EFI Pace Accounts Receivable Module

Transcription

1 EFI Pace Accounts Receivable Module User Quick Start Guide July 2010 Version 23.02

2 Copyright 2010 by Electronics for Imaging, Inc. All Rights Reserved. EFI Pace Accounts Receivable Module Administrator Quick Start Guide 7/23/2010 version This publication is protected by copyright, and all rights are reserved. No part of it may be reproduced or transmitted in any form or by any means for any purpose without express prior written consent from Electronics for Imaging, Inc. Information in this document is subject to change without notice and does not represent a commitment on the part of Electronics for Imaging, Inc. Patents This product may be covered by one or more of the following U.S. Patents: 4,716,978, 4,828,056, 4,917,488, 4,941,038, 5,109,241, 5,170,182, 5,212,546, 5,260,878, 5,276,490, 5,278,599, 5,335,040, 5,343,311, 5,398,107, 5,424,754, 5,442,429, 5,459,560, 5,467,446, 5,506,946, 5,517,334, 5,537,516, 5,543,940, 5,553,200, 5,563,689, 5,565,960, 5,583,623, 5,596,416, 5,615,314, 5,619,624, 5,625,712, 5,640,228, 5,666,436, 5,745,657, 5,760,913, 5,799,232, 5,818,645, 5,835,788, 5,859,711, 5,867,179, 5,940,186, 5,959,867, 5,970,174, 5,982,937, 5,995,724, 6,002,795, 6,025,922, 6,035,103, 6,041,200, 6,065,041, 6,112,665, 6,116,707, 6,122,407, 6,134,018, 6,141,120, 6,166,821, 6,173,286, 6,185,335, 6,201,614, 6,215,562, 6,219,155, 6,219,659, 6,222,641, 6,224,048, 6,225,974, 6,226,419, 6,238,105, 6,239,895, 6,256,108, 6,269,190, 6,271,937, 6,278,901, 6,279,009, 6,289,122, 6,292,270, 6,299,063, 6,310,697, 6,321,133, 6,327,047, 6,327,050, 6,327,052, 6,330,071, 6,330,363, 6,331,899, 6,340,975, 6,341,017, 6,341,018, 6,341,307, 6,347,256, 6,348,978, 6,356,359, 6,366,918, 6,369,895, 6,381,036, 6,400,443, 6,429,949, 6,449,393, 6,476,927, 6,490,696, 6,501,565, 6,519,053, 6,539,323, 6,543,871, 6,546,364, 6,549,294, 6,549,300, 6,550,991, 6,552,815, 6,559,958, 6,572,293, 6,590,676, 6,606,165, 6,633,396, 6,636,326, 6,643,317, 6,647,149, 6,657,741, 6,662,199, 6,678,068, 6,707,563, 6,741,262, 6,748,471, 6,753,845, 6,757,436, 6,757,440, 6,778,700, 6,781,596, 6,816,276, 6,825,943, 6,832,865, 6,836,342, RE33,973, RE36,947, D341,131, D406,117, D416,550, D417,864, D419,185, D426,206, D439,851, D444,793. Trademarks Auto-Count, Bliss, Changing the Way the World Prints, ColorWise, Command WorkStation, DocBuilder, DocBuilder Pro, DocStream, EDOX, EFI, Fiery, the Fiery logo, Fiery Driven, the Fiery Driven logo, OneFlow, PrinterSite, PrintFlow, PrintMe, PrintSmith, PrintSmith Site, Prograph, Proteus, RIP-While-Print, Setting the Standard in Digital Printing, Ultravu, and VUTEk are registered trademarks of Electronics for Imaging, Inc. in the U.S. Patent and Trademark Office and/or certain other foreign jurisdictions. Bestcolor is a registered trademark of Electronics for Imaging GmbH in the U.S. Patent and Trademark Office. AutoCal, Balance, BioVu, BioWare, Build, ColorCal, Digital StoreFront, EFI Pace, Estimate, Fiery Link, Fiery Prints, Fiery Spark, FreeForm, Hagen, Jetrion, Logic, MicroPress, Printcafe, PSI, PSI Flexo, RIPChips, Scan, SendMe, Splash, Spot-On, UtlraTex, UV Series 50, VisualCal, WebTools, the EFI logo, the Fiery Prints logo, and Essential to Print are trademarks of Electronics for Imaging, Inc. Best, the Best logo, Colorproof, PhotoXposure, Remoteproof, and Screenproof are trademarks of Electronics for Imaging GmbH. All other terms and product names may be trademarks or registered trademarks of their respective owners, and are hereby acknowledged. 7/23/2010 2

