Accounts Receivable. Version 6. LOCAL GOVERNMENT Corporation

Transcription

1 Accounts Receivable Version 6 LOCAL GOVERNMENT Corporation ALL RIGHTS RESERVED 2008

2 1. Control file setup 2. Adding new customers 3. Customer Inquiry 4. Maintaining customers 5. Interactive Billing 6. Batch Billing 7. Adjustments 8. Receipting 9. Daily Processing/Drawer Checkout 10. General Ledger 11. Penalty and Interest 12. Reports - 2 -

3 Control File Setup 1. Go to the Menu options on the main Accounts Receivable menu. 2. Go to the System Control option. 3. Once inside the System Control Menu your screen should look like the following. 4. Go into User Parameter option. This option allows you to set up everyone that will be using the accounts receivable software. If the user is not set up here then they will not have access to any of the accounts receivable system. Inside this option you will usually set up just System first. You can set up all the people later once you have some of the other default options set up. Make sure to give System access to all departments

4 5. Go into the Remittance Address option. This option allows you to set up the remittance address that can appear on statements, invoices, or letters based upon how you set up the necessary forms. 6. Go into the Department option. In this option you will be setting up all the necessary departments that the customer is wanting. Remember the more departments you set up the more cash drawers you will have. The cash drawers are linked back to each individual department. However, the cash drawer checkout can be run for multiple drawers and departments at the same time

5 7. Go into the Cash Drawer option. In this option, you will set up the aforementioned cash drawers for each department. Each user can be given a drawer by each department. 8. Go into the Penalty and Interest Code option. In this option you will set up the different parameters for your penalty and interest. You have the option of setting up a flat amount or a percent and also can set up a penalty and interest rate table based upon how they want penalty to be charged out. If it is something that they do not charge penalty on, you will still need to set up a penalty code since the department parameter screen will ask you for one. If you have multiple departments then you will have multiple penalty and interest codes

6 9. Go into the Tax Code option. This option allows you to set up the different tax rates you may charge for a billing. 10. Go into the Department Parameter option. Since you have set up all the above information you are now ready to set up the main department screen. You will fill in all the necessary information. For customer, receipt, and invoice number you will need to give the starting number for each one of these. Set batch-in-process to no. Next set up your penalty and interest code and your remittance address. Set up your days until due and days until delinquent. These are default numbers for when you enter the billing screen. The rate sequence that you gave in the penalty and interest option will control how the penalty will be applied to each customer. Leave manual spread set to No if you want the system to handle the payment. Next set up the necessary form information. Sample forms will be in your files\forms folder on your hard drive after loading the A/R release. You can control how invoices and receipts are printed. You may have to do form modification for any of these based upon what they want to print out on their forms

7 11. The last two options on the screen are Customer Type and Organization Type. These are optional for every site. These can be used to group a particular group of customers together for some reporting options. 12. After setting up all this you will go to the second menu option in the System Control menu. You should be at the Billing control file set up

8 13. You are now ready to set up your different Billing Codes. You can have many different codes set up here. You will set up both interactive and batch billing codes in this option. Interactive is billing that can be done when the customer is standing right there in front of them. Batch is more of a regular type billing that reoccurs from time to time. You will decide which one to use when you get to the Bill Code type field. You can specify between billing codes if it will be subject to penalty, interest, or tax. Multiply by units will work for a single rate billing and you attach multiple charges to the customers billing code screen. If it is batch your answers on this screen will be yes to multiply by units and you will also assign the rate code that you will be using. If it is interactive then you will leave the multiply by units set to no and will not attach a rate code. Once you hit F4 on an interactive billing code it will prompt you for the next screens to go into. You can also go into this option by hitting the F9 option. The set up for interactive billing has more work for it and you will need to set up the necessary information so that your rate will work and so that it will ask the right questions. Remember interactive will usually be done while the customer or the information is being given to the clerk

9 14. The next few screens will show you an interactive billing rate set up. 15. Your screen will show the Other Information box. Information Requested will be the first option that you will go into. In this option you will set up the questions that you want to the system to prompt for the clerk to get the necessary information from the customer. You will have the option of number and amount on the response type. You will decide which one will be the one you will need to use

10 16. Next you will go into the Rate Code set up. The first screen is the set up information of the rate code. The F9 option allows you to set up the rate steps for you rate code. You will have the option of flat amount, per, or excess over. You can set up multiple rate codes and information requested per billing code. 17. Next you will set up the Calculation Code. Your set up will look as follows for each rate code that you. In interactive billing your questions will usually have a rate code that will match back to that particular question

