Eagle SSE. Accounts Receivable. Quick Reference Guide

Transcription

1 Eagle SSE Accounts Receivable Quick Reference Guide

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Learning Products and Education Activant Solutions Inc Southfront Road Livermore, CA Publication No. EL2118 Publication Date: April 2006

3 Table o f Contents 1 Accounts Receivable Introduction...1 Introduction... 1 Accounts Receivable Process... 2 Accounts Receivable Windows... 2 Customer Maintenance (MCR)... 3 Open Item Maintenance (MOI)... 4 Received on Account (ROA)... 5 Application Configuration... 5 Options Configuration... 5 Supporting Applications... 6 User Records and Security... 6 More Information?... 6 Print or View Onscreen... 7 Feedback... 7 Document Conventions Customer Maintenance...9 Overview... 9 Display a Customer Account in MCR... 9 Display Customer Accounts Using the Viewer Add a Customer Account Change a Customer Account Add or Modify Customer Notes Add or Modify Authorized to Charge Names Payments (ROAs)...17 Overview ROA Options Options Font Size...19 Posting View Posting a Payment Payment Reconciliation Daily Journal Report iii

4 4 Backoffice Transactions...24 Overview Display a Customer Account in Open Item Maintenance Load Beginning Balances Run RDJ to Check Beginning Balances View, Add, or Change Transactions in Open Item Maintenance View Transactions in MOI Add Transactions in MOI Change a Transaction in MOI Print Transactions Using the Daily Journal Report View Transactions Using the Transaction Viewer Statements...34 Overview Age the Accounts and Calculate Finance Charges Run the A/R Aging Report Adjusting Some or All of the Finance Charges Finalize the Finance Charges Using the RDJ Report Print Invoices for Finance Charges Print Statements Using the A/R Statement Report Set the Form Type in MPS Print Statements with RSM Reset the Form Type in MPS Monthly Close...42 Overview Aged Receivables Totals for G/L (RAG) Optional Reports Period-to-Date Roll Reports Purge Transaction Detail (RAG) How It Works Run the RAG Purge Report Notes iv

5 1 ACCOUNTS RECEIVABLE INTRODUCTION This chapter introduces the various accounts receivable tasks that you ll process on the Eagle SSE system. Also included is the procedure to find additional help about accounts receivable using the online help topics. The following topics are included in this chapter: Introduction Accounts Receivable Process Accounts Receivable Windows Application Configuration More Information? Print or View Onscreen Feedback Document Conventions Introduction This chapter introduces the accounts receivable process for the Eagle SSE system. Accounts receivable consists of a variety of tasks, including adding customer accounts, maintaining account information, adding or modifying transactions, processing payments, and printing statements. In this chapter you ll find references to configuration and security for the accounts receivable application and where to find detailed information about those subjects. This chapter also includes pictures of the application windows that you ll use most often to process accounts receivable tasks. Finally, this chapter includes some reference information how to use the online help topics to find more information, tips for using this guide when viewing it online, an explanation of the conventions used in this guide, and how to provide feedback (comments, suggestions) about this guide. 1

6 Accounts Receivable Process The following table illustrates the functions and reports that correspond to the accounts receivable process, the various tasks you ll complete, from maintaining customers to processing payments to printing statments. The table also includes the chapters in this Quick Reference guide where you can find the procedure steps for each phase of the process. Accounts Receivable Setup Customer accounts Payments Transactions Statements Monthly close Functions and Reports See chapter 1 for more information, the Application Configuration section. Customer Maintenance (MCR) Customer Viewer Received On Account (ROA) Daily Journal Report (RDJ) Transaction Viewer Open Item Maintenance (MOI) Transaction Viewer A/R Statements (RSM) A/R Aging Report RAG) Finance Charge Report (RFC) See chapter 6 for more information about the reports that are included in the monthly close. Quick Reference guide Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Accounts Receivable Windows For the various accounts receivable tasks, you ll work in the following applications windows: Customer Maintenance (MCR) window Use this window to enter new customer accounts, or to display and maintain existing customer records. Open Item Maintenance (MOI) window Use this window to enter, modify, or review transactions (invoices, credits, allowances, finance charges, but not payments). Normally, most customer transactions are entered through POS and not MOI. Errors on a transaction entered at POS should always be corrected using an offsetting transaction entered at POS. Do not correct the error in MOI. The offsetting POS transaction will then correctly update sales and inventory information. Received on Account (ROA) window Use this window to enter payments for a customer account (including discounts and allowances). For a definition of each field in the accounts receivable windows, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Reference > Field Help topics. 2

7 Customer Maintenance (MCR) The following is an example of the Customer Maintenance (MCR) window, the Main tab. This window includes all the basic information about the customer account, including name and address, account constants (for tax code, terms code, finance charges, etc.), running balance totals, authorized to charge names, and customer notes. The MCR window does not include detailed transaction information, but from this window you can click the View Trx button to display the Transaction Viewer. The viewer provides a list of documents posted to the account (invoices, payments, etc.). Information within the Customer Maintenance window is organized by tabs. Click any tab to display the fields of information on that tab. For information about a specific field, refer to online help. On the Contents tab, click to open the following books: Accounts Receivable > Reference > Customer Maintenance Field Help topic. Main This tab includes basic information about a customer account, such as name, address, and phone number. In addition to basic information, this tab also includes codes (such as the tax code and terms code) and defaults (such as Charge Allowed, Print Statements, and Taxable) for this account. Credit This tab includes financial information for the account, such as the balance due in each aging bucket. This tab also includes a Charge Options section that you can set (for example, Check Allowed and Taxable). The other section on this tab is Charge Controls. You can set controls for this account, including Charge Allowed and Finance Charges. Sales This tab includes total sales and cost information for the current period, year-to-date, and last year. This tab also includes finance charge and return amounts. Names This tab includes a list of names authorized to charge for this account. Customer photos are optional. 3

8 Notes The Notes tab stores messages. The messages can be set up to display at POS in a message window. Open Item Maintenance (MOI) The following is an example of the Open Item Maintenance (MOI) window. Use the MOI window to enter, modify, or review transactions (invoices, credits, allowances, finance charges, but not payments). Transactions can be posted to an account either from POS or from various backoffice functions and reports (such as MOI, ROA, and the A/R Aging report). The MOI window displays information for one transaction at a time. The upper portion of the screen displays the customer number and name information, and the document type (invoice, credit, etc.). Below that is the breakdown of dollars by category (merchandise, non-merchandise, etc.), tax, and terms discount. To the right are total amounts and gross profit percent for the transaction. The lower portion of the screen included the dates, document number, and any transaction codes or reference notes. 4

9 Received on Account (ROA) The following is an example of the Received On Account (ROA) window, the Customer Information tab. Use this window to post a payment to the customer account (note that payments can also be posted from the POS window). The payment fields (Check #, Payment, etc.) are available from either tab in ROA, so you can post a payment from either tab. When entering a payment, the Cust field (customer number), Check # field, and Payment field must be filled in before you can post a payment. Entering information in the other fields is optional. Tab 1 Customer Information, displays the basic information about the account. This information is from the customer record in Customer Maintenance (MCR). Tab 2 Payments and Credits, displays a grid with payment and credit documents for the account. From this tab, you can also modify payment transactions. The Credit transactions are display only and can t be modified. Application Configuration Applications configuration, including setting up user and security access, is done when first installing your Eagle SSE system. The following sections briefly discuss Options Configuration, Supporting Applications, and Security. Options Configuration As part of the install process for your system, you and Activant set the various configuration options for accounts receivable. Many of these options (also called constants) are set during the install phase and never changed. Examples of accounts receivable options include the customer defaults (for credit limit, tax code, terms code, balance method, etc.), printing decisions (print store name, due date, prepaids, etc.), and statement messages. 5

