MSI Accounts Receivable Version 4.0

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1 MSI Accounts Receivable Version 4.0 User s Guide Municipal Software, Inc W. Winchester Road, Ste 209 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Municipal Software, Inc. Copyright All Rights Reserved.

2 TABLE OF CONTENTS ACCOUNTS RECEIVABLE SIGN-ON SCREEN ACCOUNTS RECEIVABLE SYSTEM MAIN MENU PROCESSING MENU INVOICE ENTRY RECURRING CREATE RECURRING DEFINE REOCCURRING INVOICES CREDIT MEMO ENTRY PRINT ACCRUAL DISTRIBUTION JOURNAL POST ACCRUAL TO GENERAL LEDGER CASH RECEIPTS MENU CASH RECEIPTS ENTRY PRINT CASH RECEIPTS PRINT DISTRIBUTION JOURNAL POST CASH RECEIPTS UPDATE CASH RECEIPTS INQUIRY MENU INVOICE INQUIRY OPEN ACCOUNTS RECEIVABLE INQUIRY REPORTS MENU FORMS PRINT INVOICES CREDIT MEMOS PRINT STATEMENTS LATE NOTICE REPORTS CUSTOMER LISTING BILLING ACTIVITY OPEN RECEIVABLES FILE MAINTENANCE MENU CUSTOMER NUMBER MAINTENANCE ITEM CODE MAINTENANCE TAX CODE MAINTENANCE CATEGORY CODE MAINTENANCE APPLICATION SUPPORT MENU SYSTEM DEFAULTS TRANSFER CUSTOMER DELETE DELETE RECURRING INVOICES DELETE CUSTOMER HISTORY...57 APPENDIX A SAMPLE REPORTS

3 ACCRUAL DISTRIBUTION JOURNAL...59 ACCRUAL POSTED JOURNAL...60 PRINT CASH RECEIPTS...61 CASH BATCH DISTRIBUTION JOURNAL...62 CASH BATCH POST TO GL REPORT...63 PRINT INVOICE...64 PRINT CREDIT MEMO...65 PRINT STATEMENT...66 PRINT LATE NOTICE...67 CUSTOMER LISTING...68 BILLING ACTIVITY...69 OPEN ACCOUNTS RECEIVABLE...70 APPENDIX B HOW TO CORRECT PAYMENTS UPDATED TO THE WRONG INVOICE

4 ACCOUNTS RECEIVABLE SIGN-ON SCREEN Enter you assigned password here, press tab then press enter or click on the okay button 4

5 0.00 ACCOUNTS RECEIVABLE SYSTEM MAIN MENU This is the main menu for the MSI-Accounts Receivable application. It allows access to each of the main areas of processing. TOOLBAR MENU Processing This menu is used to enter and modify invoices, process credit memos, and process reoccurring invoices. Cash This menu is used to enter, modify and post cash receipts. Inquiry This menu allows you to make inquiries into the invoices, payments, and open receivables processed in the system. Reports This menu is used to print invoices, statements, late notices and reports for the accounts receivable data. 5

6 Maintenance This menu is used to maintain customer files and the codes used within those files and the system. Support This menu contains programs that are used less frequently than other programs but are important for proper functioning of the system. Help This option offers different methods for contacting Municipal Support, Inc. and contains important program information. 6

7 1.00 PROCESSING MENU This menu is used to enter all invoices in the system and to make modifications when necessary. It is also used to process reoccurring invoices and to create and apply credit memos. The following options are available: Invoice Entry This option is used to enter invoices into the system and to make modifications to invoices previously entered. Recurring Invoices that are issued to a customer on a repetitive basis are maintained using this option. This allows the user to enter the data just once instead of each time the invoice needs to be issued. Recurring invoices that have been defined are also created using this program. An invoice number is assigned to the reoccurring invoice that makes it available for printing. Credit Memo Entry Credit memos that need to be created for a customer s account are entered and/or applied using this option. Print Accrual Distribution Journal An accrual distribution journal of invoices entered may be printed with this option. If accrual accounting has not been established, this option will not be available. Post Accrual to General Ledger The accrual distribution journal will be committed to the MSI-General Ledger in this option. If accrual accounting has not been established, this option will not be available. 7

8 1.10 INVOICE ENTRY WHAT IS INVOICE ENTRY? This option is used to enter invoices into the system and to make modifications to invoices previously entered. HOW DO I ENTER AN INVOICE? From your Accounts Receivable Toolbar Menu click Processing Click on Invoice Entry; the following fields are used for Invoice creation. After each field is input press tab to accept the information and proceed to the next field for entry. Invoice Number A unique identifier for the invoice being entered. Each number can be used only once. The system will default to the Next Invoice # as defined in the System Defaults option. Customer Number The number of the customer to whom the invoice is being issued to. 8

