Solar Eclipse Accounts Receivable. Release 8.7.2

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1 Solar Eclipse Accounts Receivable Release 8.7.2

2 Legal Notices 2011 Epicor Software Corporation. All rights reserved. Unauthorized reproduction is a violation of applicable laws. Epicor and the Epicor logo are registered trademarks and/or registered service marks of Epicor Software Corporation in the United States and other countries. Epicor Eclipse is a trademark and/or service mark of Epicor Software Corporation. All other trademarks or service marks are the property of their respective owners and should be treated as such. Epicor Eclipse Online Help System This online help system, as well as the software described in it, is provided under license and may be used only in accordance with the terms of the license. The content provided is for informational use only and is subject to change without notice. Epicor Software Corporation assumes no responsibility or liability for any errors or inaccuracies that may be included in this documentation. Publication Date: September 14, 2011

3 Table Of Contents Accounts Receivable Overview... 1 Cash Receipts... 1 Inquiries... 1 Collections Management... 1 Utilities... 2 Reports... 2 Setup Requirements for Accounts Receivable... 3 Control Maintenance Records... 3 Authorization Keys... 4 Cash Receipts Overview... 5 Batch Cash Receipts Entry... 5 Auto Suggest... 5 Adjustments and Write-Offs... 5 Reconciliation... 5 Setup Requirements for Cash Receipts... 6 Control Maintenance Records... 6 Authorization Keys... 6 Entering Cash Receipts... 8 How the System Matches Invoices for Automatic Cash Receipts A/R Aging Methods and Examples Examples Receiving Payments for Accounts Resolving Cash Receipt Variances Editing Cash Receipts Viewing Changes to Cash Receipts Changing Display Options for Cash Receipts Changing Cash Receipt Column Views Applying Cash Using Auto Suggest Applying Unapplied Cash to Invoices Adjusting Invoice Amounts Reconciling Your Cash Box Example Posting Miscellaneous Cash Receipts iii

4 Solar Eclipse Accounts Receivable Reviewing Cash Receipts Correcting Cash Receipts in Closed Periods Entering Batch Cash Receipts Reviewing Batch Cash Receipts Changing Customers on Cash Receipts Searching for Cash Receipts Changing Batch Cash Receipt Column Views Creating Cash Receipts from Bank Lock Box or EFT Files Uploading and Viewing the Bank File Processing the Uploaded Bank File to Create Cash Receipts Reviewing the Created Cash Receipts Defining Cash Receipt Update Parameters Changing Cash Receipts Upload Formats Deleting Cash Receipts Upload Templates Anticipation Credit Overview Example of How the System Calculates Anticipation Credit Setup Requirements for Anticipation Credit Control Maintenance Records Authorization Keys Additional Setup Setup Requirements for Invoice and Statement Processing Control Maintenance Records Authorization Keys Anticipation Credit Basics Example of How the System Calculates Anticipation Credit Activating Anticipation Credit Applying Anticipation Credit A/R Inquiry Overview Viewing Customer Receivable Information Customer Ranking Details Viewing Customer Sales Histories Viewing Activity Based Customer Sales Histories Viewing A/R Balance Summaries Viewing Open Sales Orders in A/R Viewing Open Sales Order Bids in A/R iv

5 Table Of Contents Inquiring About Unpaid Invoices A/R Ledger Overview Viewing Transactions on Customer Accounts Viewing Aging Information on Customer Accounts Limiting Transaction Displays in A/R Reprinting Invoices A/R Collections Overview Locating Customers with Past-Due A/R Balances Viewing the A/R Collection Queue Changing Collections Queue Column Views Logging Collection Calls Setting A/R Trending Parameters Viewing Customer A/R Trend History Handling Checks Returned from the Bank Service Charges Overview Setup Requirements for Service Charges Control Maintenance Records Additional Setup Creating Service Charge Products Creating Service Charge Messages Posting Service Charges to Past-Due Accounts Printing, Faxing, and ing Statements Overview Defining Customer Records for Faxed Statements Defining Fax Statement Parameters Printing Statements How the System Determines Printer Location for Statements Faxing or ing Single Statements Faxing Multiple Statements Creating or Editing Customer Statement Lists A/R Utilities Overview Calculating Credit Performance Statistics Ranking Customers Ranking Customer Products Changing Invoice Ship Dates Loading A/R Balances Manually v