10 Application configuration is not covered in this guide. Information is available in the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Setting Up Accounts Receivable. Supporting Applications Accounts receivable also requires that various supporting applications are set up on your system. These applications are also configured during the install process. Supporting applications include Tax Code Maintenance (MTX), Terms Code Maintenance (MTM), and Salesperson Maintenance (MSL). Supporting applications are not discussed in this guide. Information is available in the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Setting Up Accounts Receivable. User Records and Security Access to the various functions and reports of the Eagle SSE system, including all accounts receivable procedures, can be controlled by user records and security. Security is set up for each user of the Eagle SSE system to allow or prevent specific accounts receivable procedures. For example, you may be able to display customer accounts in Customer Maintenance (MCR), but you can t change customer information or delete the customer account. Setting up security is not covered in this guide. Information about security is available in the online help topics. On the Contents tab, click to open the following books: System Management > Security. More Information? This is a quick reference guide and so it does not include all the information that is available about accounts receivable. Additional information about the functions and reports discussed in this guide, along with other functions and reports not described in this guide, can be found in the online help topics. 1. From any Eagle SSE application window, click the Help [F1] button on the toolbar. Or, from the menu bar, click Help and then select Help topics. 2. From the Help Topics window, click the Contents tab. 3. Double-click to open the Accounts Receivable book. Double-click to open any of the other books related to accounts receivable. Click to display a topic within a book. 6

11 On the left are Accounts Receivable books and topic titles. On the right, an accounts receivable topic displays. Print or View Onscreen If you have a file copy (PDF version) of the guide, you have the following options: You can print the guide. This allows you to make as many copies as you want to distribute to your staff. Printed versions of the guide allow you to jot reminders in the margins and to use the Notes section at the end to further customize the guide to your needs. You can view the guide onscreen. Save a copy of the file on your PC and then open it anytime you want to use the guide. When viewing onscreen, hyperlinks are available to take you directly to a specific chapter or section of the guide. Each entry in the Table of Contents is a hyperlink, just click an entry to take you to that page. Hyperlinks are also available at the beginning of each chapter, a bullet list of procedures that are available in that chapter. Click an entry in the list to take you to that section of the chapter. Feedback Please your comments or suggestions for this Accounts Receivable Quick Reference guide to eaglehelp@activant.com. 7

12 Document Conventions The following table illustrates the document conventions used in this guide. Convention Description Examples [F11] <Enter> (MCR) Enter View Trx MCR (Optional) Square brackets are used to present an alternative to using the mouse. Instead of clicking with the mouse, you can press the keyboard equivalent shown inside the brackets. Angled brackets are used to indicate the key to press on the keyboard. Angled brackets are only used in procedure steps that are completed from the Network Access window. Parentheses are used to enclose application acronyms. The function or report name is spelled out, followed by its acronym equivalent. Acronyms are often three letters. Use acronyms as an alternative to using the mouse to click through the selections in the Browser window. Type the acronym letters in the Launch bar to go directly to that application. Words presented in bold text indicate a key to press, a selection on the screen to click with the mouse, or letters to type in a field or the Launch bar. This indicates a procedure step that you are not required to completed. Click View Trx [F11] to display the Transaction viewer. At Function, type MPS and press <Enter>. Display the Customer Maintenance (MCR) window. Press Enter to add the item to the purchase order. Click View Trx [F11] to display the Transaction viewer. From the Browser, in the Launch bar, type MCR. (Optional) In the Reference field, enter a reference note. 8

13 2 CUSTOMER MAINTENANCE This chapter discusses the Customer Maintenance (MCR) window and the procedures for adding, maintaining, and displaying customer account information. The following procedures are found in this chapter: Overview Display a Customer Account in MCR Display Customer Accounts Using the Viewer Add a Customer Account Change a Customer Account Add or Modify Customer Notes Add or Modify Authorized to Charge Names Overview You ll use the Customer Maintenance (MCR) window to add new customer accounts and to display existing customer accounts. For each account, the MCR window includes basic account information (name, address, tax code, terms code, etc.), running balance (the total amount owed by this account), and aged totals (the amount currently due, past due by 30 days, 60 days, etc.). In addition to the basic information for a customer account, you can also enter notes and authorized names for an account. The notes are available for display in the MCR window, and can also be displayed to the clerk at POS. From the MCR window, you can maintain a list of names that are authorized to charge for a specific customer account. You also have the option to link an image (picture) to an authorized to charge name. Display a Customer Account in MCR Use the following procedure to display a customer account from the Customer Maintenance (MCR) window. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: 9

14 From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. The Customer Maintenance window displays and the cursor is blinking in the Customer field. You can now look up a customer using the account number, name, phone number, dropdown list, or document number. Number. If you know the customer account number, type the number in the Customer field and press Enter. Name. If you know the customer name, or part of the customer name, type all or part of the customer name in the Customer field. From the list that displays, click the correct customer. The list closes and the customer number and account information displays. Phone Number. If you know the customer phone number, type the phone number (with or without the area code) in the Customer field. From the list that displays, click the correct customer. Document Number. If you have a document number from a transaction, you can use that number to display the customer account. In the Customer field, type a period followed by the document number and press Enter. For example, if the document number is A00353, you would type.a00353 in the Customer field. Drop-down List. Leave the Customer field blank and click the down-arrow to the right of the Customer box. A list of all customers displays, scroll through the list, and click to select the customer account. Or, leave the Customer field blank, click the down-arrow, then type a number in the Customer field, close to what you think is the correct customer number. This will automatically scroll the drop-down list to customer numbers in that range. Display Customer Accounts Using the Viewer Use the following procedure to display customer accounts using the Customer Viewer. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: 10

15 From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. From the Customer Maintenance window, click View Cust [F9]. The Customer Viewer displays. 3. Click Lookup [F5] to display the View By dialog. Click to highlight a selection criteria from the list and click OK. 4. Fill in the selection critera fields that display near the top of the window, below the toolbar. The fields that display are based on your selection in the View By dialog in step #3. 5. Click Refresh [Kpad+]. 6. (Optional) Click to highlight a customer and then click Select [F4]. The viewer closes and the customer you selected is displayed in the Customer Maintenance window. Note: The various viewers available on your Eagle SSE system, including the Customer Viewer, are easily customized to fit your business requirements. To learn more about working with grids, views, and columns within a grid, review the information in the online help topics. On the Contents tab, click to open the following books: All Application Information > Using Grids/Views. 11

16 Add a Customer Account To add a new customer account, use the Customer Maintenance (MCR) window. The following procedure assumes that you have set up the default settings in Options Configuration and the required supporting files. For more information, refer to the Application Configuration section in Chapter 1 (on page 5). 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. From the Customer Maintenance window, click the Main tab (if not already displayed). 3. Enter the information for this customer in the fields on the Main tab. Click Add [F4]. For a definition of each field, refer to the online help. On the Contents tab, click to open the following books: Accounts Receivable > Reference > Customer Maintenance Field Help topic. 4. The basic customer record is now added. Sections later in this chapter explain how to add authorized to charge names and customer notes. Change a Customer Account To change information for an existing customer account, use the Customer Maintenance (MCR) window. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. Display the customer account. For the procedures steps to do this, refer to either of the earlier sections: 12

17 Display a Customer Account in MCR (on page 9) Display Customer Accounts Using the Viewer (on page 10) 3. Click the tab that includes the field you want to change. Enter the new information in the field and press Change [F5]. A message displays at the bottom of the screen indicating that the account has been changed. Add or Modify Customer Notes Use the Notes tab in the Customer Maintenance window to enter notes that apply to the customer account. The notes you enter display on the Notes tab in the Customer Maintenance window. You can also set the notes to display at POS. Messages like these are useful to Record credit message information about the customer account. Display messages at POS that your clerks can relay to the customer. Remind your clerks about special procedures to follow for the customer account. The following is an example of the Notes tab with a customer note entered. Complete the following steps to add or modify customer notes. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 13

