EFI Pace Accounts Receivable Module

Transcription

1 EFI Pace Accounts Receivable Module Administrator 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 administrator tasks for the Accounts Receivable (A/R) module in EFI Pace. Note: This document is a Quick Start Guide and does not contain every administrator task you can perform for the A/R 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 EFI Pace 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 administrator tasks you can perform in the A/R module: Quick Start Guide Overview... 3 Table of Contents... 4 Add, modify, or delete a salesperson... 5 Add, modify, or delete a CSR... 7 Add, modify, or delete a sales tax code... 8 Add, modify, or delete a sales category Add, modify, or delete a customer Add, modify, or delete a customer type Add, modify, or delete a customer status Add, modify, or delete a customer group Add, modify, or delete group discount levels Add, modify, or delete job overs levels Review, modify, or delete a customer s association with a customer group Add, modify, or delete a chargeback account Add, modify, or delete taxable codes Add, modify, or delete customer payment methods Add, modify, or delete shopping cart extras Establish A/R system settings /23/2010 4

5 Add, modify, or delete a salesperson 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Salesperson Maintenance. The Salesperson List page appears. 2. Do one of the following: To add a new salesperson, click [Add New Record]. The Salesperson Add pop-up page appears. To modify or delete an existing salesperson, use the Search and Find features to locate the desired salesperson, then click the magnifying glass icon beside the desired salesperson. Tip: The EFI Pace system arrives loaded with one blank salesperson. The ID number for the blank salesperson is 1. You cannot change this ID number, but you may enter information as needed for this salesperson (name, , etc.). When you add a new salesperson for the first time, you can assign any ID, but if you leave the ID blank, EFI Pace assigns an ID of The ID increases by one digit for every salesperson you add thereafter, if you leave the ID field blank. You can always specify the ID as desired, as long as the ID does not already exist. The Salesperson Detail pop-up page appears. Note: You can edit the Name and Active fields for the salesperson directly in the grid on the Salesperson List page. If you do so, be sure to click [Update]. 3. On the Salesperson Add pop-up page or Salesperson Detail pop-up page, on the Salesperson Information tab, do all of the following: In the Name field (required) enter or change the salesperson name. In the Estimate Prefix field, if desired, enter a prefix to distinguish any new estimates from this salesperson from other salesperson estimates when you search EFI Pace or report on estimates. Tip: An example of an estimate prefix could be the first letter of the salesperson s name. In the Notes field, if applicable, enter information related to this salesperson. In the Annual Quota field, if applicable, enter the dollar amount of this salesperson s annual sales goal. 7/23/2010 5

6 In the Commission Rate field, if applicable, enter the appropriate commission rate for this salesperson. In the field, if applicable, enter a valid address for this salesperson. Important: EFI Pace automatically s order information to the address you enter in the field if your customers use the ecommerce modules. In the Active field, check the box if you want this salesperson to appear as a selection option in system-wide drop-down lists. 4. Do one of the following: If you are on the Salesperson Add pop-up page click [Add]. The Salesperson Add pop-up page closes, and the Salesperson List page appears with the Object Added message at the top of the page. Note: If you added a new salesperson, and it is not the first salesperson you added, the salesperson appears on the Salesperson List page with a system-assigned ID number. You cannot edit the ID number. If you are on Salesperson Detail pop-up page, to save your changes, click [Update]. The Salesperson Detail pop-up page closes, and the Salesperson List page appears with the Updated message at the top of the page. If you are on Salesperson Detail pop-up page, to delete the salesperson, click [Delete]. The Salesperson Detail pop-up page closes, and the Salesperson List page appears with the Item deleted message at the top of the page. 7/23/2010 6

7 Add, modify, or delete a CSR 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click CSR Maintenance. The CSR List page appears. 2. Do one of the following: To add a new CSR, click [Add New Record]. The CSR Add page appears. To modify or delete an existing CSR, click the magnifying glass icon beside the desired CSR. The CSR Detail page appears. 3. On the CSR Add page or CSR Detail page, on the CSR Info tab, do all of the following: In the ID field (required, and available only on the CSR Add page), enter a unique code to identify this customer service representative. In the Name field (required) enter or change the CSR name. In the field, if applicable, enter a valid address for this CSR. Important: EFI Pace automatically s order information to the address you enter in the field if your customers use the ecommerce modules. In the Active field, check the box if you want this CSR to appear as a selection option in system-wide drop-down lists. In the Notes field, if applicable, enter information about this CSR. 4. Do one of the following: If you are on the CSR Add page click [Add]. The CSR Detail page appears with the Object Added message at the top of the page. If you are on CSR Detail page, to save your changes, click [Update]. The CSR Detail page refreshes, with the Updated message at the top of the page. If you are on CSR Detail page, to delete the CSR, click [Delete]. The CSR List page appears with the Item deleted message at the top of the page. 7/23/2010 7