6 Solar Eclipse Accounts Receivable Notifying Customers of Overdue Invoices Automatically Writing Off Cash Amounts Automatically Writing Off Invoice Amounts A/R Reports Overview Cash Receipts Journal Cash Box Journal Detail Cash Application Report A/R Aging Report Bank Deposit Summary Report Unpaid Invoices Report Running the Cash Receipts Journal Running the Cash Receipts Resolutions Report Running the Cash Box Journal Running the Detail Cash Application Report Running the A/R Aging Report What the Report Shows Running the Bank Deposit Summary Report Running the Unpaid Invoices Report Index vi

7 Accounts Receivable Overview Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The accounts receivable program is a transactional, real time system It gives you instant access to your receivables information to manage your cash flow and process delinquent accounts. An entry in cash receipts immediately affects a customer's account and credit status. You can view A/R ledger activity for any customer for any date range and drill down from a summary level to transaction level with one keystroke. You will often find Accounts Receivable abbreviated as A/R in the system. Use the procedures in the following areas to manage your accounts receivables. Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The system lists the sum of all of your customer accounts receivable as a current asset on your balance sheet. You will often find Accounts Receivable abbreviated as A/R in the system. Cash Receipts When you receive a payment from a customer, you can use the Cash Receipts application to record it. This application shows all of the customers invoices, even those received via EDI (Electronic Data Interchange), and provides a variety of ways to apply payments. You can make adjustments or write off bad debt as needed. As soon as you enter a cash receipt, the system posts the amounts to the general ledger, providing you with a constant, up-to-date picture of your accounts receivable. Inquiries View A/R activity for a customer, for any range of dates, from A/R Inquiry or the A/R Ledger. You can drill down from summary level data to see transaction level detail. The A/R system provides you with a number of tools to help you manage your accounts receivable: The A/R inquiry gives you a complete picture of your customers' accounts, from aging information to credit limits to when they last purchased products from you, as of a particular date, in real time. The A/R ledger is a real-time record of your customers' charges and payments. Collections Management Aged receivables reporting and task automation work queues helps you prioritize collection efforts and minimize write-offs. The A/R collection queue helps you track customers whose invoices are past due, in real time. You can track your communications with customers, including the last time you contacted them, any conversations you had with them, and whether you have sent them collection notices. You can sort the queue by who owes you the most money, who has owed money the longest, by who is over their credit limit, or by any number of other useful ways. This information is also available in report form. You can even eliminate proof-of-delivery phone calls by imprinting digital signatures on your customers' invoices, if you use the Signature Capture companion product in conjunction with the Accounts Receivable application Epicor Software Corporation. All rights reserved. 1

8 Solar Eclipse Accounts Receivable Rel Utilities The system also includes a variety of ways to evaluate your customers in terms of how much business they give you and what kinds of products they purchase most often. You can find out who uses credit cards, which can be useful if you are interested in extending them credit through your company. You can even use an accessory program called ABC (Activity Based Costing) to find out which customers are costing you more money than they spend. Reports A number of reports are available for your use. When a customer purchases something, the system records the sale in the cash receipts journal. The system also records any over the counter purchases in the cash box journal, which you can then use to reconcile the cash in your drawer to the system totals. For a complete review of all A/R reports, see A/R Reports Overview Epicor Software Corporation. All rights reserved.

9 Rel Accounts Receivable Setup Requirements for Accounts Receivable Following are the control maintenance records and authorization keys used for Accounts Receivable. Control Maintenance Records Set the following control maintenance records: ACCT AR Default Codes Default Customer Activity Source in A/R Inquiry Default Customer Source in A/R Collection Queue Default Service Charge Sales Source Default Ship Via For Service Charge Tax Code Service Charge Default Terms ACCT AR Display Parameters Cash Receipts Display Primary Ship-To's Invoices Only Display Aging Invoices From Balance Forward Perspective Display Customers/Vendors Who Are Inactive At A Branch Display Short Description For G/L Accounts in A/R Adjustment Display Zero Cash Entries In AR Inquiry Last Payment Amt Field ACCT AR General A/R Aging Method A/R Collection Letter Types Apply Batch Cash Exceeded Amount Against Invoice Auto Prompt For G/L Account Detail Notes Automatic Write Off Setup Count Last Cash Receipt As Last Payment In A/R Disable Customer Branch Authorization In Cash Receipts Disable Phantom Processing for Credit Sales Orders Exclude Postings To These G/L Accts From Commission Report Generate error report when printing/faxing from A/R Collection Queue Include Credits In Service Charge Calculation Include Service Charges In Service Charge Calculation Include Tax In Discount Calculation Limit Bank Selection By Branch 2011 Epicor Software Corporation. All rights reserved. 3