18 2. Display the customer account. For the procedures steps to do this, refer to either of the earlier sections: Display a Customer Account in MCR (on page 9) Display Customer Accounts Using the Viewer (on page 10) 3. Click the Notes tab. The Note Group field is automatically filled in with the customer number. Don t change this field. 4. At Type, select 6 (to only display the notes in Customer Maintenance) or 7 (to display the notes in Customer Maintenance and at POS). Ignore the Display Repeats and Print Repeats fields, they do not apply to Customer Notes. 5. Click anywhere in the blank Message area to position your cursor there. Type the text for the note. The text automatically wraps from one line to the next. If you want to start a new line, press Ctrl+Enter and the cursor moves to the beginning of the next line. 6. When done typing the note, click Add. Add or Modify Authorized to Charge Names From the Customer Maintenance window, you can maintain (add, change, copy) a list of names that are authorized to charge for an account. The list displays at POS. You also have the option to link an image (picture) to an authorized to charge name. The following is an example of the Names tab with a list of names. In this example, the highlighted name does not have a picture associated with the name. 14

19 Complete the following steps to add or modify authorized to charge names. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. Display the customer account. For the procedures steps to do this, refer to either of the earlier sections: Display a Customer Account in MCR (on page 9) Display Customer Accounts Using the Viewer (on page 10) 3. Click the Names tab. To add a name, continue with step #4. To delete a name, go to step #5. To merge (copy) a list of names from one account to another account, go to step #6. To add an image (picture) to an authorized to charge name, go to step #7. 4. To add a name to the authorized to charge list, complete the following: Click Add (the underlined link along the bottom of the window) to display the Add dialog. At Name, type the name of the person authorized to charge for this account. (Optional) If you ve loaded image files (pictures), then at Image File, select the file that corresponds to this name. If a picture is not available, you can load it later, see step #7. Click OK. The name (and picture, if available) is added to the list of names on the Names tab. Repeat the process to add more names. When you are done, click Cancel to close the dialog. 5. To delete a name from the authorized to charge list, complete the following: Click the name that you want to delete (the name you click will be highlighted). Click Delete (the underlined link along the bottom of the window). A confirmation dialog displays. Click Yes. The name is deleted from the list. 15

20 6. To merge (copy) a list of names from one account to another account, complete the following. When copying names from one account to another account, the existing authorized to charge names on either account are not changed. In other words, the names are not deleted from the original account, they are just added to the other account. If names already exist on the other account, the copied names are added to list, no changes are made to the existing names. Display the customer account that includes the list of names that you want to copy and click the Names tab (see steps 1 through 3 above). Click the first name in the list so that it is highlighted. Click Merge To (the underlined link at the bottom of the window) to display the Merge dialog. In the dialog, at Customer, type the Customer number to which you want to copy the names and press Enter. Or, select the account from the drop-down list. The customer information displays. In the dialog, click Merge. A confirm dialog displays, click Yes to merge (copy) the names. The authorized to charge names that are copied display in the Results box in the dialog. Click Close to close the dialog. 7. To add an image to an authorized to charge name, complete the following: Obtain the image for the authorized to charge name. The image can be in either.bmp or.jpg file format. Place the image file in the Auth2Chg folder. This folder is found in either of the following paths: If you use the Stand Alone install method for your Eagle for Windows client terminals (PCs), then this is the path to the folder: 3apps\UserData\Auth2Chg If you use the Network Master install method for your Eagle for Windows client terminals (PCs), then this is the path to the folder: 3net\UserData\Auth2Chg Display the customer account that includes the authorized to charge name to which you want to associate an image and click the Names tab (see steps 1 through 3 above). On the Names tab, click to select the authorized to charge name that you want to associate with an image. Click Set Image (the underlined link at the bottom of the window) to display the Image Files dialog. From the list that displays, click to select the image file that goes with the name. Click OK. The dialog closes and the image (picture) displays on the Names tab when the authorized to charge name is highlighted. 16

21 3 PAYMENTS (ROAS) This chapter includes the procedure for posting a payment to the customer account. This is also called an ROA (received on account). The following procedures are found in this chapter: Overview ROA Options Posting a Payment Payment Reconciliation Daily Journal Report Overview Posting payments, also known as an ROA (received on account), can be done in the backoffice or through POS. This chapter discusses the backoffice method. Backoffice payments are entered in the Received on Account (ROA) window. After posting payments, you have the option to reconcile checks to look for posting errors. Using the transaction viewer and the Daily Journal (RDJ) report are also discussed in this chapter. ROA Options Before posting payments in the ROA window, you can review options and settings to customize your use of the ROA window. This is optional and can be done anytime. The various options and settings are available from the Tools menu. Options Complete the following steps to review the options. 1. Display the Received on Account (ROA) dialog. Use either of the following methods to do this: 17

22 From the Browser, in the Launch bar, type ROA and press Enter. From the Browser, click Accounts Receivable > Received On Account. 2. From the Received On Account (ROA) window, click Tools (in the Menu bar, above the Toolbar). Then from the list that displays, click Options. The Received on Account Options dialog displays. The lower portion of this dialog (Open Item Accounts) does not apply to the Eagle SSE system. 3. Review and if needed, change the following options: Receipt Date This field defaults to today s date. This field also displays on the payment posting screen. If you are processing a batch of payments that were received on an earlier date, you can change the date in this field. Then you won t have to change the date when posting each payment. Print on Check Register Set this field to determine if the checks posted in the ROA window print on the Check Register Report (RCK). Select your choice from the drop down list. The options are: Never print Checks posted in the ROA window are not included on the RCK report. Always print Checks posted in the ROA window are always included on the RCK report. ABA# entered Checks posted in the ROA window are only included on the RCK report if the ABA number is entered in the ABA# field in the ROA window. Display Past Due Warning This field determines if the Past Due Warning dialog displays after entering a customer account number. You must then click OK to clear the dialog before you can continue to post the payment. Make your selection from the drop-down list. You have the option to never display the warning, always display the past due warning, or only display the past due warning if the customer is over 30, or over 60, or over 90 days past due. The aging information fields always display in the ROA window, so you can also use those fields to determine if the customer account is past due. 18

23 Return to Cust After Payment If this box is checked, then after posting a payment, the screen is cleared of all customer information, the Cust field is blank, and the cursor is in the Cust field, ready for you to enter the next customer number. If the box is not checked, after posting a payment a message displays that payment was posted, the customer information remains on the screen, and the cursor is in the Check # field. Display Over Credit Limit Warning If this box is checked, and the customer has exceeded his credit limit, then the Over Credit Limit Warning dialog displays after entering the customer account number. You must then click OK to clear the dialog before you can continue to post the payment. If this box is not checked, the dialog does not display. The Credit Limit and Credit Available fields always display in the ROA window, so you can also use those fields to determine if the customer is over their credit limit. Display Not Allowed to Charge Warning If this box is checked, and the Charge Allowed field for this customer in Customer Maintenance (MCR) is set to N (no), then the Not Allowed to Charge Warning dialog displays after entering the customer account number. You must then click OK to clear the dialog before you can continue to post the payment. If this box is not checked, the dialog does not display. The Charge Allowed field always display in the ROA window, so you can also reference that field to determine the charge allowed status. 4. If you made any changes to the options, click OK. Or, click Cancel. The dialog closes. Font Size Complete the following procedure if you want to change the font size. You can switch between large and small font at any time. 1. Display the Received on Account (ROA) dialog. Use either of the following methods to do this: From the Browser, in the Launch bar, type ROA and press Enter. From the Browser, click Accounts Receivable > Received On Account. 2. From the Received On Account (ROA) window, click Tools (in the Menu bar, above the Toolbar). 3. From the list that displays, click Large/Small Font. This toggles the font size of the fields in the lower portion of the ROA window (Check #, Payment, Discount, etc.). Posting View Complete the following procedure if you want to hide some of the fields in the lower portion of the ROA window. You can toggle the posting view at any time. 1. Display the Received on Account (ROA) dialog. Use either of the following methods to do this: From the Browser, in the Launch bar, type ROA and press Enter. From the Browser, click Accounts Receivable > Received On Account. 2. From the Received On Account (ROA) window, click Tools (in the Menu bar, above the Toolbar). 3. From the list that displays, click Large/Small Posting View. This hides/displays the fields in the lower portion of the ROA window. All fields display, or just the Check #, Payment, and Discount fields. 19