8 Add, modify, or delete a sales tax code 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Sales Tax Codes. The Sales Tax Codes List page appears. 2. On the Sales Tax Codes List page, do one of the following: To add a new sales tax code, click [Add New Record]. The Sales Tax Add page appears. To modify or delete an existing sales tax code, use the Search and Find features to locate the desired sales tax code, then click the magnifying glass icon next to the sales tax code you want to modify. The Sales Tax Code Detail page appears. 3. On the Sales Tax Code Add page or Sales Tax Code Detail page, on the Info tab, do all of the following: In the ID field (required and editable only on the Sales Tax Code Add page), enter a six-character code for this taxing authority. Tip: It is recommended that you begin the sales tax ID with the state code to facilitate reporting. You should also consider using the remaining four positions to identify counties and municipalities. For example, a Florida sales tax could appear as FL0007. In the Name field, enter a name for this sales tax, as applicable. In the Sales Category field (required), select a sales category for this sales tax that correlates with the general ledger. Tip: Refer to the Add, modify, or delete a sales category topic in this Quick Start Guide for additional information. In the Tax Num field, enter a state tax ID number, if applicable. In the Sls Tax field, enter an address for the State Department of Revenue, if applicable. In the Sls Tax Notes field, enter any notes for this sales tax code, if applicable. In the Actual Cost Based Taxing field, check the box if you do not want to use the invoice amount as the tax base, but instead want to use the materials cost as the tax base. 7/23/2010 8

9 Note: This feature is most often applicable to Illinois customers. Important: You must check the box in this field to display values in the Tax Base Setup and Tax Base Per M fields in the Estimating module when you add an outside purchase. Refer to the Estimating Module User Quick Start Guide for additional information. In the Calculate Canadian Sales Tax field, check the box if you want to apply Canadian sales tax. Note: You must have a government sales tax code of GST000 and a providence sales tax code of PST000 set up in the sales tax file. In the Active field, check the box if you want this Sales Tax Code to appear as a value in system-wide drop-down lists. 4. On the Sales Tax Code Add page or Sales Tax Code Detail page, on the Rates tab, do all of the following: In the Rate1 through the Rate7 fields, enter the base tax rate, any additional surcharge tax rates or other applicable tax rates for this state. Tip: The following rate values usually apply: Rate1=state%, Rate2=county%, Rate3=local%, Rate 4=city%. Enter only one rate per field. In the Taxable Limit field, enter the total dollar amount up to which an individual can be taxed for Rate2. 5. Do one of the following: On the Sales Tax Code Add page, to add this new sales tax code and total all the rates in the Rates group box, click [Add]. The Sales Tax Code Detail page appears with the Object Added message at the top of the page and a total tax rate for the state appears in the Tax Rate field. On the Sales Tax Code Detail page, to save your sales tax code changes, click [Update]. The Sales Tax Code Detail page refreshes and reappears with the Updated message at the top of the page. On the Sales Tax Code Detail page, to delete the sales tax code, click [Delete]. The Sales Tax Codes List page appears, with the Item deleted message at the top of the page. 7/23/2010 9

10 Add, modify, or delete a sales category 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Sales Categories. The Sales Categories List page appears. 2. On the Sales Categories List page, do one of the following: To add a new sales category ID, click [Add New Record]. The Sales Category Add pop-up page appears. To modify or delete an existing sales category, use the Search and Find features to locate the desired sales category. Click the magnifying glass icon beside the desired sales category ID. The Sales Category Detail pop-up page appears. Note: You can edit the Name and GL Account fields directly in the grid on the Sales Categories List page. If you do, be sure to click [Update]. 3. On the Sales Category Add pop-up page or Sales Category Detail pop-up page, on the Info tab, do all of the following: In the Name field, enter a name for this sales category, as applicable. In the Taxable field, if this sales category is taxable, check the box. Note: A customer s taxability is ultimately determined in one of the two following ways: By Contact: If the Sales Tax Basis field on the Job Billing Setup Detail page has a value of Job Shipment Zip AND a contact is defined for this customer with a value in the Taxable Code field on the Contact Detail page, then the system taxes by contact. By Customer: If any of the above conditions for taxability by contact are not met, then the system taxes by the value in the Taxable Code field on the Tax Info tab on the Customer Detail page. In both cases, the system processes the value in the Taxable Code field as follows: - If the value is Nontaxable, then EFI Pace never applies taxes to that contact s/customer s orders, even if the particular sales category for an order is a taxable category. 7/23/

