ACCCOUNTS RECEIVABLE... 1

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1 ACCCOUNTS RECEIVABLE Table of Contents ACCCOUNTS RECEIVABLE... 1 ACCOUNTS RECEIVABLE INTRODUCTION AND OVERVIEW... 3 COMMON FUNCTIONS... 4 USING COMMENTS... 4 USING NOTES... (INOTE, CNOTE, PNOTE, VNOTE)... 5 USING SPECIAL MENUS SPECIAL QUERY MENUS (QMENU)... 7 VALIDATION TABLES AND MODULE SETUP... 8 DUN-... A/R STATEMENT DUNNING MESSAGE MAINTENANCE... 8 A/R PROCESSING PROGRAMS ARMP-... A/R MEMO INVOICE ENTRY ARTOAP-... ACCOUNTS RECEIVABLE TO ACCOUNTS PAYABLE CASH-... CASH RECEIPTS ENTRY FC-... FINANCE CHARGE PROCESSING FDCM-... FUTURE DATED CHECK MAINTENANCE A/R MAINTENANCE PROGRAMS ARIM-... A/R ITEM MAINTENANCE CHM-... CUSTOMER HISTORY MAINTENANCE CREL-... CUSTOMER ORDER CREDIT HOLD RELEASE CCM-... CUSTOMER CREDIT MAINTENANCE A/R FORMS PROGRAMS ARMI-... A/R MEMO INVOICE PRINTING ARS-... A/R STATEMENT PRINTING A/R QUERY AND DISPLAY PROGRAMS ARCQ-... A/R CHECK INQUIRY REPORT ARD-... CUSTOMER AGED ACCOUNTS RECEIVABLES DISPLAY ARQ-... CUSTOMER A/R INQUIRY CCMS-... CUSTOMER CREDIT MANAGEMENT CCQ-... CUSTOMER CREDIT INQUIRY A/R REPORT PROGRAMS ARTB-... A/R AGED TRIAL BALANCE ARTBC-... A/R AGED TRIAL BALANCE COLLECTION REPORT ARTBH-... A/R TRIAL BALANCE HISTORY ARAUD-... A/R AUDIT REPORT CASHJ-... MONTHLY CASH RECEIPTS JOURNAL MARMP-... MONTHLY A/R MEMO POSTING REGISTER END OF MONTH PROGRAMS ARME-... A/R MONTH END CLOSE Release NGS-7.00 AR- 1

2 Proprietary Notice This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION is a registered trademark of Munics Information Systems, Inc. Copyright Munics Information Systems, Inc. Release NGS-7.00 AR- 2

3 ACCOUNTS RECEIVABLE INTRODUCTION AND OVERVIEW Introduction With the (A/R) module you can effectively manage your cash flow with the Cash program, access customer payment history with the A/R Aged Trial Balance (ARTB) report and purge all of your files at the end of the month with the A/R Month End Close (ARME) program. All accounting transactions done in the A/R module are fully integrated with the General Ledger (G/L) module. The Cash program is used to enter deposits and post cash receipts against open receivables, regardless of whether payment is made by cash, credit card or check. The system also takes into consideration any partial payments, discounts, write offs, split checks, charge backs, returned checks and on account transactions. A series of input screens leads you through the proper procedure depending on the type of transaction being made. The A/R module provides the ability to run queries and reports detailing open receivables or historical A/R activity for a customer. Aging reports can be run in summary or detail format. You can also define aging buckets or descriptions as needed. End of Month and Purging Routines It is recommended that you update and purge you're A/R data by running certain programs periodically or at the end of each month. The following programs are run periodically or at the end of the month. CASHJ MARMP ARME Monthly Cash Receipts Journal The purpose of the Monthly Cash Receipts Journal program is to provide the user with a summary of cash receipts for a specific period. Upon completion, the user may purge the file of what was printed. Monthly A/R Memo Posting Register The purpose of the Monthly A/R Memo Posting Register program is to run a listing of A/R memo transactions and purge the file upon completion of the listing. A/R Month End Close The month end close performs the following: 1. Updates data in the Customer History file. 2. Updates data in the Customer Credit files. 3. Optionally permits the user to purge fully paid A/R open items. 4. Purges fully processed memo invoices generated by ARMP program. Release NGS-7.00 AR- 3

4 COMMON FUNCTIONS USING COMMENTS HEADER/DETAIL COMMENTS Comments a user wishes to print on forms can be entered in a variety of ways. Users can enter comments from several programs such as ORDER, BILL, SHIP, POE, etc. on either the Header level, or Detail level. If entering comments on the detail level, then each line would have its own individual comments. To enter comments, select the Comment button on either the Header or Detail windows of the program you are using. When the Comment Maintenance screen appears, you may enter your additional free form information that is associated with the record. You determine in this program whether or not to print the comments on the various forms and whether or not to transfer them to the history files. The user has the ability to use a total of up to 9,999 lines per record. Each comment line may contain a total of 50 characters. Once comments have been established, the user may (U)pdate, (R)emove, and (V)iew the comments pertaining to that record. This Comment capability exists in many programs. STANDARD COMMENTS You can maintain standard comments in the system by using the program SCOM. These standard comments can then be transferred to various other programs that allow the user to enter Header and Detail comments. When the user is in a program, such as ORDER, BILL, POE, etc., and is entering or maintaining comments in the Comment Maintenance screen, they may select the Standard Transfer button at which point, a drop down list will appear. By selecting one of the standard comments from the list and selecting the OK button, the standard comment will be automatically brought back to what ever program the user is currently using. MEMOA COMMENTS By using the MEMOA program, the user has the capability of adding comments that will print on ALL the forms selected for a particular function. For example, if you wish to display a message on all orders such as HAPPY HOLIDAYS, you could go to the MEMOA program, add a record for the particular form you desire. Make sure you use the proper ID, in this case you would use SOP. Type in the message or comments for this Memo A record. The information you entered will appear on ALL the Orders, in this case, HAPPY HOLIDAYS. When the SOP print program is executed, it searches for this record and will print your comments on ALL of the orders selected for printing. THIS REMAINS IN EFFECT UNTIL YOU DELETE OR CHANGE THE COMMENT IN MEMOA. You can also use this feature to display your Terms and Conditions. There are certain special MEMOA ID's that are significant to the system. They are: MEMOA -ID INVP SOP QOP POP PLP PTP ARS RAP FUNCTION For adding a free form message on the Invoice. For adding a free form message on the Standing Orders. For adding a free form message on the Quotes. For adding a free form message on the Purchase Orders. For adding a free form message on the Packing Lists. For adding a free form message on the Picking Tickets. For adding a free form message on the Statements. For adding a free form message on the Return Authorization forms. INVPTC For adding Terms and Conditions on the Invoice. SOPTC For adding a Terms and Conditions on the Standing Orders. QOPTC For adding a Terms and Conditions on the Quotes. POPTC For adding a Terms and Conditions on the Purchase Orders. PLPTC For adding a Terms and Conditions on the Packing Lists. Release NGS-7.00 AR- 4

5 PTPTC ARSTC RAPTC For adding a Terms and Conditions on the Picking Tickets. For adding a Terms and Conditions on the Statements. For adding a Terms and Conditions on the Return Authorization forms. USING NOTES (INOTE, CNOTE, PNOTE, VNOTE) INOTE: The Item Notes Maintenance program (INOTE) allows the user to enter and maintain special notes about items and have those notes displayed to other users when the users are accessing those items in certain programs. The programs that will display these item notes are: ORDER IM ILP ICM QUOTE BILL IQQ IPAI POE IPMB ITPA ICUT REQM ALL Order Entry Program Item Maintenance Program Item List Price Maintenance Program Item Cost Maintenance Program Quote Entry Program Bill Program Inventory Quantity Inquiry Program Item Price/Availability Inquiry Program Purchase Order Entry Program Item Branch Planning Detail Maintenance Program Item Time-Phased Availability Query Program Branch Inventory Controls Query Program Requisition Maintenance Program All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for an item, the user setting up the notes can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". CNOTE: The Customer Notes Maintenance program (CNOTE), allows the user to enter and maintain special notes about customers and have those notes displayed to other users when the users are accessing those customers in certain programs. The programs that will display these customer notes are: ORDER CM CCM BILL QUOTE SHIP CCMS CCQ IPAI CHM ARQ CASH CS ALL Order Entry Program Customer Maintenance Program Customer Credit Maintenance Program Bill Program Quote Entry Program Shipping Confirmation Program Customer Credit Management Program Customer Credit Inquiry Program Item Price/Availability Inquiry Program Customer History Maintenance Program Inquiry Program Cash Receipts Entry Program Customer Service All Programs listed above Release NGS-7.00 AR- 5

6 There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a customer, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". PNOTE: The Prospect Notes Maintenance program (PNOTE), allows the user to enter and maintain special notes about prospects and have those notes displayed to other users when the users are accessing those prospects in certain programs. The programs that will display these prospect notes are: QUOTE PM ALL Quote Entry Program Prospect Maintenance Program All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a prospect, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". VNOTE: The Vendor Notes Maintenance program (VNOTE), allows the user to enter and maintain special notes about prospects and have those notes displayed to other users when the users are accessing those prospects in certain programs. The programs that will display these item notes are: VM POE APVE APQ ALL Vendor Maintenance Program Purchase Order Entry Program Accounts Payable Voucher Entry Program Accounts Payable Inquiry Program All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a vendor, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". Release NGS-7.00 AR- 6

7 USING SPECIAL MENUS SPECIAL QUERY MENUS (QMENU) The purpose of the Menu Maintenance program is to maintain and design the layout of various menus. Menus may be added or tailored to meet end users needs (for more information on this program, see documentation on the MENUS program). There are however, Special Query Menus that are accessible internally in the ORDER, BILL, SHIP and QUOTE programs, which were created and can be maintained through the MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. There are specific Menu names for specific functions which are: For the SETUP Query menu, the calling menu name is "ordersu" For the order header Query menu, the calling menu name is "orderh" For the order detail Query menu, the calling menu name is "orderd" For the order summary Query menu the calling menu name is "orders" QMENU To maintain the Query Menus which are utilized in the ORDER and BILL programs call up the program MENUS and select the QMENU button: then select the menu name for the Special Query you wish to maintain. Release NGS-7.00 AR- 7

8 VALIDATION TABLES AND MODULE SETUP SEE THE VALIDATION TABLES MANUAL FOR DOCUMENTATION OF THE MAINTENANCE PROGRAMS FOR ADDITIONAL COMMON TABLES THAT SPAN MULTIPLE MODULES. THESE TABLES, WHICH ARE USED THROUGHOUT THE SYSTEM, NEED TO BE SET UP AND MAINTAINED. DUN- A/R STATEMENT DUNNING MESSAGE MAINTENANCE Introduction The purpose of the Dunning Message program is to establish several different types of messages to appear on statements. Different dunning messages will be printed depending on the amount of time a bill is past due. The user also has the option to print one standard message on a statement regardless of a past due situation. Procedure From the menu, enter "DUN": The following fields may be entered: DUNNING MESSAGE CODE ID PRINT STANDARD MESSAGES The code number assigned to a dunning message. The ID code is entered as a single digit. Dunning codes may be assigned to customers in program CM. Enter Y if the standard message is to appear on the statement. If not, enter N. PRINT DUNNING Enter Y if dunning messages are to be utilized. If not, enter N. Release NGS-7.00 AR- 8

9 MESSAGES STANDARD MESSAGES AGING PERIOD MESSAGES. These fields are reserved for the standard message that will appear on the statement. The message may contain up to 3 lines of 30 characters per line. The dunning message that will appear if an invoice is 30/.../180 days past due. Each message may contain up to 3 lines of 30 characters per line. The message that prints is dependent upon how far past due the accounts receivable is. The aging buckets may vary by end user. They are controlled by ACF options. Release NGS-7.00 AR- 9