24 Posting a Payment Complete the following steps to post a payment to the customer account. 1. Display the Received on Account window. Use either of the following methods to do this: From the Browser, in the Launch bar, type ROA and press Enter. From the Browser, click Accounts Receivable > Received On Account. 2. Display the customer account. Use any of the following methods to do this: Number. If you know the customer account number, type the number in the Cust field and press Enter. Name. If you know the customer name, or part of the customer name, type all or part of the customer name in the Cust field. From the list that displays, click the correct customer. The list closes and the customer number and account information displays. Phone Number. If you know the customer phone number, type the phone number (with or without the area code) in the Cust field. From the list that displays, click the correct customer. Document Number. If you have a document number from a transaction, you can use that number to display the customer account. In the Cust field, type a period followed by the document number and press Enter. For example, if the document number is A00353, you would type.a00353 in the Customer field. Drop-down List. Leave the Cust field blank and click the down-arrow to the right of the Customer box. A list of all customers displays, scroll through the list, and click to select the customer account. Or, leave the Customer field blank, click the down-arrow, then type a number in the Customer field, close to what you think is the correct customer number. This will automatically scroll the drop-down list to customer numbers in that range. 3. Fill in the payment posting fields at the bottom of the screen. Press Tab to move between fields, or use the mouse to click the field (don t press Enter to move between fields). An entry is required in the Check #, Payment, and Receipt Date fields before the system will post the payment. The other fields are optional. Note: If some of the fields are not displaying, check the option settings. For more information, see the Posting View section (on page 19). Check # The check number for the payment you are posting. An entry in this field is required. Payment This is the amount of the payment (check and/or cash) that the customer is giving you. An entry in this field is required. Discount A discount amount that you are including with this payment. The payment amount is added to the discount amount (plus an allowance amount, if any). The customer account is then reduced by that total amount. 20

25 ABA# American Banking Association Number. The string of numbers on a check that identify the bank where the check was drawn. Allowance Enter a dollar amount that will decrease (or increase) the running balance of the customer account. If you enter a positive amount, the running balance is decreased. For example, you might do this to write off a bad debt, or adjust for an underpayment (such as, the running balance is $75.89, but the customer sent you a check for $75.85, enter.04 in the Allowance field). If you enter a negative amount in this field, the running balance is increased by that amount. Note that entering an amount in the Allowance field does not affect Cash, Sales, or Tax liability. It only affects the customer balance. Codes Four code positions, any or all of which you can use to code payment transactions. You decide what the codes are and what the code means to you. Codes display in the Transaction viewer. Ref Reference. Use this field to add a note to the payment transaction. The note does print on the customer s statement. Reference notes also print on the Daily Journal (RDJ) report and display in the Transaction viewer. Receipt Date The date the payment was received. Defaults to today s date or the date entered in the ROA Options dialog. An entry in this field is required. 4. After filling in the fields for this payment, press Enter or click Post [F3]. The payment is posted to the account. Depending on your option settings, the customer information is cleared or remains on the screen. See the Options section in this chapter (on page 17) for more information. 5. (Optional) If the customer information is still displayed, you can print a receipt for the payment. Click Misc [KPad ] and from the Miscellaneous menu, select Print Payment Receipt [4]. Printing a receipt requires that a Backoffice ROA printer is available (and set up in Device Configuration). 6. When you exit the ROA window, a dialog may display about check reconciliation. Click either of the following: Reconcile Payments? [1] Click this button if you want to reconcile payments. The reconcile payment grid displays. See the next section, Payment Reconciliation (on page 21) for procedure steps. Exit ROA without reconciliation [2] Click this button if you want to close the ROA window and reconcile the checks at a later time. The next time you open the ROA window, you will be asked if you want to continue the existing session. Click Yes to continue with the session you were working on previously. If you answer No, the system will purge the grid of checks entered previously. Payment Reconciliation After all ROA payment checks have been posted for the day, you can complete a payment reconciliation. Payment reconciliation allows you to quickly and easily verify that all checks received have been posted, and that the correct check amount has been posted. After completing a payment reconciliation, you have the option to print a list of the check payments. This list of check numbers and check amounts could then be attached to your bank deposit slip. 1. If not already displayed, display the Received On Account (ROA) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type ROA and press Enter. From the Browser, click Accounts Receivable > Received On Account. 21

26 2. Click Misc [KPad ]. From the Miscellaneous menu, click Reconcile [1] to display the Payment Reconciliation grid. 3. Gather the stack of checks that you posted today. At Check Amount, type the amount of one of the checks and press Enter. If the amount entered matches one of the payments in the Payment Reconciliation grid, a check mark is automatically placed in the check box next to that check. If the amount doesn t match, then you are prompted to enter the check number. If the check number is found, that line in the grid is highlighted. Compare the grid amount, which is the amount posted in ROA to the customer account, to the amount of the check. If there is an error, you could delete the payment and re-enter it correctly. If the amount doesn t match, and the check number you then enter isn t found in the grid, a message displays at the bottom of the ROA window. This could indicate that the check was received, but not posted to the customer account in ROA. 4. Continue entering checks in the Check Amount box until all checks have been entered and all the checks in the Payment Reconciliation grid have been checked off. A dialog then displays, indicating that all payments are reconciled. Select one of the following options: To print a list of checks, click Print Reconciliation [1]. To purge (clear) the reconciliation grid, click Purge Reconciliation [2]. To exit the dialog without taking any action, click Cancel to return to the reconciliation grid. 5. To exit the reconciliation grid, click either of the following: Continue Later Click this button if you are not done reconciling, or will be posting more checks and want to include them in this batch of reconciled checks. The next time you open the ROA window, you will be asked if you want to continue the existing session. Click Yes to continue with the session you were working on previously. If you answer No, the system will purge the grid of checks entered previously. Purge Click this button if you are done reconciling and want to clear the checks from the reconciliation grid. When you click Purge, a confirm dialog displays, click Yes. The grid clears. Click Continue Later to close the grid. 22

27 Daily Journal Report A finalized version of the Daily Journal (RDJ) Report prints each day during the end-of-day processing routine. You can also use this report to print an edit list of payments you entered in the ROA window. Run this report anytime during the day without Option F (finalize). Note: You can also use the Transaction viewer to display customer transactions, including payments. For more information, go to Chapter 4 Backoffice Transactions, the Viewing Transactions Using the Transaction Viewer section (on page 33). 1. Display the Daily Journal Report (RDJ) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RDJ and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Daily Journal. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, select B Backoffice Transactions Only and P Payments Only. Do not select Option F. Use options B and P to print an edit list of the payments you entered in the ROA window. 4. Click Run [F4]. After the report processes, review the report to check that the payments were posted correctly in the ROA window. For more information about the RDJ report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Reports> Accounts Receivable Reports > Daily Journal Report (RDJ) > Daily Journal Report (RDJ) topic. 23

28 4 BACKOFFICE TRANSACTIONS This chapter describes the various procedures associated with entering and maintaining backoffice transactions. The Open Item Maintenance (MOI) window allows you to view, add, or change transactions (all transaction types, except payments). The following procedures are found in this chapter: Overview Display a Customer Account in Open Item Maintenance Load Beginning Balances View, Add, or Change Transactions in Open Item Maintenance Print Transactions Using the Daily Journal Report View Transactions Using the Transaction Viewer Overview In this chapter you ll learn how to use the Open Item Maintenance (MOI) window to view, add, or change transactions. In addition to MOI, which displays one transaction at a time, you can use the Transaction Viewer to display documents. The viewer displays multiple documents in a grid format that you can customize to fit your business needs. While you can use MOI to view and change POS and backoffice transactions, any adjustments to a transaction entered at POS should be corrected at POS by entering an offsetting transaction. By correcting a POS transaction in this way, you ensure that sales and inventory information is updated correctly. 24

