AR PORTAL USER FLOW... 3 KEY IN TRANSACTION FLOW... 4 TRANSACTION TYPES... 5 STEP 1 : LOGIN TO THE SYSTEM... 6

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1 Table of Contents AR PORTAL USER FLOW... 3 KEY IN TRANSACTION FLOW... 4 TRANSACTION TYPES... 5 STEP 1 : LOGIN TO THE SYSTEM... 6 STEP 2 : KEY IN THE TRANSACTION (RECEIPT/PREPAYMENT/UNAPPLIED CASH)... 8 Receipt Entry transaction Invalid Customer ID pop up message appeared User does not know customer s account number Cheque/cash amount is less than invoice amount Cheque/cash amount is more than invoice amount Payment with rebate or credit note Prepayment Entry transaction Unapplied Cash Entry transaction Apply Document STEP 4 : PRINT RECEIPT STEP 5 : UPDATE BANK IN SLIP NO / EDIT TRANSACTION DATA Edit single data Edit multiple data Cannot Edit : Posted Record message pop up STEP 6 : POST DATA Post single data Post by batch STEP 7 : SEARCH INVOICE STEP 8 : VIEW REPORTS Daily Bank In Report

2 Aging by Customer & SO

3 AR PORTAL USER FLOW Login Key in Transaction Print Receipt Update Bank in Slip # Post Data Print Daily Bank-in Report CBP Daily Bank-in Report & Bank in Slip to HQ Finance dept 3

4 KEY IN TRANSACTION FLOW Login Key in Transaction Default Transaction Type Receipt A Error Occurred Invalid Customer ID Check account Sales Origin Get Aging details from Credit Search for Customer Account Customer Name and Sales Origin Appear B Key in Customer Account # Change Transaction type to Key in Cheque/Cash Amount Select Payment Mode Cheque/Cash STATUS: Entered: data is submitted Posted: Data already posted to AR Web Portal. Posted status data cannot be edited. Transferred: Data already transferred to ACCPAC system. Select GDEX Bank Code Key in Cheque details eg. CIMB, MBB2, MBB3 GDEX Internal use eg. Cheque date, issued bank and Cheque number Click QuickFind to pick Invoice # Click on Save button Successfully Added message pop up 4

5 TRANSACTION TYPES There are 3 types of transactions which are Receipt, Prepayment and Unapplied Cash. While Apply Document is used for payment with rebate or credit note and to knock off unapplied cash transaction. RECEIPT Transaction type for Invoice belong to SELF Sales Origin PREPAYMENT UNAPPLIED CASH A) Transaction type for Invoice NOT belong to USER branch Sales Origin B) Payment for SELF Sales Origin but Invoice not in System yet Transaction type for Customer Payment which DO NOT have Invoice # APPLY DOCUMENT Transaction type for Payment with REBATE or CREDIT NOTE To KNOCK OFF Transaction type UNAPPLIED CASH 5

6 STEP 1 : LOGIN TO THE SYSTEM If the user already has E-Statement access, they can log in to AR Portal using E-Statement username and password. If they do not have the access, Branch Head need to request the access via Intranet IT Requisition. 1. There are two ways to access the system: a. Via Intranet Login to Intranet and proceed to Finance -> Daily Collection -> Trade Debt. b. Direct access Directly key in this URL - at the URL browser. Figure 1 If the user is Regional Manager or Regional Credit, a pop up message will appear to enable user to select station as below: 2 Figure 2 6

7 2. Select the desired station and hit Submit. 3. After login, user can see their username and station at the top page. 3 Figure 3 4. After login, user will be redirect we they can see : a. Total new receipt, prepayment, unapplied cash and apply document key in by their station for that day. b. Top 5 recent new receipts. c. Total transaction key in by their station. a b c Figure 4 7