3 Quick Start Guide Overview This Quick Start guide is intended to provide you with the information you need to complete primary user tasks for the Accounts Receivable (A/R) module in EFI Pace. Note: This document is a Quick Start Guide and does not contain every user task you can perform for the Accounts Receivable module in EFI Pace. This guide contains the following types of notes: Important: When you see this type of note, the information may affect the way you enter fields or may warn you that errors could occur. Pay particular attention to information in these notes. Note: When you see this type of note, the information may serve as a reminder or may provide additional details that do not appear in the procedure. Tip: When you see this type of note, the information might help you use the system more efficiently or may provide an example for a step in a procedure. ToolTips EFI Pace contains ToolTips for some fields that provide detailed information such as a field description, maximum number of characters the field accepts or the format the field requires. Use the ToolTips, where available, in addition to this guide for assistance in EFI Pace. To access ToolTips: In EFI Pace, position your mouse pointer over the name of the field for which you want additional information. A small, cream-colored pop-up box appears with detailed information for that field. 7/23/2010 3

4 Table of Contents This Quick Start Guide contains information on the following primary user tasks you can perform in the A/R module: Quick Start Guide Overview... 3 Table of Contents... 4 Add, modify or delete a customer... 5 Auto-apply a payment Manually apply a payment Add an unapplied payment Add a deposit Apply a deposit or credit to an invoice Add a miscellaneous cash receipt Adjust off a balance Move remaining balance to sales category Approve a payment View or print the cash receipts register View or print a deposit slip Delete an unposted payment transaction or payment transaction line item Post a payment Void a posted payment Compute service charges Modify, approve, and post a service charge batch View or print the A/R detail report View or print general or monthly reports View or print customer statements Customer year-end reset Reconcile sales commissions Research invoices /23/2010 4

5 Add, modify or delete a customer 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then click Customer List. The Customer List page appears. 2. Do one of the following: To add a new customer, click [Add New Record]. The Customer Add page appears. To modify or delete an existing customer, use the Search and Find features, and click [Find] to locate the customer, then click the magnifying glass next to the desired customer. The Customer Detail page appears. Tip: If you leave the Search field blank, the system returns a list of all customers on the Customer List page. Click the magnifying glass next to the customer you want to modify or delete to display the Customer Detail page. 3. If you are on the Customer Detail page, to delete the customer, click [Delete], then click [OK] when prompted to confirm the deletion. Otherwise, skip to step On the Customer Add page or Customer Detail page, complete or review the following fields, as applicable: In the Customer ID field (editable only on the Customer Add page), enter a unique code to identify this customer. In the Customer field, enter the full company name you want to associate with this customer. In the Customer Status field (required), select the customer s status based on the A/R Aging Detail report (generated nightly). In the Customer Type field (required), select the A/R category within which this customer belongs. Each customer type corresponds to a specific GL Accounts Receivable account number. In the Customer Group field, if this customer belongs to a Customer Group, select the applicable group. Tip: The value in this field is used to determine job overs levels, group discounts, and to facilitate payment procedures for those belonging to the group. 5. On the Customer Add page or Customer Detail page, on the Contact Info tab, complete or review the following fields, as applicable: 7/23/2010 5

6 In the Contact Title field, enter the position or job title for this customer contact. In the Contact First Name field, enter the first name of the default contact you want to associate with this customer. In the Contact Last Name field, enter the last name of the default contact you want to associate with this customer. In the Add. Line 1 through Add. Line 3 fields, enter the mailing address of the default contact you want to associate with this customer. In the City field, enter the city name for the default contact s mailing address. In the Country field (required), select the country for the default contact s mailing address. In the State field, select the state for the default contact s mailing address. In the Zip field, enter the zip code for the default contact s mailing address. In the Sales Person field (required), select the default salesperson you want to associate with this customer. In the Customer field, enter the address of the default contact for this customer. In the Phone field, enter the primary telephone number of the default contact you want to associate with this customer. In the Phone Ext field, enter the phone extension of the default contact you want to associate with this customer. In the Fax Number field, enter the facsimile number of the default contact you want to associate with this customer. In the Fax Ext field, enter the facsimile extension of the default contact you want to associate with this customer. In the Alt Phone field, enter an alternate telephone number of the default contact you want to associate with this customer. In the Alternate Phone Ext field, enter the alternate phone extension of the default contact you want to associate with this customer. In the Password field, enter a password for this customer. In the CSR field (required), select the Customer Service Representative you want to assign to this customer. In the Web Site field, enter the address for this customer s web site. 7/23/2010 6