10 A/R PROCESSING PROGRAMS ARMP- A/R MEMO INVOICE ENTRY Introduction This program allows the user to perform the following two major functions: 1. Post initial A/R Open Items for each Customer. 2. Post A/R debit and/or credit adjustments that affect only. It is important to note that this program is designed to affect A/R balances and is used primarily for adjustments needed to be made to. User should note, if your company is utilizing the Sales Tax Reporting (STR) from the system, no adjustment to sales tax should be made from this program, as the records created in this program do not affect the STR report. The posting date on all transactions will be the Transaction Date of each individual record NOT by Control Date. ACF option ar166 will control the default department setting for a transaction. Procedure From the menu enter "ARMP" Release NGS-7.00 AR- 10

11 Screen 2 of "ARMP". To Enter Opening A/R Introduction A/R balances may be entered once the customer master file has been entered and edit checked for accuracy. It is recommended that the user obtain an A/R Trial Balance Listing from the prior system used to control balances. This source listing should be used to key open A/R details into the new system. Procedure When loading the A/R via program ARMP a valid customer for the A/R record must be entered. Next, enter a valid transaction type for the record. The three valid transaction types are "OD" (opening debit), "OC" (opening credit) and "OF" (opening finance charge). These three transactions are designed primarily for loading initial A/R balances. These transaction types will not create history records or General Ledger postings. The reference number of the A/R Item, the transaction date and the amount may then be assigned. Other fields may be prompted, depending on their requirement. The fields to be prompted for are controlled through program PROMPT. Upon repeating this procedure for all open A/R data, run a detail ARTB (A/R Trial Balance) and compare the balances to the source document to insure that everything is in balance prior to utilizing the accounts receivable programs on the system. To Enter A/R Memo Debit/Credit Transactions The debit and credit transactions that may be posted through this program use the following transaction types: Release NGS-7.00 AR- 11

12 IN - CM - DA - CA - Invoice Credit Memo Debit Adjustment Credit Adjustment All amounts are entered as positive values. Upon completion of the entry, enter A to accept transaction or CANCEL to abort. The system will then prompt for the next customer to be entered. If there are multiple entries for a customer, enter R instead of A. The transaction will be processed and the same customer will be repeated for further transactions. Upon completion of billing transactions, print the Memo Invoice documents using program ARMI. After printing invoices proceed to ARMPR, which will provide a register of all ARMP transactions. This register will update the monthly MARMP A/R memo register file and should be run whenever A/R memo adjustments occur. The ARMPR will also complete the General Ledger posting. The general flow for A/R memo adjustments should be as follows: ARMP ARMI ARMPR MARMP Enter A/R debit or credit transactions for customers. Print the documents. (optional) Run the daily register which upon completion will update the monthly register file. If G/L interface is active, user must select option to post the register to the G/L, in order for the G/L files to be updated. At the end of the month this program should be run to provide a register of all transactions for the month. Release NGS-7.00 AR- 12

13 ARTOAP- ACCOUNTS RECEIVABLE TO ACCOUNTS PAYABLE Introduction The to Accounts Payable program will enable a user to transfer open Accounts Receivable transactions directly into Accounts Payable as open A/P Vouchers. Users may easily transfer open credit balances that a customer has requested be paid by check. This program is also useful when a customer is also a vendor. Transfers of open records, both debit and credit transactions, may be easily transferred from A/R to A/P. Procedure From the menu enter "ARTOAP" Enter the following fields to ADD a new control batch: CONTROL NO. CONTROL DATE DIVISION DEPARTMENT This is a system assigned number. Refer to act option ar003. Enter a control date for this A/R to A/P Posting Control Batch. Enter a valid Division ID for this control. Use the drop down button to display a list of valid Division ID's. Enter a valid Department ID for this control. Use the drop down button to display a list of valid Department ID's. Release NGS-7.00 AR- 13

14 A/R to A/P Reference Selection Enter the customer information for the ARTOAP transaction. Select whether user wishes to transfer credit balance records and/or debit balance records. IMPORTANT- To do an ARTOAP transaction the Customer Master (CM) record for the customer must have field 53 vendor filled in. The vendor code that is entered must be a valid vendor code in the vendor master (VM). The user also has an option to predetermine the default remit-to name/address on the voucher created, by the option value set in ACF option ar149. The following option values are available: "1" Name/Address default to Customer Master A/R To ID "2" Name/Address default to Vendor Master Remit To ID "3" Name/Address default to the Bill To of the accounts receivable record. "4" Name/Address default to the Ship To of the accounts receivable record. This field may be overridden at the time the record is selected, enabling a user to set different remit-to information on each voucher being created. Release NGS-7.00 AR- 14

15 Screen 3 Select record(s) to be paid (moved to A/P): The following menu options are available (P)ay as is Pay (A)ll To set the Xfer amount to the amount of the open A/R record. To set the Xfer amount on ALL records displayed to the amount of the each open A/R record. (C)hange To change the Xfer amount on the highlighted open A/R record, or change the A/P Invoice #. Zero (A)ll (R)emit to Info To zero out the Xfer amount on ALL records. To open a window allowing user to change the remit to information for the highlighted open A/R record. This will open a window with all available options the remit to may be set to as follows: Release NGS-7.00 AR- 15

16 Display of screen 3 after records have been selected. Once all records have been selected, click the (E)xit button Upon Exiting from prior screen, the following screen will display: User may make any changes needed by using the menu option buttons. Once you wish to accept the records for transfer to A/P press the (E)xit button. Release NGS-7.00 AR- 16

17 The following prompt will be displayed: The control must be printed to a printer or hold file in order to update and properly record all A/R and A/P postings. Upon completion of printing, user will be prompted as follows Click to mark radial button at desired selection and press OK to complete transaction. Once it has been printed the program will allow the user to update the control batch. Updating a control will perform the following functions: 1) An Applied Debit (AD) or Applied Credit (AC) transaction will be posted against the accounts receivable open item. 2) An Accounts Payable Voucher (IN or DM) will be created in the selected Vendor's accounts payable open item. 3) If the A/R to G/L interface is active, a General Ledger posting will be completd. The system uses the setup for ARMPR, Sequence 0 found in the GLPAR program for the general ledger posting account for the accounts receivable portion of the transaction. The general ledger journal source code for this posting will be "AR". The G/L recap print option is determined from the GLPAR/Option Release NGS-7.00 AR- 17

18 1/Program ARMPR setup. The G/L post update is also determined from the GLPAR/Option 1/Program ARMPR setup. The accounts payable portion of the transaction is derived from the GLPAP program. If the user has the ARMPR to G/L Interface set to a value of "N" in GLPAR, the system will get the accounts receivable general ledger account number from the GLPAP program. The field used is that which reads A/R A/P Exchange. The system will change this field designation to read "Accts Receivable" when this occurs. The general ledger journal source code for this posting will be "AR". The G/L recap print option will be "S"ummary and the G/L post update will be "S"ummary under this condition. The accounts payable portion of the transaction is derived from the GLPAP program. Release NGS-7.00 AR- 18

19 CASH- CASH RECEIPTS ENTRY Introduction The purpose of the cash receipts program is to perform transactions related to the receipt of cash, credit card payments or checks, usually applied to accounts receivable. The program also allows for applying debit and credit transactions, receipt of non A/R cash, reverse payments, charge backs, write off's, split checks over multiple customers and entry of customer deposits where no affect to A/R is desired. This is accomplished through the use of a series of input screens which vary depending upon the type of transaction being recorded. There is also an option to prepare the deposit slip for entry and to return to this Control later to apply the deposits to the A/R Open Items. The following information lists typical payment transactions: 1. Record payments, with or without discounts, full or partial, against open accounts receivable items. 2. Record payments on account to a customer which credits the accounts receivable. 3. Record deposit amounts received from customers where there is no affect to accounts receivable. 4. Record receipt of 'miscellaneous cash' (no effect on A/R). This type of receipt is also referred to as non A/R cash receipts. The user can define the proper G/L account to credit. 5. Record reverse payments for previously posted checks for customers that were returned unpaid by the bank. 6. Record reverse payments for previously posted checks for 'miscellaneous cash' (no effect on A/R) that were returned unpaid by the bank. 5. Apply various debits and credits to A/R open items. 6. Record payments against invoices and optionally 'charge back' customer for taking unauthorized deductions. 7. Record 'Write-Offs' of open accounts receivable. 8. Record splitting of a customer check against multiple customer records. 9. Automatically pay selected A/R open items with user definable auto pay features. Program Flow Cash receipts are entered in control batches. Upon entering the program the user is required to enter deposit control totals. Next, enter the details of the deposit and how to apply the receipts. When details are completely entered, exit the program at which time the details will be balanced to the deposit control totals. If the control batch is in balance print the control to the printer or hold file. Upon successful completion of printing, proceed to update the control. The control totals are intended to balance to the deposit made. Entries such as REVERSE of a previously entered check should not be reflected in the deposit totals, although the REVERSE does reflect in overall cash totals at the end of the register. Entries of MISCX to reverse a previously entered MISC cash entry should also not be reflected in the deposit totals. Procedure Release NGS-7.00 AR- 19

20 From the menu, enter "CASH": Select the Option: CASH RECEIPTS ENTRY DIVISION ID DEPARTMENT ID BANK ID DEPOSIT NO. CONTROL NUMBER DEPOSIT DATE Enter deposit header control information in the screen as follows: Enter a valid Division ID. The Division Name will display. Use the drop down window for Division lookup. Enter a valid Department ID. Use the drop down window for Department lookup. Enter a valid Bank ID. This is the bank where the deposit is made. System will default the bank id to the default bank found in the GLPAP program for the entered division. Use the drop down window for Bank lookup. A user definable deposit number may be assigned. Duplicate deposit numbers for the same deposit date are not allowed. The system will automatically assign a sequential control number to each deposit batch. This field is not maintainable. Enter the deposit date. This date will control when this batch will be recorded. DEPOSIT TOTAL Enter the total amount of this deposit. Typically, this amount is the total deposit made for this batch of payments. If applying debits and credits, with no payments made, a zero deposit total may be entered. This amount will be compared to the total of all checks/cash, etc. entered through this deposit. If the cash/checks do not add up to the exact amount Release NGS-7.00 AR- 20

21 entered in this field, the deposit will be OUT OF BALANCE, and the user will not be allowed to UPDATE. Reverse payments should not be included in deposit totals. REVERSE check details and MISCX reversals should not be reflected in the actual deposit totals. TOTAL ENTRIES CONTROL STATUS PRINTED The program will automatically maintain the total entries made and compare it to the deposit total to ascertain if control is in balance. This field is not maintainable. Enter Search Criteria for Status. X No transactions in control batch. O The control batch is out of balance. B The control batch is in balance, but not updated. R The control batch is in update process. U The control batch is updated. This field is not maintainable. If the control batch has been printed already a P will display. Update cannot be done until the batch has been printed. PROMPT: Correct (Y/N/END) Y Enter if all control data is correct and the user wants to proceed to the detail entry. N Enter to change the deposit control header information. E Enter to exit this deposit without any updating. The control batch will remain on file. The user may UPDATE or REMOVE the control at a later point. Release NGS-7.00 AR- 21