9 NOTE: If the customer has comments entered, then you ll see a notepad icon next to the binoculars. Invoice Date The date the invoice is created. The due date of the invoice is based on this date. Due Date The date the invoice is due. This is calculated by adding the "# of Days Due" in the customer's master file to the invoice date. NOTE: If the "# of Days Due" for a customer is zero (0), the due date will default to "ON RECEIPT". The remainder of the screen is used to enter the sales detail for the invoice. Each item on the invoice is entered as a separate line item. Line # Is used to assign a number to each detail line item entered. It is used to identify the line item within this program. Item Code Is used to identify the item to be billed. NOTE: To enter a comment, press RTN in the Item Code field and type the message in the Description field. Description Identifies the item code entered. If you did not enter an item code, you may manually type the text you wish to appear on the invoice. Quantity The number of the items that you wish to bill for. This number will be multiplied by the Unit Price for the item (if the field is used) to create the total for the line. Unit Price The price of each unit of the item entered. This amount is multiplied by the Quantity to create the total for the line. NOTE: If you wish to enter a total amount only, with no unit price printed, clear the data in this field and continue with the next field. Amount Indicates the total value of the line item. This is the Quantity multiplied by the Unit Price. If no Unit Price was entered, an amount may be manually entered. 9

10 NOTE: Either the Unit Price or the Amount field must have data entered in them. Both fields cannot be blank. Account # The General Ledger account number that this item will be applied to during the entry of cash receipts. This number is defined in Item Code Maintenance. Sub-Total Displays the total value of all line items entered for the invoice, prior to taxes. Tax Displays the total amount of taxes calculated for the line items entered. Invoice Total Displays the total value of the invoice, including taxes. Number of Items Displays the total number of line items entered in the invoice. If the customer has an outstanding credit memo to be applied, a message will appear at the bottom of the screen informing you of this. To apply a credit memo to the invoice being entered, check the box. This will allow you to access the Credit Entry program, which will allow you to apply a credit memo(s) to the invoice. 10

11 1.20 RECURRING Invoices that are issued to a customer on a repetitive basis are maintained using this option. This allows the user to enter the data just once instead of each time the invoice needs to be issued. Recurring invoices that have been defined are also created using this program. An invoice number is assigned to the reoccurring invoice that makes it available for printing. There are two available options: Create Recurring Invoices This program is used to create invoices for the information entered in Define Reoccurring Invoices. Invoices are created for any reoccurring invoice that matches all the parameters defined below. Those that are created can then be printed and distributed to the customers. Define Recurring Invoices This program allows you to define the information for invoices that are issued to a customer for the same amount on a repetitive basis. The data for these invoices is entered only once, along with the parameters that define when the actual invoices will be created. Reoccurring invoices are then created on a regular basis when needed using the Create Reoccurring Invoices option CREATE RECURRING WHAT IS CREATING A RECURRING INVOICE? This program is used to create invoices for the information entered in Define Reoccurring Invoices. Invoices are created for any reoccurring invoice that matches all the parameters defined below. Those that are created can then be printed and distributed to the customers. HOW DO I CREATE A RECURRING INVOICE? From your Accounts Receivable Toolbar Menu click Processing Click on Recurring, the Create Recurring; the following fields are used for Invoice creation. After each field is input press tab to accept the information and proceed to the next field for entry. 11

12 Create invoices for month number Each reoccurring invoice is defined to be created during specific months. If the month(s) defined match the number of the month entered here, the invoice will be created. This also determines the month of the invoice s date and due date. Create invoices for Calendar Year This field determines the year for the date and due date of invoices created. Use invoice numbers starting with Invoices created will be consecutively numbered, starting with the number entered in this field. The next options allow you to determine which customers that have recurring invoices defined for them will be included in the processing: All Customers This option will include all applicable customers in the processing. Specific Customer This option allows you to create invoices for just one customer. Specific Categories Will create invoices for customers within the categories selected. 12

13 After your selections are made, the system will compare them to the recurring invoices defined. An invoice will be created for each one that matches the data DEFINE REOCCURRING INVOICES WHAT IS DEFINING A RECURRING INVOICE? This program allows you to define the information for invoices that are issued to a customer for the same amount on a repetitive basis. The data for these invoices is entered only once, along with the parameters that define when the actual invoices will be created. Reoccurring invoices are then created on a regular basis when needed using the Create Reoccurring Invoices option. NOTE: This program DOES NOT create the invoices. It defines the data that will be used to create the invoices. The following fields are available: Recurring # Identifies the invoice that will be created repetitively. 13

