OTHER ACCOUNTS RECEIVABLE - SETUP

Transcription

1 OTHER ACCOUNTS RECEIVABLE - SETUP (OAS - Figure 002) MENU DESCRIPTION This is the Setup Main Menu. Through this menu, the Operator may access Setup - Customer (OASC). By entering <C> in the second field of the Selection window and pressing Go, the user will be taken to the Setup screen. This screen may vary in appearance depending on the Operator security settings. The screen above will display if the Operator has full security to all Setup functions. Other Accounts Receivable Reference Manual (1.006) 3-1

2 OTHER ACCOUNTS RECEIVABLE - SETUP The Setup function is initially used to set up the database with static information and maintain or delete the information as it changes. The Operator security settings determine which activities (add, change, delete) can be used. Before proceeding with Setup, make sure there is an Operator record with the proper security settings. PREREQUISITES Before processing can begin in the Other Accounts Receivable - Setup (OAS) functions, the following administrator and setup functions must be completed (some dependent on interface considerations). System Administrator Setup - Name And Address Information (SASN) Name-Addr Code System Administrator Setup - Tables (SAST) ACH Tran Code Bank Cancel Reason Country State Terms Code Tax Type System Administrator Setup - Bank (SASSB) Telephone Billing Setup - Subscriber (TESS) Telephone Billing Administrator - Exchange (TEAE) Electric Billing Setup - Accounts (ELSA) Capital Credits Setup - Member (CCSM) General Ledger Setup - Account (GLSA) General Ledger Administrator - Options (GLAO) Administrator - Statement (OAAS) Administrator - Customer Types (OAAC) Administrator - Options (OAAO) Administrator - Messages (OAAM) 3-2 (1.006) Other Accounts Receivable Reference Manual

3 OTHER ACCOUNTS RECEIVABLE - SETUP Administrator - Tax Type (OAAXD) Administrator - Tables (OAAT) Non-Taxable Group Tax Type Price Group ACTIVITIES The Operator is allowed to add, change or delete records from the database while in most of the OAS functions. The Function Description indicates the activities allowed for each function. Refer to the Operator Quick Reference Guide for procedures. Other Accounts Receivable Reference Manual (1.006) 3-3

4 SETUP - CUSTOMER (OASC - Figure 003) FUNCTION DESCRIPTION This function is used to set up a new customer or make changes to an existing customer. You are allowed to add, change or delete customer records while in this function. The customer record must be inactive to be deleted. A mass deletion reportreport - Delete Oldest History Transactions (OARPD), is also available. The Notes feature is available on the Customer Number field. Notes can be entered or viewed for a particular Customer at any time while in this function. 3-4 (1.006) Other Accounts Receivable Reference Manual

5 SETUP - CUSTOMER FIELD DESCRIPTIONS Customer #: [L] (12 digits) Enter the Customer Number. This is a required field. If the customer already exists, the customer information will be displayed. The Customer Number field will be initialized to 0 (zero) be - tween transactions. You may press Return for automatic number assignment. Or, you can assign the customer number from the Member Number if interfacing to Electric Billing or Telephone Billing (EL or TE). A range which customer numbers should fall in may be established in Administrator - Options (OAAO). If a range has been defined, the number entered here must be within that range. The Operator may also make use of the Utility Interface Lookup and Prefill Member Number features. If interfacing to a billing module and the Cooperative field is set to Yes in OAAO, an additional lookup (F7 - Utility) will display from the <F12> Lookup window, allowing you to view additional member numbers and account numbers. By choosing the desired utility customer, the name and address code, member code and member number will prefill. Also, the telephone number or account number will default. The Notes feature is available on the Customer Number field. Name-Addr Cd: [L] (6 digits) Enter a Name and Address Code. The Name and Address Code ties personal information to this customer. This is a required field and must already be set up in System Administrator Setup - Name And Address Information (SASN). Once Return is pressed, the customer s name will be displayed after the Customer Number. Other Accounts Receivable Reference Manual (1.006) 3-5