22 Enter the customer information from whom the payment was received. The following fields may be entered when prompted for customer information: CUSTOMER ID Enter the Customer ID, press TAB to select a customer. The following data may be entered in the Customer ID field: 1. A valid Customer ID, if known. 2. A selection via the Standard selection functions built into the Database Manager. (i.e. NUM*, >100, etc.). This would be used to search at a group of customers to find the correct customer. 3. The word MISC to indicate a miscellaneous payment received and press TAB. MISC payments do not affect customers or A/R open item balances. The value must be entered into the deposit totals in order for the total cash control batch to be in balance. Enter the Payer and a brief description of the miscellaneous receipt and press RETURN. If the Cash to G/L interface is active, the user will be prompted for a general ledger account(s) to post the miscellaneous cash to. 4. The word MISCX to indicate a reversal of a miscellaneous payment received and press TAB. The value must NOT be entered into the deposit totals. Enter the Payer and a brief description of the miscellaneous receipt reversal and press RETURN. If the Cash to G/L interface is active, the user will be prompted for a general ledger account(s) to post the miscellaneous cash reversal to. 5. The character # to search for the customer by A/R reference number and other A/R related fields. 6. The character #, followed by a reference no., to search for the customer by reference no. If the entered reference no. is found, it will automatically bring in the A/RTO customer number. Release NGS-7.00 AR- 22

23 7. Select the Options button and the following window will open. The following entries can be made: 1 - to select a customer by searching through A/R Item reference information. 2 - for MISC CASH entry, or enter MISC at the Cust ID field. MISC Cash has no effect on A/R. 3 - for REVERSAL MISC CASH entry, or enter MISCX at the Cust ID field. 4 - to ENTER CHECK BY REFERENCE or UPDATE previously entered checks. 5 - to ACCESS DEPOSIT SLIP DATA. 6 - to exit cash receipt entry, or select the Cancel button. CUSTOMER NAME CUSTOMER XREF Enter the customer name to select on. Use the drop down window to search for a customer by Customer ID, Customer Name, Customer Cross Reference or Customer Telephone Number. Enter the customer cross reference to select on. If more than 1 customer is found, the user may scroll through the customers. PROMPT: Enter (A) ccept, (N) ext, (P) revious, (H) elp or (E) xit If only 1 customer is found, the system will automatically select that customer. Release NGS-7.00 AR- 23

24 After selecting the customer, the check details are entered: The following fields are entered: CHECK AMOUNT CHECK DATE Enter the amount of the check. A zero check amount may be entered. Enter the date of the check. (Optional) NOTE: If posting "Future Dated" Checks to a bank that will write records to the FDCM program, user should record the future date on the check in this field. CHECK NO. BANK ACCOUNT NO. ACCOUNT GROUP Enter the check number. (Optional, but suggested) The word "CASH" will display if cash payment. Enter bank account number information from this check. (Optional) Enter the customer G/L account group. (Optional) G/L integrations can be controlled by data in this field. Program GLPAR is used to define G/L accounts to be affected based on the input in this field. Payment Processing Options PAYMENT/APPLY The PAYMENT/APPLY option allows the user to select invoices to be paid in full or partial amounts, with or without discounts, or to apply credits to debits or debits to credits. This option offers an optional automatic fast pay feature where program will automatically apply the balance of each A/R record for all items Release NGS-7.00 AR- 24

25 selected without user intervention. Any remaining balances can be put into ON- ACCOUNT. User may optionally select transactions where the balance due is zero. This feature is controlled by ACF option ar104. DEPOSIT ON-ACCT FAST_PAY REVERSE UPDATE The DEPOSIT option allows the user to apply deposit amounts directly to the customer's account without affecting the File. Deposits entered are posted to the customer credit record in the DEPOSIT AMT field. The ON-ACCT option allows the user to apply monies left over from payments or prepayments as a Credit to the customer's accounts receivable. The FAST_PAY function allows the user to specify a payment amount plus discounts to arrive at a total amount to apply. The user can then search the A/R open item file to select appropriate records for payment. This option offers an optional automatic fast pay feature where program will automatically apply the balance of each A/R record for all items selected without user intervention. Any remaining balances can be put into ON-ACCOUNT or DISCOUNTS allowed. The REVERSE function allows the user to reverse a cash payment previously applied. This reversal is designed to handle the situation where a check was entered but did not clear the bank and the user wants to debit back the customer. The UPDATE function allows the user to maintain entered transactions prior to exiting this cash sequence number. Once the transaction is in balance and the user has exited that payment, you must update any previously entered cash sequence. VIEW CHECKS QUERY MENU The VIEW function is used to display previously entered checks for this control on the screen. The QUERY MENU allows the user to run other programs. Query Menus are maintainable in MENUS program. The menus name for this specific query menu is "cashh". If the PAYMENT/APPLY option is selected the following window will open: Release NGS-7.00 AR- 25

26 Select the desired A/R transactions using the Reference Selection screen or press OK to see all transactions: A/R Reference Selection Screen: 1. Enter the desired search criteria for selecting A/R open items. 2. Select the OK button to execute the search. 3. Select the Cancel button to abort this transaction. ACF option ar104 may be set to prompt user to include Zero Balance References as follows: Release NGS-7.00 AR- 26

27 The selected A/R transaction details will be displayed: A check box has been added to the screen display that will allow a user to click on the box to check to mark a record for payment. (When executing pay as is or pay-no negative option, the system will create a check in this box). When utilizing this feature, the system will set the apply amount equal to the transaction amount. If the user clicks on a previously checked box to "unmark" the payment, the system will set the apply amount to zero. The user is able to maintain the apply amount directly on the screen without having to utilize the (C)hange Amt option. If the user is displaying the discount(s) fields, they also have the ability to enter a discount amount directly on the screen and if an apply amount has been entered, the system will adjust the apply amount by the amount of the discount entered. If a line is displayed in red this indicates the reference is active in either another cash sequence or another cash control. ACF option "ar052" controls the default sort option for open A/R records in cash. Multiple display formats are allowed: 1 - Sort by Reference Number. 2 - Sort by Transaction Date. 3 - Sort by Customer P.O. Number. 4 - Sort by Due Date. User may click on the Change button to change the sort of the displayed A/R records. ACF option "ar082" controls the default A/R open item fields that will display. Multiple display formats are allowed. 1 - Displays Due Date. This display requires 1 line. 2 - Displays Terms Date in place of Due Date. This display requires 1 line. 3 - Displays Terms and Due Date. This display requires 2 lines. 4 - Displays Terms and Due Date, Terms Code and Discount Percentage (Rate), Terms Discount Amount and Terms Net Due. This display requires 3 lines. 5 - Displays Terms and Due Date, Customer P.O. number. This display requires 2 lines. 6 - Displays Customer P.O. number in place of Due Date and Discount Amount. This display requires 1 line. Release NGS-7.00 AR- 27

28 7 - Displays Trans Date, Department, and 'Other' column which will display Debit/Credit Apply Amounts, Charge Backs and Write-offs (as shown). User may right click on the header field to check/uncheck fields to be displayed. The discount 1 through discount 9 fields can be displayed on the screen. Once these have been marked to display, the user may maintain amounts in these fields and the system will adjust the apply amount accordingly. Within the Payment/Apply Option the following selections may be made: (P)ay as is pa(y) - no negative (A)uto pay (C)hange Amt (Z)ero Amt pay less (T)erms terms not (L)ate (U)n-select (D)/C Apply Charge (B)ack (W)rite Off (V)iew Detail Comments S(Q) (R)e-select Help (E)xit Customer Note To pay the transaction as is. To pay the transaction as is, don't go negative. This prohibits remaining check balance from going negative. To auto pay. Another window will open asking the user how to execute AUTO PAY. To change the apply amount. A window will open where the apply amount or the discount may be entered. If displaying the discount field(s) on the screen, the user may enter a discount field directly on the screen without having to go through the (C)hange Amt. option. To zero out input. If an amount has been input and the user needs to zero amounts out. To pay transaction amount less terms discount, even if payment is past terms date. To pay transaction amount less terms discount, if payment is not late. ACF option ar078a will control the definition for late payment based on the terms date of the A/R record. Default uses terms date compared to deposit date. User may opt to compare to system date or check date. To Un-select this A/R line. This line will be removed from the cash payment screen and the total will be recalculated. For Debit/Credit apply. Select the primary item and then the user may apply records. For Charge Back entry. Multiple charge backs are permitted. For Write-Off entry. Write-offs create additional A/R records applied to primary open items. To view payment detail transactions of this check. Click on the comments button to maintain display A/R item comments. User may maintain comments within this window. To go to the SQ (Shipped Order Inquiry) program for the highlighted reference. To re-select A/R records. This allows for selecting additional A/R items to apply against. Click on the Help button to view help on the payment/apply options. To exit payment/apply. Click on the Customer Note button to redisplay customer notes (CNOTE). Release NGS-7.00 AR- 28

29 If the (P)ay As Is option is selected, the system will set the apply amount equal to the transaction amount: If the pa(y) - no negative option is selected, the system will set the apply amount equal to the transaction amount if the check balance is greater than the trans amt, otherwise it will set apply amount equal to check balance amount: Release NGS-7.00 AR- 29

30 If (A)uto pay option is selected the following options are available: Release NGS-7.00 AR- 30

31 If (C)hange Amount option is selected: Input the amount of the remaining check balance to be applied to the A/R record. If no money is to be applied, then enter 0. The user may change the apply amount or add discounts allowed. The user may define G/L accounts to distribute discounts to in GLPAR program. The user will be prompted for what Discount Number to apply the terms discount amount to. Valid entries are 1 through 9. ACF option ar0/78b controls the default discount no. that displays. (Note that the new option to Pay by Reference No. will always default the terms discount to Discount 1.) Release NGS-7.00 AR- 31

32 If (Z)ero Amt option is selected system will set the apply amount on the highlighted line to $0 (and the checkbox will be unmarked): The user may define G/L accounts to distribute discounts to in GLPAR program. If pay less (T)erms OR terms not (L)ate option is selected the user will be prompted for what discount number to apply the terms discount amount to. Valid entries are 1 through 9. ACF option ar079b controls the default discount no. that displays. (Note that the option to pay by reference no. will always default the terms discount to Discount 1.): Release NGS-7.00 AR- 32

33 If (U)n-select option is selected the system will remove the highlighted transaction from the cash receipt entry screen: Release NGS-7.00 AR- 33

34 If the (D)/C Apply option is selected: This option is used to apply a selected accounts receivable reference to another reference. i.e. an application of an open credit memo to an unpaid invoice. When in debit/credit apply the following options are available: Apply As Is Change Amount Zero Amount View Detail SQ This option is used to set the apply amount equal to the transaction amount. User should note, this option will apply based on the transaction amount of the highlighted reference. If the "Rem" amount is less than the transaction amount, user should choose the "Change Amt" option. This option is used to update the amount being applied to the reference selected. This option is used to set the apply amount to zero for the highlighted reference. This option is used to view the detail of D/C applications completed. This option is used to display the Shipped Query record for the highlighted reference. If Charge (B)ack option is selected: Input the amount of the Charge back to apply to the A/R record. If no Charge back is to be applied, then enter 0. Multiple charge backs may be entered and charge back reference numbers may be assigned. Release NGS-7.00 AR- 34

35 The charge back amounts posted will automatically credit the A/R item from which this charge back was initiated and charge back the customer under a CB charge back transaction type. The default department for Charge Back entries is maintained through ACF Option 'ar090b'. If the (W)rite-Off option is selected: If the (V)iew Detail option is selected: Release NGS-7.00 AR- 35

36 If the DEPOSIT option is selected the following window will open: Deposits will not affect the A/R balances. Deposits entered are summarized into Customer Deposit Amount field which is available in program CCM. If the ON- ACCOUNT option is selected a window will open to input the amount to be applied. The system will default the amount to remaining balance to be applied for the check.. ON-ACCOUNT items will create A/R open items and affect Customer A/R Balances. The On-Account Amount field will be set to the remaining balance of the check being applied. The default department for On-Account payments is maintained through ACF Option 'ar090a'. If the FAST PAY option is selected: Release NGS-7.00 AR- 36