11 - If the value is Taxable, then EFI Pace allows the tax value of each sales category to determine the taxability of the order. For example, if an order has a taxable sales category, then EFI Pace charges the customer taxes on that order. If an order has a nontaxable sales category, then EFI Pace does not charge taxes on that order. In the Commissionable field, if salespeople can earn commission on orders in this sales category, check the box. In the Commission field, if you want this sales category to be the default commission sales category. In the Tax Report field, if you want this sales category to appear on A/R sales tax reports, check the box. Tip: If you check the Taxable box you would typically also check the Tax Report box so all taxable sales categories appear on the A/R sales tax reports. In the Include in Sales Amount field, if you want this sales category to appear on A/R sales reports (specifically the sales journal report), check the box. Tip: If you check the Commissionable box you would typically also check the Include in Sales Amount box so all commissionable sales categories appear on A/R sales reports. In the Include In Discount field, check the box if you want the system to include this sales category in the discount base for those customers you determine to be discountable. In the Active field, check the box if you want this sales category to appear as a selection option in system-wide drop-down lists. In the Gl Account field (required), enter, or click [Pick] to select, the General Ledger account that correlates with this sales category. 4. Do one of the following: On the Sales Category Add pop-up page, to add this new sales category, click [Add]. The Sales Category Add pop-up page closes, and the Sales Categories List page appears with the Object Added message at the top of the page. Note: When you add a sales category, EFI Pace automatically adds ID s starting from ID You are locked into using ID codes 5001 and above, and cannot control the ID codes. On the Sales Category Detail pop-up page, to save your sales category changes, click [Update]. 7/23/

12 The Sales Category Detail pop-up page closes, and the Sales Categories List page appears with the Updated message at the top of the page. On the Sales Category Detail pop-up page, to delete the sales category, click [Delete]. The Sales Category Detail pop-up page closes, and the Sales Categories List page appears with the Item deleted message at the top of the page. 7/23/

13 Add, modify, or delete a customer Please refer to the Add, Modify or Delete a Customer topic in the Accounts Receivable User Quick Start Guide for more information. 7/23/

14 Add, modify, or delete a customer type Tip: Use customer types to categorize and sort customers. You can also use customer types to view aging totals for different A/R general ledger accounts, for aging total subsets of the same A/R general ledger account or for reporting purposes. If you use multiple A/R general ledger account numbers (for example, if different locations require separate accounts), you can set up a different customer type for each A/R general ledger account number. 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Customer Type Maintenance. The Customer Types List page appears. 2. On the Customer Types List page, do one of the following: To add a new customer type, click [Add New Record]. The Customer Type Add pop-up page appears. To modify or delete an existing customer type, use the Search and Find features to locate the desired customer type. Click the magnifying glass icon beside the desired customer type ID. The Customer Type Detail pop-up page appears. Note: You can edit the Description and GL Account fields directly in the grid on the Customer Types List page. If you do, be sure to click [Update]. 3. On the Customer Type Add pop-up page or Customer Type Detail page pop-up, on the General Info tab, do all of the following: In the ID field (required and editable only on the Customer Type Add pop-up page), enter a numeric code to represent this customer type. In the Description field, enter a description for this customer type. In the GL Account field (required), enter, or click [Pick] to select the A/R general ledger account number that correlates with this customer type. In the Prospect field, check the box if you want this customer type to represent prospects. Tip: This field is used in conjunction with the CRM module. Note: Prospects cannot place orders or be billed, so EFI Pace does not include aging totals for customer types configured as prospects. 7/23/

15 4. On the Customer Type Add pop-up page or Customer Type Detail page pop-up, on the Aging Totals tab, the Customer Type Aging Total field, EFI Pace displays a current total of aging amounts associated with the customer type. 5. Do one of the following: On the Customer Type Add pop-up page, to add this new customer type, click [Add]. The Customer Type Add pop-up page closes, and the Customer Types List page appears with the Object Added message at the top of the page. On the Customer Type Detail pop-up page, to save your customer type changes, click [Update]. The Customer Type Detail pop-up page closes, and the Customer Type List page appears with the Updated message at the top of the page. On the Customer Type Detail pop-up page, to delete the customer type, click [Delete]. The Customer Type Detail pop-up page closes, and the Customer Type List page appears with the Item deleted message at the top of the page. 7/23/