10 Solar Eclipse Accounts Receivable Rel Maximum Collection Days Date P/O Variance Resolution Reasons Post Unapplied Cash Amounts To The Customer's Home Br Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts Taxable Service Charge States Use Current Balance In Service Charge Calculation Valid Customer Invoice Status Codes Valid Customer Statement Cycles ACCT SALES Hit Individual Components G/L Account for Kits Authorization Keys Assign the following authorization keys: APPLY.CR.HKEY AR.ADJUSTMENT.ALLOWED AR.ALLOWED AR.STATEMENT CR.ALLOWED CR.CREDIT.ALLOWED CREDIT.CARD.ACCT CUST.SALES.HIST.ALLOWED PHANTOM.THREAD.COUNT SOE.CLOSED.CANCEL.AR SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL SOE.PRINT.INVOICE Assign the following authorization keys to allow activation of customers from secondary search lists: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

11 Rel Accounts Receivable Cash Receipts Overview Use the cash receipts application to enter credit and receivables information. For example, you can apply money received against money owed for a specific customer, you can track how much the customer has paid, and you can apply money so that the system pays the oldest transactions first. Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. In addition, in a closed accounting period, you can view existing cash receipts, but you cannot edit them or enter new cash receipts. Batch Cash Receipts Entry Batch receipt entry streamlines your cash entry process by using a common lock box at your bank. They bank enters your receipts for you, then sends you a file to process through the system. After processing, you can reconcile those receipts which have errors using a review queue. If you have accounts that have multiple open invoices for which you have received multiple payments, you can apply payments in a batch. The system applies the payments beginning from the oldest invoices, and creates a single cash receipt. Auto Suggest Auto Suggest is a new feature in Solar Eclipse that you can use to determine to which open invoices to apply cash. With this method, the system reviews the invoices and suggests those whose combined total matches the amount paid, beginning with the oldest invoices first. Adjustments and Write-Offs From the Cash Receipts application, you can select an open invoice and adjust the owed amount. If you owed the customer a discount and for some reason missed it, you can deduct that amount, or if all collection efforts have failed, you can write off the open amount as bad debt. Reconciliation At the end of each business day, you need to reconcile the cash you have received with the amount that the system recorded online. Once the cash and the receipts match, you then post the cash total to the general ledger as a miscellaneous cash receipt Epicor Software Corporation. All rights reserved. 5

12 Solar Eclipse Accounts Receivable Rel Setup Requirements for Cash Receipts Following are the control maintenance records and authorization keys used for Cash Receipts. Control Maintenance Records Set the following control maintenance records: Account Payment Setup Anticipation Credit Percentage Auto Cash Receipts Multi Lockbox Auto C/R Default Customer If Not Found Auto Prompt For G/L Account Detail Notes Automatic Cash Receipts Options Create Anticipation Credit Invoice From C/R Display Customers/Vendors Who Are Inactive At A Branch Do Not Apply Discounts To Cash Receipts Number of Records To Save In User Quick Access Lists Post Unapplied Cash Amounts To The Customer's Home Br Use Terms Grace Period In Cash Receipts User To Get Tracker When An Account Payment Is Made Valid Customer Invoice Status Codes Authorization Keys Assign the following authorization keys: To use the Cash Receipts or Miscellaneous Cash Receipts functions: AR.PAYMENT.BY.CC CR.ALLOWED CUST.SALES.HIST.ALLOWED SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL To use the Apply Credit menu option: APPLY.CR.HKEY To activate inactive customers: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