37 If the FAST PAY option is selected a window will open which will prompt the user for payment amount and optionally a discount amount. Select the A/R records which are to be paid and press the OK button to begin selection. Once records are selected, transactions may be automatically applied or user may apply transactions by reviewing each record to be applied. Select the payment option: A check box has been added to the screen display that will allow a user to click on the box to check to mark a record for payment. (When executing pay as is or pay-no negative option, the system will create a check in this box). When utilizing this feature, the system will set the apply amount equal to the transaction amount. If the user clicks on a previously checked box to "unmark" the payment, the system will set the apply amount to zero. The user is able to maintain the apply amount directly on the screen without having to utilize the (C)hange Amt option. If a line is displayed in red this indicates the reference is active in either another cash sequence or another cash control. Release NGS-7.00 AR- 37

38 If Charge(B)ack option is selected: The Charge Back option in the Fast Pay mode works differently than the Charge Back in Payment/Apply. When in the fast pay mode, a user may over apply a check, taking the remaining balance to a negative amount. The user may then create a charge back record(s) for the negative check amount, bringing the check balance back to zero ($0). A single chargeback is created. Multiple charge backs may be entered and charge back reference numbers may be assigned. If the REVERSAL option is selected a window will open to enter the reversal amount to charge back the customer. If user inputs a reference that is in the History, they will be prompted as follows: This reference already closed. Do you wish to re-open (Y/N)? Deposit in Balance When exiting a control that is in balance: Release NGS-7.00 AR- 38

39 When the deposit is in balance select: Print - to PRINT this control. This must be printed to the printer in order to update and properly record all cash receipts postings, or Exit - to EXIT this control with NO UPDATE. If the user exits without updating, then the control must be reprinted before the update can be processed. Upon completion of output to the printer, the following screen will appear: Select Update to UPDATE this cash control batch. Deposit Out Of Balance If the user has not applied checks in an amount equal to the control total, the deposit will be out of balance and may not be updated to the. There are several options to correct the out-of-balance condition. 1. Select the VIEW option and obtain a printout of the out-of-balance deposit. Review the information and ascertain the reason for the out-of-balance condition. 2. The entire cash deposit can be removed and the deposit entered again. Release NGS-7.00 AR- 39

40 3. Upon determining the problem, go into the UPDATE mode and select the proper batch for update. a) If the problem is the control amount is incorrect, select the update option an change the deposit amount. b) If the problem is that all checks have not been entered, select the detail option and add any additional checks. c) If the problem is a check has been incorrectly applied, select the detail option. At the Customer ID field, click on the options button to display the following options: Click to mark radial button by option 4. Enter Checks by Reference or Update Check Sequence: Select Update option and select the record to be updated or press OK for all records to be displayed. You may then use the Next Seq./Previous Seq buttons to get to the record(s) you wish to make a change to.: Release NGS-7.00 AR- 40

41 Once the sequence you wish to change is displayed, use the Menu Option buttons to correct the payment. User may make the following selections after updating a cash sequence: (A)dd (U)pdate To add a new check with the option to 'Pay by Reference No.' To update a previously entered check (R)emove Add check by (C)ustomer To remove a previously entered check Note: This will remove all selected payment records for that check. To pay references by selected customer Release NGS-7.00 AR- 41

42 To Pay A/R Items by Reference No. If you wish to pay items by reference number, after adding a deposit control, select the options button at the Customer ID field. At the Cust ID field select the Options button for the following selections. You may opt to pay A/R items by Reference No. by selecting Option 4: The system will display the following entry window. Release NGS-7.00 AR- 42

43 When paying by reference, input the check information & make a selection for the terms discount: ACF option ar094 controls whether this terms window method selection comes up in cash receipts entry when paying by reference no. Note: Calculated terms discounts will write to Discount 1. Select the reference no(s). you are paying with this check: Release NGS-7.00 AR- 43

44 Use the drop down window to optionally open reference selection window: Enter the apply amount for the selected reference: The system will calculate the discount amount if user selected option 1 or 2 from the discount window. The apply amount will default to payment in full of this reference. User may opt to override the apply amount by typing in a new amount at this field. Release NGS-7.00 AR- 44

45 User may update discount amount or optionally open up discount window by using the drop down window at discount field: Continue selecting references for payment: Select Accept when check has been fully applied: Release NGS-7.00 AR- 45

46 You have an option to place the cash receipt program in the 'Payment by Reference No.' mode by changing the PGC record for cash as follows: Release NGS-7.00 AR- 46

47 To Record a Misc. Cash Entry Companies will occasionally receive checks for deposit that will have no effect on accounts receivable. For example a Cobra payment from an employee no longer with the company, a refund received for an overpayment made, etc. At the Cust ID field select the Options button for the following selections. You may make a Misc. Cash Entry by selecting Option 2: User may also type 'MISC' in the Cust ID field to be put into Misc Cash Entry mode. Enter from whom the Misc cash was received and a short description: Release NGS-7.00 AR- 47

48 Enter the check information for the misc cash: Enter the Apply Amount for the misc cash entry and the G/L account to post the entry to. User may enter multiple amounts /general ledger accounts for a single misc cash entry check.: User may enter a negative apply amount if they wish to credit a G/L account. Release NGS-7.00 AR- 48

49 To Record a Reversal of a Previously Entered Misc. Cash Entry Companies will occasionally have a previously entered misc. cash entry check returned by the bank unpaid. For example a check is returned due to Insufficient Funds or the originator of the check has issued a Stop Payment of the check. A reversal of the original misc cash entry must be entered into the system. At the Cust ID field select the Options button for the following selections. You may Reverse a Misc. Cash Entry by selecting Option 3: User may also type 'MISCX' in the Cust ID field to be put into Misc Cash Entry mode. Enter from whom the Misc cash reversal was received and a short description: Release NGS-7.00 AR- 49

50 Enter the check information for the misc cash: Note: The Check amount for any "Cash Reversal" transaction will always be $0. Enter the Apply Amount for the misc cash reversal and the G/L account to post the entry to. User may enter multiple amounts /general ledger accounts for a single misc cash reversal entry: User may enter a negative apply amount if they wish to debit a G/L account. Release NGS-7.00 AR- 50

51 Deposit Slip Entry Deposit Slip Entry is optionally utilized when the user needs to prepare the deposit slip for entry immediately and will apply the deposits to the A/R Open Items later. Select (D)eposit Slip Entry from the original option menu: Select A to add a new Deposit Slip Control and then enter the Deposit Slip Control Number: Release NGS-7.00 AR- 51

52 Enter the Customer ID, a "." if customer is unknown or "misc" for a miscellaneous cash entry. Enter the Check Amount information: Once all checks have been recorded, click OK to exit. User will then have the ability to access the following buttons: Add Lines, Update Line, Remove Line and View To later apply deposits to the A/R Open Items, select ADD from the original options menu and enter a new deposit. At the Cust ID field select the Options button for the following selections: Release NGS-7.00 AR- 52

53 Select option 5 to Access Deposit Slip Data: Select the deposit sequence and then select the check: Release NGS-7.00 AR- 53

54 The details of the deposit may now be entered: Release NGS-7.00 AR- 54

55 User may wish to activate an option to be flagged if an item is overpaid or underpaid. This is controlled by ACF option ar095. User would be prompted as follows: Upon completion of a cash receipt control, the user will be prompted as follows: Select (P)rint option to print a report of the cash receipt entry: User will then be prompted as follows: Upon completion of printing, user will be prompted as follows. Select (U)pdate option to post the entered cash receipts to accounts receivable. Output report must be printed to the Printer or Hold File in order to be able to update the control. Release NGS-7.00 AR- 55

56 Select (E)xit to exit without updating the control. If you select this option the following will be prompted: Release NGS-7.00 AR- 56

57 You have an option to place the cash receipt program in the 'Payment by Reference No.' mode by changing the PGC record for cash as follows: Release NGS-7.00 AR- 57

58 FC- FINANCE CHARGE PROCESSING Introduction The Finance Charge Processing program is used to create and maintain finance charge files, and to produce the Finance Charge Register Report which chains into updating the. Procedure From the menu, enter "FC": Finance Charge File Creation If 1 is selected, the following screen will appear: The system will now proceed to calculate the finance charge file. The user may maintain/clear this file prior to updating A/R. Run the Register/Update in order to create A/R finance charge records. Type PROCEED to continue or Select Exit to exit. Release NGS-7.00 AR- 58

59 Finance Charge File Maintenance If 2 is selected, the following screen will appear: Finance Charge Register and A/R Update If 3 is selected, the user controls the disposition of the Finance Charge Register and Accounts Receivable Update: Release NGS-7.00 AR- 59

60 FDCM- FUTURE DATED CHECK MAINTENANCE Introduction The purpose of the Future Dated Check Maintenance program is to allow a user the ability to transfer dated checks to a cash deposit slip when they come due. A view option is available to give the user an audit listing of outstanding dated checks. Program Flow The Future Dated Check Maintenance program allows a user to transfer previously entered Future Dated Checks to actual deposits when they come due. Records gather to a future dated check table from an exit routine in cash. User must define the Bank ID(s) being used for Future Dated Check deposits in ACF option 'ar151'. To record future dated checks into the system, a user would create a deposit in the CASH program, using a bank designated as a "Future Dated Check Bank". The deposit date on this control would be the date they are making the application. At the Check Date field of the cash program, user should input the Future Date listed on the check. User would key off records being paid, just as they would on a regular cash receipt application. If to General Ledger is active, the result of this cash receipt posting will debit an account for future dated check inventory and credit accounts receivable. After the cash receipt deposit has been updated, if the Bank ID is listed as a value in ACF option 'ar151', the system will gather the checks from this deposit to the Future Dated Check Table (fdct). On the date these checks are due to be deposited, the user may access the checks through the FDCM program. A view option is available to determine what checks are on hand for a specific date. These checks may then be transferred to a cash deposit to a bank selected by the user. This cash deposit will post a "misc" cash entry that will debit the cash account and credit the future dated check inventory account. System Set-up The following ACF options must be added to gather records to the "fdct" table: Release NGS-7.00 AR- 60

61 Add ACF option "cash10" as shown: Update ACF option "ar151" with the bank ID's Future Dated Checks will be posted to: Release NGS-7.00 AR- 61

62 Procedure Once checks have been keyed off against a customer's open receivable, they will need to be deposited to the bank. This program is used to transfer future dated checks to a cash deposit. From the menu, enter "FDCM": To transfer records to be deposited, select the "Transfer" option: DATED CHECK TRANSFERS XFER TO BANK Enter dated check transfer header control information in the screen as follows: Enter a valid Bank ID the selected checks will be deposited to. Use the drop down window for Bank lookup. Release NGS-7.00 AR- 62

63 DIVISION ID DEPARTMENT ID The system will default this field to the Division ID found in the bank record. Use the drop down window for Division lookup. The system will default this field to the Department ID found in the bank record. Use the drop down window for Department lookup. DATE Enter the date the selected checks will be deposited to the bank. The system will default the date to the terminal date. User will be prompted to select the records to be transferred: The following are the Status Codes for Records "O" Open Records "T" Transferred Records "R" Reversed Records Once selected records are on the screen user may mark records for transfer: Note: As the user scrolls from one check to another, the bottom portion of the display will change to show the detail information for the check number the user has highlighted. Release NGS-7.00 AR- 63

64 As the user marks records for transfer an "*" will appear at the end of the check line. The "transfer" total will increase or decrease with each check marked or unmarked. Release NGS-7.00 AR- 64

65 SELECTING CHECKS TO BE TRANSFERRED Select Mark/Unmark Select Check Date Select All Unselect All Select Process Select Exit To mark/unmark a specific record for transfer. To display all check dates. To display ALL records marked for transfer. To unselect all records marked for transfer. To begin the transfer process. User will be prompted: OK To Transfer Selected Check(s) Y/N? To exit. When user selects process to begin the transfer process the system will prompt the following: Select Yes Select No To transfer the selected records to a cash deposit. A cash receipt entry control will be posted and updated. A copy of the cash receipt control may be printed from PHS (Printer Hold Scheduler). To exit and abort the transfer process. Release NGS-7.00 AR- 65

