding page. In the MPAR050/C program, one or more of a given bill-to customer s contacts may be flagged to receive statements, with each contact s delivery method ( , fax, print) specified. Note: Batch fax/ is an optional add-on feature that must be configured on your computer system prior to use; dealers not using this feature should NOT set any contacts for or fax delivery!!! The MPAR081 statement program will tie-in to the customer database to /fax and/or print a statement for each contact flagged to receive a statement. If desired, a contact may be flagged to receive both an ed/faxed statement plus a printed statement; as before, the printed copy will not contain the contact s name. Since for any given customer it is possible to flag more than one contact to receive a statement, the statement files may contain duplicates of the same statement: Printed statements will be found in the print queue in file name arstmnts.cc (optional divisional files will be named arstmndd.cc ).

4 Release 15 Accounts Receivable Page 4 of 7 ed/faxed statements will be found in the fax directory (usually /u/live/fax/ready) named faxstmcc.bat. However, to avoid confusion, the statement registers will list each customer only one time, even if that customer is being sent multiple copies of the statement: Register of printed statements will be found in the print queue in file name arsregis.cc. If for some reason a given customer is flagged to receive both a printed statement plus an ed/faxed statement, the customer will show up on the printed statements register and will not show up on the ed/faxed statements register. On the register to the left of the Cust# is a code that is indicative of the delivery method(s) for that customer: Y Cust receives only a printed statement B Cust receives a printed and a faxed statement M Cust receives a printed and an ed statement The following two codes will be seen only on the register of ed/faxed statements: E Cust receives only an ed statement F Cust receives only a faxed statement Register of ed/faxed statements will be found in the print queue in file name arsfxreg.cc. Customers on the ed/faxed statements register are customers who receive ONLY ed/faxed statements (none of that customer s contacts are flagged for printed statements). The last page of each register shows the Grand Totals : - The numbers shown in the Grand Totals of each statement register are for that register only (there may be two separate registers as mentioned above). - The number of statements is actually the number of unique customers on that statement register; since some customers may have multiple contacts receiving the same statement, the number of statements may in fact be higher than what s shown in the grand totals. (The actual number of statements (including duplicates) is not shown anywhere on the register(s).) - When using program switch /F to create finance charges, add together the finance charge dollars from both registers ( printed register and ed/faxed register ) to get the true total of finance charge dollars generated during the statement run.

5 Release 15 Accounts Receivable Page 5 of 7 ENHANCEMENT: OPTION TO OR PRINT AN ADDITIONAL COPY OF EACH STATEMENT FOR THE SENDER/DEALERSHIP Using program switch /S will generate a second set of statements. The thought behind this is that the dealership may want to keep a copy of each statement for internal use. For dealers using batch fax/ , you may opt to have the dealership copies ed to you. To do so, setup system master file option: O MPAR If your dealership does not have batch fax/ , or you prefer to have a second set of statements printed instead of ed, do not set up the O MPAR master file option. Then if using program switch /S on MPAR081, a second set of statements will be contained in the print file ( arstmnts.cc or arstmndd.cc ). ENHANCEMENT: IF BATCH FAXING/ ING, OPTION TO SEND THE FAXES/ S RIGHT NOW RATHER THAN WAIT FOR NIGHTLY JOBS For dealerships using batch fax/ , the statements intended for faxing/ ing are created in the fax directory (usually /u/live/fax/ready), but typically do not get transmitted (faxed/ ed) until nightly jobs which runs a script to trigger the transmission. If you wish to trigger the transmission immediately (upon completion of running MPAR081) instead of waiting till the nightly jobs, you can use program switch /X which will immediately trigger the transmission. PROGRAM SWITCHES RECAP: SWITCH /A - Alpha Sorted (default is sort by customer number) SWITCH /B - Bulk mailing (Zip code sorted) SWITCH /D - Divisional Sorted within one print file arstmnts.cc SWITCH /F - Finance Charge run SWITCH /I - Invoices Sorted SWITCH /N - Negative Balance Statements Allowed SWITCH /R Separate print file for each division arstmndd.cc SWITCH /S - or print a 2nd set of statements for sender (checks "O MPAR081 01" to see if address is setup) SWITCH /T - Transaction Date Aging SWITCH /X - Immediate Faxing/ ing (runs "trigger" to transmit)

6 Release 15 Accounts Receivable Page 6 of 7 SYSTEM MASTER FILE OPTIONS RECAP: The following BFS options for fax/ are available to dealers using batch fax/ . These master file options come into play if the dealer is also using the option for separate cover sheets (which is an environment variable rather than a master file option; contact Customer Service for more information about separate cover sheets for statements). O BFS 00 thru O BFS 04 O BFS=dd 00 thru O BFS=dd 04 "O A/R 00" - A/R Account # Options "O A/R 02" - A/R Statement Options "O MPAR080 00" - Print Company Name Option "O ADDR=dd 01" - Company Name to Print "O ADDR=dd 02" - Address 1 to print "O ADDR=dd 03" - Address 2 to print "O ADDR=dd 04" - Address 3 to print "O PRINT 00" - Print Path Options "O MPAR081 01" - Switch S sender's address (for batch fax/ ) OUTPUT FILE NAMES RECAP arstmnts.cc arstmndd.cc arsregis.cc arsfxreg.cc faxstmcc.bat Print file of statements Divisional print files of statements Register of printed statements Register of faxed/ ed statements Batch file containing fax/ images to be transmitted (usually in /u/live/fax/ready) END OF MPAR

7 Release 15 Accounts Receivable Page 7 of 7 MPAR916 Customer Data Extract Rev 6.01 MPAR917 Customer Data Import Rev 6.01 Enhancement: Additional fields added to the extract/import. MPAR916 extracts all customer records to a tab-delimited file named mpcust.txt. The extract file is created in the print directory. The extract file contains the following fields in the sequence shown below, with column headings as the first row: Customer Number; Customer Name; Customer Alpha Key; Addr 1; Addr 2; Addr 3; Zip_Code; Phone; Fax; Contact; Territory; Customer Type (LUDJludj); Tax_Code(YNLX); Tax_ID(SSCCCMMM); Industry (SIC) Code; Cust Div; Salesman_Code; PO Req Flag (YN); Credit Limit; Date Opened (YYYYMMDD); Ref_Code; Ref Date (YYYYMMDD); Tax_Index(01-99); Bill-to Xref # This tab file may then be pulled into an Excel spreadsheet and modified as necessary, including adding new customers if desired. The first row may contain column headings, just so the first column heading starts with Custom. When changes are completed, save as a text/tab-delimited file. This file needs to be placed on the Unix server in the print directory, using the file name mpcust.txt. MPAR917 may then be run, which will import the mpcust.txt file, updating the customer file with the changes (and with new customers if any are contained in the import file). MPAR917 should be run when no other users are in Minitrac. Upon completion, the program automatically runs MPAR900/C to rebuild the customer cross-reference file. MPAR917 prints a report listing any errors encountered during the import; report name is "mpcust.err".

Table of Contents General Information Table Maintenance Top Ten Reports

Table of Contents General Information 1 Windows Print Manager 1 Print Button for Documents 1 Print Spooling 1 Print Spool Buttons 2 Report Destination 2 Single document 3 All Documents 3 Delete 3 Clear