13 Rel Accounts Receivable VEN.BR.AUTH.ONETIME VEN.BR.AUTH.OVRD 2011 Epicor Software Corporation. All rights reserved. 7

14 Solar Eclipse Accounts Receivable Rel Entering Cash Receipts Use the Cash Receipts window to apply cash to a customer's open invoices. You can either post your cash receipts to a bill-to or a ship-to account specified in Customer Maintenance. If you use a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you use a ship-to customer, you can apply cash only to that ship-to customer's invoices. This procedure involves entering payment information and applying payments to open invoices. To enter payment information: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to post. If you do not remember the complete customer's name, do one of the following to display a list to select from: Click the Selection List button to display a list of your customers. Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, click the Selection List button to display the Customer Primary List (Inactive). The system displays a prompt, asking you to confirm the activation of this customer. If more than one customer matches your entry, a list of matching customers displays. Click the correct customer name to return it to the field and display the Select Cash Receipt window. Note: The ability to activate inactive customers is based on the setting in the Display Customers/Vendors Who Are Inactive At A Branch control maintenance record, and the CUST.BR.AUTH.ONETIME and CUST.BR.AUTH.OVRD authorization keys. 3. Click NEW to display the New Cash Receipt window. 4. In the Branch field, enter the branch whose G/L account the system credits with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account. 5. In the Bank field, enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to display it in the field. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 6. In the Payment Date field, enter the date the payment was received. The system populates this field with today's date. The payment date cannot be earlier than the cash receipts G/L closing date or the audit accounting date. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode Epicor Software Corporation. All rights reserved.

15 Rel Accounts Receivable 7. In the Batch # field, enter a user-defined number, if needed, to identify the batch into which this receipt is entered. This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal sorts and subtotals by batch number. 8. Click OK to display a list of open invoices for the selected customer in the Cash Receipts window. 9. Review the following account aging information at the bottom of the window: Field Total A/R Future Current Description The total amount the customer owes. The part of the customer's balance that is due but that has not yet appeared on a statement. The part of the customer's balance that you have billed and that is due within the current 30-day accounting period The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 The part of the customer's balance that is more than 120 days overdue. 10. In the Check # field, enter a check number or other payment ID that identifies the payment for reporting and inquiry purposes. 11. In the Amount field, enter the amount of cash received. The system populates the Unapplied field with the same amount. The amount of cash received that you enter in the Amount field may not be the same as the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice. If the cash receipt is in a foreign currency, the foreign currency and the current exchange rate display in red in the lower right corner of the status bar at the bottom of the window. You can change the currency you are working with on the Customer Pricing Information window. For more information, see Defining Customer Pricing Options. 12. Do one of the following: To... apply the cash to open invoices enter the amount as unapplied cash Do this... Continue with To apply a payment to open invoices. From the File menu, select Exit. At the Unapplied Cash prompt, click Yes. Depending on your Post Unapplied Cash Amounts To The Customer's Home Br control maintenance record, an additional prompt may ask whether to apply the unapplied amount to your home branch. If you click No, the unapplied payment posts to the branch where the system records the cash receipt. For more information, see Applying Unapplied Cash to Invoices Epicor Software Corporation. All rights reserved. 9

16 Solar Eclipse Accounts Receivable Rel To... search for an invoice or open amount display only those invoices with a particular status code, for example, to resolve receipts with a particular variance type Do this... In the Invoice #, Customer PO#, or the Release # field, enter all or a portion of an invoice, customer purchase order, release number, or an open amount and press Enter. The system displays the results in a drop-down list from which you can select the invoice you want to jump to. If your search matches a single invoice, the system jumps directly to that invoice in the list. In the Status field in the header section of the window, select the status you want to view. The status field in the table indicates any variances that exist with the invoice. To apply a payment to open invoices: 1. Enter the payment information. 2. Choose one of the following methods for applying the cash: Note: When you use any of the options under the Apply menu, scroll down to view transactions on other pages that have received applied cash. To... apply the cash and any discount amount to a specific invoice Do this... Select the invoice and, in the Cash field, enter the amount of the cash to apply. Note: This field accepts negative amounts. apply all outstanding credit transactions to the oldest outstanding debit apply the cash to the oldest open debit transactions until the full amount has been applied apply the cash to the invoices in a specific aging bucket solicit recommendations from the system for which invoices to apply the cash to From the Apply menu, select Apply Credits. From the Apply menu, select Apply Old. From the Apply menu, select Apply Age to display the Choose Age prompt. Enter the age and click OK. From the Apply menu, select Auto Suggest. The Cash Receipts Auto Suggest window displays. 3. Review or edit the following for each invoice, as needed: Column Invoice #* Status Description A number that identifies the open invoice in the system. Deposits for the customer are indicated with DEP after the order number. For example, S DEP. Invoices for service charges include S/C after the order number. For example, S S/C. You can change the view to view customer PO number or release numbers using the View > Change View menu. A code that identifies the status of the invoice, for example, on hold. These userdefined codes are set up in the Valid Customer Invoice Status Codes control maintenance record Epicor Software Corporation. All rights reserved.