66 From the menu, select "U"pdate, and enter search criteria for the record(s) to be updated: DATED CHECK UPDATES User may update the Check Date on an existing record. This is useful when a customer calls and asks user to hold the check until a specific date. On the first update of a check date, the system will write the original check date in the designated field and will change the Check Date field to the new date entered. DATED CHECK REVERSALS The need may occasionally arise to reverse checks that were posted on a cash control that recorded records to the Future Dated Check Program. (i.e. A customer requests the dated checks to be returned to them). Only those checks with a status of "O" (open) can be selected for reversal by the user. The reversal process of Future Dated Checks will go back to the original cash application of the check and create "CB" records for each payment applied from that check. Each individual reference paid by that check will have a "CB" record for the amount of the payment reflected on the customer's open accounts receivable balance. Release NGS-7.00 AR- 66

67 From the menu, select "R"eversal. User will be prompted to enter a reversal date. User will then be prompted to enter criteria to select record(s) to be reversed: Note: As the user scrolls from one check to another, the bottom portion of the display will change to show the detail information for the check number the user has highlighted. As the user marks records for transfer an "*" will appear at the end of the check line. The "reverse" total will increase or decrease with each check marked or unmarked. SELECTING CHECKS TO BE REVERSED Enter M Enter S Enter U Enter E Enter P To mark/unmark a specific record for reversal. To mark ALL displayed records for reversal. To unmark ALL records marked for reversal. To Exit the Reversal process. To begin the reversal process. User will be prompted: OK To Reverse Selected Check(s) Y/N? When user selects PROCESS to begin the reversal process the system will prompt the following: Release NGS-7.00 AR- 67

68 Enter Y Enter N To reverse the selected records to a cash deposit. A cash receipt entry control will be posted and updated. A copy of the cash receipt control may be printed from PHS (Printer Hold Scheduler). To exit and abort the reversal process. User should note that should a check with a status of "T" (transferred) need to be reversed, they will need to do a cash receipt reversal process directly from the "CASH" program. Release NGS-7.00 AR- 68

69 DATED CHECK VIEWS From the menu select "V"iew, and enter search criteria to select record(s). The user will be prompted for the following view options: DATED CHECK QUERY From the menu select "Q"uery, and enter search criteria to select record(s). The user will see the following display: Note: As the user scrolls from one check to another, the bottom portion of the display will change to show the detail information for the check number the user has highlighted. The following are the Status Codes for Records: "O" Open Records "T" Transferred Records "R" Reversed Records Release NGS-7.00 AR- 69

70 A/R MAINTENANCE PROGRAMS ARIM- A/R ITEM MAINTENANCE Introduction The Item Maintenance program is used for querying and updating certain fields such as terms or due dates in the accounts receivable open item file. This program allows the user to add comment information pertaining to specific accounts receivable open items. The user may also query by check number to ascertain where a certain check number was applied. Procedure From the menu, enter "ARIM": User may maintain the Customer PO Number in this record. ACF option ar165 will define whether the change will be updated to all corresponding records for the same sales order number and A/R To ID in the Order Header/Detail tables, Shipment Confirmation Header/Detail tables, Open Invoice Header/Detail tables, Invoice History Header/Detail tables, Sales Analysis Header/Sub-Detail tables, A/R History table and A/R Open Item table. NOTE: The detail tables specified above will be updated regardless of the value of ACF option ar035 (Order/Bill/Ship-Header Prompt/Detail Override). Release NGS-7.00 AR- 70

71 Release NGS-7.00 AR- 71

72 CHM- CUSTOMER HISTORY MAINTENANCE Introduction The purpose of the Customer History Maintenance program is to allow the user to obtain information related to a customer's sales history. Sales information is described in monthly as well as year-to-date figures. This program maintains customer information independent of any sales analysis programs the user may have opted for. Procedure From the menu, enter "CHM": In the UPDATE mode sales history information may be maintained. This is normally done in start-up mode when prior sales history data needs to be maintained. Once the system is running, these fields are maintained automatically by the system. Release NGS-7.00 AR- 72

73 If the VIEW mode is selected, choose the sort options: Release NGS-7.00 AR- 73

74 CREL- CUSTOMER ORDER CREDIT HOLD RELEASE Introduction The purpose of the Customer Order Credit Hold Release program is to give users an easy and quick method to release sales orders that are on a Credit Hold. Credit Hold may be for orders that did not meet one of the following credit criteria that may be set up for each customer: Credit Limit Booking Limit Days Limit Hard Hold (Field 2 of CCM) Procedure From the menu, enter "CREL": Release NGS-7.00 AR- 74

75 The ORDER RELEASE option allows the credit manager to release sales orders that were previously placed on credit hold. The "ORDER RELEASE" function in the CREL program allows the user to release orders. The user must first select the orders by entering selection criteria in the header portion of this window. All orders or just "committed orders" can be selected by entering either an "N" or a "Y" in the "Committed orders only" field. Once the selection criteria has been entered, click the OK button. Records will appear, based on your selection criteria, with header information about the customer in the upper portion of the window and all the detailed records (orders) will appear in the lower portion of the window. The Next and Previous buttons are used to move from customer to customer (based on your criteria). Mark the order you wish to release. "Mark All", "Mark Committed", "Unmark All" buttons are available. The user can also access the order detail, the receivables information, the credit information window and any customer notes, but using the appropriate buttons on the menu and on the tabs. Once the user has selected the orders to be released, click on the "Process" button. If orders are marked for processing and the Next or Previous buttons are clicked before the Process button, a window will appear notifying the user that they have orders checked for release. Releasing orders by the "Taken By" field is especially helpful for those users processing orders through the Munics Web ordering programs. The user may enter "www" in the taken by field to select only those orders entered via the WEB. Note: If the customer is on hard hold (field 1 in CCM = Y) and hold reason (field 2 in CCM) matches the value in acf option ar025a the following warning window will display prompting the user if they wish to continue with releasing the order(s). Release NGS-7.00 AR- 75

76 If orders are marked for processing and the Next or Previous buttons are clicked before the Process button, a window will appear notifying the user that they have orders checked for release. The user has the capability of printing the SOP and the PTP after an order is released through this program. This can be set up using the standard PPM function. The Run button will execute the program. The Update button will all the user to change the program to run. The following selections may be made: Next Previous Mark All Mark Commtd Unmark All Process ORDQ ARQ Cust. Notes CCMS - Use this button or press the letter "N" to go to the next customer. - Use this button or press the letter "P" to go to the previous customer, - Use this button to check all displayed orders for release. - Use this button to check just orders with "committed" detail line(s) for release. - Use this button to unmark all records. - Use this button to process all selected orders for release - Use this button to view detailed order information with the Order Inquiry program. - Use this button to view account receivable information with the Accounts Receivable Inquiry program. - Use this button to see any notes attached to this customer. - Use this button to view credit information with the Customer Credit Management program. Tab folders may also be used instead of the CCMS button: Cred Info 1 - Use this tab display the information found on the Customer Credit Maintenance (CCM) program - Screen 1 Help Run Exit Cred Info 2 - Use this tab display the information found on the Customer Credit Maintenance (CCM) program - Screen 2 - Use this button to view the help window. - Use this button to temporarily exit program to run another program. - Use this button to exit without releasing orders. Release NGS-7.00 AR- 76

77 Select Cred Info 1 screen of the CREL program to view customer credit information. (E)xit will take user back to the CREL release screen. Select Cred Info 2 screen of the CREL program to view customer aged balance and terms code information. (E)xit will take user back to the CREL release screen. Release NGS-7.00 AR- 77

78 The QUICK_REL function in this program allows a user to input a valid Order Number. User may opt to enter multiple order numbers for the same customer or for different customers. User may click on the order lookup button to enter selection criteria by which to search. Once the search criteria is entered, click OK to display a list of orders. User should note, however, that all orders, whether on credit hold or not, will be displayed. Orders on hold will display a "Y" in the Hold column of the displayed list. Once the user is finished selecting order to be released, click on the "Process" button to complete the process. The user has the capability of printing the SOP and the PTP after an order is released through this program. This can be set up using the standard PPM function. Click on an order line, then click on the "Delete" button to remove an order entered for payment release. Click on the "Process" button to process all entered orders. Click on the "Abort" button to exit the program without releasing from credit hold displayed orders. The QUICK_REL option allows the credit manager to release sales orders that were previously placed on credit hold by order number. In the QUICK_REL window, if the user wishes to see what is committed quantity or dollars committed on each order, right click on the header and select the appropriate columns. Release NGS-7.00 AR- 78

79 In the QUICK_REL window, a drop down window at the order number, will allow the user to select orders based on certain criteria. (In this example, and Customer ID beginning with the letters ALL. The result will be a listing of all orders for any customer that has orders in the system for BOTH hold orders and orders that are not on hold. Note: If the customer is on hard hold (field 1 in CCM = Y) and hold reason (field 2 in CCM) matches the value in acf option ar025a the following warning window will display prompting the user if they wish to continue with releasing the order(s). Release NGS-7.00 AR- 79

80 CCM- CUSTOMER CREDIT MAINTENANCE Introduction The purpose of the Customer Credit Maintenance program is to establish and maintain credit information for customers. This program also allows the user to release sales orders placed on hold in the ORDER program. The DEPOSIT reconciliation option allows the user to reconcile deposits on file against existing sales orders and customers. Procedure From the menu, enter "CCM": Release NGS-7.00 AR- 80

81 Select Screen 2 for the second screen: The following fields may be entered: ID NAME XREF ON HOLD HOLD REASON CREDIT LIMIT BOOKING LIMIT DAYS LIMIT The customer may be accessed by customer ID. The customer may be accessed by name. The customer may be accessed by cross reference. Enter the on hold flag. Y indicates customer is on credit hold. All orders entered will be on hold. N indicates customer is not on credit hold. X indicates ACTIVE credit checking will be on for this customer. If ACF option ar029 is set to N it indicates PASSIVE credit checking. An X here indicates this customer is under ACTIVE credit checking. The acf option will be ignored for this customer and the X will activate ACTIVE credit checking. This will put orders failing the credit test on hold. Enter the on hold reason code. Reason codes may be established to explain why this customer is on hold. Enter the whole dollar value for the customer credit limit. Enter zero if there is no credit limit. Enter the whole dollar value for the customer booked order limit. Enter zero if there is no booking limit. Enter the appropriate number of days for days limit credit checking. A zero indicates no days limit credit checking. The days limit credit check routine is Release NGS-7.00 AR- 81

82 designed to advise when the A/R balance (debit only) exceeds a specified number of days as of the last A/R aging processing. The A/R aging process will summarize A/R balances for each customer into aging buckets. The aging buckets are controlled by an ACF option where user may define the aging parameters. It should be noted that these buckets are updated during the A/R month end or daily at a specified time (optional ACF indicator). Any current changes to the users balance will not be reflected in the buckets until another aging is run. Therefore, this credit checking tool should be further investigated when it does occur. The days limit check is performed in both the ORDER and BILL programs. CREDIT FORMULA Credit Check Formula Code 1 is as follows: Credit Available = A/R credit limit - A/R balance - Booked Orders Credit Check Formula Code 2 is as follows: Credit Available = A/R credit limit - A/R balance A/R BALANCE CREDIT AVAILABLE BOOKED ORDERS FINANCE CHARGE CODE NOTE/MEMO COMMENTS CREDIT RATING CREATED NEXT REVIEW LAST STATEMENT LAST PAYMENT LAST PAYMENT AMOUNT HIGHEST EOM A/R DEPOSIT AMOUNTS System maintained. This field contains a calculated available credit. This field stores total outstanding booked orders. Enter the Customer's Finance Charge Code. Valid entries are 1 through 9. This field is used in conjunction with the FC program. FC allows the user to select customers by finance charge code and apply finance charges for A/R balances exceeding a user defined time frame. Free form text field. This field indicates if there are comments. Enter the customer credit rating number. Enter the customer credit creation date. Enter the customer next review date. Date last statement was issued. This field contains the date payment was last received. Enter the dollar value of the last payment amount received. Enter the dollar value for the customer's highest end-of-month accounts receivable amount. Enter the dollar value for the customer's deposit amounts. DEPOSIT ASSIGNED Enter the dollar value for the customers' assigned deposit amount. Release NGS-7.00 AR- 82