11 18. After setting up the billing codes, the Adjust Invoice Reason and the Void Invoice Reason need to be set up. These are user defined reason fields and multiple reasons can be set up. 19. After setting up everything under the second panel of the System Control menu, you will to proceed to the third panel of the control files set up. Receipting should be the following menu. 20. The first option that you will go into will be the Payment Method control file. In most cases there will only be two methods counter and mail. You can set up more than just these two if there is another method that your customers will use

12 21. The next option to set up under the Receipting menu is the Payment Spread menu. In most cases, you should never change the set up of this menu. Here is an example of how it should look. 22. The final option under the Receipting menu is the Payment Type control file. You can set up multiple payment types for a site. It would be best to use the same sequence of payment types that they are using in other pieces of our software. Below is an example of one payment type that has been set up. 23. The final menu inside of the System Control Menu that you may need to do some set up work in will be the General menu option. Bank Code will be possible different banks that will be used in the deposit process. Bankruptcy Type will be the different ways to classify the bankruptcy that you can assign to a customer. Category Code, Group Code, and Location Zone are all ways that you can group customers together in the Accounts Receivable software. The Documents option allows you to set up a letter that you can print out from the A/R software with it extracting data out to be printed on the letter. The main part of the set up work here will be to attach it to a department and then give the path of where the letter is stored on your hard drive

13 Adding a Customer Accounts Receivable Customer Maintenance Select the Department (F2 Lookup) The next customer # will default in Press enter The customer name & address box will appear Enter in the business name or individual name Along with the address, phone number, fax numbers (which are all optional). Once the screen is complete F4 (update) The user will be directed back to the Customer Maintenance screen. Once the customer maintenance screen is completed F4 (update) Subsequent to the screen update the other information box will appear. By choosing an option the existing information can be added to or changed. Select Billing Codes Enter a message if needed Items that must be keyed on this screen: Subject to penalty & interest everything else is optional F2 (lookup), select bill code to attach Key in a start date If there is more than one charge for this particular bill code, key in the number of charges If there is an exemption % key it in Once the screen complete F4 (update) If no other information is to be entered press enter & then F4 to update the customer screen

14 Customer Inquiry Accounts Receivable Customer Inquiry Information looked up in inquiry can not be changed but only viewed. If information is needed to be changed use the maintenance option discussed previously. F2 (lookup) the Customer Acct number (this will be the department number & the customer number). After the information is displayed on the screen strike F9 (OthInf), the following box will appear. These options provide access to different types of information relating to that individual customer. Such as information about invoices Notice the F5 (detail) will provide a report pertaining information to that specific invoices Or information about receipts Notice the F5 (detail) & F7 (PrnRct) functions. The F5 key will provide a report with the all the detail pertaining to that particular receipt. The F7 will reprint the receipt that has been selected

15 Interactive Billing Accounts Receivable Billing Individual Invoice Creates, calculates, & prints invoices on an individual basis Information entered is not the same for each customer Key in the department number & the customer number. The F2 lookup is available. If the F5 option is keyed on the customer number field then one will be prompted to add the customer into the system. The invoice number will be automatically generated. The Transaction Date, Due Date, & Delinquent Date will be automatically generated by the login date but the dates can be changed if needed. A comment lined can be added if needed. F2 to select the bill code that is to be assigned to this invoice, answer the questions that are used to calculate the bill amount. Units, bill amount, & tax will default in according to the bill code that has been selected. Multiple bill codes can be selected. Once the screen is complete F4 (update). The user will be prompted to print the invoice, select the printer. Then the user will be prompted to print the receipt. The receipt can be printed at the time of the invoice or at a later time under Receipt Maintenance. Batch Billing Accounts Receivable Billing Batch Invoices Customers being billed for the same flat amount Creates, calculates, & prints all invoices in a specified department at the same time