17 Rel Accounts Receivable Column Open Amount* Disc Date* Disc Avail* Discount Freight* Handling* Tax Cash Balance* Note Description The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system will update this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after you have applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. *View-Only The running totals of the Open Amount, Discount, Cash, and Balance columns display beneath those respective columns. 4. Do any of the following, as needed: To... save the transaction and clear the window for the next entry delete a transaction abort a transaction after you have applied all of the cash view the sales order for a selected invoice enter or edit a note attached to an invoice Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Exit At the Save Changes prompt, click No. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays. Note: If you display this window in view-only mode, this option is not available. view a list of transactions for the customer View > A/R Ledger The A/R Ledger window displays Epicor Software Corporation. All rights reserved. 11

18 Solar Eclipse Accounts Receivable Rel To... change the columns that display in the detail area Select this menu option... View > Change View A list of column views displays. Select an option. 5. From the File menu, select Exit. If applicable, check for anticipation credit. At the Save Changes prompt, click Yes to post the receipt. Note: The system assigns cash receipts a 10-digit number prefixed with a C and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the CASH.REC item. Never change this number unless instructed to do so by Eclipse personnel Epicor Software Corporation. All rights reserved.

19 Rel Accounts Receivable How the System Matches Invoices for Automatic Cash Receipts When uploading cash receipts electronically, by default the system uses the following matching rules to apply the incoming checks to the correct accounts and creating cash receipts in batches automatically for review. You can adjust the matching rules, if needed, by using the Automatic Cash Receipts Options control maintenance record. The system considers the following for initially matching cash receipt data: Customer Invoice Number - The system compares only invoices for the customer based on the Magnetic Ink Character Recognition (MICR) data printed on each check. MICR data includes the check number, the bank account, and routing number provided by the American Banking Association (ABA). P/O Number - The system compares open invoices first and then closed invoices. If multiple invoices have the same PO number, the system selects the first one. Invoice Number - The system compares all invoices across the system regardless of the MICR or ABA data on the check. Formatted Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as in an S order number, then system then adds the order prefix (S ) and the generation suffix (S ). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice. Initial Match Customer Invoice Number Customer Invoice Number Customer Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Gross Parent > Bill-to > Ship-to Default is No Gross with any exceptions Exceptions Considered Parent > Bill-to > Ship-to Default is No Taxes Discount or Freight Freight None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment P/O Number Gross Parent > Bill-to > Ship-to Default is No P/O Number None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment Invoice Number Gross All Default is No 2011 Epicor Software Corporation. All rights reserved. 13

20 Solar Eclipse Accounts Receivable Rel Initial Match Invoice Number Formatted Invoice Number Formatted Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Exceptions Considered None All Default is No Short Payment Duplicate Payment Over Payment Gross Parent > Bill-to > Ship-to Default is No None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment Epicor Software Corporation. All rights reserved.

21 Rel Accounts Receivable A/R Aging Methods and Examples The A/R Aging Method control maintenance record determines the method the system uses to move A/R amounts between aging buckets. The record must be set to one of the following nine methods: Method Description 1 Due Date/Days (one month invoice date) 2 Due Date/30 Day Rolling (30 days from invoice date) 3 Due Date/Calendar Month End 4 Due Date/Fiscal Month End 5 Invoice Date/Days 6 Invoice Date/30 Day Rolling 7 Invoice Date/Calendar Month End 8 Invoice Date/Fiscal Month End 9 Due Date/30 Day Rolling (Version 2) Methods 1 through 4 and 9 are based on the due date calculated from the terms on the invoice, whereas methods 5 through 8 use the invoice date. The default method is Method 4 - Fiscal Month End. If you elect to use method 5, 6, 7, or 8, the system does not use the Future bucket. Use the A/R Aging Bucket Names control maintenance record to modify A/R aging bucket names to suit your industry. For example, if you are using an aging method that uses due dates, then some sites change the name of the Current bucket to be "1-30," since those invoices are 1 to 30 days past due. Examples The following tables represent how the system calculates the aging bucket dates for each method, based on the following data: Invoice Date: 06/04/10 Due Date: 07/15/10 Fiscal Month: Closes on the 25th of each month. Method 1 - Due Date/Days (one month invoice date) Aging Bucket Description Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 1 month from the due date. 7/15/ /14/ From the next day through 1 month from that date. 08/15/ /14/ From the next day through 1 month from that date. 09/15/ /14/ From the next day through 1 month from that date. 10/15/ /14/ Epicor Software Corporation. All rights reserved. 15