16 Add, modify, or delete a customer status Tip: Use a customer status to group your customers by status for reporting purposes. The status codes offer a confidential way to display groups of customers. For example, you could create a customer status of C to categorize customers on credit hold. On reports, all customers on credit hold would appear under the C category. Categorize customers by categories such as Open, Closed, Credit Hold, or Special Open (not subject to credit hold). 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Customer Status List. The Customer Status List page appears. On the Customer Status List page, do one of the following: To add a new customer status, click [Add New Record]. The Customer Status Add pop-up page appears. To modify or delete an existing customer status, use the Search and Find features to locate the desired customer status. Click the magnifying glass icon beside the desired customer status ID. The Customer Status Detail pop-up page appears. Note: You can edit the Description and Active fields directly in the grid on the Customer Status List page. If you do, be sure to click [Update]. 2. On the Customer Status Add pop-up page or Customer Status Detail pop-up page, in the Info group box, do all of the following: In the ID field (required and editable only on the Customer Status Add pop-up page), enter an alphanumeric code to represent this customer status. In the Description field, enter a description for this customer status. In the Active field, check the box if you want this customer status to appear as a selection option in system-wide drop-down lists. In the Credit Hold field, check the box if you want this record to represent a customer status of Credit Hold. 3. Do one of the following: On the Customer Status Add pop-up page, to add this new customer status, click [Add]. 7/23/

17 The Customer Status Add pop-up page closes, and the Customer Status List page appears with the Object Added message at the top of the page. On the Customer Status Detail pop-up page, to save your customer status changes, click [Update]. The Customer Status Detail pop-up page closes, and the Customer Status List page appears with the Updated message at the top of the page. On the Customer Status Detail pop-up page, to delete the customer status, click [Delete]. The Customer Status Detail pop-up page closes, and the Customer Status List page appears with the Item deleted message at the top of the page. 7/23/

18 Add, modify, or delete a customer group 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Customer Groups. The Customer Group list page appears. 2. On the Customer Groups List page, do one of the following: To add a new customer group, click [Add New Record]. The Customer Group Add page appears. To modify or delete an existing customer group, click the magnifying glass icon beside the desired customer group code. The Customer Group Detail page appears. 3. On the Customer Group Add page or the Customer Group Detail page, on the Contact Info tab, do all of the following, as applicable: In the ID field (not editable, and available only on the Customer Group Detail page), EFI Pace automatically generates a unique ID for this group. In the Code field (required), enter a code to identify this group. In the AR Customer field (available only on the Customer Group Detail page), enter, or click [Pick] to select, the Accounts Receivable customer code you want to assign to this customer group. In the Description field, enter a description for this customer group. In the Discount field (not editable), EFI Pace automatically enters the discount percentage assigned to this customer group. In the Revenue YTD field (not editable), EFI Pace automatically enters the year-to-date revenue for this customer group, based on the total sales of the customers assigned to this group. In the Group Payments field, check the box if you want the invoices for all customers associated with the group to appear on the Payment Transaction Detail page when you enter a payment for any customer in the group. 4. Do one of the following: If you are on the Customer Group Add page, click [Add]. The Customer Group Detail page appears, with the Group Discount Levels, Job Overs Levels, and Customers tabs. If you are on the Customer Group Detail page, to save your changes, click [Update]. 7/23/

19 The Customer Group Detail page refreshes, with the Updated message at the top of the page. If you are on the Customer Group Detail page, to delete the customer group, click [Delete], the click [OK] when prompted to confirm the deletion. The Customer Groups List page appears, with the Item deleted message at the top of the page. Add, modify, or delete group discount levels 5. On the Customer Group Detail page, click on the Group Discount Levels tab, and do one of the following: To add a new group discount level, click [Add In Grid]. A new row appears in the Group Discount Levels grid. To modify an existing group discount level, update the corresponding fields in the grid, or click the magnifying glass icon beside the desired discount level. To delete an existing group discount level, click the magnifying glass icon beside the desired discount level. The Customer Group Discount Detail pop-up page appears. 6. In the applicable row on the Group Discount Levels grid, or on the Customer Group Discount Detail pop-up page, do all of the following, as applicable: In the Revenue Level Low field, enter the lowest revenue amount you want to assign to this discount level. In the Revenue Level High field, enter the highest revenue amount you want to assign to this discount level. In the Discount Percent field, enter the discount percentage you want to assign to this discount level. Tip: Be sure you include entries that cover the low end as well as the high end of the possible sales totals. 7. Do one of the following: If you are on the Customer Group Detail page or the Customer Group Discount Detail pop-up page, click [Update] to save your changes. The Customer Group Detail page appears, with the Updated message at the top of the page. 7/23/