8 STEP 2 : KEY IN THE TRANSACTION (RECEIPT/PREPAYMENT/UNAPPLIED CASH) Receipt Entry transaction. Default transaction type is Receipt. User may key in the Receipt type transaction for: i. Transaction for their own Sales Origin account number. ii. User knows the invoice number. 1 Figure Figure 6 Steps : 1. Proceed to Transaction -> Receipt Entry -> New (Refer Figure 5). Then user will be redirect to a new page. 2. Select Customer ID. 8

9 3. Key in the account number directly in the text field. 4. Hit Tab button on your keyboard and Customer Name and Sales Origin will appear in redcoloured font. 5. Key in cheque/cash amount in Amount. 6. Select Payment Mode (Cheque/Cash). 7. Select GDEX Bank Code (CIMB/MBB2/MBB3). 8. Key in Cheque Date (If payment using cheque. Leave blank for cash payment). 9. Under Cheque No, select Bank Name and key in cheque number. 10. Key in Remarks (if any). 11. Click Quick Find, and FIND INVOICES page will pop up list out all the invoices for the account (refer Figure 7). 12. Click on the desired invoice and it will appear in the page. Note: User may select multiple invoices if the payment received is to pay for multiple invoices. Figure 7 9

10 13 12 Figure Hit Save to save the transaction. 14. Successfully Added message will pop up to show that the transaction is successful. Note: Once the data is submitted, the status is Entered. Other status are : a. Posted : Data already posted to ACCPAC system. Posted status data cannot be edited. b. Transferred : Data already transferred to ACCPAC system. 10

11 Listed below are the cases usually happens during key in transaction: Invalid Customer ID pop up message appeared. This is because the account number is not under your Sales Origin.. Figure 9 User must key in under transaction type Prepayment to key transaction for account number that is not belong to your Sales Origin. Please refer page 14 for Prepayment step by step. 11

12 User does not know customer s account number. 1 2 Steps : Figure Click on magnifying glass icon and FIND CUSTOMER page will pop up. 2. User may search by Customer Name, Customer ID, Group ID or Sales Origin. Hit Go! button. 3. Results will appear. Click on the desired result and the customer s details will appear in the text field. - Note : 1. If the user is Regional Manager/Regional Credit, the results will list out all the accounts under their region (Refer Figure 9). 2. If the user wants to see customer s details from other Sales Origin, user must change transaction type to Prepayment and tick Other Branches at FIND CUSTOMER pop up message. Refer page 14 to view Prepayment step by step guide. 12

13 Tick here to see customer s details from other Sales Origin. Before that user must change transaction type to Prepayment. Results shown are based on user s Sales Origin. If the user is Regional Manager/Regional Credit, the results will list out all the accounts under their region. Figure Hit Tab button and Customer Name and Sales Origin will appear in red-coloured font (Refer Figure 12). 4 Figure 12 13

14 Cheque/cash amount is less than invoice amount. Example below shows that cheque amount is RM700 and invoice amount is RM Figure 13 System automatically calculates the invoice balance and shows it here. Steps: 1. Key in all the necessary details (account number, cheque amount, cheque date, cheque number etc.) 2. Click Quick Find, and select invoice in FIND INVOICES pop up page. Selected invoice will appear in ADD RECEIPT page. 3. System will automatically calculate balance that the customer needs to pay to clear the invoice. The balance is shown in NET BALANCE. 4. Hit Save to save the transaction. 14

15 Cheque/cash amount is more than invoice amount. Example below shows that cheque amount is RM750 and invoice amount is RM Figure 14 Balance is 0 because customer paid more than invoice amount. Steps : 1. Key in all the necessary details (cheque amount, cheque date, chque number etc.) 2. Click Quick Find, and select invoice in FIND INVOICES pop up page. 3. System will automatically calculate the exceed value and user can use these exceed value in Apply Document transaction to knock off with invoice (Refer page 16 for Apply Document step by step guide). 4. Hit Save to save the transaction. 15