22 Solar Eclipse Accounts Receivable Rel Aging Bucket Description Example Dates 120+ From the next day and later. 11/15/2010 and later Method 2 - Due Date/30-Day Rolling (30 days from invoice date) Aging Bucket Description Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 30 days from the due date. 07/15/ /13/ From the next day through 30 days from that date. 08/14/ /12/ From the next day through 30 days from that date. 09/13/ /12/ From the next day through 30 days from that date. 10/13/ /11/ From the next day and later. 11/12/2010 and later Method 3 - Due Date/Calendar Month End Aging Bucket Future Description Future through last of the calendar month before the due date. Example Dates Anytime through 06/30/2010 Current During the calendar month in which the due date falls. 07/01/10-07/31/ In the next calendar month. 08/01/10-08/31/ In the following calendar month. 09/01/10-09/30/ In the following calendar month. 10/01/10-10/31/ in the following fiscal calendar month and later 11/01/10 and later Method 4 - Due Date/Fiscal Month End Aging Bucket Future Description Future through last date of the fiscal month before the due date. Example Dates Anytime through 06/25/2010. Current During the fiscal month in which the due date falls. 06/26/10-07/25/ In the next fiscal month. 07/26/10-08/25/ In the next fiscal month. 08/26/10-09/25/ In the next fiscal month. 09/26/10-10/25/ In the next fiscal month and later. 10/26/10 and later Epicor Software Corporation. All rights reserved.

23 Rel Accounts Receivable Method 5 - Invoice Date/Days Aging Bucket Description Example Dates Future Future through the date before the invoice date. Anytime through 06/03/10 Current From the invoice date through one month from the invoice date. 06/04/10-07/03/ From the next day through one month from that date. 07/04/10-08/03/ From the next day through one month from that date. 08/03/10-09/01/ From the next day through one month from that date. 09/02/10-10/01/ From the next day and later. 10/04/10 and later Method 6 - Invoice Date/30 Days Rolling Aging Bucket Future Current Description Future through the date before the invoice date. From the invoice date through one month from the invoice date. Example Dates Anytime through 06/03/ /04/10-07/03/ From the next day through 30 days from that date. 07/04/10-08/02/ From the next day through 30 days from that date. 08/03/10-09/01/ From the next day through 30 days from that date. 09/02/10-10/01/ days past the due date and beyond. 10/02/10 and later Method 7 - Invoice Date/Calendar Month End Aging Bucket Future Description Future through the last date of the calendar month before the invoice date. Example Dates Anytime through 05/31/10 Current During the calendar month in which the invoice falls. 06/01/10-06/30/ During the next calendar month. 07/01/10-07/31/ During the next calendar month. 08/01/10-08/31/ During the next calendar month. 09/01/10-09/30/ From the next day and later. 10/01/10 and later Method 8 - Invoice Date/Fiscal Month End Aging Bucket Future Description Future through the last date of the fiscal month before the invoice date. Example Dates Anytime through 05/25/10 Current During the fiscal month in which the invoice falls. 05/26/10-06/25/ Epicor Software Corporation. All rights reserved. 17

24 Solar Eclipse Accounts Receivable Rel Aging Bucket Description Example Dates 30+ During the next fiscal month. 06/26/10-07/25/ During the next fiscal month. 07/26/10-08/25/ During the next fiscal month. 08/26/10-09/25/ From the next day and later. 09/26/10 and later Method 9 - Due Date/30 Day Rolling Version 2 Aging Bucket Description Dates Future Future through the day before the due date. Anytime through 07/15/10 Current From the day after the due date for the next 30 days. 07/16/10-08/14/ From the next day through 30 days from the date. 08/15/10-09/13/ From the next day through 30 days from the date. 09/14/10-10/13/ From the next day through 30 days from the date. 10/14/10-11/12/ From the next day and later. 11/13/10 and later Epicor Software Corporation. All rights reserved.