7 6. If you are Customer Detail page, on the Contact Info tab, in the Contacts group box, complete or review the following fields, as applicable: In the Default field, select, or click [Pick] to locate, the default contact you want to assign to this customer record. In the Ship To field, select, or click [Pick] to locate, the default shipping contact you want to assign to this customer record when you add a new job for this customer. In the Bill To field, select, or click [Pick] to locate, the default billing contact you want to assign to this customer record when you add a new job or invoice transaction for this customer. In the Ship Bill To field, select, or click [Pick] to locate, the default shipment billing contact you want to assign to this customer record. 7. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. Tip: You can review all tabs and then click [Add] or [Update] one time. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 8. On the Customer Add page or Customer Detail page, click on the Balance Info tab and complete or review the following fields, as applicable: In the Credit Limit field, enter the maximum credit line you provide to the customer. In the Finance Charge field, enter the percentage you want to charge for outstanding balances when computing service charges. Note: The following fields contain system calculated values that are not editable: In the Sales Last Year field, the system enters the total amount of the previous year s sales for this customer. In the Sales YTD field, the system enters the total amount of purchases for this customer. In the Balance field, the system enters the total dollar amount this customer owes. 7/23/2010 7

8 In the Wip Balance field, the system enters the work-in-progress balance, based on the estimated or expected billing amount. In the Highest Balance field, the system enters the highest balance recorded for this customer. In the Current field, the system enters the dollar amount the customer currently owes. In the >30 Days field, the system enters the dollar amount that is more than 30 days past due. In the >60 Days field, the system enters the dollar amount that is more than 60 days past due. In the >90 Days field, the system enters the dollar amount that is more than 90 days past due. In the >120 Days field, the system enters the dollar amount that is more than 120 days past due. In the Avg Payment Days field, the system enters the average number of days the customer takes to pay a bill. 9. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 10. On the Customer Add page or Customer Detail page, click on the Date Info tab, and complete or review the following fields, as applicable: In the Date Setup field (required) the system automatically enters the original date you created this customer record. If this is a new customer, the system automatically enters today s date in this field. Enter, or click the calendar icon to select, a new setup date, as desired. In the Date Last Invoice field (not editable), the system enters the date of the of the customer s last posted sale. In the Next Service Charge Date field, the system automatically enters the date on which the system applies finance charges. Enter, or click the calendar icon to select, a new date, as desired. In the Date High Balance field (not editable), the system enters the date of the customer s highest outstanding balance. In the Date Last Payment field (not editable), the system enters the date you received the customer s last payment. 7/23/2010 8

9 11. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 12. On the Customer Add page or Customer Detail page, click on the Tax Info tab, and complete or review the following fields, as applicable: In the Sales Tax field (required), select the sales tax code for this customer. Tip: The Sales Tax field controls the sales tax percentage that the system charges during invoicing. In the Taxable Code field (required), select the appropriate code to determine whether this customer is taxable. In the Tax ID Expires field, enter the expiration date the customer s tax ID expires. In the Tax Num field, enter the customer s tax identification number (TIN). In the Sales Category field (required), select the default sales category for this customer. In the Deposit Sales Category field (required), select the default sales category for deposits you enter in A/R for this customer. 13. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 14. On the Customer Add page or Customer Detail page, click on the Estimate Info tab, and complete or review the following fields, as applicable: Tip: The default values for these fields automatically appear when you add an estimate or price list quote for this customer. In the Paper Markup field, enter the markup percentage you add to your paper costs for this customer. 7/23/2010 9

10 In the Outside Purchase Markup field, enter the markup percentage you add to outside purchases for this customer. In the Overall Markup field, enter the overall markup percentage for this customer. Tip: The value in this field overrides individual activity code markups. In the Overall Sell Markup field, enter the overall sell markup percentage for this customer. Tip: Also called a bottom line markup, the system applies this markup after any other applicable markups have been calculated. In the Bill Rate field, select the bill rate for this customer. Tip: The value in this field determines which activity code rate level the system uses when calculating the estimate. In the Price List field, select the price list EFI Pace uses when creating a price list quote for this customer. In the Job Difficulty field, select the job difficulty for this customer. In the Comm Rate field, enter the commission percentage you want the system to use when working with this customer. Tip: The value in this field automatically overrides the salesperson s commission code rate. In the Default Quote Letter Type field, select the default type you want the system to use to generate a quote letter for this customer. 15. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 16. On the Customer Add page or Customer Detail page, your system administrator can complete the fields on the ecommerce Info tab, using the Enable ecommerce for existing customer topic in the ecommerce Module Administrator s Quick Start Guide. Note: The fields on the ecommerce Info tab are applicable only if your company purchased the ecommerce modules. 7/23/