6 SETUP - CUSTOMER Status: (Active/Inactive) Enter the flag used to identify the customer s Status. This is a required field. The status of the customer can be made Inactive only when all the invoices for the customer are closed and there are no dues pending for the customer. Once the customer has been made inactive, no new orders or invoices may be entered. However, payments, write-offs and NSF transactions may be entered. If an NSF transaction is created, an invoice with an Owes status will be generated. Active Date: (8 digits) Enter the Date (2 digit month, 2 digit day, 4 digit year) the customer became Active. This is a required field. If this field is left blank, or if this is a new customer, it will default to today s date. Inactive Date: (8 digits) Enter the Date (2 digit month, 2 digit day, 4 digit year) the customer became Inactive. This is a required field only if the customer Status is Inactive. Interfaces If the Company Type is set to OA in Administrator - Options (OAAO), the Transfer To Util Billing, Telephone # and Account # fields will not be displayed. Transfer To Util Billing: (Yes/No) Enter <Y> if the information for this customer is to be transferred to whichever utility billing module it is interfaced to. Transfer To Utility Billing can be set to Yes only if the Telephone or Electric Update Interface fields are set to Yes in Administrator - Options (OAAO). The transfer occurs when Report - Periodic Transfer (OARPT) is run. The entire outstanding balance (all unpaid invoices and unrefunded miscellaneous credits) will be transferred. 3-6 (1.006) Other Accounts Receivable Reference Manual

7 SETUP - CUSTOMER Telephone #: [L] (3/3/4 digits) The Telephone Number field will be displayed only if the user is interfaced to a telephone company. This field will NOT be validated ONLY if your company is transferring to Telephone Customer Billing (TC). Enter the customer s Telephone Number. This field consists of three parts. These three parts identify the area code, exchange and line number and are required fields. The exchange is prompted for first. If the exchange entered is already on file and Return is pressed, the area code will be displayed from Telephone Billing Administrator - Exchange (TEAE). To access the area code, press the <Back Tab> from the Exchange field. The line number is prompted for last. If the line number entered is already on file and Return is pressed, the account number and customer name will be displayed. Account #: [L] (12 digits) Enter the Account Number assigned to the customer. This is a required field if its interfaces are set. Once Return is pressed, the customer s name will be displayed. If the system is set to interface to Telephone Billing (TE) or Electric Billing (EL) in Administrator - Options Interface (OAAOI), the account number entered must already be set up in either Telephone Billing Setup - Subscriber (TESS) or Electric Billing Setup - Accounts (ELSA). This field will NOT be validated ONLY if your company is transferring to Telephone Customer Billing (TC). In order for the Member Number and Member fields to display on the screen, the Company Type field must be set to Cooperative and the Capital Credit Validate field must be set to Yes in Administrator - Options (OAAO). Other Accounts Receivable Reference Manual (1.006) 3-7

8 SETUP - CUSTOMER Member #: [L] (12 digits) This is a two part field. The Operator will be prompted to enter the Member Code. It is a required field. Valid values are listed below. M = Member N = Non-Member O = Member Other Customer Once the member code is entered, press Return. Now enter the Member Number. The member number must already be set up in Capital Credits Setup - Member (CCSM). Both parts of this field will prefill if the Prefill Member field in Administrator - Options (OAAO) has been set to Yes. The values will prefill based on the customer number and the name and address code associated with it. Defaults Customer Type: [L] (4 characters) Enter the Customer Type to which the customer belongs. This is a required field. Once Return is pressed, the description will be displayed. The customer type must already be set up in Administrator - Customer Types (OAAC). The customer Price Group, Terms, A/R G/L Account Number, Tax Exempt, Penalty Exempt and Delinquent Exempt fields will default from Administrator - Customer Type (OAAC). Price Grp: [L] (4 characters) Enter the Price Group to which the customer belongs. Once Return is pressed, the description will be displayed. The price group must already be set up in Administrator - Tables (OAAT). The value for this field will default, according to the information set up in Administrator - Customer Type (OAAC). The default value may be overwritten. Terms: [L] (4 characters) This field identifies the payment Terms for the customer such as due days discount days and discount. This is a required field. Once Return is pressed, the terms description will be displayed. The terms code entered must already be set up in System Administrator Setup - Tables (SAST). This field defaults based on entry in Administrator - Customer Type (OAAC) and my be overwritten. 3-8 (1.006) Other Accounts Receivable Reference Manual