16 Payment with rebate or credit note. Example below shows for cheque amount is RM13.83, invoice amount is RM16.32 and rebate amount is RM2.49. Steps: 1. Key in the transaction in Receipt Entry. Please refer step by step guide to key in Receipt Entry transaction for more details. Since the cheque amount (RM13.83) is less than invoice amount (RM16.32), short paid will appear in Net Balance (RM2.49). Figure 15 Short paid RM2.49 because cheque amount < invoice amount 2. Key in the rebate transaction in Apply Document. Please refer step by step guide to key in Apply Document transaction for more details. 16

17 Prepayment Entry transaction. Pre payment is used when : a. No invoice number is found when clicking Quick Find. b. To key in invoice for other branch account. 1 Figure Figure 17 Steps: 1. Proceed to Transaction -> Receipt Entry -> NEW (Refer Figure 15). 2. Select Transaction Type as Prepayment. 3. Select Customer ID. Key in the account number in the text field or search by clicking on the magnifying glass icon (Refer page 10 to view search customer step by step guide). 4. Hit Tab button and Customer Name and Sales Origin will appear in red-coloured font. 5. Key in cheque/cash amount in Amount. 17

18 6. Key in the invoice number in Invoice No.. 7. Select Payment Mode (Cheque/Cash). 8. Select GDEX Bank Code (CIMB/MBB2/MBB3). 9. Key in Cheque Date. 10. Under Cheque No, select Bank Name and key in cheque number. 11. Key in Remarks (if any). 12. Hit Save to save the transaction. Unapplied Cash Entry transaction. Unapplied cash is used when : a. Customer/user does not know what is the invoice number yet already receive cash / cheque from customer. b. Key in transaction for other branch account. 1 Figure 18 18

19 Figure 19 Steps: 1. Proceed to Transaction -> Receipt Entry -> NEW (Refer Figure 17). 2. Select Transaction Type as Unapplied Cash. 3. Select Customer ID.Key in the account number in the text field or search by clicking on the magnifying glass icon (Refer page 10 to view search customer step by step guide). 4. Hit Tab button and Customer Name and Sales Origin will appear in red-coloured font. 5. Key in cheque/cash amount in Amount. 6. Select Payment Mode (Cheque/Cash). 7. Select GDEX Bank Code (CIMB/MBB2/MBB3). 8. Key in Cheque Date. 9. Under Cheque No, select Bank Name and key in cheque number. 10. Key in Remarks (if any). 11. Hit Save to save the transaction. 19

20 Apply Document Apply Document is used for : a. Payment with rebate or credit note. b. To knock off exceed payment value (unapplied cash) with invoice. 2 Steps: Figure Go to Transaction -> Apply Document -> New. 2. Key in the customer account number. Click magnifying glass icon at the Document No and FIND PREPAYMENT page will pop up (Refer Figure 19). 3. Click on the desired rebate or credit note and it will appear in the Document No text field. 4. Click Quick Find and FIND INVOICES page will pop up (Refer Figure 20). 20

21 3 4 Figure Click on desired invoices that want to be used with selected rebate or credit note and it will appear in the page Figure System will automatically calculate balance that the customer needs to pay to clear the invoice. The balance is shown in NET BALANCE. 7. Hit Save to save the transaction. 21

22 STEP 4 : PRINT RECEIPT Search the transaction here by Receipt No, Branch Receipt No, Customer ID, Customer Name, Transaction Date or Status. 1 2 Figure 23 Steps : 1. Go to Transaction and select any transaction to print out the receipt. User also can search the transaction by Receipt No, Branch Receipt No, Customer ID, Customer Name, Transaction Date or Status (Entered/Posted/Transferred). Hit Go! button. 2. Click Edit button and user will be redirect to EDIT RECEIPT page (Refer figure below). 3 Figure 24 22

23 3. Click Print button and the receipt page will pop up. 4. Click Print button at the receipt page to print out the receipt. 4 Figure 25 23