25 Rel Accounts Receivable Receiving Payments for Accounts Customers can make payments on their accounts for outstanding bills at any time. The system provides a process to accept payment by cash, check, or credit card for these transactions. The system creates a sales order behind the scenes using a miscellaneous charge product and applies the cash to the account to the account. The payment displays in A/R Inquiries and A/R Summaries. Before receiving a payment on an account, complete the following setup: Create a miscellaneous charge product item to use as a placeholder product for payments. The system uses the product on the sales orders it creates for payments. The product typically has a price of $0.00. Set the Account Payment Setup control maintenance record to define the miscellaneous charge product to use and the percentage fee you want to charge back to customers for credit card processing. Set the User To Get Tracker When Account Payment Is Made control maintenance record to identify in accounts receivable the system should notify when a payment is made. To change the processing fee set for a credit card payment, you must be assigned the AR.PAYMENT.BY.CC authorization key. To enter a negative payment for an account balance, enter a sales order with a line item comment and take the negative payment that way. The Account Payment window does not accept negative amounts. To receive a payment for an account: 1. From the Orders menu, select Account Payment to display the Account Payment window. 2. In the Customer field, enter the customer who wants to make a payment on their account. 3. In the Collection Branch field, if needed, change to the branch that gets credit for the payment. If the terminal you are working at has a defined price branch, the system defaults to that branch. If the terminal does not have a price branch defined, you can enter the branch that receives credit for the payment here. You can only enter branches for which you are authorized. 4. In the Collection Location field, if needed, change the location, such as Counter, to indicate which cash box the payment is being placed in. This could also be the site or store location at which payment was made, depending on your site setup. 5. Do one of the following based on the payment method: To... Do this... accept a cash payment 1. In the Payment Method field, select Cash. 2. In the Cash Amount field, enter the amount the customer is giving you in cash. 3. Click Pay On Account to create the sales order for the payment. Important: Change is not tendered for cash payments on an account. For example, if the customer owes $95 on their account and gives you $100 in cash, the system applies all $100 to their account Epicor Software Corporation. All rights reserved. 19

26 Solar Eclipse Accounts Receivable Rel To... accept a check payment accept a credit card payment Do this In the Payment Method field, select Check. 2. In the Check Number field, enter the number on the customer's check. 3. In the Check Amount field, enter the amount for which the customer has written the check. 4. Click Pay On Account to create the sales order for the payment. 1. In the Payment Method field, select Credit. 2. In the Payment Amount field, enter the amount the customer wants to pay towards their account balance. Based on the Account Payment Setup control maintenance record, the system calculates the processing fee associated with the credit card payment and displays it in the Processing Fee field. Override the processing fee if necessary. 3. In the Total Amount Charged field, the system adds the processing fee to the payment amount and displays the entire amount being charged to the credit card. You can adjust this amount, if needed. The system recalculates the processing fee and payment amount. 4. Click Pay On Account to display the Credit Card Authorization window and populate the Credit Card information, as required. Note: Due to government regulations, you cannot swipe a card to take payment on an account Epicor Software Corporation. All rights reserved.

27 Rel Accounts Receivable Resolving Cash Receipt Variances If you find a discrepancy or variance when working with cash receipts, you can review and resolve them using the Automatic Cash Receipt Review Queue. When a cash receipt is resolved the system logs the user, date, and resolution code. A cash receipt is resolved when the user enters a manual batch cash receipt or cash receipt and when the user removes the cash receipt from the Automatic Cash Receipt Review Queue. The system uses the resolution code MANUAL. The review queue is normally populated by automatic batch cash receipts only. When using a lock box and automatic batch cash receiving, the system looks at all cash receipts and using predefined matching rules, automatically resolves those receipts that it can. The system checks over and short amounts by percentage and dollars, tax, freight, discounts, and overpayments. All receipts resolved this way display in the Cash Receipts Resolution Report as AUTO. Use the Automatic Cash Receipt Write Off utility to define what amounts you want the system to use. The system uses the following resolution codes: Manual - Used when entering a manual batch cash receipt. Unapplied - User deletes a cash receipt from the Automatic Cash Receipt Review Queue leaving a difference amount Auto - User deletes a cash receipt from Automatic Cash Receipt Review Queue that never had a difference amount. Resolved - User deletes a cash receipt from Automatic Cash Receipt Review Queue that has a zero balance that at one point it did have a difference amount. To resolve a batch cash receipt: 1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue. 2. Complete the header information to populate the queue. 3. Right-click the cash receipt you want to address and select Edit Cash Receipt. 4. Use the columns to apply the cash or edit the information, as needed, to resolve the differences. Column Invoice #* Status Open Amount* Discount* Discount Available* Discount Description A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed Epicor Software Corporation. All rights reserved. 21

28 Solar Eclipse Accounts Receivable Rel Column Cash Balance* Note Description The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. * View Only 5. Use the Cash Receipts Resolutions Report to review which users resolved cash receipts and the reason codes associated with them Epicor Software Corporation. All rights reserved.