11 17. On the Customer Add page or Customer Detail page, click on the Other Info tab, and complete or review the following fields in the Job Control Settings group box, as applicable: In the Ship Via field (required), select the default shipping method for this customer. In the Allowable Overs field, enter the percentage of allowable overs for which the customer agrees to pay. The system uses this percentage when calculating the quantity to manufacture. In the Discount Percent field, enter the default percentage discount for this customer. Note: The Discount Percent field is not required; however, if you enter an amount in this field you must also check the box in the Apply Discount to Invoice field for the system to automatically apply the discount to the invoice. In the Order Alert field, check the box if you want a pop-up warning message to appear each time a user enters a job for this customer. Note: In the message, the system displays the contents of the customer note, where the category is set to Job. In the Ship To Format field (required), select the default address format that appears on the printed invoice for this customer. In the Ship In Name Of field (required), select the default Ship From name for this customer. In the Enter Job PO Required field, select one of the following, as applicable: - If you require a purchase order number to enter a job, and you want the system to display a warning message if the user does not enter a purchase order number, select Message. - If you do not require a purchase order number to enter a job, select Not Required. - If you require a purchase order number to enter a job, select Required. In the Require Bill Of Lading Per Job field, check the box if this customer requires a bill of lading for each job. 18. On the Other Info tab, in the Billing/AR Settings group box, complete or review the following fields, as applicable: In the Terms field (required), select the default payment plan for this customer. Tip: The value in this field is used when determining discounts and invoice due dates. 7/23/

12 In the Statement Cycle field, select the conditions under which the system prints a statement for this customer. In the Credit Check field, to indicate if and how you want the system to notify you about a customer s credit status when you enter a job for this customer. Select one of the following options: - If you do not want the system to notify you about a customer s credit status, select No credit check. - If you want the system to display a warning when a customer is over their credit limit, select Warning message. - If you want the system to display a credit limit warning message and prevent users from entering the job, select Warning message + cancel job. - If you want the system to display a credit limit warning message and not allow a job to be created, select Warning message + no job creation. - If you want the system to display a credit limit warning message and set the status on the customer account to Credit Hold, select Warning message + set credit hold. In the Enter Invoice PO Required field, select one of the following as applicable: - If you require a purchase order number to invoice a job and want the system to display a warning message if the user does not enter a purchase order number, select Message. - If you do not require a purchase order number to invoice a job, select Not Required. - If you require a purchase order number to invoice a job, select Required. In the Apply Discount to Invoice field, check the box if you want the system to automatically apply a discount on the customer s invoice. 19. On the Other Info tab, in the Export Settings group box, complete or review the following fields, as applicable: In the Export field, enter the reference ID you use to represent this customer in a third-party software program. Tip: You can use the value in this field to synchronize information from one system to the other. In the Sic Number field, enter the customer s standard industrial code. This value is used for reporting purposes 20. On the Other Info tab, in the Logo Settings group box, do any of the following, as applicable: 7/23/

13 In the Logo field, click the [Browse] button to select and upload this customer s logo. Click [Rectangular Template] to view the default template for rectangular logos. Click [Square Template] to view the default template for square logos. 21. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 22. On the Customer Add page or Customer Detail page, your system administrator can complete the fields on the PaceConnect Info tab, using the related PaceConnect Module Administrator s Quick Start Guide. Note: The fields on the PaceConnect Info tab are applicable only if your company purchased a PaceConnect module. 23. Do one of the following: If you are on the Customer Add page, to add the customer information, click [Add]. If you are on the Customer Detail page, to save your changes, click [Update]. The Customer Detail page appears with the Object Added or Updated message at the top of the page. 7/23/

14 Auto-apply a payment Note: Use this procedure to add a payment if you want the system to automatically select invoices to pay based on the oldest invoice. Note: If your system administrator configured the Accounts Receivable module to request bank account information, you must indicate which bank receives the deposit associated with the payments you enter. (This applies to all methods of entering a receipt.) Otherwise, the system automatically uses the bank specified for deposits in the Accounts Receivable system setup. 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, if desired, enter any open invoice number for the customer represented by the payment, or click [Pick] to select the correct invoice from a list. Note: If you enter or pick an invoice number, the system automatically fills the customer and balance fields with the related values. In the Customer field (required), enter the ID of the customer for whom you want to enter the payment, or click [Pick] to select the correct customer from a list. In the Payment Date field (required), enter the date for this payment. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number, a reference to the form, or a reason for payment. In the Amount field, enter the amount of the receipt. In the Method? field (required), select Auto Apply. Note: The system does not match up dollar amounts if you use auto-apply to make a payment. Leave the box in the Deposit? field unchecked. Leave the box in the Misc Receipt? field unchecked. 7/23/