83 CSR FAX NUMBER A/P CONTACT A/P PHONE A/P FAX CREDITCARD TYPE CREDIT CARD # EXPIRATION DATE NAME ON CARD CURRENT A/R OVER 30 OVER 60 OVER 90 OVER 150 OVER 180 OVER 210 TOTAL A/R TERMS CODE AVG DAYS TO PAY Enter the Customer Service Representative. Customer Service Representatives may be defined through program "SM". Use the drop down window to view existing records. Note: The field in the customer table is slsm3_customer. Enter the customer's fax number. Enter the fax number in the format that you use currently to send a fax manually. (e.g. Enter "9" before the number for an outside line and/or a "1" before an area code for a long distance number. Enter the Accounts Payable Contact Name Enter the Accounts Payable Contact Phone Number Enter the Accounts Payable Contact Fax Number Enter the customer's credit card type. Enter the customer's credit card number. Enter the customer's credit card expiration month and year. Enter the name of the customer on the credit card. This field contains the current accounts receivable. Aging buckets may vary based on users ACF option settings This field contains the over 30 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field contains the over 60 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field contains the over 90 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field contains the over 150 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field contains the over 180 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field contains the over 210 days accounts receivable balance. Aging buckets may vary based on users ACF option settings. This field will display the current A/R balance. Enter a valid terms code. This field contains the cumulative average days to pay history for a customer. Release NGS-7.00 AR- 83

84 The customer credit ORDER RELEASE option allows the credit manager to release sales orders that were previously placed on hold. Releasing orders by the "Taken By" field is especially helpful for those users processing orders through the Munics Web ordering programs. The user may enter "www" in the taken by field to select only those orders entered via the WEB. Note: If the customer is on hard hold (field 1 in CCM = Y) and hold reason (field 2 in CCM) matches the value in acf option ar025a the following warning window will display prompting the user if they wish to continue with releasing the order(s). The user has the capability of printing the SOP and the PTP after an order is released through this program. This can be set up using the standard PPM function. Release NGS-7.00 AR- 84

85 Select DEPOSIT_ RECON to output a report of deposit information: The out put will provide data on those customers who have deposits on file as well as display those sales order where a deposit amount is required. Deposits are posted through the CASH program. If a deposit is required on an order, the order can not be billed unless sufficient deposits are present. Release NGS-7.00 AR- 85

86 A/R FORMS PROGRAMS ARMI- A/R MEMO INVOICE PRINTING Introduction The purpose of the A/R Memo Invoice Print program is to allow the user to print documents for transactions entered through the ARMP program. The user has the option to print ALL unprinted invoices or SELECTED invoices. Procedure From the menu, enter "ARMI": The following fields must be entered: DIVISION PRINT OPTIONS SORT BY Enter the division code for which documents are to be printed. Enter 1 to print ALL documents or 2 to print SELECTED documents. To print a specific document, enter the document number in the Selected Documents field. To sort by documents within divisions, enter 1. To sort all documents together regardless of division, enter 2. Release NGS-7.00 AR- 86

87 ARS- A/R STATEMENT PRINTING Introduction The purpose of the A/R Statement Printing program is to output statements to be sent to customers. Statements can be printed based on selected criteria. Procedure From the menu, enter "ARS": The following fields may be entered: DIVISION Enter search criteria for division. DEPARTMENT CUSTOMER ID CUSTOMER NAME SALES AGENT ID CUST. TERMS CD A/R/ ITEM TERMS Enter search criteria for department. Enter search criteria for customer ID or use the lookup button to enter search criteria to find a customer ID. Enter search criteria for customer name. Enter selected sales agent's ID(s). Enter selection based on customer terms codes(s). Enter selection based on A/R item terms code(s). Release NGS-7.00 AR- 87

88 STMT. CYCLE CD POS CUSTOMER DATE TO AGE OPEN ITEMS Enter selection based on statement cycle code(s). If using the Munics Point of Sale Module, enter the Customer POS Code, as defined in CM/Field 93. Valid entries are: NULL = ALL Customers, regardless of POS code 0 = Only Customers who are NOT point of sale customers 1,2,3,4 = Only Customers who have a point of sale code of 1,2,3 or 4 Enter a date to age open items. This date will be utilized as a basis for aging the open. ENDING TRANS- ACTION DATE PRINT CREDIT BALANCE STATEMENTS PRINT ZERO BALANCE STATEMENTS PRINT ZERO BALANCE OPEN ITEMS PRINT (D)ETAIL, (N)ET DETAIL Enter the ending transaction date. Only transactions up through this date will be included. Click to check box to print statements for customers having a credit balance. Click to check box to print statements for customers having a zero balance. Click to check box to print items having a zero balance. Enter D to print a Detail statement. Enter N to print the Net Detail report. DETAIL -This option will print all details that have been transacted against an open accounts receivable item. Example: If an invoice was outstanding for $ and a partial payment of $20.00 was applied to it, the user would see both details on the statement. NET DETAIL - This option will print the net balance of all details transacted against an open accounts receivable item. Example: If an invoice was outstanding for $ and a partial payment of $20.00 was applied to it, one record would be printed with a balance of $ AGE CREDITS AGAINST OLDEST ITEMS PRINT A/R COMMENT Click to check box to age credit transactions against the oldest open items. If user wishes for credits to age based on the transaction date of the credit, do not check box. Click to check box to print accounts receivable comments. Specify which comment type should be printed by entering a comment type, or leave blank and all comments will be printed. AGING PERIODS Define the number of days for each aging bucket. Standard defaults will display and these may be overridden if desired. Release NGS-7.00 AR- 88

89 ONLY PRINT CUSTOMERS WITH BALANCES GREATER THAN PERIOD Enter an option number 1, 2, 3, 4, 5 to print statements for customers with balances over a specific period, or enter A to print ALL statements. Select the Statement Sort Options: IMPORTANT NOTE: If you wish to run this program using one of the following sort options: By A/R Item Division, By Customer ID, By Shipto By A/R Item Division, By Department, By Customer ID, By Shipto you will need to contact Munics Customer Support Department to run a special, one-time script on your system. ACF option ars021 controls the default setting for the Sort By Option field. ACF option ars021c controls the default setting for the Detail Sort By Options field. Note: For any customers coded an N in the statement flag field (78) in the Customer master file a statement will not be printed for the corresponding customer. However, If the user wishes to print a statement for this customer they may enter the customer id in the selection criteria screen and the statement will print for this customer. Release NGS-7.00 AR- 89

90 Select from the following output options: Enter a valid Printer ID or use the lookup to display a list to print the statements to a printer. If sending statements to a printer, user should have statement form paper loaded in the printer. Enter HOLD to output the statements to the Print Hold Scheduler (PHS). Enter to statement(s) to customer(s). Enter FAX to fax statement(s) to customer(s). For additional information on faxing and ing forms, please refer to the forms_ _fax section of the operator guide. Release NGS-7.00 AR- 90

91 A/R QUERY AND DISPLAY PROGRAMS ARCQ- A/R CHECK INQUIRY REPORT Introduction The purpose of the A/R Check Inquiry program is to allow the user to get a listing of the customer(s) a check was applied to. The user also has an option of viewing the detail invoices a check was applied to. This is especially helpful when inquiring on how "split" checks were applied. Procedure From the menu, enter "ARCQ": Release NGS-7.00 AR- 91

92 After entering selection criteria the following will display: If multiple checks are found, the user may enter (N) ext to go to the next check found. The system will display both "Updated" and "Not Updated" controls. Release NGS-7.00 AR- 92

93 User may view payment details of each line by selecting the ARQ button from the menu options. Release NGS-7.00 AR- 93

94 ARD- CUSTOMER AGED ACCOUNTS RECEIVABLES DISPLAY Introduction A/R AGED RECEIVABLES DISPLAY The A/R Aged Receivables Display allows the user to display a summary of all account receivable balances that are due for collection. These summary records are aged according to the acf options that have been established in your system and are presented in a single window. Depending on how your user preferences are set, upon entering the program, a selection screen may or may not appear. Specific selection criteria can be entered through a selection window to narrow the search. This selection window can be by-passed when the program is called up. Selection defaults can also be stored for each user. To accomplish this, go to the User's Settings button in the header portion on the main display and enter the desired default selection. In this user settings window, you may also check the "Skip selection window" in which case the selection window will not appear when the program is initially called up. Instead, the program will go directly to the summary window. Once in the program, different selections can be requested at any time by accessing the "New Selection" button. If a selection is made, the selection criteria will remain in effect until the "Clear selection" button is accessed. A drill down capability to a second window is available that displays the details of all the invoices that make up the aging buckets for the customer that was highlighted on the previous window. These invoices will also be displayed in an aged format. Drill down capabilities to the actual invoice is available along with access to View and send the invoices and statements. If using the selection window, once the selection criteria has been entered click on the "OK" button and the program will proceed to the summary window that will list all customers with outstanding balances that met the selection criteria that was entered. This list will display the total amount due along with all the aging buckets for each customer. In this display window, you may "right click" on the header line to add, delete or rearrange the columns and change the way the display looks. Clicking on a particular column will sort the column from high to low or low to high. In this summary window that contains a list of customers with balances, the menu bar has several options that are available which allows the user to drill down to the detail level. The user may also access other programs relevant to the customer within the system, such as customer notes, the customer master file, the partner relationship manager and more. By "double clicking" on a highlighted customer (or by clicking the details button), the second window will appear displaying all the invoices for the customer that was highlighted on the previous window. These invoices will also be displayed in an aged format. Several menu options are also available here that will allow the user to get to relevant information about the customer and the invoice. Statements and invoices can be ed, printed or displayed from this window. Release NGS-7.00 AR- 94

95 Procedure Depending on how your user preferences are set, upon entering the program, a selection screen may or may not appear. Specific selection criteria can be entered through a selection window to narrow the search. This selection window can be by-passed when the program is called up. Selection defaults can also be stored for each user. To accomplish this, go to the User's Settings button in the header portion on the main display and enter the desired default selection. In this user settings window, you may also check the "Skip selection window" in which case the selection window will not appear when the program is initially called up. Instead, the program will go directly to the summary window. Once in the program, different selections can be requested at any time by accessing the "New Selection" button. If a selection is made, the selection criteria will remain in effect until the "Clear selection" button is accessed. From the menu, enter "ARD" or if the user goes directly to the summary window and uses "New Selection" button: The selection window will appear. Enter any specific selection criteria and click on the OK button. The following options may be helpful in streamlining the output of the ARD to suit a user's needs: Age Credits Against OLDEST Open Items Age Credits Against OLDEST Open Items Indicator: Enter "N" to Age Credits based on the Credit Transaction Date. Enter "Y" to Age Credits against the Oldest Open Items, Release NGS-7.00 AR- 95