29 Rel Accounts Receivable Editing Cash Receipts Use the Cash Receipts window to edit cash receipts you applied in error, if, for example, the customer requested that you apply the cash to a specific invoice and you applied it to the oldest invoices in their account, or if you need to adjust an open invoice. You can view and modify a cash receipt entry as long as the original payment date is not earlier than the G/L closing date for cash receipts. Note: Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. If you do not have sufficient permission, the cash receipts window opens in view-only mode. To edit a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to edit. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to populate the field. If more than one receipt is available for that customer, the Cash Receipt Selection window displays. If not, move to step 4. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as! Note: You can change the customer for the cash receipt, if needed, even if no cash has been applied. 3. In the Cash Receipt Selection window, do one of the following: Select a receipt to view in the Cash Receipts window. Note: When you select an entry in a closed G/L period, a warning displays and the receipt information is available in view-only mode. When you select an entry that is not in a closed period, the receipt displays in edit mode. Click Cancel to return to the Cash Receipts window without selecting a receipt. Click New to create a new receipt. Click Display All to show all receipts available for that customer. By default, the system displays only the most recent fifteen receipts. 4. Review or edit the information for the invoice, as needed. Column Invoice #* Status Open Amount* Discount Date* Description A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount Epicor Software Corporation. All rights reserved. 23

30 Solar Eclipse Accounts Receivable Rel Column Discount Available* Discount Freight* Handling* Tax* Cash Balance* Note Description The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. *View-Only Note: The transactions listed reflect their status as of the payment date, not the current date, so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date and the system does not display these entries. If you intend to edit the original posting, use the A/R Inquiry window to check the status of the transactions in question. 5. Do any of the following, as needed: To... clear the window for the next entry delete a transaction view a list of changes made to the cash receipt adjust A/R amounts for a selected invoice view the sales order for a selected invoice enter or edit a note attached to a selected invoice view a list of transactions for the customer Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Change Log The Change Log Viewing window displays. Invoice > Adjustments The A/R Adjustments window displays. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays. View > A/R Ledger The A/R Ledger window displays with this cash receipt transaction highlighted Epicor Software Corporation. All rights reserved.

31 Rel Accounts Receivable To... review or edit additional information Select this menu option... View > Change View A list of column views displays. Select an option. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 25

32 Solar Eclipse Accounts Receivable Rel Viewing Changes to Cash Receipts Use the Change Log Viewing window to view a history of all activity related to the cash receipt selected in the Cash Receipts window. This window is view-only. To view changes to a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Display a cash receipt transaction. From the File menu, select Change Log to display the Change Log Viewing window. 3. View the following information for each entry: Column User ID Date Time Port Comment Description The ID of the user logged onto the terminal from which the log entry was made. The date on which the log entry was made. The time at which the log entry was made. The terminal port from which the log entry was made. A description of the event that generated the log entry. Note: The receipt transaction number and ship date or invoice number display at the bottom of the window. 4. Do any of the following, as needed: To... view a selected cash receipt Select this menu option... File > View The Cash Receipts window displays in view-only mode. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode. edit a selected cash receipt view changes to a different order generation or invoice File > Edit The Cash Receipts window displays. File > Change Ship Date / Invoice # The Select Ship Date / Invoice # window displays. Select an option. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

33 Rel Accounts Receivable Changing Display Options for Cash Receipts Use the Cash Receipts Options window to change the display options for cash receipts transactions. You can sort invoices by invoice date or customer P/O number. This option is only available after you enter customer information. You must set the Cash Receipts Display Primary Ship-To's Invoices Only control maintenance record before using this window. To change display options for cash receipts: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. From the Options menu, select Sort/Selection to display the Cash Receipts Options window. 3. In the Sort Selection field, select one of the following to determine how to sort the transactions: By Date By PO# By Invoice# Note: This field defaults to the last selection you made. For example, if you last selected By PO# for this field, then the next time you display the screen, the system populates this field with By PO#. 4. In the Display field, select one of the following to determine what type of information to display: Bill To and Ship To's Ship To Only 5. Click OK to return to the Cash Receipts window Epicor Software Corporation. All rights reserved. 27

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