24 STEP 5 : UPDATE BANK IN SLIP NO / EDIT TRANSACTION DATA There are two ways to update bank in slip number or edit any transaction data which are: Edit single data. Steps: 1. Search the transaction. - To search : a. Use Search By function to search the transaction by Branch Receipt No/Receipt No/Customer ID/Customer Name/Transaction Date/Status (Refer Figure 22 at page 18). Note: Branch Receipt No contains branch code followed by 4 digits of system generated number. Example: PUC0005. Receipt No only contain 8 digits of system generated number. Example : b. Key in relevant info in the text field and hit Go!. a b c. The result will appear in the page. Figure 26 c Figure Click on the result appeared and click Edit. Then, user will be redirect to EDIT RECEIPT page. 24

25 3 4 Figure User may edit any existing data or update bank in slip number and bank in time in this page. 4. Hit Save button to save the data. 25

26 Edit multiple data. 1 Figure 29 Steps : 1. Proceed to Transaction -> Bank In By Batch and user will be redirect to BANK IN BY BATCH page (Refer Figure 29). 2. User may search the transaction by Receipt No or Transaction Date. Hit View to view the result. 2 Figure 30 26

27 3 4 5 Figure Tick the data that needs to edit. 4. Fill in the Bank In Information (Bank In Date/Time/Slip No) located at the bottom of the page. Note : User may tick multiple data at the same time if it needs to be updated with the same bank in information. 5. Hit Submit to save the data. Listed below are the cases usually happens during data editing process. Cannot Edit : Posted Record message pop up. Figure 32 Only Entered status data can be edited. Other status (Posted/Transferred/Void) cannot be edited. 27

28 STEP 6 : POST DATA Post single data. Steps : 1. Search the transaction. - Search the transaction that needs to be posted. Data can be search by Receipt No, Branch Receipt No, Customer ID, Customer Name, Transaction Date or Status (Entered/Posted/Transferred) (Refer Figure 22 at page 18). 2. Click on the desired transaction and hit Edit button. Then user will be redirect to a new page. 1 2 Figure Check if any of the data need to be edited. If all data is correct, hit Post button to post the data. Note : Once the data is posted, it cannot be edited. 28

29 3 Figure 34 Post by batch. 1 Figure 35 Steps : 1. Proceed to Transaction -> Post By Batch and user will be redirect to POST BY BATCH page (Refer Figure 34). 2. User may post the transaction by Receipt No, Transaction Date or Transaction Type (Receipt/Apply Document). Hit Post to post the data. 29

30 STEP 7 : SEARCH INVOICE User can search receipt invoice by entering Invoice No and click View button. 1 Figure 36 Steps : 1. Proceed to Enquiry Doc -> Search Invoice. 2. Key in the invoice number. 3. Hit View and result will appear. 2 3 Figure 37 a. Invoice Fully Paid Payment for the invoice is already settled. b. ACCPAC Invoice Not Posted This invoice is still not posted in ACCPAC system. c. Receipt Not Posted - This invoice is still not posted in this system (Status Entered ). 30

31 d. ACCPAC Receipt Not Posted This receipt is still not posted in ACCPAC system. e. Receipt Posted - This invoice is already posted in this system (Status Entered ). 31

32 STEP 8 : VIEW REPORTS There are two types of reports : Daily Bank In and Aging by Customer & SO. Daily Bank In Report 1 Figure 38 Steps: 1. Proceed to Report -> Daily Bank In Report and user will be redirect to a new page. 2. Select Date (Transaction Date) 3. Select Payment Mode (All/Cheque/Cash) 4. Select Branch 5. Hit View to view the report or Export to XLS to download the report in Excel format. Note : All types of transaction (Receipt/Prepayment/Unapplied Cash/Apply Document will appear in this report.) Figure 39 32

33 Below is the report example: Note : Only receipt with status Posted will appear in the report. Figure 40 Aging by Customer & SO Proceed to Report -> Daily Bank In Report and user will be redirect to a new page. Figure 41 Steps: 1. Key In Customer ID OR Select Origin. 2. Select Type (Details/Summary). 3. Hit View to view the report or Export to XLS to download the report in Excel format. 33

34 1 3 2 Figure 42 34