9 SETUP - CUSTOMER AR G/L Acct #: [L] (18 digits/3 delimiters) Enter the General Ledger Account Number used for posting amounts for Accounts Receivable, or accept the default value from Administrator - Customer Type (OAAC). Once Return is pressed, the account number lookup name will be displayed. The Account Number must be entered according to the specifications set up in General Ledger Administrator - Options (GLAO). It must already be set up in General Ledger Administrator - Account (GLSA). AR G/L Actv: [L] (4 characters) Enter the Activity Code to be used for the Accounts Receivable G/L transaction. Once Return is pressed, the activity description will be displayed. This is a required field if an entry has been made in the AR G/L Acct # field. The activity code must already be set up in System Administrator Setup - Tables (SAST). Stmt Type: (Open Balance/Balance Forward) Two types of statements may be printed. The Open Balance statement will display ALL current unpaid invoices and unrefunded miscellaneous credits. The Balance Forward statement will display the previous balances, (from the last statement) plus all transactions (since the last statement) with a total due. Enter <O> if the customer has an Open Balance statement type. Or, enter <B> for Balance Forward statements If this is a new customer, it will default to the Statement Type set up in Administrator - Statement (OAAS). # Of Stmts: (1 digit) Enter the Number Of Statements required to be printed for each customer. If 0 (zero) is entered, no statements will be printed for the customer. If more than one statement is required when Report - Statement Calc & Monthly Close Out (OARPS) an Report - Print Statement (OARPP) are executed, the number of statements per each customer will be printed back to back. Other Accounts Receivable Reference Manual (1.006) 3-9

10 SETUP - CUSTOMER Stmt Msg Cd: [L] (4 characters) Enter the Message Code which should print specific to this customer. The message will be displayed on the statement. If a statement message has been specified on Administrator - Statement & Billing Options (OAAS), both messages will display on the statement. The message code entered must already be set up in Administrator - Messages (OAAM). # Of Invoices: (1 digit) Enter the Number Of Invoices required to be printed for each specific customer. If more than one invoice is requested, the multiple invoices will be printed in sets. For example, invoice numbers 10, 15 and 20 will print, then invoice numbers 10, 15 and 20 will print again for the total number of copies requested. Inv Msg Cd: [L] (4 characters) Enter the Invoice Message Code which should print specific for this customer. The message will be displayed on the invoice. The message code must already be set up in Administrator - Messages (OAAM). Tax Exempt: (Yes/No) Enter <Y> if the customer is to be Exempt from Taxation. Otherwise, leave the default of No. Non-Taxable Grp: (4 characters) Enter the reason this customer is tax exempt. This is a required field and must already be set up in Administrator - Tables (OAAT). Tax Exempt Cert: (15 characters) Enter the Tax Exempt Certificate number for a customer. This field is not required, but the Operator will be warned if no value is entered, and the Tax Exempt field is set to Yes. Press Go to accept the field with no value. Delinq Exempt: (Yes/No) Enter <Y> if the Delinquent message is not to be printed on the customer s statement. Otherwise, leave the default of No (1.006) Other Accounts Receivable Reference Manual

11 SETUP - CUSTOMER Penalty Exempt: (Yes/No) Enter <Y> if the customer is to be Exempt from Penalty. Otherwise, leave the default of No. PO # Required: (Yes/No) Enter <Y> if the Purchase Order is Required to enter an order for the customer. Otherwise, leave the default of No. If this field is set to Yes, a purchase order number must be entered before an order can be entered in Entry - Order (OAEO). Credit Limit: (7 digits/2 decimals) Enter the maximum Credit Limit amount allowed for the customer. When entering an order in Entry - Order (OAEO), the module will reference this limit, check all invoices in an Owes status and the total of the order being entered. If this order puts the value of the owed invoices above the limit, a warning message will appear. The Operator may choose to continue, or the order may be cancelled. Credit Card #: (20 characters) This field displays the Credit Card Number for the customer Cr Card Expiration: (6 digits) Enter the Period when the Credit Card for the customer Expires. Last Updated By: (4 characters,8/6 digits) These fields are for display only. They are automatically updated with the Operator s initials, system date and system time whenever changes are made in Setup - Customer (OASC). Other Accounts Receivable Reference Manual (1.006) 3-11

12 SETUP - CUSTOMER FUNCTION KEYS - N&Addr Info Press <F6> to display System Administrator Setup - Name And Address Information (SASN). This screen allows you to set up personal information for the name and address code entered. For more information on the SASN function, refer to the System Administrator Reference Manual. - Taxes Press <F7> to display Setup - Customer Taxes (OASCT). This screen allows you to set up the tax code and tax exempt information for the customer. Tax values will default, based on entry in Administrator - Default Taxes (OAAXD). These may be overridden. - Ship To/Open Press <F8> to display Setup - Customer Ship To/Open Fields (OASCS). This screen allows you to set up the shipping and open field information for the customer. - StmtTo/2nd Press <F9> to display Setup - Customer Statement To/2nd Statement (OASCB). This screen allows you to set up the statement to/second statement information for the customer. - Pay By Bnk Press <F10> to display Setup - Customer Pay By Bank (OASCP). This screen allows you to set up the pay by bank information for the customer 3-12 (1.006) Other Accounts Receivable Reference Manual