96 regardless of the Credit Transaction Date. Note: If "Y" is selected, unapplied credits will be deducted from the period(s) that the Oldest debits are in. The Default Value for this indicator is maintained in ACF option "ar010". Display Zero Balance Customers: Enter "Y" to INCLUDE all Zero Balance Customers. Enter "X" to INCLUDE Zero Balance Customers ONLY where there exists unapplied debits or credits with balance not zero. This option allows user to include customers whose total A/R balance is zero, but have A/R records that need to be applied (i.e. an invoice with an offsetting credit). Enter "Z" to ONLY INCLUDE Zero Balance Customers where there exists unapplied debits/credits with balance not zero. This option allows user to Display ONLY customers whose total A/R Balance is zero, but have A/R records that may need to be applied (i.e. an invoice with an offsetting credit). Enter "N" to OMIT Zero Balance Customers. Note: If a customer has NO transactions in the A/R open item table, that customer WILL NOT Display regardless of the selection made. Display Credit Balance Customers Enter "Y" to Display Credit Balance Customers. This option will Display credit balance customers as well as customers whose total A/R balance is a debit. Enter "X" to Display ONLY Credit Balance Customers. This option WILL NOT Display customers whose total A/R Balance is a debit. Enter "N" to NOT Display Credit Balance Customers. This option will Display only customers whose total A/R Balance is a debit. Release NGS-7.00 AR- 96

97 The Summary window will display a list of all customers meeting the uses criteria. Highlight a particular customer and double click or click on the details button to see the details. This is the summary customer display window that lists all customs and the amounts due with all amounts aged. On the menu bar, several options are available that allows the user to drill down to the detail level or access other programs relevant to the customer. The options are: Details CM PRM Excel Print Refresh Help Run Exit This option will allow the user to drill down to see all the invoices that make up the various amounts for the customer that is highlighted,. This option will bring up the customer master maintenance window. This option will bring up the partner relationship manager window. This option will allow you to download to Excel whatever is displayed in the window. Note: You may "right click" on the header line to add or delete columns before you download. This option will send whatever is displayed in the window to the print previewer, from there it can be printed. Note: You may "right click" on the header line to add or delete columns. This option will re-read the customers A/R and Cash postings and display the latest information. Useful if the program has been sitting idle for any period of time. This option displays this message. This option will allow the user to call up another program without leaving the current program that is being executed. This option exits the current window. At the bottom l of the screen, the following options are available. Customer Notes Maintain Comments This option will display any customer notes that have been entered. This option will allow the user to maintain A/R or customer comments. View Comments This option will allow the user to view A/R or customer comments Release NGS-7.00 AR- 97

98 This option will allow the user to send an . By "double clicking" on a highlighted customer (or by clicking the details button), the second window will appear displaying all the invoices for the customer that was highlighted on the first window. These invoices will also be displayed in an aged format. By highlighting and double clicking or highlighting and clicking the details button, will let the program proceed to displaying all the invoices that make up the various amounts. Release NGS-7.00 AR- 98

99 This is the detailed window for a customer that displays all the invoices for the customer that was highlighted on the first window. These invoices are also displayed in an aged format. On the menu bar, several options are available that allows the user to drill down to access other programs relevant to the customer. Statements and invoices can be ed, printed or displayed from this window. The options are: In the Header block: Customer Notes Maintain Comments View Comments This option will display any customer notes that have been entered. This option will allow the user to maintain A/R or customer comments. This option will allow the user to view A/R or customer comments This option will allow the user to send an . Status Send Inv View Inv ARQ ARIM SQ PRM CM Excel Print Send ARS View ARS This option will display all activity for that invoice, from the time it was entered until the time it was paid in full. This option allows the user to , print or fax an invoice to a customer. This option allows the user to view the invoice in a browser. This option allows the user to look into the accounts receivable query and view details about the invoice that is highlighted. Note: click on the Customer ARQ button to view all invoices and payments relating to this account. This option will allow the user to access the Item maintenance program. Depending on the security set up, the Item Maintenance program is used for querying and updating certain fields such as terms or due dates in the accounts receivable open item file. This program allows the user to add comment information pertaining to specific accounts receivable open items. The user may also query by check number to ascertain where a certain check number was applied. This option allows the user to go directly to the Shipped Orders Inquiry/View program which permits the user to check on the status of shipped orders. This option will bring up the partner relationship manager window. This option will bring up the customer master maintenance window. This option will allow you to download to Excel whatever is displayed in the window. Note: You may "right click" on the header line to add or delete columns before you download. This option will send whatever is displayed in the window to the print previewer, from there it can be printed. Note: You may "right click" on the header line to add or delete columns. This option allows the user to , print or fax a statement to a customer. This option allows the user to view the statement in a browser. Refresh This option will re-read the customers A/R and Cash postings and display the Release NGS-7.00 AR- 99

100 latest information. Useful if the program has been sitting idle for any period of time. Customer ARQ Help Run Exit This option allows the user to look into the accounts receivable query and view details for the entire customer. Note: click on the ARQ button to view the individual highlighted invoice and payments. This option displays this message. This option will allow the user to call up another program without leaving the current program that is being executed. This option exits the current window. Release NGS-7.00 AR- 100

101 ARQ- CUSTOMER A/R INQUIRY Introduction The Customer A/R Inquiry program permits the user to inquire about the current accounts receivable data of any customer or specific reference numbers. Data may be viewed on the screen or printed out using the view option. An optional A/R History file may be activated through an ACF option. ACF option ar059 is used to capture the history and ar063 determines the number of days the system will keep history on file. The user may access the A/R History through this program. Access to the history file is similar to that of the current A/R open item file. Records are written to A/R History after they are purged in the ARME program. Procedure From the menu, enter "ARQ": The following Menu Options are available: (Q)uery (I)nvoice Query (V)iew The QUERY option allows the user to display an existing record on the screen with the ability to scroll forwards and backwards from record to record when more than one record is selected. When this option is chosen, the user is required to define which record(s) are to be selected for query. The user must enter the appropriate data by which to search the file and then press the Return key to allow the program to search the file for any record(s) meeting the entered search criteria. Once in a query screen for a customer, the user may click on the "History" button to display history records for that customer. The INVOICE QUERY option allows the user to display an existing record on the screen with the ability to scroll forwards and backwards from record to record when more than one record is selected. User has the ability to query on a single reference number or check number, a transaction date or range of dates, a single customer or range or customers. The VIEW option allows the user to display information on particular record(s) to the screen, printer or hold file. When this option is chosen, the user is required to define which record(s) are to be selected for view. The user must enter the appropriate selection for the customer(s), followed by the selection criteria for A/R Item. Next the Sort option is entered followed by the Report Type. The Report Type can be; Details; Total Only; or Summary. Next, choose from; Current Invoices only; History Invoices; or All Invoices. Release NGS-7.00 AR- 101

102 After entering the above criteria, the user will have an option to view the records on the screen, printer or hold file. Enter "S" for screen, "P" for printer or "H" for hold file depending on the desired destination of the view. (H)elp (R)un (E)xit Program For help on menu functions. To temporarily exit the program, giving the user the ability to run another program. To Exit the Inquiry program. If Query is selected, the following screen will display:if (Q)uery is selected: Release NGS-7.00 AR- 102

103 If Invoice Query is selected, the following screen will display: If the Invoice Query button is selected, enter search criteria from the following window: Once the records have been selected based on the criteria that was entered, this screen will be displayed. The user may click on the desired menu or click various check boxes and radio buttons in the header portion to display zero balances, to display current records or history records, to sort by various fields, etc. The user may also right click on the header bar to mark/unmark additional fields that can be displayed on this Inquiry screen. Release NGS-7.00 AR- 103

104 In the header portion of this window, the following buttons are available for the customer that is displayed. Notes Maintain Comments View Comments Detail Summary Current History All Include Zero Balances To redisplay Customer Notes (CNOTES). To maintain comments that will display for the customer in the Inquiry program. To view comments that will display for the customer in the Accounts Receivable Inquiry program. To send an from this window. The button will open up another window that allows the user to choose an address from any contact setup in the PRM module; or any contacts in the CEFM application; or any contact setup as an INTERNAL user (within your company); or just open up your application without passing an address (i.e. go directly to OUTLOOK). To see all open items by Reference Number. To see summary amounts by Reference Number. To display only the current information for the customer. This option will display open, as well as paid, transactions that are in the accounts receivable open item file. Paid items move to the accounts receivable history files upon completion of running the Month End (ARME) program. To display only the historical information for the customer. To display both current and historical information for the customer. To include or omit zero balance due records on the screen. The Sort By field will allow the invoices to be sorted by the various fields that are listed in the drop down window. The Sort can be in either Ascending or Descending order. Enter non-case sensitive alpha or numeric value to have the system search the displayed items and highlight each occurrence. When executing a search user may enter <Ctrl-F> to go to the search field. Use the Next and Previous buttons or: Press the F3 key to go to the next occurrence. Press the Shift-F3 keys to go to the previous occurrence. Release NGS-7.00 AR- 104

105 The following menu options are available: (N)ext Customer (P)rev Customer S(Q) (A)RIM (G)LS Send Inv Print Help Run (E)xit To select the next customer in your search, if more than 1 customer is found. If only 1 customer is found, the system will automatically select that customer. To select the previous customer in your search, if more than 1 customer is found. To go to Shipped Order Inquiry program for the highlighted line. Note: User may use UP/DOWN arrows to go to transaction they wish to query on shipped order information. To go to Item Maintenance Program. Note: User may use UP/DOWN arrows to go to the transaction they wish to query item maintenance for. To go to the General Ledger Status program. NOTE: User may set up system security on this option from the SSM program, if they do not wish a user that has access to the ARQ program to be able to display the general ledger postings for a transaction. Program name for system security is GLS. This option allows the user to , print or fax an invoice to a customer. To print a report of fields displayed on the screen. User should note, however, that the current print queues set up on the system will print either an 80 character (standard printer ID) or a 132 character (condensed printer ID) report. Therefore, should the user have additional fields marked to display on the screen, the system will only print up to 132 characters. For online help regarding menu options. To temporarily exit the program to run another program. To return to Options Menu. Release NGS-7.00 AR- 105

106 If View is selected enter Customer Selection Criteria and "click" on the OK button. Then enter the A/R Item Selection Criteria or leave blank for ALL and "click" OK: Next Enter the Sort Option followed by the Report Type. The Report Type can be; Details; Total Only; or Summary. Next, choose from; Current Invoices only; History Invoices; or All Invoices. After entering the above criteria, the user will have an option to view the records on the screen, printer or hold file. Enter "S" for screen, "P" for printer or "H" for hold file depending on the desired destination of the view. Release NGS-7.00 AR- 106

107 CCMS- CUSTOMER CREDIT MANAGEMENT Introduction The purpose of the Customer Credit Management program is to provide information pertinent to making credit decisions for a customer. Separate tabs will show information about the customer's Accounts Receivable, their Credit information and Sales Analysis data. Additional drill down capabilities to the A/R detail records exist. This feature is available by clicking on the ARQ button. Procedure From the menu, enter "CCMS", select the "Query" option and enter a Customer ID: Release NGS-7.00 AR- 107

108 Screen 2: Screen 3: User may choose to set up System Security on the Cost, Margin $ and Margin % fields so these fields will NOT display for certain users. This security is set up in Program Security Maintenance (SSM) as follows: a) Select Menu security option (Option 2). b) Program Name will be "ccms". c) Sub Window will be "costview". d) Menu Option will be "M". e) The other fields are user defined. Release NGS-7.00 AR- 108

109 Note: If security has been set up for a user login on the above fields, the (V)iew option for that user will not print these fields. From screens 1, 2 or 3, a window can be opened to display (O)pen invoices. The user may click on the desired menu or click various check boxes and radio buttons in the header portion to display zero balances, to display current records or history records, to sort by various fields, etc. The user may also right click on the header bar to mark/unmark additional fields that can be displayed on this Inquiry screen. Release NGS-7.00 AR- 109

110 From screens 1, 2 or 3, a window can be opened to display (O)pen invoices: From the above screen, select the Detail button to zoom in on a particular transaction Release NGS-7.00 AR- 110