20 If you are on the Customer Group Discount Detail pop-up page, to delete the group discount level, click [Delete], then click [OK] when prompted to confirm the deletion. The Customer Group Detail page appears, with the Item deleted message at the top of the page. Add, modify, or delete job overs levels 8. On the Customer Group Detail page, click on the Job Overs Levels tab, and do one of the following: To add a new job overs level, click [Add In Grid]. A new row appears in the Job Overs Levels grid. To modify an existing job overs level, update the corresponding fields in the grid, or click the magnifying glass icon beside the desired overs level. To delete an existing job overs level, click the magnifying glass icon beside the desired overs level. The Job Overs Detail pop-up page appears. 9. In the applicable row on the Job Overs Levels grid, or on the Job Overs Detail pop-up page, do all of the following, as applicable: In the Max Units field (required), enter the maximum number of units you want to assign to this overs level. In the Quantity field (required if you do not enter a value in the Percent field), enter the quantity you want to assign to this overs level. In the Percent field (required if you do not enter a value in the Quantity field), enter the percentage amount you want to assign to this overs level. In the Alternate Quantity field (required if you do not enter a value in the Alternate Percent field), enter the alternate quantity you want to assign to this overs level. In the Alternate Percent field (required if you do not enter a value in the Alternate Quantity field), enter the alternate percentage amount you want to assign to this overs level. 10. Do one of the following: If you are on the Customer Group Detail page or the Job Overs Detail pop-up page, click [Update] to save your changes. The Customer Group Detail page appears, with the Updated message at the top of the page. 7/23/

21 If you are on the Job Overs Detail pop-up page, to delete the job overs level, click [Delete], then click [OK] when prompted to confirm the deletion. The Customer Group Detail page appears, with the Item deleted message at the top of the page. Review, modify, or delete a customer s association with a customer group Note: You add customers to customer groups from the Customer Detail page in the Accounts Receivable module. Refer to the Accounts Receivable Module User Quick Start Guide for more information and detailed field descriptions. 11. On the Customer Group Detail page, click on the Customers tab, and review the customers associated with this customer group. To view or modify the details of a customer record, click the magnifying glass icon beside the desired customer ID. The Customer Detail page appears. 12. To remove or change the customer association with a group, on the Customer Detail page, click on the Other Info tab. 13. On Customer Detail page, on the Other Info tab, in the Customer Group field, do one of the following: If you want to remove this customer from the group, set the value in this field to blank. If you want to associate this customer with a different customer group, select the desired customer group from the drop-down list. Refer to the Accounts Receivable Module User Quick Start Guide for more information. 7/23/

22 Add, modify, or delete a chargeback account 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Chargeback Accounts. The Chargeback Accounts List page appears. 2. On the Chargeback Accounts List page, do one of the following: To add a new chargeback account, click [Add New Record]. The Chargeback Account Add pop-up page appears. To modify or delete an existing chargeback account, use the Search and Find features to locate the desired account, then click the magnifying glass icon beside the desired account. The Chargeback Account Detail pop-up page appears. 3. On the Chargeback Account Add pop-up page or the Chargeback Account Detail pop-up page, on the Account Info tab, do all of the following, as applicable: In the Account Number field (required and editable only on the Chargeback Account Add page), enter the number of this chargeback account. In the Expiration Date field (required), enter, or click the calendar icon to select, the date this chargeback account expires. In the Customer field, enter, or click [Pick] to select, the customer associated with this chargeback account. In the Contact First Name field, enter the first name of the contact person associated with this account. In the Contact Last Name field, enter the last name of the contact person associated with this account. In the Notes field, enter any additional information about this chargeback account. 4. Do one of the following: If you are on the Chargeback Account Add pop-up page, click [Add]. The Chargeback Accounts List page appears, with the Object Added message at the top of the page. If you are on the Chargeback Account Detail pop-up page, to save your changes, click [Update]. 7/23/

23 The Chargeback Accounts List page appears, with the Updated message at the top of the page. If you are on the Chargeback Account Add pop-up page, to delete the chargeback account click [Delete], then click [OK] when prompted to confirm the deletion. The Chargeback Accounts List page appears, with the Item deleted message at the top of the page. 7/23/