14 Customer # Is the number of the customer for whom the invoices will be issued to when created. Invoice Day-of-Month Defines the day of the month to be assigned to the invoice date when it is created. NOTE: The month and year of the invoice date and due date are assigned when the invoice is created. Due Day-of-Month Defines the day of the month to be assigned to the invoice due date when it is created. # Of Invoices To Generate Determines the total number of invoices to be created using this reoccurring invoice. # Of Invoices Generated Indicates the total number of invoices that have been created to date. NOTE: When the number in field of invoices to be generated reaches the valued entered, the system will stop generating invoices for this reoccurring invoice. Months To Generate Invoices Indicates during which months of the year the invoices are to be created. Click in the boxes of the abbreviations of desired months. The remaining fields are used to define the billing information that is to appear on the invoices when they are created. They are the same fields that are used when defining invoices that are not reoccurring. Line # Is used to assign a number to each detail line item entered. It is used to identify the line item within this program. Item Code Is used to identify the item to be billed. NOTE: To enter a comment, press RTN in the Item Code field and type the message in the Description field. Description Identifies the item code entered. If you did not enter an item code, you may manually type the text you wish to appear on the invoice. Quantity The number of the items that you wish to bill for. This number will be multiplied by the Unit Price for the item (if the field is used) to create the total for the line. Unit Price The price of each unit of the item entered. This amount is multiplied by the Quantity to create the total for the line. 14

15 NOTE: If you wish to enter a total amount only, with no unit price printed, clear the data in this field and continue with the next field. Amount Indicates the total value of the line item. This is the Quantity multiplied by the Unit Price. If no Unit Price was entered, an amount may be manually entered. NOTE: Either the Unit Price or the Amount field must have data entered in them. Both fields cannot be blank. Account # The General Ledger account number that this item will be applied to during the entry of cash receipts. This number is defined in Item Code Maintenance. Sub-Total Displays the total value of all line items entered for the invoice, prior to taxes. Tax Displays the total amount of taxes calculated for the line items entered. Invoice Total Displays the total value of the invoice, including taxes. Number of Items Displays the total number of line items entered in the invoice CREDIT MEMO ENTRY WHAT IS CREDIT MEMO ENTRY? This program is used to enter credit memos that need to be created for your customers and apply them to their accounts at the appropriate time. The credit can be applied to an open invoice at the time it is entered or to future invoices. During invoice entry, you will be notified by the system that there is an outstanding credit memo for the customer whenever you maintain an invoice for that customer. The following fields are used to create credit memos: HOW DO I CREATE A CREDIT MEMO? From your Accounts Receivable Toolbar Menu click Processing Click on Credit Memo Entry; the following fields are used to create a credit memo. After each field is input press tab to accept the information and proceed to the next field for entry. 15

16 Credit Memo # The number that identifies the credit memo being maintained. This number can only be used once. Customer # Identifies the customer to whom the credit should be applied. Credit Date The date the credit memo is entered. The next section is used to enter the line item detail for the credit memo. It functions the same as the Invoice Entry program, but is used to define credit line items instead of items sold. NOTE: You CANNOT create a credit memo with negative amounts. When credit memos are applied, the system will automatically deduct them as negative line items from the outstanding value of the invoice(s). At the bottom of the screen the system provides summary data. Credit Total Displays the total value of all credit line items entered for the memo. Amount Applied Displays the total amount of the credit memo that has already been applied, if any. 16

17 Amount Remaining Displays the total amount (if any) of the credit memo that has yet to be applied. NOTE: Until the Amount Remaining is zero (0.00) a message will appear during invoice entry for this customer to indicate that there is an unapplied credit memo. To apply a credit memo to an outstanding invoice, click the Apply Credit Memo button at the bottom of the screen. This will take you to a listing of open invoices. Then simply double click the line item you wish to apply the credit to. 17

18 1.40 PRINT ACCRUAL DISTRIBUTION JOURNAL An accrual distribution journal of invoices entered may be printed with this option. If accrual accounting has not been established, this option will not be available. This option will only be available if you have selected the accrual accounting option during installation. The following fields are available: Journal # Indicates the number to be assigned to the journal to identify it within the MSI-General Ledger. NOTE: The prefix "AR" is automatically assigned to the number you enter to identify the MSI- Accounts Receivable Application as the journal source. Journal Date Indicates the date on which the journal is created. Accounting Period Indicates the fiscal accounting period to which this journal will be posted. Fiscal Year Indicates the fiscal year to which this journal will be posted. 18

19 Print Customer Name Selecting this option will print the Customer Name on the distribution journal. After the journal is printed, it should be reviewed and checked for accuracy. If data is incorrect, the appropriate changes should be made to either receipts in the batch or the account numbers assigned to invoiced items and tax codes. When the journal appears correctly, you may continue with the Post Accrual to General Ledger option POST ACCRUAL TO GENERAL LEDGER The accrual distribution journal will be committed to the MSI-General Ledger in this option. If accrual accounting has not been established, this option will not be available. Journal # Indicates the number to be assigned to the journal to identify it within the MSI-General Ledger. NOTE: The prefix "AR" is automatically assigned to the number you enter to identify the MSI- Accounts Receivable Application as the journal source. Journal Date Indicates the date on which the journal is created. Accounting Period 19