15 In the Approved field, check the box if you want to approve this payment now. Tip: It is common for items to be approved during the approval process instead of during the auto-apply payment process. Refer to the Approve a payment topic in this Quick Start Guide for more information. 3. Click [Add]. The system does all of the following: Auto-applies the payment to the oldest invoice first. If there is a balance remaining, the system applies the balance to the next oldest invoice, and repeats this process until the balance remaining equals zero (which indicates that the entire payment was applied). The Payment Transaction Detail page appears with the Object Added message at the top of the page. Additionally, on the General Info tab, the Balance Remaining field contains a zero dollar amount Important: If the value in the Balance Remaining field is not zero, the system will not post the auto-applied payments. Refer to the Adjust off a balance topic in this Quick Start Guide for instructions on removing the balance. On the Payment Entries tab, the system displays all open invoices for this customer, as follows: - The Receivable field displays the applicable invoice number. - The Discount Applied field displays the discount auto-applied if the open invoice was eligible for a discount. - The Discount Taken field displays any discount amount applied. - The Invoice Date field displays the date of the original invoice. - The Amount Due field displays the original invoice amount. - The Unpaid Amount field displays the amount left to pay on the invoice after the auto-applied payment. - The Amount field displays the auto-applied payment amount. - The Total Amount field displays the amount the system auto-applied plus any applicable discount amount. 4. If you want to change the way the system auto-applied the payment, locate the invoice you want to change, and enter the correct amount in the Amount field. 7/23/

16 Note: If you change the amount applied on an invoice, you must adjust the amount on another invoice in the grid OR adjust the amount received at the top of the page. Important: If after updating the page, the value in the Balance Remaining field is not zero, the system will not post the autoapplied payments. Refer to the Adjust off a balance topic in this Quick Start Guide for instructions on removing the balance. 5. To save any changes to the auto-applied payment, click [Update]. The system applies the payment and the Updated message appears at the top of the page. 7/23/

17 Manually apply a payment Note: Use this procedure to add a payment and then manually specify which invoices to pay. 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, if desired, enter any open invoice number for the customer represented by the payment or, click [Pick] to select the correct invoice from a list. Note: The system auto-fills the customer and balance fields if you enter or pick an invoice number in this field. In the Customer field (required), enter the ID of the customer for whom you want to enter the payment or, click [Pick] to select the correct customer from a list. In the Payment Date field (required), enter the date for this payment. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number, a reference to the form, or a reason for payment. In the Amount field, enter the amount of the receipt. In the Method? field (required), select Manual or Pick. Note: If the customer has a large number of open invoices (greater than 20), and you want to select the invoices to pay from a Pick list, select Pick. If the customer has a small number of open invoices, select Manual. The method is a user preference determined on a case by case basis. The Accounts Receivable system defaults enables you to specify the most common method used as the default. Leave the box in the Deposit? field unchecked. Leave the box in the Misc Receipt? field unchecked. In the Approved field, check the box if you want to approve this payment now. 7/23/

18 Tip: It is common for items to be approved during the approval process instead of during the apply payment process. Refer to the Approve a payment topic in this Quick Start Guide for more information. 3. Click [Add]. The Payment Transaction Detail page appears with the Object Added message at the top of the page, and on the Payment Entries tab, the total amount of the payment received appears in the Amount field. You can make any adjustments as needed. Note: The Balance Remaining field reflects the amount remaining you can apply as payments, and should be zero. 4. On the Payment Transaction Detail page, if you made any changes, click [Update]. The Payment Transaction Detail page refreshes, with the Updated message at the top of the page. 5. Depending on the method you specified during the Payment Add process, do one of the following: If you selected Pick in the Method? field of the Payment Transaction Add page, click [Select Receivables For Payment]. A pop-up page appears with a list of open receivables in the left pane. Single click on the items you wish to pay. Each item you select appears in the right pane. Note: Do not to double-click on an item in the left pane, or you will select the item twice. Note: If you inadvertently select an item from the left pane, double-click on the item in the right pane to remove it. When you finish selecting the items to be paid (those in the right pane), click [Add Items]. The system automatically fills in the total unpaid amount in the Amount field for each of the items you selected. Note: If you want to partially pay any of the items you selected, you must manually adjust the Amount field. If you selected Manual in the Method? field of the Payment Transaction Add page, locate each item you want to pay and do all of the following, as applicable: - In the Disc. Taken field (required), manually enter the amount of any discounts you want to apply. Note: The system automatically calculates this value if you check the box in the Pay with Discount field. 7/23/

19 - In the Amount field (required) enter the amount you want to pay for each specific invoice. - To pay the exact amount owed in the Amount Due field, check the box in the Pay field for the invoice item. The system automatically populates the Amount field with the value in the Unpaid Amount field. - To pay the invoice in full after taking any applicable discounts, check the box in the Pay With Discount field for the invoice item. The system automatically calculates any eligible discounts, and enters the discount amount in the Discount Taken field. The system then populates the Amount field with a value that reflects the original amount minus the discount. - Click [Update]. The Payment Transaction Detail page refreshes with new values in the Unpaid Amount field for each invoice to which you applied payment. Note: Regardless of the method you choose, the system automatically reduces the value in the Unpaid Amount field by the amount you enter in the Amount field. Important: In order for the system to post the payments you manually applied, the dollar amount in the Balance Remaining field must be zero. See the Move remaining balance to sales category topic in this Quick Start Guide for specific instructions. 7/23/