29 Display a Customer Account in Open Item Maintenance Use the following procedure to display a customer account from the Open Item Maintenance (MOI) window. You can also first display the customer account in the Customer Maintenance window (MCR), then when you open the MOI window, the customer account you displayed in MCR will display in MOI. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. From the Customer Maintenance window, click Go To [Ctrl+G]. From the Go to menu, click Open Item Maintenance (MOI) [2]. 3. The Open Item Maintenance window displays and the cursor is blinking in the Cust Number field. You can now look up a customer using the account number, name, phone number, drop-down list, or document number. Number. If you know the customer account number, type the number in the Customer field and press Enter. Name. If you know the customer name, or part of the customer name, type all or part of the customer name in the Customer field. From the list that displays, click the correct customer. The list closes and the customer number and account information displays. Phone Number. If you know the customer phone number, type the phone number (with or without the area code) in the Customer field. From the list that displays, click the correct customer. Document Number. If you have a document number from a transaction, you can use that number to display the customer account. In the Customer field, type a period followed by the document number and press Enter. For example, if the document number is A00353, you would type.a00353 in the Customer field. Drop-down List. Leave the Customer field blank and click the down-arrow to the right of the Customer box. A list of all customers displays, scroll through the list, and click to select the customer account. Or, leave the Customer field blank, click the down-arrow, then type a number in the Customer field, close to what you think is the correct customer number. This will automatically scroll the drop-down list to customer numbers in that range. 25

30 Load Beginning Balances Beginning balances are balances that you enter in your Eagle SSE system for you re A/R customers when first setting up the Eagle SSE system. This is the balance information for your customers that exists in the accounting system you were using before the Eagle SSE system. This is a one-time process that you ll complete for each A/R customer that has a balance due. After entering beginning balance information, new transactions are entered through POS (or if not yet live at POS, you might temporarily use the Open Item Maintenance window). Complete the following steps to enter beginning balance amounts. 1. Follow the steps in the previous section, Display a Customer Account in Open Item Maintenance (on page 25), to display the customer account to which you will add beginning balance amounts. 2. From the MOI window, click Go To [Ctrl+G]. From the Go to menu, click Loading A/R Balances [1]. The beginning balances version of the Open Item Maintenance window displays 3. In the Amount column, fill in the amount that corresponds to the aging bucket. The amounts are added to the system as Non-Tax/Non-Merchandise. 4. (Optional) Change the Doc Date, Due Date, or both. The dates that display are based on the terms code for the customer account. 5. (Optional) In the Reference field, enter a reference note. The reference text prints on the customer s statement. Reference notes also print on the Daily Journal (RDJ) report and display in the Transaction viewer. 6. After filling in the amounts (and references), click Add [F4]. A message displays that the record was added and the total amount displays in the Running Balance field. 7. Click Clear [F12] to clear the screen and return the cursor to the Cust Number field. 8. Repeat steps 1 through 6 to continue entering beginning balances for you re A/R accounts. 26

31 Run RDJ to Check Beginning Balances A finalized version of the Daily Journal (RDJ) Report prints each day during the end-of-day processing routine. You can also use this report to print an edit list of the beginning balance amounts you entered in the MOI window. Run this report anytime during the day without Option F (finalize). Note: You can also use the Transaction viewer to display customer transactions, including beginning balances. For more information, see the View Transactions Using the Transaction Viewer section later in this chapter (on page 33). 1. Display the Daily Journal Report (RDJ) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RDJ and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Daily Journal. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, select B Backoffice Transactions Only. Do not select Option F. Use Option B to print an edit list of the beginning balance amounts you entered in the MOI window. 4. Click Run [F4]. After the report processes, review the report to check that the amounts were entered correctly in the MOI window. For more information about the RDJ report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Reports> Accounts Receivable Reports > Daily Journal Report (RDJ) > Daily Journal Report (RDJ) topic. 27

32 View, Add, or Change Transactions in Open Item Maintenance You can use the Open Item Maintenance (MOI) window to view, add, or change transactions, all transaction types except payments. The procedures for using MOI are described in the following sections. The following is an example of the MOI window with an invoice transaction displayed. View Transactions in MOI Use the Open Item Maintenance (MOI) window to view A/R transaction information. One transaction at a time displays in the window. You can set the MOI Next By options to configure how you want to display transaction. In MOI, you can display a specific transaction, all transactions for an account, all transactions of a specific document type, all transactions that are not finalized. For more information about the fields in the MOI window, refer to the online help topics, or to step #2 in the Add Transactions in MOI procedure (on page 30). From online help, on the Contents tab, click to open the following books: Accounts Receivable > Reference > Open Item Maintenance Field Help topic. Note: You can also use the Transaction viewer to display customer transactions. MOI displays one transaction at a time. The viewer can be used to display a range of transactions on one screen. For more information, see the View Transactions Using the Transaction Viewer section later in this chapter (on page 33). 28

33 Complete the following steps to view a transaction in MOI. 1. Open the Open Item Maintenance window. For the procedure steps to do this, see the earlier section, Display a Customer Account in MOI (on page 25). 2. To display a specific transaction and you know the document number, type the number in the Document # field and click Display [F6]. 3. To display all transactions for the account: On the Toolbar, click Tools and then click Options. The Next By dialog displays. From the drop-down list, select Customer/Job and click OK. The dialog closes and a blue arrow displays to the right of the Cust Number field. The blue arrow indicates that the Next/Previous buttons are set to scroll by customer number, displaying all transactions for an account. Click Previous [F8] to display all transactions for this account, starting with today s date and going backwards. Continue to click Previous to view all transactions for this account. Or, if you want to display from the oldest date to the current date, change the year in the Doc Date field (for example, you started with the Eagle system in 1993, change the year in the Doc Date field to 92). Then click Next [F7]. Continue to click Next to display all transactions for this account. 4. To display all transactions for the account, starting with a specific date: On the Toolbar, click Tools and then click Options. The Next By dialog displays. From the drop-down list, select Customer/Job and click OK. The dialog closes and a blue arrow displays to the right of the Cust Number field. The blue arrow indicates that the Next/Previous buttons are set to scroll by customer number, displaying all transactions for an account. Type the date in the Doc Date field, or use the drop-down calendar to select the date. Then click Next [F7]. Continue to click Next to display all transactions for this account, starting with that date. 5. To display all transactions of a specific type for the account: At Document Type, select the document type you want to display from the drop-down list. For example, select C to display only Credit transactions. On the Toolbar, click Tools and then click Options. The Next By dialog displays. From the drop-down list, select Document Type and click OK. The dialog closes and a blue arrow displays to the right of the Document Type field. The blue arrow indicates that the Next/Previous buttons are set to scroll by document type, displaying all transactions for the account with that document type. Click Previous [F8]. Continue to click Previous to display all transactions of this type for this account, starting with the newest date and going backwards. 6. To display all unfinalized transactions, for all accounts: On the Toolbar, click Tools and then click Options. The Next By dialog displays. From the drop-down list, select Finalized and click OK. The dialog closes and a blue arrow displays to the left of the Finalized field. The blue arrow indicates that the Next/Previous buttons are set to scroll by Finalized, displaying all unfinalized transactions for all accounts, in document number order. Click Next [F7]. Continue to click Next to display all unfinalized transactions for all accounts, in document number order. 29