20 Indicates the fiscal accounting period to which this journal will be posted to. Fiscal Year Indicates the fiscal year to which this journal will be posted to CASH RECEIPTS MENU This menu is used to enter, modify, list and post cash receipts that have been received from you customers. The following options are available for processing cash receipts: Enter Cash Receipts This option is used to enter cash receipts into a batch for processing. Print Cash Receipts Cash receipts that were entered and applied in the enter cash receipts program can be printed using this option. Print Distribution Journal This option is used to create a distribution journal which shows the effects of a batch of cash receipts to the MSI-General Ledger. Post Cash Receipts The distribution journal that was created for a batch of cash receipts is posted to the MSI- General Ledger using this option. This option is only available if the MSI-General Ledger Application has been installed. Update Cash Receipts This option is used to apply those receipts to the invoices they were in payment of CASH RECEIPTS ENTRY This program is used to enter payments that have been received from your customers for invoices issued to them. When the receipts are entered, they are automatically applied to the open balance of the invoices indicated. The following fields are used to enter cash receipts: 20

21 Batch Number Identifies a group of receipts that are processed at the same time. Entry Date Is the day on which the cash receipts in the batch were entered. Control Total Is compared to the total value of receipts entered to check for accuracy. Note: If the control total for the batch you entered does not match the total of the batch you will receive the following message before the update occurs. This still allows you to make any necessary changes within that batch. Item # This is the sequential number assigned to each cash receipts entry within the batch. Valid numbers are between 001 and

22 Invoice # Is the number of the invoice to which the receipt will be applied. Customer Name Displays the name of the customer who received the invoice. Invoice Date Displays the date the invoice was issued. Check # Is used to enter the number of the check that was received for payment. Balance Due Indicates the total amount that is currently outstanding on the invoice. Payment Amount Is used to enter the amount of the payment to be applied to the open balance of the invoice. # of Receipts Indicates the total number of receipts entered in the current batch. Total Receipts Entered Indicates the total dollar value of receipts entered in the current batch. After all receipts are entered for the batch, you may exit the program. If a control total was used, and the TOTAL RECEIPTS ENTERED do not equal the CONTROL TOTAL, a warning will appear on the screen and will indicate the difference. This warning WILL NOT prevent the receipts from being applied. It serves as a guide to assist you in finding any errors. 22

23 2.20 PRINT CASH RECEIPTS This program creates a listing of cash receipts that have been applied to invoices. The receipts that are in the batch number selected will be printed. Batch Number Is used to enter the number of the batch for which you wish to list receipts. Once the report has finished processing, you will be prompted with the below message to allow you to print another listing easily. 23

24 2.30 PRINT DISTRIBUTION JOURNAL This program prints a distribution journal that shows the effects that a batch of cash receipts will have on the General Ledger System when it is posted. The data WILL NOT be posted using this program. It will print a journal to indicate which general ledger accounts WILL be effected when the POST CASH RECEIPTS option is used. Batch Number Is used to enter the number of the batch for which a distribution journal is to be created. Entry Date Displays the date on which the batch entered above was created. Journal Number AR- Indicates the number to be assigned to the journal to identify it within the MSI-General Ledger. NOTE: The prefix "AR" is automatically assigned to the number you enter to identify the Accounts Receivable System as the journal source. Journal Date Indicates the date on which the journal was created. 24

25 Accounting Period Indicates the fiscal accounting period to which this journal will be posted. Fiscal Year Indicates the fiscal year to which this journal will be posted. After the journal is printed, it should be reviewed to check for accuracy. If data is incorrect, the appropriate changes should be made to either receipts in the batch or the account numbers assigned to invoiced items and tax codes. When the journal appears correctly, you may continue with the Post Cash Receipts option. NOTE: If any credit memos have been applied since the previous journal was posted, they will also appear on this journal to show the effects they will have on the MSI-General Ledger. 25

26 2.40 POST CASH RECEIPTS This program is used to post cash receipts to the MSI-General Ledger System. A journal will be created which will reflect the receipts entered in a batch. This option is only available if the MSI-General Ledger System has been installed. The system will default field entry from your distribution journal creation entry. All of the fields will populate in based on what was defined when the Distribution Journal was printed. NOTE: If any of the information needs to be changed, return to the PRINT DISTRIBUTION JOURNAL option, print the journal with the correct data, then continue with the posting. The following options are available when posting the detail to the GL: Post Summary Information 26

27 If selected, the journal will post summary information to the GL. Meaning, it will post one entry for each account number. Generally the summarized option is selected, and so the system defaults this box as checked. Print Posted Journal If selected, this process will print a copy of the posted journal after the detail is sent to the GL. MSI highly recommends selecting this option When your selections have been completed, click OK and the system will post the distribution journal to the MSI-General Ledger System UPDATE CASH RECEIPTS This option will apply the payments to the invoices in the batch selected and will set the flag on the batch id to Y es (it has been updated). If a batch id has been selected and the Distribution Journal has not been posted you will receive a warning message: 27