24 Add, modify, or delete taxable codes Note: Use this procedure to create the codes that populate the dropdown list of the Taxable field, on the Tax Info tab, on the Customer Detail and Customer Contact pages. 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Taxable Codes. The Tax Exempt Codes List page appears. 2. On the Tax Exempt Codes List page, do one of the following: To add a new taxable code, click [Add New Record]. The Taxable Code Add page appears. To modify or delete an existing taxable code, click the magnifying glass icon beside the desired taxable code ID. The Taxable Code Detail page appears. 3. On the Taxable Code Add page or Taxable Code Detail page, on the Taxable Code tab, do all of the following: In the Description field, enter a description for this taxable code. In the Taxable field, check the box if this tax code is taxable. In the Active field, check the box if this tax code is active. If you leave the Active field unchecked or uncheck the check box, EFI Pace does not display the taxable code in related drop-down menus. 4. Do one of the following: On the Taxable Code Add page, to add this new taxable code, click [Add]. The Taxable Code Detail page appears with the Object Added message at the top of the page. On the Taxable Code Detail page, to save your taxable code changes, click [Update]. The Taxable Code Detail page refreshes and reappears with the Updated message at the top of the page. 7/23/

25 Tip: The most common uses of taxable codes are 1=taxable and 2=nontaxable. Additional codes are usually varieties of nontaxable codes used primarily for reporting purposes, such as the following: 2=nontaxable resale 3=nontaxable government 4=nontaxable charity On the Taxable Code Detail page, to delete the taxable code, click [Delete]. The Taxable Code Detail page refreshes and reappears with the Item deleted message at the top of the page. 7/23/

26 Add, modify, or delete customer payment methods Note: If your company uses the ecommerce module, use this procedure to set up the way in which you allow each customer to pay for ecommerce orders. Tip: Please refer to the ecommerce Administrator Quick Start Guide for additional ecommerce setup information. 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Customer Payment Method. The Customer Payment Methods List page appears. 2. Do one of the following: To add a new payment method for a customer, click [Add New Record]. The Customer Payment Method Add pop-up page appears. To modify or delete an existing payment method for a customer, click the magnifying glass icon next to the desired payment method. The Customer Payment Method Detail pop-up page appears. 3. On the Customer Payment Method Add pop-up page or the Customer Payment Method Detail pop-up page, do one of the following: To add a payment method to a customer, select the appropriate option in the required Customer and Payment Method fields, then click [Add]. Tip: To view details about a customer or payment method, select it and click the magnifying glass icon beside the Customer or Payment Method field. The Customer Payment Methods List page appears with the Object Added message at the top of the page. To define a new payment method, in the Payment Method field select Please select a value and click the magnifying glass icon. The Payment Methods List pop-up page appears. 4. On the Payment Methods List pop-up page, do one of the following: To return to the Customer Payment Method Add pop-up page, close the Payment Methods List pop-up page. 7/23/

27 To continue to define a new payment method, on the Payment Methods pop-up page, click [Add New Record]. A new row appears in the Payment Methods grid. 5. In the new row of the Payment Methods grid on the Payment Methods pop-up page, complete the fields, as applicable. Important: You must enter a value in the Description field, or EFI Pace will not display the payment method you create in the Payment Method drop-down list or during the eservice checkout process. Note: The value you enter in the Description field is the payment method name your customers see in eservice. 6. Click [Update] to save your changes. The Payment Methods List pop-up page refreshes, with the Updated message at the top of the page. 7. To return to the Customer Payment Method Add pop-up page or the Customer Payment Method Detail pop-up page and view the payment method you defined and added, close the Payment Methods List pop-up page and refresh your Internet browser. The payment method you defined and added appears in the Payment Method drop-down list. 8. Do one of the following: If you are on the Customer Payment Method Add pop-up page, select the appropriate option in the required Customer and Payment Method fields, then click [Add]. The Customer Payment Method Add pop-up page closes, and the Customer Payment Methods List page appears with the Object Added message at the top of the page. If you are on the Customer Payment Method Detail pop-up page, to modify the customer payment method, select the appropriate option in the required Customer and Payment Method fields, then click [Update]. The Customer Payment Method Detail pop-up page closes, and the Customer Payment Methods List page appears with the Updated message at the top of the page. If you are on the Customer Payment Method Detail pop-up page, to delete the customer payment method, then click [Delete]. The Customer Payment Method Detail pop-up page closes, and the Customer Payment Methods List page appears with the Item deleted message at the top of the page. 7/23/