20 Add an unapplied payment Note: If a customer sent you a check and did not specify to apply the funds to a particular invoice, use this procedure to enter the funds and leave them unapplied. Refer to the Apply a deposit or credit to an invoice topic in this Quick Start Guide for information on how to use this credit later. Note: The journal entry you make for the unapplied credit is a debit to cash and a credit to the corresponding G/L number for the selected sales category. Tip: Use unapplied credits, rather than miscellaneous receipts, for all customer-related items. Use miscellaneous receipts for all non-customer related items (such as sale of scrap or rebates). 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, if desired, enter an invoice number for the customer represented by the payment, or click [Pick] to select the correct invoice from a list. Note: The system auto-fills the customer and balance fields if you enter or pick an invoice number in this field. In the Customer field (required), enter the ID of the customer for whom you want to enter the unapplied payment, or click [Pick] to select the correct customer from a list. In the Payment Date field (required), enter the date for this payment. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number, a reference to the form, or a reason for payment. In the Amount field, enter the amount of the receipt. In the Method? field (required), select Manual. Leave the box in the Deposit? field unchecked. Leave the box in the Misc Receipt? field unchecked. 7/23/

21 Important: If you check the box in the Misc Receipt? field, the system will not retain the unapplied credit on the Accounts Receivable Detail page. This field is for miscellaneous noncustomer cash received only. In the Approved field, check the box if you want to approve this payment now. Tip: It is common for items to be approved during the approval process instead of during the apply payment process. Refer to the Approve a payment topic in this Quick Start Guide for more information. 3. Click [Add]. The Payment Transaction Detail page appears with the Object Added message at the top of the page. 4. On the Payment Transaction Detail page, click on the Deposits/Misc Entries tab, and click [Add New Record]. The Payment Transaction Deposit Line Add pop-up page appears. 5. On the Payment Transaction Deposit Line Add pop-up page, on the General Info tab, complete the following fields, as applicable: In the Sales Category field (required), select Unapplied Payment. In the Amount field, enter the amount of the receipt. Leave the Job field blank. In the PO Number field, enter the purchase order, as applicable. In the Note field, enter any information helpful in identifying why this payment is unapplied. In the Unapplied Credit field, check the box to indicate this is payment is an unapplied credit. Leave the box in the Misc Receipt? field unchecked. 6. Click [Add]. The Payment Transaction Deposit Line Add pop-up page closes, and the Payment Transaction Detail page refreshes with the Updated message at the top of the page and the unapplied payment row on the Deposits/Misc Entries tab. 7. On the Payment Transaction Detail page, on the Deposits/Misc Entries tab, ensure that the value in the Amount field matches the amount field displayed at the top of page. If the balance remaining does not equal to zero, adjust the Amount fields as needed. 7/23/

22 Add a deposit 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, if desired, enter any open invoice number for the customer represented by the deposit, or click [Pick] to select any invoice with this customer from a list. Note: The system auto-fills the customer and balance fields if you enter or pick an invoice number in this field. In the Customer field (required), enter the ID of the customer for whom you want to enter the deposit, or click [Pick] to select the correct customer from a list. In the Payment Date field (required), enter the date for this deposit. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number, a reference to the form, or a reason for payment. In the Amount field, enter the amount of the receipt. In the Method? field (required), select Manual. In the Deposit? field, check the box to apply this payment as a deposit. Leave the Misc Receipt? field unchecked. In the Approved field, check the box if you want to approve this payment now. Tip: It is common for items to be approved during the approval process instead of during the apply deposit process. Refer to the Approve a payment topic in this Quick Start Guide for more information. In the Select Sales Category field, select the sales category you want to relate to this deposit. Important: If you leave the Sales Category field blank, the system applies the deposit from the default deposit sales category on the Tax Info tab of the Customer Detail page. This value defaults from the Accounts Receivable system setup. 7/23/

23 3. Click [Add]. The Payment Transaction Detail page appears with the Object Added message at the top of the page. The system automatically enters the payment transaction line in the grid on the Deposits/Misc Entries tab. Tip: Click the magnifying glass next to the entry on the Deposits/Misc Entries tab to view the entry on the Payment Transaction Line Detail pop-up page. 4. On the Payment Transaction Detail page General Info pop-up page, complete the following fields, as applicable: In the Sales Category field (required), the system enters either the deposit category you specified during the add process, or the customer/system default. Important: If you leave the Sales Category field blank, the system applies this deposit in the default deposit sales category that appears on the Tax Info tab on the Customer Detail page. In the Job field, select the job number for which this deposit was intended. In the PO Number field, enter the purchase order, as applicable. Leave the box in the Unapplied Credit field unchecked. Leave the box in the Misc Receipt? field unchecked. 5. Click [Update]. The Payment Transaction Detail page appears with the Updated message at the top of the page. Important: In order for the system to post the deposit, the dollar amount in the Balance Remaining field must be zero. If the balance remaining does not equal to zero, adjust the Amount fields as needed. Otherwise, the system will not post this deposit. See the Move remaining balance to sales category topic in this Quick Start Guide for specific instructions. 7/23/