28 If you select Yes, then you can continue and update the cash without posting the detail to the General Ledger. If you select No, then the system allows you to select a different cash batch or exit from the update program. The remaining detail on the screen will populate in based on the posting of the batch. Select OK when you are ready to update. 28

29 3.00 INQUIRY MENU This menu is used to make inquiries into the data processed by the system. Each option is used to access a different area of data regarding the invoices. The following two options are available: Invoice This option is used to look at invoices, both open and paid, that have been processed, including payments made. It allows you to access these invoices using a variety of methods. Open Accounts Receivable This inquiry allows you to view open receivables that are currently outstanding. 29

30 3.10 INVOICE INQUIRY This program is used to make inquiries into invoices that have been entered in the system. This program allows you to view the data, but no changes can be made to it. Simply enter the invoice you wish to inquire on and the following screen will appear. If the invoice number is not known you may click on the binoculars to search and select: NOTE: By default the lookup will only show unpaid invoices. To see all invoices select the Show Closed check box and Refresh the display. 30

31 3.20 OPEN ACCOUNTS RECEIVABLE INQUIRY This program is used to make inquiries into invoices with open balances. It categorizes the receivables into the number of days past due and provides totals for the categories. It also includes any credit memos that have not yet been applied to an invoice. 31

32 Double Click to view invoice entry. Invoices due on or before The inquiry will include any invoice with an open balance that was due on or before the date entered here, as of the CURRENT date. Invoices Order This option sorts the results by invoice number. Customer Sort Name Order This option sorts the results by customer name. If the customer has more than one invoice, it will then sort them by invoice number. 32

33 The user may double click a line item to review the entry of the invoice REPORTS MENU This menu contains options which are used to print reports and billing forms from the system. This includes invoices, labels, statements, and late notices. There are two main options under reports and sub-options under each one. Forms The option contains all forms available for the Accounts Receivable system. Reports This option contains all reports available for the Accounts Receivable system. 33

34 4.10 FORMS The following forms are available through Accounts Receivable. Invoices This option is used to print invoices, either individually or in groups. Credit Memos This option is used to print credit memos, either individually or in groups. Statements Statements showing the financial activity for a customer during a specified time frame are created here. Late Notices This option is used to print late notices for those customers who have invoices with open balances as of a specified date. 34

35 4.11 PRINT INVOICES This program is used to print the invoices that can be sent to your customers. Invoices may be printed as many times as needed using one of the following options: Single Invoice This option allows invoices to be printed individually rather than in groups. You will be prompted to enter the number of the invoice you wish to print when the option is selected. Range of Invoices A range of consecutive invoices can be printed using this option. The system will prompt you to enter the beginning and ending invoice numbers of the range you desire. An invoice will be printed for each number within that range. Non-Consecutive Invoices This option allows you to print up to 20 non-consecutively numbered invoices at a time. The system will prompt you to enter the number of the invoices to be included. Print Closed Invoices If you want to print an invoice for a customer when that invoice s balance due is $0.00, select this option in order for the invoice to appear. Otherwise, $0.00 owed invoices will be skipped. 35

36 Number of Copies The default is set to one, but if you want more than one copy of the invoice to print, then reset this number to the appropriate quantity. Change Heading The heading is what prints at the top of the invoice. If you are printing to letterhead, then these fields should be left blank. If not, then it is suggested to put your companies Name and address here so that it prints on the invoice. The system will remember your last entry. If you need to change the Heading, then select the checkbox and key in a new Heading. Change Message The message prints near the bottom of the invoice. If you want to change the message that s in the fields, then select the checkbox and make your new entry CREDIT MEMOS This option is used to print credit memos, either individually or in groups. Single Credit Memo 36

37 Allows you to print only one credit memo at a time. Range Of Credit Memos This option allows you to print credit memos for a range of customers as indicated by a beginning and ending memo number. Non-Consecutive Invoices This option allows you to print credit for up to 10 invoices at a time, regardless of the number. Change Heading The heading is what prints at the top of the invoice. If you are printing to letterhead, then these fields should be left blank. If not, then it is suggested to put your companies Name and address here so that it prints on the invoice. The system will remember your last entry. If you need to change the Heading, then select the checkbox and key in a new Heading. Change Message The message prints near the bottom of the invoice. If you want to change the message that s in the fields, then select the checkbox and make your new entry PRINT STATEMENTS This program is used to print statements that summarize the active financial activity of a customer. This includes any open invoices, payments toward open invoices, unapplied credit memos, or penalties during the period indicated. The following options are available: 37