34 Add Transactions in MOI Complete the following steps to add a transaction in MOI. 1. Open the Open Item Maintenance window and display the customer. For the procedure steps to do this, see the earlier section, Display a Customer Account in MOI (on page 25). 2. Fill in the appropriate fields on the screen. Document Type From the drop-down list, select the type of document you are adding. Amount columns Below the Document Type field are columns for the amounts that correspond to the transaction you are entering. Tax and Terms Disc (discount) are calculated automatically, based on the Tax code and Terms code on the customer account. Tax will be calculated if you enter an amount in any of the Taxable row of fields. However, you can enter your own amounts in these fields. Dates and reference Below the amount columns are the following fields: Doc Date / Due Date The Doc Date defaults to today s date. If you are entering a document with an earlier date, select the date from the drop-down calendar. The Due Date is automatically calculated based on the Doc Date and the Terms Code for the customer account. However, you can enter a different due date. Document # The system automatically creates a unique document number. Or, you can enter your own document number. The system uses a numbering scheme for document numbers, depending on the type of transaction and where the transaction is created. For more information, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Reference > Open Item Maintenance Field Help topic. Apply To # If the transaction you are entering applies to another existing transaction, you can enter that document number in this field. For example, you are entering an Adjustment or Credit transaction, that applies to a specific invoice document number. Reference This is a text field that you can use to type a note about the transaction you are entering. This field is also used by POS. For transactions entered at POS, the system uses this field to display notes entered by the POS clerk in the Reference field on the Big Header screen. If nothing is entered in the POS Reference field, then the system uses this field in MOI to display the PO #, if a number was entered in the PO # field during the POS transaction. At POS, if neither a reference note or a PO # is entered during the transaction, then the system uses this field in MOI to display the Order number (if the Option to Build Order Reference is set to Yes). Salesperson Enter a code in this field if you want to link the transaction to a salesperson record. Select the Salesperson from the drop-down list. Trx Codes Four code positions, any or all of which you can use to code the transaction you are entering. You decide what the codes are and what the code means to you. Codes display in the Transaction viewer. The fourth position is used by the system for POS transactions. A code in this position indicates the tender type for the POS transaction. The codes are: A charge, B bankcard, C cash, K check, S split tender. Disputed Use this field to indicate that the customer disagrees with this transaction. Set this field to Y to indicate that the customer disputes this transaction. When this field is set to Y, the transaction can t be deleted or purged from the system. The 30

35 transaction will print on a customer statement. If it is the only amount past due, it won t cause a dunning message to print. Commission This field is currently not used by the system. GP% and codes On the right side of the screen are fields for profit information and codes. Amounts The Gross Total is the grand total of the transaction. The Amt Tendered is used for POS transactions and it indicates the amount given to the clerk at the time of the sale (cash, check, bankcard). Net Total is Gross Total minus Amt Tendered. Trade Disc, for POS transactions, this is the amount of the trade discount, based on the Trade Discount % field in Customer Maintenance (MCR). Cost, when adding a new transaction, you can enter a cost amount. If you don t enter a cost, the system calculates the cost using the Gross Total and GP% fields. For POS transactions, the Cost field is the total of cost of goods sold on the POS transaction. GP%, this is the gross profit percent earned on this transaction. When entering transactions in MOI, the GP% field defaults to the Options Configuration setting for Minimum Gross Profit Percent. POS/Backoffice This field indicates where the transaction was entered. For transactions created at POS, the code is set to P. For any other transactions, such as those entered in MOI, the code is set to B. Finalized This Y/N code indicates if the transaction has been finalized by running the Daily Journal Report (RDJ) with Option F. If this field is Y, you can t delete the transaction without leaving an audit trail (the transaction will print on the next RDJ report that you run and will display in the Transaction Viewer with a status of Deleted). 3. Click Add [F4]. A message displays that the record was added. Change a Transaction in MOI Complete the following steps to change a transaction in MOI. For more information about the fields in the MOI window, refer to the online help topics, or to step #2 in the Adding Transactions in MOI procedure (on page 30). From online help, on the Contents tab, click to open the following books: Accounts Receivable > Reference > Open Item Maintenance Field Help topic. 1. Open the Open Item Maintenance window and display the customer. For the procedure steps to do this, see the earlier section, Display a Customer Account in MOI (on page 25). 2. Display the transaction you want to change. To do this, type the number in the Document # field and click Display [F6]. If you don t know the document number, you can find the document number using the Transaction Viewer. For information about using the viewer, refer to the later section, View Transactions Using the Transaction Viewer (on page 33). 3. If the transaction is not finalized and is a backoffice transaction (the POS/Backoffice field is B and the Finalized field is N), you can change any of the fields by entering the new information. Then click Change [F5]. 4. If the transaction is not finalized and is a POS transaction (the POS/Backoffice field is P and the Finalized field is N), you can only change the Apply To#, Reference, Codes, Disputed, and Dates fields. Enter new information in any of those fields and click Change [F5]. 5. If the transaction is finalized (the Finalized field is Y), you can only change the Apply To#, Reference, Codes, Disputed, and Dates fields. Enter new information in any of those fields and click Change [F5]. 31

36 Print Transactions Using the Daily Journal Report A finalized version of the Daily Journal (RDJ) Report prints each day during the end-of-day processing routine. You can also use this report to print an edit list of transactions entered in the MOI window. Run this report anytime during the day without Option F (finalize). Note: You can also use the Transaction viewer to display customer transactions, including those entered in MOI. For more information, see the View Transactions Using the Transaction Viewer section later in this chapter (on page 33). 1. Display the Daily Journal Report (RDJ) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RDJ and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Daily Journal. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, select B Backoffice Transactions Only. Do not select Option F. Use Option B to print an edit list of transactions entered in the MOI window. 4. Click Run [F4]. After the report processes, review the report to check that transactions were entered correctly in the MOI window. For more information about the RDJ report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Reports> Accounts Receivable Reports > Daily Journal Report (RDJ) > Daily Journal Report (RDJ) topic. 32

37 View Transactions Using the Transaction Viewer Use the following procedure to display transactions using the Transaction Viewer. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. From the Customer Maintenance window, click View Trx [F11]. The viewer displays. 3. Click Lookup [F5] to display the View By dialog. Click to highlight a selection criteria from the list and click OK. 4. (Optional) Fill in the selection critera fields that display near the top of the window, below the toolbar. The fields that display are based on your selection in the View By dialog in step #3. 5. Click Refresh [Kpad+]. 6. (Optional) Click to highlight a document and then click Drill [F3]. The document displays in the Document Viewer window. The Drill feature only works for POS documents (not for backoffice documents, such as those entered in MOI or ROA). Note: The various viewers available on your Eagle SSE system, including the Transaction Viewer, are easily customized to fit your business requirements. To learn more about working with grids, views, and columns within a grid, review the information in the online help topics. On the Contents tab, click to open the following books: All Application Information > Using Grids/Views. 33

38 5 STATEMENTS The procedures in this chapter describe the process you ll follow to print accounts receivable statements for your customers. The following procedures are found in this chapter: Overview Age the Accounts and Calculate Finance Charges Print Statements Using the A/R Statement Report Overview Statements are generally printed once a month and mailed to your customers. The statements show account activity for that statement period (invoices, credits, payments), any finance charges that were assessed, running balance, aged totals (amount owed for the current period, 30 days past due, 60 days, etc.), and statement due date. There are two parts to the statement process: First, you ll age the accounts and calculate finance charges. The A/R Aging Report (RAG) will do this for you. You ll review the aging and finance charges, and make any changes needed to the finance charges. You also have the option to print an invoice-like document for the customer that shows the finance charge amount that was posted to the account. These reports are often run as an end-of-day report queue. Second, you ll print statements, using the A/R Statement Report (RSM). Age the Accounts and Calculate Finance Charges The procedures in this section describe the process to age the accounts and calculate finance charges. Finance charges are calculated based on the Finance Charges field for the customer in Customer Maintenance (MCR). The following procedures are in this section: Running the A/R Aging Report (RAG) to age the receivables and to calculate finance charges. Adjusting some or all of the finance charges. Running the Daily Journal Report (RDJ) to finalize the calculated finance charges. Printing an invoice-like document for each customer that shows the finance charge amount that was calculated and posted to the account. 34