24 Apply a deposit or credit to an invoice 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, if desired, enter any open invoice number for the customer represented by the deposit, or click [Pick] to select any invoice with this customer from a list. Note: The system auto-fills the customer and balance fields if you enter or pick an invoice number in this field. In the Customer field (required), enter the ID of the customer for whom you want to apply the deposit or credit or, click [Pick] to select the correct customer from a list. In the Payment Date field (required), enter the date for this deposit or credit. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number of the original check the customer sent to you or a brief reference to the circumstances surrounding the deposit. Leave the Amount field, blank or enter zero. In the Method? field (required), select Manual. Leave the box in the Deposit? field unchecked. Leave the box in the Misc Receipt? field unchecked. In the Approved field, check the box if you want to approve this deposit now. Tip: It is common for items to be approved during the approval process instead of during the apply deposit process. Refer to the Approve a payment topic in this Quick Start Guide for more information. 3. Click [Add]. The Payment Transaction Detail page appears. 4. On the Payment Transaction Detail page, on the Payment Entries tab, do all of the following, as applicable: 7/23/

25 Locate the deposit(s) or unapplied credit(s) that you want to apply and do one of the following: - If you want to apply the entire deposit or unapplied credit amount, check the Pay? box for the desired line item(s). - Manually enter the amount you wish to apply in the Amount field. Locate the invoice(s) to which you want to apply the deposit(s) or unapplied credit(s) and do one of the following: - Check the Pay box for the line item(s) you wish to pay in full. - Manually enter the amount you wish to apply in the Amount field. Click [Update]. The system applies the deposit(s) or unapplied credit(s) to the invoice(s) you selected. The Payment Transaction Detail page refreshes and reappears with the Updated message at the top of the page. Important: In order for the system to post the record, the dollar amount in the Balance Remaining field must be zero. If the balance remaining does not equal to zero, adjust the Amount fields as needed. Otherwise, the system will not post this deposit. See the Move remaining balance to sales category topic in this Quick Start Guide for specific instructions. 7/23/

26 Add a miscellaneous cash receipt Note: The system does not make accounts receivable entries for miscellaneous cash receipts. The system creates only general ledger entries for this type of payment, and records the entry as a debit to cash and a credit to the corresponding GL number for the sales category you select. Tip: Use miscellaneous receipts, rather than unapplied credits, for all non-customer related items (such as sale of scrap or rebates). Use unapplied credits for all customer-related items. 1. Create a new customer record, or several new customer records, to which you plan to charge all miscellaneous cash receipt entries. Tip: You may want to name this non-customer Miscellaneous Cash or another easily recognizable name. EFI recommends that you use the customer code ZCASH. Tip: Refer to the Add, modify or delete a customer topic in this Quick Start Guide for specific instructions. 2. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Direct Add page appears. 3. On the Payment Transaction Direct Add page, do all of the following: In the Customer field (required), enter the code for the special non-customer setup in step #1 above. In the Payment Date field (required), enter the date for this miscellaneous cash receipt. Tip: The system automatically enters a default value of today s date. In the Check Number field, enter the check number, or a brief reference to the form of payment. In the Amount field, enter the amount of this miscellaneous cash receipt. In the Method? field (required), select Manual. Leave the box in the Deposit? field unchecked. Check the box in the Misc Receipt? field. 7/23/

27 In the Select Sales Category field, select a category (for example, Miscellaneous Revenue ) for this miscellaneous cash receipt. Important: If you leave the Select Sales Category field blank, the system applies this miscellaneous cash receipt to the default sales category that appears on the Tax Info tab of the Customer Detail page. In the Approved field, check the box if you want to approve this payment now. Tip: It is common for items to be approved during the approval process instead of during the apply payment process. Refer to the Approve a payment topic in this Quick Start Guide for more information. Click [Add]. The system creates general ledger entries for this payment transaction only, and the Payment Transaction Detail page appears with the The Object Added message at the top of the page, and the miscellaneous cash receipt you added on the Deposit/Misc Entries tab. Tip: You can click the magnifying glass icon next to the entry on the Deposit/Misc Entries tab to add a note that indicates from where the cash came or to make any other changes as needed. Note: Any changes to the dollar amount require a change to both Amount fields (in the grid for the miscellaneous receipt and at the top of the page). The value in the Balance Remaining field must equal zero after you update the record. 7/23/