38 Print Activity Dated On Or Following This field indicates the date of the activity to include on the statements. Any activity dated ON or AFTER the date entered will be printed in summary on the statements. NOTE: If there is any open activity prior to the date entered, it will appear on the statement as the "Previous Balance". Statement Date The date the statement is printed. Range of Customers This option allows you to create statements for a range of customers as indicated by a beginning and ending customer number. Non-consecutive Customers This option allows you to create statements for up to 10 customers at a time, regardless of their number. NOTE: Statements are only printed for customers who have open activity during the time frame indicated. NOTE: If neither the Range of Customers nor Non-consecutive Customers options are selected, statements will be created for ALL applicable customers. 38

39 4.14 LATE NOTICE This program is used to print late notices and apply penalties for customers with open balances as of a specified date. The invoices that will be penalized and the customers who are to receive late notices are indicated in the following fields: Include open balances with due dates from/to This field allows you to enter a date range to which invoices with open balances are compared. The program will include invoices with open balances that are due between the dates specified. Notices for specified customers This option allows you to specify up to 20 customers who are to receive late notices. Notices for customers with a specific Category Codes This option will prompt you to either Include or Exclude customers with the selected category codes applied to them. Invoices with specified item codes This option will include only those customers who owe money for the selected item code. 39

40 Apply a late penalty If you do not check the box, then system will print late notice without applying penalties. If a penalty is to be applied to qualifying invoices, then select this box. A qualifying invoice is one where (1) the customer is setup to have penalties applied and (2) the item code they owe money on is setup to have penalties applied. NOTE: If you select to apply penalties and no penalty appears on the late notice, then pull up the customer in Customer Maintenance and select the Apply Penalties checkbox. Then pull up the item they owe money on in Item Code Maintenance select the Apply Penalties checkbox. If you select the Apply a late penalty box, the system will also prompt you for the following detail: Enter the # of days before the above to date that qualifies an invoice for a penalty This field determines which of the overdue invoices will have a late penalty applied. If you enter "0", all invoices with open balances on or before the date entered above will be charged a penalty. Otherwise, you may specify any number of days before that date for which to charge penalties. Penalty percent The penalty percentage rate to be charged to the applicable invoices is entered here. Do not apply penalty for amounts under If the calculated penalty to be applied is under the amount entered in this field, the penalty will not be applied REPORTS This menu contains options that are used to print reports from the system. The following reports are available: Customer Listing Provides a customer master list. Billing Activity Prints billing activity for the specified time frame you select. Open Accounts Receivable Prints the Open accounts receivables due on or before the date you select. 40

41 4.21 CUSTOMER LISTING This program is used to print a listing of customers. It allows you to define different parameters to determine what will appear on the report: Numeric Listing Prints the report in Customer Number order. Alphabetical Listing Prints the report in Customer Name order. NOTE: One of the above two options must be selected. The below selections are optional. Include category information If this option is selected, the Category Codes that have been defined for a customer are included on the report. Print customers with specified Category Codes You may specify up to 10 Category Codes. If the categories entered here match any in a customer s file, that customer will be included on the report. Print a detailed report (include address and phone) If this option is selected, the customer s billing address and phone number will also appear on the report. 41

42 4.22 BILLING ACTIVITY This program is used to generate a report that lists the billing and financial activity for customers. It allows you to indicate a range of dates that the report should cover. You may also specify the type of activity to include that occurred during that period. Billing Activity From/to This option will only select billings within the date range you select. Activity for specified customer(s) This option allows you to specify up to 20 customers to include on the report. NOTE: If all applicable customers are to be included this option should not be selected. Print billing activity only If this option is selected, only invoices that were created during the specified time period will be included. Print payment activity only 42

43 If this option is selected, only payments that were entered through cash receipts during the specified time period will be included. Print report totals only If you only wish to print the total pages which summarize the activity included in the report, this option is selected. Print a detailed report This option is selected if you wish to see all line items for the invoices included on the report. If this option is not selected, only the invoice totals will appear. Print customers with specific Category Codes This option will only include the customers with the category code you select assigned to them OPEN RECEIVABLES This option allows you to generate a report that lists open receivables from your customers. It categorizes these open balances into 0-30, 31-60, 61-90, and greater than 120 days overdue. Print All Open Balances Due On Or Before This field allows you to enter a date to which invoices with open balances are compared to. The report will include all open invoices due ON or BEFORE this date. 43

44 NOTE: Only invoices due on or before the date entered above as of the CURRENT date will be included. Invoices that have been paid, regardless of the date entered, will not appear on the report. Print by Sort Name If selected prints in customer sort name order. Print due date If selected the report will include the due date of the invoice. Include Credit Memos If selected issued credit memos will be included on the report. Print Report Totals Only Prints only totals, no details Use Specific Category Codes Will allow you to select whether or not to include or exclude customers assigned to the selected category code(s) FILE MAINTENANCE MENU This menu allows you to define the customers and codes that will be used in the system. Each program will let you add, modify or delete the data in these files. The following is a description of each option on the menu. Customer Maintenance Each customer that is billed by the system is entered and maintained in this program. Item Codes The items to be billed on the invoices are maintained here. Tax Codes The rates at which permit items are taxed at are maintained here, then entered as part of the Item codes. Category Codes This program is used to define categories to which customers can be assigned to. These categories allow you to process groups of customers with the same codes for reporting purposes. 44