39 Run the A/R Aging Report Run the A/R Aging Report (RAG) to age the accounts receivable balances and to calculate finance charges. For more information about the RAG report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Accounts Receivable Reports > A/R Aging Report (RAG) topic. Complete the following steps to run the report. 1. Display the A/R Aging Report (RAG) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RAG and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Aging. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page: At Select Options, click to select the options you want to use. Generally, you would use Options C and Z. At Update Options, click to select the options you want to use. Generally, you would use C, F, and X. At Print Options, click to select the options you want to use. Generally, you would not select any print options. Then the accounts print in order by account number, with aged totals for each account. 4. Click From/To. On this page: Closing Date Defaults to today s date. Enter the closing date or select the date from the drop-down calendar. This is the last date of charges for the period you are closing. If your terms codes are defined by date, then this is generally the Closing Date entered in Terms Code Maintenance. This is the same closing date you will use when running statements with the Statement Report (RSM). Items to Include Select your option. Generally, this is set to A. 35

40 From/To Leave the from/to Name and Number fields blank to include all accounts. Or, enter the range that you want to use for this RAG report. 5. Click Run [F4]. After the report processes, review the report. Check the aging, and the finance charges that were calculated. Adjusting Some or All of the Finance Charges After reviewing the RAG report, you might find some finance charges that need to be adjusted (changed to a different amount, or deleted). Or you might need to delete all the finance charges that were calculated (for example, you would do this if you ran the RAG report with the wrong closing date). To delete or change some of the finance charges that were just calculated with the RAG report, you ll use the Open Item Maintenance window (MOI). To delete all the finance charges that were just calculated with the RAG report, you ll use the Finance Charge Deletion Utility (FDELETE). Adjust Finance Charges in MOI Use the procedure in this section to display individual finance charge documents in Open Item Maintenance (MOI). After displaying a document, you can delete the document, or make some changes to the document (only certain fields can be changed). For more information about the fields in the MOI window, refer to the online help topics. From online help, on the Contents tab, click to open the following books: Accounts Receivable > Reference > Open Item Maintenance Field Help topic. 1. Open the Open Item Maintenance window and display the customer. For the procedure steps to do this, see chapter 4 Transactions, the section, Display a Customer Account in Open Item Maintenance (on page 25). 2. Display the finance charge transaction you want to change. To do this, type the number in the Document # field and click Display [F6]. The finance charge displays. 3. If you want to delete the transaction, click Delete [F10]. When prompted if you are sure, click Yes. A message displays that the record was deleted. 4. If you want to change the amount of the finance charge, you have to delete the finance charge and then add a new finance charge document in MOI. To do this: 36

41 With the finance charge document displayed, click Delete [F10]. When prompted if you are sure, click Yes. A message displays that the record was deleted. Click Clear [F12]. The customer information is still displayed and the cursor is in the Finance Charge field. At Finance Charge, enter the amount of the finance charge. Modify any of the other fields if needed, such as the Doc Date field. Click Add [F4]. A message displays that the record was added. 5. If you want to change the Reference field, Apply To field, or the Date fields, type the new information. Then click Change [F5]. Delete All Finance Charges Using FDELETE If you want to delete all finance charges that were calculated with the RAG report, use the FDELETE utility. 1. Display the Customer Maintenance (MCR) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type MCR and press Enter. From the Browser, click Accounts Receivable > Customers. 2. From the Customer Maintenance window, click Go To [Ctrl+G]. From the Go to menu, click Finance Charge Deletion (FDELETE) [7]. The Finance Charge Deletion dialog displays. 3. At Doc Date to be Deleted, enter the doc date of the finance charges that you want to delete. 4. Click Delete. 5. The system processes the request. When finished, messages display indicating that the process is complete, and the number of finance charge records deleted. Click Close to close the dialog. 6. If you want to calculate finance charges again, re-run the A/R Aging (RAG) Report. See the earlier section, Run the A/R Aging Report (on page 35) for the procedure steps. Finalize the Finance Charges Using the RDJ Report This report is optional. If you don t run this report now, the finance charges you calculated with the A/R Aging (RAG) Report will print, and finalize, on your regular Daily Journal (RDJ) report that prints each day during the end-of-day processing routine. 1. Display the Daily Journal Report (RDJ) window. Use either of the following methods to do this: 37

42 From the Browser, in the Launch bar, type RDJ and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Daily Journal. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 3. Click Options. On this page, select F Finalize and S Finance Charges Only. This will finalize and print the finance charges. You must use Option S to that only finance charges are finalized. 4. Click Run [F4]. The report processes. For more information about the RDJ report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Reports> Accounts Receivable Reports > Daily Journal Report (RDJ) > Daily Journal Report (RDJ) topic. Print Invoices for Finance Charges This is optional. You can print an invoice-like document for each customer for the finance charges calculated with the A/R Aging (RAG) Report. The document can then be given to the customer. 1. Display the Finance Charge Report (RFC) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RFC and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Finance Charges. 38

43 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Print Invoice Options From the drop-down list, select your choice for each of the options. 3. Click Options. On this page, Enter a Start Date and a Closing Date, or select the dates from the drop-down calendar. The dates are the same dates you ll use when running the Statement Report (RSM). At Options, select any of the options that you want to use. 4. Click From / To. On this page, from the drop down-list, select a Print Sequence and Printer Type. To limit the accounts that are selected for this report, use any of the From / To fields. Or, leave any or all of the fields blank. 5. Click Code Selection. If you want to further limit the accounts that are selected for this report, use any of the fields on this page. Or, leave any or all of the fields blank. 6. Click Run [F4]. The report processes. For more information about the RFC report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable> Accounts Receivable Reports > Finance Charge Report (RFC) topic. Print Statements Using the A/R Statement Report Now that you ve run the RAG report to age the accounts and calculate finance charges, you re ready to print statements. Use the Statement Report (RSM) to do this. Prior to running statements, you ll use the Modify Printer Status (MPS) screen to let the system know that statement forms are loaded in the printer. Set the Form Type in MPS Prior to running the RSM report to print statements, complete the following procedure. Use the Modify Printer Status (MPS) screen to let the system know that statement forms are loaded in the printer, so that a regular report is not sent to the printer and printed on statement forms. 1. Display the Network Access window. Use either of the following methods to do this: From the Browser, in the Launch bar, type NA and press Enter. From the Browser, click Utilities > Network Access. 2. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 39

44 3. At Function, type MPS and press <Enter>. The Modify Printer Status (MPS) screen displays. 4. At Printer Number, type the number of the printer to which you ll print statements. Use the space bar to clear any extra characters in the field. Press the Pause/Break key on the keyboard (or click the Display button in the lower left corner of the Network Access window). 5. Review the fields at the bottom of the screen, Number of Entries in Queue and Name of Active Report. If both fields are blank, continue with the next step. If information displays in either of these fields, it indicates that the printer is not available. Wait until the printer is available, or use a different printer. 6. Press <Enter> until your cursor is at Form Used in Printer. Type STMT and press F5 (or click the Change button in the lower left corner of the Network Access window). 7. The message Printer Changed displays at the bottom of the screen. Close this window. Print Statements with RSM Complete the following steps to print statements. 1. Display the A/R Statement Report (RSM) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RSM and press Enter. From the Browser, click Accounts Receivable > Statements. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Print Statement Options From the drop-down list, select your choice for each of the options. 3. Click Options. On this page, Enter a Start Date and a Closing Date, or select the dates from the drop-down calendar. At Stmt Message, enter a message that will print on the statements. At Options, click to select the options you want to use, if any. If you do not select any options, then a statement prints for each account that has a balance due, in account number order. For a definition of each option, refer to the online help topics. On the Contents tab, click to open the following books: Reports > Reference > Accounts Receivable Reports > Statement Report (RSM) Field Help topic. 40