111 Select the SQ button to bring up the following window: Enter (O)ptions, (C)ISI, C(S), AR(Q) You can view on screen the header fields by selecting Hdr 0 through 6. You can select (D)etails, and then view the detail fields on a line by selecting 0 through 6. You can select (T)otal/summary screen to view the summary fields. You can select (O) to go to Open Order Inquiry. You can select (A) to view payment information, if using the Munics Point of Sale Module. Release NGS-7.00 AR- 111

112 From the open invoice window, Select the ARQ button for detail transactions of credits/payme nts applied to any transactions: Release NGS-7.00 AR- 112

113 From the open invoice window select the view button to print the transaction details: Release NGS-7.00 AR- 113

114 CCQ- CUSTOMER CREDIT INQUIRY Introduction The purpose of the Customer Credit Inquiry program is to provide the user with information related to accounts receivable status for a customer. This information is useful in determining the status of a customer's credit in order to make informed decisions. Procedure From the menu, enter "CCQ Release NGS-7.00 AR- 114

115 For additional information Select the A/R tab: To view ARQ (A/R Open Item Query), select the Detail A/R button: Release NGS-7.00 AR- 115

116 Sales history data may be displayed by selecting the Sales tab. User may opt to produce an output VIEW of this information: Release NGS-7.00 AR- 116

117 Sample of the VIEW output: Release NGS-7.00 AR- 117

118 A/R REPORT PROGRAMS ARTB- A/R AGED TRIAL BALANCE Introduction The purpose of the A/R Aged Trial Balance program is to allow the user to print an accounts receivable trial balance with aging. There are several options to select from to format the output of the trial balance. Procedure From the menu, enter "ARTB": The following options are helpful in streamlining the output of the ARTB to suit a user's needs: Print Zero Balance Customers: Enter "Y" to INCLUDE all Zero Balance Customers. Enter "X" to INCLUDE Zero Balance Customers ONLY where there exists unapplied debits or credits with balance not zero. This option allows user to include customers whose total A/R balance is zero, but have A/R records that need to be applied (i.e. an invoice with an offsetting credit). Enter "Z" to ONLY INCLUDE Zero Balance Customers where there exists unapplied debits/credits with balance not zero. This option allows user to print ONLY customers whose total A/R Balance is zero, but have A/R records that Release NGS-7.00 AR- 118

119 may need to be applied (i.e. an invoice with an offsetting credit). Enter "N" to OMIT Zero Balance Customers. Note: If a customer has NO transactions in the A/R open item table, that customer WILL NOT print regardless of the selection made. Print Zero/Credit Balance Open Items Enter "Y" to Include A/R open items where the balance due is zero ($0). Enter "N" to Omit A/R open items where the balance due is zero ($0). Enter "X" to Include Credit Balance transactions only. This option will print a report of ALL transactions with a credit balance, regardless of whether the customer has an overall balance due. If user selects this option and has the Print Zero Balance Customers prompt set to 'N', the following warning will be displayed: If the customer has an open credit and the customer balance is '0', then the open credit will not print. (R)e-enter, (C)ontinue Re-enter will prompt user again for Print Zero Balance Customers field. Note: Only credit balance items will print. Print Credit Balance Customers Select Aged On Option Enter "Y" to Print Credit Balance Customers. This option will print credit balance customers as well as customers whose total A/R balance is a debit. Enter "X" to Print ONLY Credit Balance Customers. This option WILL NOT print customers whose total A/R Balance is a debit. Enter "N" to NOT Print Credit Balance Customers. This option will print only customers whose total A/R Balance is a debit. This option will default based on the value in ACF option ar009. User may override this on a report-by-report basis, enabling them to age the items by a different method than method found in the ACF option. Release NGS-7.00 AR- 119

120 Select the sort option: Select the detail sort option: Select "Y" to print each customer on a separate page: If sorting report by sales agent, select "Y" to print each sales agent on a separate page. IMPORTANT NOTE: If you wish to run this program using one of the following sort options: By A/R Item Division, By Customer ID, By Shipto By A/R Item Division, By Department, By Customer ID, By Shipto you will need to contact Munics Customer Support Department to run a special, one-time script on your system. This program may be set up to run automatically utilizing the CRON output capability. Release NGS-7.00 AR- 120

121 Select print option "C" for output to Cron and set your print parameters NOTE: If the report is outputted to EXCEL it will include a new field from CCM. The column will be called Avg Days To Pay The (C)ron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. This screen allows the user to establish flexible and moving date parameters to be applied when the cron output is generated. In the first prompt, if use current date is set to Y, the program will allow days to be added (plus or minus) to system date which will be passed to the program and used as the aging date and ending transaction date. If N is indicated to not use current date, the user will be prompted to insert a fixed aging date and a fixed ending transaction date. Release NGS-7.00 AR- 121

122 ARTBC- A/R AGED TRIAL BALANCE COLLECTION REPORT Introduction The purpose of the A/R Aged Trial Balance Collection program is to allow the user to print an aged trial balance of ONLY those items which are in the selected buckets. There are several options to select from to format the output of the trial balance. Procedure From the menu, enter "ARTBC": Release NGS-7.00 AR- 122

123 Select the sort option: Select the detail sort option Select "Y" to print each customer on a separate page: If sorting report by sales agent, select "Y" to print each sales agent on a separate page. IMPORTANT NOTE: If you wish to run this program using one of the following sort options: By A/R Item Division, By Customer ID, By Shipto By A/R Item Division, By Department, By Customer ID, By Shipto you will need to contact Munics Customer Support Department to run a special, one-time script on your system. After making selections, user will be prompted as follows: Do you want to page break on Customer (Y/N)? Release NGS-7.00 AR- 123

124 This program may be set up to run automatically utilizing the cron output capability.sele ct print option "C" for output to Cron and set your print parameters: The (C) ron job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically, unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. This screen allows the user to establish flexible and moving date parameters to be applied when the cron output is generated. In the first prompt, if use current date is set to Y, the program will allow days to be added (plus or minus) to system date which will be passed to the program and used as the aging date and ending transaction date. If N is indicated to not use current date, the user will be prompted to insert a fixed aging date and a fixed ending transaction date. Release NGS-7.00 AR- 124

125 ARTBH- A/R TRIAL BALANCE HISTORY Introduction The purpose of the A/R Aged Trial Balance History program is to allow the user to print an historical accounts receivable trial balance with aging exactly as it would have appeared back in time. This program is not hindered by the fact that user may have run an 'ARME' process. Data will be collected from the A/R open item table as well as the A/R history table. There are several options to format the output of the trial balance. Procedure From the menu, enter "ARTBH": Release NGS-7.00 AR- 125

126 Select the sort option: Select the detail sort option Select "Y" to print each customer on a separate page: If sorting report by sales agent, select "Y" to print each sales agent on a separate page. IMPORTANT NOTE: If you wish to run this program using one of the following sort options: By A/R Item Division, By Customer ID, By Shipto By A/R Item Division, By Department, By Customer ID, By Shipto you will need to contact Munics Customer Support Department to run a special, one-time script on your system. Release NGS-7.00 AR- 126

127 ARAUD- A/R AUDIT REPORT Introduction The purpose of the A/R Audit report program is to allow the user to print a report of open A/R records and/or A/R records that have been moved to history by period. The report has both summary and detail options. User has options to print specific references. For instance a user may wish to get a listing of all "OA" transaction types in the open accounts receivable file. Procedure From the menu, enter "ARAUD": Release NGS-7.00 AR- 127

128 After entering selection criteria, select (S)ummary option: The following is an example of a Summary Report output, sorted by Division: Fri May Munics Systems Inc. FROM: 03/31/2003 Page 1 12:57:40 A/R OPEN ITEM TOTALS THRU: 04/30/2003 ARAUD SORT BY DIVISION (SUMMARY) DIV DEPT PERIOD BILL CASH ARMP FC OTHER NET CHG /03 C /03 H TOTAL /04 C TOTALS FOR DIV A "C" indicates the records are from the current accounts receivable table. An "H" indicates the records are from the history accounts receivable table. Should user select multiple periods, the report will total by period. Release NGS-7.00 AR- 128

129 After entering selection criteria, select (D)etail option: The following is an example of a Detail Report output, sorted by Division, Transaction Date, A/R To: Fri May F50 Development DB #4.08 FROM: 03/01/2003 Page 1 13:16:28 A/R OPEN ITEM TOTALS THRU: 03/15/2003 ARAUD SORT BY DIVISION, TRAN DATE (DETAIL) DIV DEPT PERIOD PROGRAM REFERENCE DATE TT A/R TO NAME AMOUNT /03 BILL C 03/07/2003 IN ALL1000 ALL SUPPLY CORPORATION C 03/10/2003 IN ITEST ITEST A C 03/11/2003 IN ITEST ITEST TOTALS FOR PROGRAM BILL IN PERIOD 2003/ /03 CASH OA13562 C 03/03/2003 OA ALL1000 ALL SUPPLY CORPORATION C 03/04/2003 CP BRE1000 BRENTWOOD CORPORATION OA13601 C 03/12/2003 OA PRESTIGE BROKERS TOTALS FOR PROGRAM CASH IN PERIOD 2003/ Release NGS-7.00 AR- 129

130 CASHJ- MONTHLY CASH RECEIPTS JOURNAL Introduction The purpose of the Monthly Cash Receipts Journal program is to provide the user with a summary of cash receipts for a specific period. The journal may be viewed on screen, sent to a hold file, or sent directly to the printer. Procedure From the menu, enter "CASHJ": Make your selection and press RETURN. If selecting Report Sort Option 2 (By Customer ID by Check #) or Report Sort Option 4 ( By Check # by Customer ID) the the system will now allow the user to select records based on both the customer and check number. Previously, option 2 would not allow the user to enter check # selection criteria and option 4 would not allow the user to enter customer selection criteria. Release NGS-7.00 AR- 130

131 MARMP- MONTHLY A/R MEMO POSTING REGISTER Introduction The purpose of the Monthly A/R Memo Posting Register Program is to run a listing of monthly A/R memo transactions. These source transactions are entered in the ARMP program. Procedure From the menu, enter "MARMP": Make your selection and press RETURN. Release NGS-7.00 AR- 131

132 END OF MONTH PROGRAMS ARME- A/R MONTH END CLOSE Introduction The A/R Month End Close program performs periodic purging and updating to files related to accounts receivable. Schedule this program to be run on a timely basis, usually at month end. The system may be set up to run this program in either foreground or background by changing the value in ACF option ar110. Several key functions are performed as follows: 1. Summarizes open item records for balance forward customers and creates the balance forward record. 2. Optionally allows for purging of fully paid A/R open items. 3. Updates fields in the customer history file such as customers closing A/R Balance for the period. 4. Updates fields in the customer credit file. Procedure From the menu, enter "ARME": (Running the program in foreground) We recommend users to accept the default prompts. Answering 'Y' to the 2 nd prompt will cause A/R items to move to history with balances, as long as the customer total balance is $0 at the time the month end process is run. This may cause some confusion when querying on A/R history, as there would be records which were not at $0 balance. PROMPT: Enter Printer ID, (H) old, <Return> for lp0: Release NGS-7.00 AR- 132

133 User will then be prompted as follows: When running the program in foreground, the user will see each step displayed on the screen. Release NGS-7.00 AR- 133

134 User may set up the system to run the ARME program in background. If this option is set up, the user will see the following screens displayed: From the menu, enter "ARME": (Running the program in background) User will then be prompted as follows: We recommend users to accept the default prompts. Answering 'Y' to the 2 nd prompt will cause A/R items to move to history with balances, as long as the customer total balance is $0 at the time the month end process is run. This may cause some confusion when querying on A/R history, as there would be records which were not at $0 balance. Release NGS-7.00 AR- 134

135 User will then be prompted as follows: When running the program in background the user will not see each step displayed on the screen. Release NGS-7.00 AR- 135