45 5.10 CUSTOMER NUMBER MAINTENANCE The customers to be billed by the system are maintained here. Each customer is assigned a customer number which is used to identify them within the system. Customer Number Is used to identify the customer within the system. A maximum 8 character, alpha-numeric value may be entered. Contact Enter the name of the person who is the main contact for this customer. Name Identifies the customer's billing name. Address (2 lines) Enter the customer s address City Enter the customer s city 45

46 State Enter the customer s state Zip Code Enter the customer s zip code Country Enter the customer s country Telephone Enter the customer's telephone number Fax Enter the customer's fax number. Enter the customer's address. Web Enter the customer's web address. Sort Name Enter the name that you want to use when locating up this customer in lookup boxes or when printing by Name on reports. The field defaults to the first 20 characters of the customer's name (as it s entered into the Name field), but this can be changed. You might want to change it to sort Last Name, First name for instance. Note: The following fields are used if the shipping address is different then the billing address. The following fields identify the shipping address and are used when printing billing forms and reports. Ship-to Name Identifies the customer's shipping name. Address (2 lines) Enter the customer s shipping address City Enter the customer s ship-to City. State Enter the customer s ship-to State Zip Code Enter the zip code of the customer s shipping address. Country Enter the country of the customer s shipping address. 46

47 Telephone Enter the telephone number of the shipping location. Fax Enter the fax number of the shipping location. Number of days before payment due Identifies the number of days after the invoice date that invoices for this customer are due. Note: The system will automatically calculate the due date using this number during invoice entry. This field should remain blank if an invoice is due upon receipt. Apply Penalties If marked, a customer will receive a penalty when Late Notices are processed. Category Codes Identify types of customers as belonging to similar groups. These categories can be used to sort customer listings ITEM CODE MAINTENANCE All items to be billed on the invoices are maintained in this program. This includes products sold, services performed, credit memos applied, and other miscellaneous items that will appear on the invoices. 47

48 Item Code Maximum 12 digit alpha-numeric code used to identify an item to be billed or credited. Description Description of the Item Code. Unit Price Price per unit of the item. NOTE: If the price of an item is different each time it is billed, the unit price can be $ 0.00 and entered manually during invoice entry. Tax Codes If this item is to be taxed, the associate the applicable tax code here. Tax Codes are setup and maintained via the Tax Code Maintenance screen. Revenue/Receivable Account Number Indicates the MSI General Ledger account number to which the payment of this item will post. The Receivable account number will only be affected if you are on accrual based accounting. Apply Penalty? Select this checkbox if the item code should be penalized when late notices are run. Leave the box unchecked if this item is should not be penalized (i.e. shipping or handling). 48

49 5.30 TAX CODE MAINTENANCE The rates at which invoice items are taxed at are maintained in this program. These codes are assigned to the invoice item codes and used in the tax calculation during invoice entry. Tax Code Maximum 3 digit alpha-numeric code to identify the tax rate. Description Describes the tax rate. Tax Rate (%) Enter the percentage rate at which the tax is applied. Revenue Account # Identifies the MSI General Ledger account number to which the tax portion of the invoice is posted to during cash receipts. Note: This number is usually a liability account. 49

50 Receivable Account # Identifies the MSI General Ledger account number to which the tax portion of the invoice is posted to during accrual posting CATEGORY CODE MAINTENANCE This program is used to define categories to which customers can be assigned to. These categories allow you to process groups of customers with the same codes for reporting purposes. Customers can be categorized by their type, size, location or any other variable that is useful for your application. Up to five (5) categories can be assigned to each customer. These codes are entered in the Customer Master files. Category Code Maximum 3 digit alpha-numeric code that represents the category being defined. Description Describes the category the code represents. 50

51 6.00 APPLICATION SUPPORT MENU This menu contains programs that are used less frequently than others but are important for proper functioning of the Accounts Receivable System. The following options are available: System Defaults The data in this option is entered during installation to define information used during billing and data entry. This data will normally not need to be modified. Transfer Customer This option allows you to transfer the history and files of a customer billed under one number to a different number in an orderly manner. Delete This menu will give you the option to delete the history for customers or recurring invoices. 51

52 6.10 SYSTEM DEFAULTS This program defines information to the system that is used during billing and data entry. This data is entered during the installation of the system and generally will not need any modifications. The following fields can be used to expedite the entry of customers. Data entered here will default in the corresponding fields in the Customer Maintenance program when you are adding new customers, but can be overridden at that time if necessary. City State Zip Code Number of days before payment due The following fields are used to define the starting numbers that the system will use when defaulting consecutive numbers for these fields. Next Invoice Number 52