45 At Discount Cutoff, enter a dollar amount in this field if you want to prevent the terms discount from printing. The terms discount amount will not print on the statement for customers whose balance is equal or less than the amount you enter in this field. Leave this field blank if you want to print the terms discount amount regardless of the current balance amount. For example, type 20 in this field and customers that have a current balance of $20 or less and are eligible for a terms discount (based on their Terms Code), will not see the terms discount amount printed on their statement. If you want a list of terms discount amounts you can run the RFR OpenItem report. See the Optional Reports section in the next chapter (on page 43). 4. Click From / To. On this page, from the drop down-list, select a Print Sequence and Print Statement option. To limit the accounts that are selected, use any of the From / To fields. Or, leave any or all of the fields blank. 5. Click Code Selection. If you want to further limit the accounts that are selected for this report, use any of the fields on this page. Or, leave any or all of the fields blank. 6. Click Run [F4]. The report processes. For more information about the RSM report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Statements > Print A/R Statements topic. Reset the Form Type in MPS After printing statements, load regular paper in the printer and reset the form type in MPS so that regular reports can now print on the printer. 1. Display the Network Access window. Use either of the following methods to do this: From the Browser, in the Launch bar, type NA and press Enter. From the Browser, click Utilities > Network Access. 2. If the SIGNON screen displays, type your name and password. Press <Enter>. The Network Access Main Menu displays and the cursor is blinking at the Function prompt. 3. At Function, type MPS and press <Enter>. The Modify Printer Status (MPS) screen displays. 4. At Printer Number, type the number of the printer to which you ll print statements. Use the space bar to clear any extra characters in the field. Press the Pause/Break key on the keyboard (or click the Display button in the lower left corner of the Network Access window). 5. Review the fields, Number of Entries in Queue and Name of Active Report. If both fields are blank, continue with the next step. If information displays in either of these fields, it indicates that the printer is not available. Wait until the printer is available. 6. Press <Enter> until your cursor is at Form Used in Printer. Use the spacebar on the keyboard to clear the letters STMT. Press F5 (or click the Change button in the lower left corner of the Network Access window). 41

46 6 MONTHLY CLOSE This chapter describes the accounts receivable monthly close process. The monthly close consists mainly of a series of reports that run on the last day of the month. The reports provide aged receivable totals and roll (clear) period-todate totals. The following procedures are found in this chapter: Overview Aged Receivable Totals for G/L (RAG) Optional Reports Period-to-Date Roll Reports Purge Transaction Detail (RAG) Overview Along with the printing statements process (see the previous chapter), you ll run a series of reports for the accounts receivable monthly close process. Many of the reports are used to roll (clear) period-to-date totals (found in Customer Maintenance (MCR), Tax Maintenance (MTX), etc). In addition to the roll reports, you can also run two other A/R Aging Reports (RAG). One of the RAG reports provides you with an A/R total that you can use for posting to your General Ledger program. The other RAG is run to purge transaction detail. Aged Receivables Totals for G/L (RAG) Run this report to provide the total dollars of outstanding receivables that you can use to post to your general ledger. This report can be run daily, as part of the end-of-day report processing. Or, it could be run only once a month. If run once a month, be sure it runs before the RAG purge report. For more information about the RAG report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Accounts Receivable Reports > A/R Aging Report (RAG) topic. 42

47 Complete the following steps to run the report. 1. Display the A/R Aging Report (RAG) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RAG and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Aging. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. Generally, you would set Totals Only to Y (yes). 3. Click Options. On this page: At Select Options, click to select the options you want to use. Generally, you would use Options C and Z. At Update Options, generally you would not select any update options. At Print Options, generally you would not select any print options. 4. Click From/To. On this page: Closing Date Defaults to today s date. Generally, you would leave this blank. Items to Include Select your option. Generally, this is set to A. From/To Leave the from/to Name and Number fields blank to include all accounts. Or, enter the range that you want to use for this RAG report. 5. Click Run [F4]. After the report processes, review the report. Optional Reports Two reports are often run during the A/R monthly close process. The A/R Flex Report (RFR) can be used to preview terms discount amounts. The Monthly Recap Report (RMR) is actually a POS report, but is often included with the A/R monthly close. A/R Flex Report (RFR) This report is optional. Run this report to preview the terms discount amount for each customer (for customers that have a Terms Discount code that allows a terms discount). The report shows you the terms discounts that will print on the statements when you run the A/R Statement Report (RSM). This report must run before the RFR PTDROLL Report (see the next section, Period-to-Date Roll Reports). This report is only 43

48 available from a Network Access window. Run this report with Flex Report Name: OPENITEM and Option C Account Totals Only. At Flex Field, type 30 in the parentheses, From.01 and leave the To blank. At Document Date, type the same date you will use as the Start Date when running the A/R Statement Report (RSM). Monthly Recap Report (RMR) This is a POS report, but it is often included in a month-end queue with accounts receivable reports. Run this report with Option F (Finalize). The report clears the daily sales information from the Monthly Recap Maintenance (MMR) window. Run this report at the end of the day on the last day of each month. For more information about this report, refer to the online help topics. From the Contents tab, click to open the following books: Point-of-Sale > POS Reports > Monthly Recap Report (RMR). Period-to-Date Roll Reports This section describes the period-to-date roll reports. These reports are usually run automatically in a report queue. The following table lists the reports, the options to use when running the reports, and the results. Report Options Results A/R Flex Report (RFR) Flex Report Name: PTDROLL Options: P (Optional) Standard Options: Totals Only Y Clears the Period-to-Date fields in Customer Maintenance (MCR), the Sales tab. Note: This report only available from a Network Access window. Tax Report (RTX) Options: P-Period-end Update Clears the Period To Date fields in Maintain Tax Codes (MTX). Salesperson Report (RSL) Options: P-Period-end Update Clears the Period To Date fields in Salesperson File Maintenance (MSL). User Report (RUS) Options: P-Clear Period to Date Clears the Period To Date Hours On Line field for the user records (MUR). Purge Transaction Detail (RAG) Note: This report only available from a Network Access window. As part of the monthly close process, run the A/R Aging Report (RAG) to purge transaction detail. The RAG report with Option P (purge) does this. Purge refers to the detail of the transactions, the report compresses the detail of various transactions into a single document. The RAG purge report checks an option setting to determine how much detail to keep before compressing the transactions. In Options Configuration, refer to the setting in ID #170 Past Due Periods Kept After Purge Balance Forward. How It Works When you run the A/R Aging Report (RAG) with Option P to purge: The system checks the option setting to determine how much detail to keep before compressing the transactions. In Options Configuration, the setting is ID #170 Past Due Periods Kept After Purge Balance Forward. 44

49 The system deletes all undisputed transactions that meet the Options requirement, keeping a running total of the sum, If the sum total is not zero, then a single B-type document is created for each aging period. If a B-type document already exists for that aging period, it is adjusted by the new amount. Each B-type document has a Doc Date and Due Date that represents the range of due dates that were compressed. Disputed items are always protected from purging. If the Disputed field in Open Item Maintenance (MOI) is set to Y, then the document won t purge. Change the field to N and then it will purge. The report prints a list of documents that are purged and then compressed into the B-type document. It is generally recommended that you run the RAG purge report once a month. If you want to keep detail for longer periods of time, you could check with your Activant representative to confirm that you have sufficient disk storage space. For the Closing Date on the RAG purge report, you can t enter a future date, but you can use a date in the past. For example, your close date is the end of the month, you run statements sometime during the first few days of the next month, then you would run the RAG purge a day or two after running statements, using the last day of the previous month as your close date. Run the RAG Purge Report For more information about the RAG report and to view a sample of the report, refer to the online help topics. On the Contents tab, click to open the following books: Accounts Receivable > Accounts Receivable Reports > A/R Aging Report (RAG) topic. Complete the following steps to run the report. 1. Display the A/R Aging Report (RAG) window. Use either of the following methods to do this: From the Browser, in the Launch bar, type RAG and press Enter. From the Browser, click Analysis and Reports > Accounts Receivable Reports > Aging. 2. On the Print Setup page, review the default entries in the fields and make changes if needed: Print To Select your print/spool option from the drop-down list. Printer Options If you are printing the report, enter the printer number. If you want more than one copy of the report, enter the number of copies. Spooler Options If you are spooling the report, enter the channel number. Standard Options From the drop-down list, select your choice for each of the standard options. 45