13 SETUP - CUSTOMER TAXES (OASCT - Figure 004) FUNCTION DESCRIPTION This function is used to set up tax related information for a customer. This window will be displayed when the <F7> function key is pressed from Setup - Customer (OASC). If the customer record is being created, the information initially displayed on this screen will be from Administrator - Default Taxes (OAAXD). You are allowed to change the tax information. Other Accounts Receivable Reference Manual (1.006) 3-13

14 SETUP - CUSTOMER TAXES FIELD DESCRIPTIONS Tax Type [L] (15 characters) This field displays the Tax Type for the customer. The different tax types include Federal, State, County, City, School and Miscellaneous Taxes The tax types must be set up in System Administrator Setup - Tables (SAST) Administrator - Tables (OAAT) and Administrator - Default Taxes (OAAXD) in order for them display. Up to five miscellaneous tax types are allowed. Refer to OAAT for more information. Tax Cd (5 characters) Enter the Tax Identification code used for this customer s tax calculations. If entered, the code must exist in Administrator - Default Taxes (OAAXD). Once Return is pressed, the tax description will be displayed. This field must be left blank if the Exempt field associated with the tax code is set to Yes, and other taxing authorities are flagged as Not Exempt. Exempt (Yes/No) Enter <Y> if the customer is exempt from this tax. Otherwise, leave the default of No. This field is always enterable and displays Yes/No (Exempt or Non-exempt) according to how the tax codes have been entered or have defaulted from Administrator - Default Taxes (OAAXD). Description (24 characters) This field displays the Description of the Tax ID from Administrator - Tax Type (OAAX). Tax % (2 digits/4 decimals) This field displays the Tax Percentage rate for the corresponding tax type (1.006) Other Accounts Receivable Reference Manual

15 SETUP - CUSTOMER TAXES FUNCTION KEYS - TAXES Pressing <F7> redisplays the present window, OASCT. - Ship To/Open Press <F8> to display Setup - Customer Ship To / Open Fields (OASCS). This screen allows you to set up the shipping and open field information for the customer. - StmtTo/2nd Press <F9> to display Setup - Customer Statement To/2nd Statement (OASCB). This screen allows you to set up the statement to/second statement information for the customer. - Pay By Bnk Press <F10> to display Setup - Customer Pay By Bank (OASCP). This screen allows you to set up the pay by bank information for the customer Other Accounts Receivable Reference Manual (1.006) 3-15

16 SETUP - CUSTOMER SHIP TO / OPEN FIELDS (OASCS - Figure 005) FUNCTION DESCRIPTION This function is used to set up shipping, internet billing and open field information for a customer. This screen will be displayed when the <F8> function key is pressed from Setup - Customer (OASC). FIELD DESCRIPTIONS Default Shipping Address Name: (30 characters) Enter the Name of the customer to which the items should be sent (1.006) Other Accounts Receivable Reference Manual

17 SETUP - CUSTOMER SHIP TO / OPEN FIELDS Secondary Addr: (30 characters) Enter the Secondary Address of the customer to which the items should be sent. The secondary address is entered only if additional information is needed for the Delivery Address. This field can be left blank. If a PO Box is used, enter the Street Address here. Delivery Addr: (30 characters) Enter the Delivery Address for the customer. This is the Address field used for mailing purposes. It is a required field. If a PO Box is used, enter it here. If not, enter the Street Address. City,St,Zip: [L] (20/2/10 characters) Enter the City name, State (or province) abbreviation and Zip Code for the customer the items are being sent to. All three fields are required. A Lookup is available on the State field. The State entered must exist in System Administrator Setup - Tables (SAST). When entering the zip plus 4, you must enter the dash (-). Example: Country: [L] (4 characters) Enter the Country code for the customer. If entered, it must already be set up in System Administrator Setup - Tables (SAST). Once Return is pressed, the country name will be displayed. Internet Billing Internet Id: (30 characters) If using the Internet Billing feature, enter the Internet Id for the customer. Item #: (10 characters) Enter the non-stock Item Number for the Internet Billing plan for the customer. Open Fields Cust Open 1-4: (15 characters) These are user-defined fields which are set up in Administrator - Options (OAAO). Enter the customer specific information as needed. Other Accounts Receivable Reference Manual (1.006) 3-17