53 This represents the next invoice that will default during Invoice Entry. Next Recurring Invoice Number This represents the next recurring invoice # that will default during Recurring Invoice Entry. Next Credit Memo Number This represents the next credit memo # that will default during Credit Memo Entry. The following fields define the general ledger account number to which line items that are created for late penalties are posted to during late notice processing. Penalty Revenue Account # This is the general ledger account number that penalty revenue will be posted to. Penalty Receivable Account # This is the general ledger account number that penalty receivable will be posted to. List Box Load Maximum Defines how many records to load into the display when a lookup box is opened TRANSFER CUSTOMER This program is used to transfer a customer billed under one number to a different customer number in an orderly manner. It renumbers all customer files that are currently on the system using the entries in the following fields: 53

54 Current Customer Number Identifies the current number of the customer you wish to renumber. After you enter a number, the customer's name and address will appear to verify your selection. New Customer Number Enter the new number to be assigned to the customer is entered. 54

55 6.30 DELETE This program is used to delete history from the system in an orderly manner. The amount of history you wish to have on-line in the system will determine when this program is used. This normally follows a complete back-up of the system so that the data can be referred to in the future when needed. There are two options available: NOTE: Exercise extreme caution when using this program! If you are unsure what the results will be, consult your MSI representative. Delete Recurring Invoices Allows deletion of a single or of multiple recurring invoices. Delete Customer History Allows deletion of history for a single or multiple customers. 55

56 6.31 DELETE RECURRING INVOICES Groups of reoccurring invoices are deleted from the system using this program. These invoices are deleted when they are no longer needed to create actual invoices. The following fields are used to delete the reoccurring invoices: A range of recurring invoice numbers This option is used to delete a consecutive range of reoccurring invoices that are no longer needed. The system will prompt you to enter the beginning and ending numbers in the range. Recurring invoices for a specified customer All reoccurring invoices for a customer are deleted using this option. The system will ask you to specify the number of the customer desired. Delete only completed invoices If you wish to delete recurring invoices for only those that have already generated the number of invoices that were assigned to them, this option is selected. Otherwise, all invoices selected in fields (1) and (2), even those that still have invoices to generate, will be deleted. NOTE: If individual recurring invoices need to be deleted, use the Define Reoccurring Invoices option. 56

57 6.32 DELETE CUSTOMER HISTORY Invoices are deleted from the system using this program. These invoices are deleted when they are no longer needed to create actual invoices. When accessing this screen you will be greeted with the following message: The following fields are available to delete the invoices: Delete a single invoice This option is used if you wish to delete history for a single invoice. The system will ask you to enter the number of the invoice, then delete history for that invoice from the system. Delete invoices for a specified customer 57

58 History for a single customer will be deleted by using this option. The system will ask you to enter the number of the customer you desire. NOTE: If no selections are made in the first portion of the screen, history will be deleted for ALL applicable customers, as indicated in the next section. This section is used to indicate what invoices will have history deleted for them. Delete invoices for a range of Dates This option is used if you wish to delete history only for invoices dated in a range of dates for the customer(s) indicated in the first section. The system will prompt you to enter the beginning and ending dates within the range. Delete only paid invoices This option is used if you wish to delete history only for paid invoices for the applicable customers. NOTE: If this option is not selected, the system will delete history for both paid AND open invoices, even if the invoices have had outstanding balances. After your selections are completed, the system will delete the history for appropriate invoices for all applicable customers. 58

59 APPENDIX A SAMPLE REPORTS Accrual Distribution Journal 59

60 Accrual Posted Journal 60

61 Print Cash Receipts 61

62 Cash Batch Distribution Journal 62

63 Cash Batch Post to GL Report 63

64 Print Invoice 64

65 Print Credit Memo 65

66 Print Statement 66

67 Print Late Notice 67

68 Customer Listing 68

69 Billing Activity 69

70 Open Accounts Receivable 70

71 APPENDIX B HOW TO CORRECT PAYMENTS UPDATED TO THE WRONG INVOICE If an invoice is accidentally overpaid and it is not caught when reviewing the cash listing reports before the cash batch is updated, then take the steps in the example below to correct the amount paid to the invoice. 1. Invoice has been accidentally overpaid by $100.00: 71

72 2. In order to remove the $ overpayment, go to Cash > Enter Cash Receipts and key in a cash batch for that invoice using a negative amount. 72

73 3. From the Cash menu, select Print Cash Receipts to list the cash batch in order to verify that the detail was entered correctly. 4. Skip the Cash menu steps to Print the Distribution Journal and Post to General Ledger. 73

74 5. Lastly select Update Cash Receipts from the Cash menu to apply the negative payment to the Invoice. Once the batch is updated, the invoice will reflect correctly: 74

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