28 Adjust off a balance 1. On the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Enter Payments. The Payment Transaction Add page appears. 2. On the Payment Transaction Add page, do all of the following, as applicable: In the Invoice Number field, enter the invoice number for which you want to enter an A/R adjustment or, click [Pick] to select the invoice from a list. In the Customer field (required), enter the ID of the customer for whom you want to enter an A/R adjustment or, click [Pick] to select the customer from a list. In the Payment Date field (required), enter the date for this A/R adjustment. The system defaults to today s date. Leave the Check Number field blank. Leave the Amount field blank. In the Method? field (required), do one of the following: - If you want to select from a grid which invoices to pay, select Manual. Tip: This method is useful when you want to view 20 or less open receivables on one page. - If you want select the invoices to pay from a pick box, select Pick. Tip: This method is useful when you want to view more than 20 open receivables for a customer. Leave the box in the Deposit? field unchecked. Leave the box in the Misc Receipt? field unchecked. In the Approved field, check the box if you want to approve this payment now. Tip: It is common for items to be approved during the approval process instead of during the adjust off process. Refer to the Approve a payment topic in this Quick Start Guide for more information. 3. Click [Add]. The Payment Transaction Detail page appears. 7/23/

29 4. To adjust off an invoice line item listed on the Payment Entries tab, do all of the following: Click the magnifying glass icon beside the line item that you want to adjust off. The Payment transaction Line Detail pop-up page for the line item you selected appears. On the Payment Transaction Line Detail pop-up page, do all of the following: - In the Receivable field (required), the system fills in the receivable ID of the item you selected. - Leave the Amount field blank. It is not used for payment adjustments. - In the Note field, enter a reason for the adjust off, as desired. - Check the box in the Adjust Off field. - In the Adjustment Amount field (required), enter the amount you want to adjust off for the invoice line item as a positive number. - In the Sales Category field (required), select the desired sales category for the adjustment. Tip: Your system administrator sets up Sales Categories and their corresponding GL numbers in the Accounts Receivable system setup. - Click [Update]. The Payment Transaction Detail page refreshes with the invoice item on the Adjust Off Entries tab and the Updated message at the top of the page. 5. To adjust off a non-invoice item, on the Adjust Off Entries tab, do all of the following: Click [Add New Record]. The Add New Adjust Off pop-up page appears. On the Add New Adjust Off pop-up page, do all of the following: - In the Receivable field (required), select the receivables item to apply the adjustment. - In the Sales Category field (required), select the desired sales category for the adjustment. 7/23/

30 - In the Adjustment Amount field (required), enter the amount you want to adjust off for the invoice line item as a positive number. - In the Note field, enter a reason for the adjust off, as desired. Tip: Your system administrator sets up Sales Categories and their corresponding GL numbers in the Accounts Receivable system setup. - Click [Add]. The Add New Adjust Off pop-up page closes and the Payment Transaction Detail page refreshes with the Updated message at the top of the page and the new adjust off item on the Adjust Off Entries tab of the Payment Transaction Detail page.. 7/23/

31 Move remaining balance to sales category Note: The system does not post payments unless the value in the Balance Remaining field on the Payment Transaction Detail page is zero. Use the following procedure to move this balance to a sales category and create a zero balance. Note: The system creates a journal entry for the remaining balance as a debit to cash and a credit to the corresponding GL number for the sales category you select. 1. Do one of the following: If you are currently on the Payment Transaction Detail page, skip to step 3. If you are elsewhere in EFI Pace, from the EFI Pace Main menu, click Accounting, then move the mouse over Receivables, then over Process Payments, then click Edit & Approve. The Payment Transaction Approve List page appears. 2. On the Payment Transaction Approve List page, use the Search and Find features to locate the desired payment, then click the magnifying glass next to the payment for which you want to remove a remaining balance. The Payment Transaction Detail page appears with the payment details. 3. On the Payment Transaction Detail page, on the Deposits/Misc Entries tab, click [Add New Record]. The Payment Transaction Line Add Deposit pop-up page appears. 4. On the Payment Transaction Line Add Deposit pop-up page, complete the following fields, as applicable: In the Sales Category field (required), select the sales category into which you want to move the remaining balance amount. Note: Each sales category is tied to a G/L account in the system. In the Amount field, enter the dollar amount from the Balance Remaining field, then click [Update]. Example: If the balance remaining is 1.00, enter 1.00 not In the Job field, select the job number, as applicable. In the PO Number field, enter the purchase order, as applicable. Leave the box in the Unapplied Credit field unchecked. Leave the box in the Misc Receipt? field unchecked. 7/23/