18 SETUP - CUSTOMER SHIP TO / OPEN FIELDS FUNCTION KEYS - Taxes Press <F7> to display Setup - Customer Taxes (OASCT). This screen allows you to set up the tax code and tax exempt information for the customer. Tax values will default based on entry made in Administrator - Default Taxes (OAAXD). These may be overridden. - SHIP TO/OPEN Pressing <F8> redisplays the present window, OASCS. - StmtTo/2nd Press <F9> to display Setup - Customer Statement To/2nd Statement (OASCB). This screen allows you to set up the statement to/second statement information for the customer. - Pay By Bnk Press <F10> to display Setup - Customer Pay By Bank (OASCP). This screen allows you to set up the pay by bank information for the customer 3-18 (1.006) Other Accounts Receivable Reference Manual

19 SETUP - CUSTOMER STATEMENT TO/2ND STATEMENT (OASCB - Figure 006) FUNCTION DESCRIPTION This function is used to set up the Statement To information (meaning the statement should go to a different address other than the address from the name & address code) and the Second Statement information (meaning the statement will be sent to both addresses) for a customer. This screen will be displayed when the <F9> function key is pressed from Setup - Customer (OASC). In addition to printing statements, the information entered in this screen will also be used for printing invoices Other Accounts Receivable Reference Manual (1.006) 3-19

20 SETUP - CUSTOMER STATEMENT TO/2ND STATEMENT FIELD DESCRIPTIONS Name-Addr Cd: [L] (6 digits) Enter the Code used to identify the customer s Name and Address reference for the different address. Once Return is pressed, the customer lookup name will be displayed. The Name-Addr Code entered must already be set up in System Administrator Setup - Name And Address Information (SASN) and cannot be the same as the customer s name and address code. Use: (1 character) Enter <T> if the statement should be sent to a different address. Enter <S> if a copy of the statement should be sent to the different address, in addition to a copy going to the original name & address code. FUNCTION KEYS - N&Addr Info Press <F6> to display System Administrator Setup - Name And Address Information (SASN). This screen allows you to set up personal information for the name and address code entered. For more information on the SASN function, refer to the System Administrator Reference Manual (1.006) Other Accounts Receivable Reference Manual

21 SETUP - CUSTOMER PAY BY BANK (OASCP - Figure 007) FUNCTION DESCRIPTION This function is used to set up the pay by bank information for a customer. Pay By Bank or ACH (Automatic Clearing House) allows the customer to pay their bill electronically through their bank. This screen will be displayed when the <F10> function key is pressed from Setup - Customer (OASC). You are allowed to add, change or delete customer pay by bank records while in this function. Other Accounts Receivable Reference Manual (1.006) 3-21

22 SETUP - CUSTOMER PAY BY BANK FIELD DESCRIPTION Start Date: [L] (8 digits) Enter the Start Date (2 digit month, 2 digit day, 4 digit year) the customer will start using the pay by bank method. This is a required field. Only one active pay by bank record is allowed at a time. Bank #: [L] (3 digits) Enter the Bank Number for which the customer can make the deductions Once Return is pressed, the bank description will be displayed. This is a required field and must already be set up in System Administrator Setup - Bank (SASSB). Bank Account #: (20 characters) Enter the customer s Bank Account Number that will be used to make the deductions. This is a required field. ACH Tran Cd: [L] (2 characters) Enter the Code to identify the type of bank account (i.e., 22 (checking), 32 (savings)). This is a required field. It must already be set up in System Administrator Setup - Tables (SAST). Once Return is pressed, the description will be displayed. Send Prenote: (Yes/No) Enter <N> if a prenotification record should not be generated. Otherwise, leave the default of Yes. Cancel Date: (8 digits) Enter the Date (2 digit month, 2 digit day, 4 digit year) when the customer s deductions are to stop from the account. Cancel Reason: [L] (4 characters) Enter the Reason Code the pay by bank was cancelled for the account. Once Return is pressed, the description will be displayed. It must already be set up in System Administrator Setup - Tables (SAST) (1.006) Other Accounts Receivable Reference Manual

23 SETUP - CUSTOMER PAY BY BANK Last Updated By: (4 characters,8/6 digits) These fields are for display only. They are automatically updated with the Operator s initials, system date and system time whenever changes are made in Setup - Customer Pay By Bank (OASCP). FUNCTION KEYS - Taxes Press <F7> to display Setup - Customer Taxes (OASCT). This screen allows you to set up the tax code and tax exempt information for the customer. - Ship To/Open Press <F8> to display Setup - Customer Ship To / Open Fields (OASCS). This screen allows you to set up the shipping and open field information for the customer. - StmtTo/2nd Press <F9> to display Setup - Customer Statement To/2nd Statement (OASCB). This screen allows you to set up the statement to/second statement information for the customer. - PAY BY BNK Pressing <F10> redisplays the present window, OASCP Other Accounts Receivable Reference Manual (1.006) 3-23