28 Add, modify, or delete shopping cart extras Note: If your company uses the ecommerce module, use this procedure to set up shopping cart extras for ecommerce orders. Tip: Please refer to the ecommerce Administrator Quick Start Guide for additional ecommerce setup information. 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click Customer Shopping Cart Extras. The Customer Shopping Cart Extras List pop-up page appears. 2. Do one of the following: To add a new shopping cart extra, on the Customer Shopping Cart Extras List pop-up page, click [Add New Record]. The Customer Shopping Cart Extras Add page appears. To modify or delete an existing shopping cart extra, on the Customer Shopping Cart Extras List pop-up page, click the magnifying glass icon next to the desired extra. The Customer Shopping Cart Extras Detail page appears. 3. Do one of the following on the Customer Shopping Cart Extra Add page or the Customer Shopping Cart Extra Detail page: To set up a new shopping cart extra template, click the magnifying glass icon beside the Shopping Cart Extra Template field (required). The Shopping Cart Extra Templates List pop-up page appears. To add or modify an existing shopping cart extra to a customer, select a value in the Customer and Shopping Cart Extra Template fields (required), then click [Add] or [Update]. The Customer Shopping Cart Detail page appears with the Object Added or Updated message at the top of the page. To delete an existing shopping cart extra, on the Customer Shopping Cart Extra Detail page, click [Delete]. The Customer Shopping Cart Extra Detail page closes, and the Customer Shopping Cart Extras List page appears with the Item deleted message at the top of the page. 4. On the Shopping Cart Extras Templates List pop-up page, do one of the following: 7/23/

29 To continue to set up a new shopping cart extra, click [Add New Record]. A new row appears in the Shopping Cart Extras grid. To return to the Customer Shopping Cart Extras Add page, on close the Shopping Cart Extras Templates List pop-up page. 5. In the new row in the Shopping Cart Extras grid of the Shopping Cart Extras Templates List pop-up page, complete the all of the following fields, as applicable: In the Description field (required), enter a name for the line item that appears in the Shopping Cart Extra s group box during checkout in ecommerce. Tip: Shopping Cart Extras can be discounts or additional fees (such as pick fees) that ecommerce always applies for this customer at checkout. In the Charge Type field (required), do one of the following: - Select Percentage if you want ecommerce to use the number in the Value field as a percentage. ecommerce adds all the line items in the shopping cart, before tax and freight, multiples the total by the number in the Value field and adds that amount during checkout. - Select Flat if you want ecommerce to use the number in the Value field as a flat fee. ecommerce adds the amount in the Value field during checkout. In the Value field (required), enter the amount of the Charge Type percentage or flat fee for all shopping cart checkouts for the customer. In the Priority field, enter a number that indicates the order in which this extra appears in the Shopping Cart Extra s group box line items during checkout in ecommerce. Note: The lowest number appears as the first ecommerce line item. In the Enabled field, check the box to allow this Shopping Cart Extra to be available for association to Customers. 6. To add your new shopping cart extra template, click [Update]. The Shopping Cart Extras Templates List pop-up page refreshes, with the Updated message at the top of the page. 7. To return to the Customer Shopping Cart Extras Add page and view the shopping cart extra template you added, close the Shopping Cart Extras pop-up page and refresh your Internet browser. 7/23/

30 The shopping cart extra template you added appears in the Shopping Cart Extra Template drop-down list. 7/23/

31 Establish A/R system settings 1. On the EFI Pace Main menu, click Administration, then move the mouse over System Setup, then over Receivables, then click A/R Settings. Note: Depending on your browser and display settings, you may need to scroll down to view the A/R Settings menu option. The A/R Setup Detail page appears. 2. On the A/R Setup Detail page, on the Defaults tab, complete all of the following fields, as applicable. Note: Some of the following fields reference other setup tables, so you may need to perform maintenance in other areas of EFI Pace first. Tip: Default values enable you to add a new customer easily. If you set the default values to the most common values, you can edit less information when you add new customers. In the Default Customer Type field (required), select the type of customer, such as Prospect or Trade A/R, that best represents the majority of your customers. This changeable value appears as the default customer type when you set up a new customer. In the Default Sales Person field (required), select the sales person, such as House, that best represents the person or group who conducts the majority of your sales. This changeable value appears as the default salesperson when you set up a new customer. In the Default Terms field (required), select the payment terms, such as Net 30 Days, that best represent the applicable payment terms for the majority of your customers. This changeable value appears as the default payment terms when you set up a new customer. In the Default CSR field (required), select the customer service representative who best represents the person who provides customer service for the majority of your customers. This changeable value appears as the default CSR when you set up a new customer. In the Default Ship Via field (required), select the shipment method, such as UPS, that best represents the way you ship to the majority of your customers. This changeable value appears as the default shipment method when you set up a new customer. 7/23/

32 In the Default Sales Tax field (required), select the sales tax code that applies to the majority of your customers. This changeable value appears as the default sales tax code when you set up a new customer. In the Default Sales Category field (required), select the sales category that best represents the majority of your sales revenue from your general ledger. This changeable value appears as the default sales category when you set up a new customer. In the Default Deposit Sales Category field (required), select the deposit sales category that best represents the majority of your customer deposits on jobs from your general ledger. This changeable value appears as the default deposit sales category when you set up a new customer. In the Default Days Until Job Due field (required), select the number of days within which most customers typically expect you to complete jobs. This changeable value appears as the default number of days until a job is due when you set up a new customer. In the Default Bank field (required), select the name of the bank that you use the most. This changeable value appears as the default bank when you enter a new payment. In the Ask Bank On Payment Entry field, check the box if you want EFI Pace to prompt you for the bank account when you enter a payment. Otherwise, EFI Pace uses the default bank. In the Payment Weight field (required), enter a percentage of importance of the current invoices versus the overall invoices when calculating the average number of days to pay or reviewing cash forecasting. In the Default Statement Cycle field, select the frequency with which you print customer statements that best represents what you do for the majority of your customers. This changeable value appears as the default statement cycle when you set up a new customer. In the Discounts GL Account field (required), select the general ledger account that best represents where you typically store discounts that you give your customers during the cash receipts process. This changeable value appears as the discount GL account for all customers. In the Interface With Bank Rec field, check the box if you want the cash receipts to post to the Bank Rec module. In the Interface With General Ledger field, check the box if you want the Accounts Receivable information to post to the General Ledger module. 7/23/

33 Note: If you leave this box unchecked, unapplied payments and deposits appear as open receivables and appear on the AR Detail report. 3. Click [Update]. Tip: You can review all tabs on the page before you click [Update], as desired. The A/R Setup Detail page refreshes with the message Updated at the top of the page. 4. On the A/R Setup Detail page, on the Payment Selection Defaults tab, complete the Receivable Selection Method field (required). Depending on your expected volume of receivables, select to receive payments from customers by Auto Apply, Manual, or Pick. 5. Click [Update]. The A/R Setup Detail page refreshes with the message Updated at the top of the page. 6. On the A/R Setup Detail page, on the Customer Numbering tab, complete the Customer Number field, as applicable. EFI Pace increments this numeric value by one and assigns the new value to the Customer ID field each time you add a new customer without specifying the customer ID. 7. Click [Update]. The A/R Setup Detail page refreshes with the message Updated at the top of the page. 8. On the A/R Setup Detail page, on the Aging tab, complete all of the following fields, as applicable: In the Aging Date field (required), do one of the following: - If you want EFI Pace to calculate your aging by due date, click the option beside Due Date. - If you want EFI Pace to calculate your aging by invoice date, click the option beside Invoice Date. Note: You can manipulate the report parameters for most aging reports to display information by either due date or invoice date. In the Aging Category for Credit Hold field (required), select the value that corresponds to the Aging Days field that represents the number of days after the invoice date that a payment can remain unpaid before EFI Pace changes the customer status to Credit Hold. Note: If you do not put customers on Credit Hold status based on aging, enter 0 in this field. 7/23/

34 Tip: Refer to the Aging1 Days, Aging2 Days, Aging3 Days and Aging4 Days fields for more information. In the Aging1 Days field (required), enter the number of days after invoice date that a payment can remain unpaid and remain in your first aging category (for example, 30 days). In the Apply Credits to Last Aging field, check the box if you want to apply a credit to the oldest aging balance rather than the current month s balance. In the Aging2 Days field (required), enter the number of days after invoice date that a payment can remain unpaid and remain in your second aging category (for example, 60 days). In the Credit Hold Minimum field (required), enter the minimum dollar amount that a customer must owe you before you assign them a status of Credit Hold. In the Aging3 Days field (required), enter the number of days after invoice date that a payment can remain unpaid and remain in your third aging category (for example, 90 days). In the Minimum Service Charge field, if you charge your customers service charges, enter the dollar amount of the minimum monthly service charge. In the Aging4 Days field (required), enter the number of days after invoice date that a payment can remain unpaid and remain in your fourth aging category (for example, 120 days). In the Start Computing Service Charges At field (required), select the aging category for which you want to apply a service charge. When customers enter the aging category you select, EFI Pace creates an invoice in Job Billing when you compute service charges. In the Business Day Start field (required), indicate the time you want the following processes to automatically run: - Bill of Lading delete - AR compute aging (customer) - AP compute aging (vendor) - Recalculate Inventory Item summary fields (located on the History Info tab of the Inventory Item Detail page) - Reset the current GL Account Period in the General Ledger Setup In the Results field, select the report you want EFI Pace to generate and send at the business day start. 7/23/