16 When printing batch invoices the following box will appear. The user will follow the steps the complete the batch invoice process. 1. Select Billing Records the following screen will appear. F2 to select the department, if all customers will be selected enter through the customer numbers. If there is a range of customers to be printed key in the range of numbers. Key in the invoice date, due date, & delinquent date. Select the method of sorting for the bills. Select the bill code & customer status by using the F2 lookup. Last key in a comment if needed. 2. Calculate Bills - Option will calculate the bills amounts. 3. Billing Reports Edit report will show any edits that may exist after the billing has been calculated. The Pre Invoice Register lists each individual along with bill code, the amount, units, tax, & total. If the information is wrong the user can still go back & fix the problem & then rerun the steps. 4. Creates Invoices this option will create an invoice for each individual customer that appears on the Pre Invoice Register. Once this step is ran the option to go back & fix a problem is more difficult. The invoices will have to be voided & then the customers invoiced again. 5. Print Invoices select the printer & print 6. Invoice Register displays like the Pre Invoice Register. If the Pre Invoice Register is printed then the user may not want to this one also. Other Billing Options Accounts Receivable Billing Other options available under the Billing Menu include void invoice, adjust invoice, & batch invoice printing. Void Invoice will allow the user to void an invoice by selecting the department, customer number, & keying in void date & reason. They system will allow you to select from a list of all invoices that have been created for the customer. Adjust invoice will allow the user to adjust the amount of the invoice by selecting a department, customer number & the invoice. The user will be asked a reason for the adjustment & then amount of adjustment. The effects of the adjustment will be displayed on the screen. Batching Invoice Printing will allow the user the print all, a group, or one bill that has been created through the batch billing process. ***Adjustments can be done in multiple places in the Accounts Receivable software. You can adjust the invoice while doing an interactive invoice or you can use the adjust invoice program. You can also adjust the invoice in the receipting menu. Any of the above options for adjusting invoices are done the same way

17 Accounts Receivable Receipting Receipt Maint Receipting Batch Billing & Interactive Billing are receipted the same way Interactive bills can be receipted at the same time the invoice is created Multiple customers can be receipted on one receipt F2 (lookup) the Department & Customer. The customer information & receipt number will default. Receipt date will default in from the user login date. It can be changed if needed. Tendered amount is the amounts give by the customer. Overpayment Flg is used if someone pays more than the receipt amount. Answer NO if change is given back. Answer YES if overpayment will be applied as a credit. User initials, drawer, payment method will default in from the users setup screen. Received of who s paying Payment type cash, check, money order, ECT. Payment number if needed Once the screen is complete F4 (update) & print the receipt. Other Receipting Options Accounts Receivable Receipting Other options available under the Receipting Menu include void receipt, reverse payment; batch receipt printing, credit refund, & bath apply credits. Void Receipt will allow the user to void a receipt by selecting the department, customer number, & keying in void date & reason. They system will allow you to select from a list of all receipts that have been created for the customer. Reverse Payment Bath Receipt Printing will allow the user to print a group of receipts using receipt beginning & ending numbers along with a customer number range. There is also an option to print all receipts, printed receipts, or unprinted receipts. Credit Refund allows the user to refund an amount to a customer if that customer has a credit balance. Batch Apply Credits will allow the user to apply credits to those customers who have overpaid & have not received changed or have had a credit refund. This process will apply a credit to the account select & update the customers existing balance

18 The Daily Process/Drawer Checkout Process Accounts Receivable Period End The daily process maybe used to print receipt listings, drawer checkout reports, & deposit listings Receipt Listing the option provides multiple receipt listings reports. The reports are department & date driven. Drawer Checkout Report The reports are date & drawer number driven. Reports will break out each drawer individually, give a total for each drawer, & then give a grand total for all drawers that were selected. Pre Deposit Listing- The report displays the total of each payment type & disperses the money according to the fund assigned when receipted. The report will also give a total of all funds

19 General Ledger Process Accounting Period End GL Menu The general ledger can create entries to post to the ledger System builds the file to match date range System also builds reports The last steps will post the receipts that are included in the date range specified in the first step 1. Build G/L Interface File(s) Select the department(s) that contains information that needs to be posted to the GL. Enter the beginning & ending dates for the information that will be searched for to be posted. Key in the effective date (this will be the date the entries will appear on the general ledger. 2. GL Post File Errors Report. Report can viewed to determine if any errors exist. 3. Pre Post Report 4. Detail GL Pre Post Listing 5. Post transactions

20 Accounts Receivable Period End Penalties & Interest The Penalty & Interest Process The penalty & interest process may be ran to apply penalty & interest to the customer accounts that are delinquent & are subject to penalty & interest 1. Calculate Penalty & Interest F2 to lookup the department, key in the beginning & ending invoice dates to which the penalty & interest are to be applied, & key in the apply penalties date. F4 (update) when the screen is complete. 2. Penalty & Interest Report view or print the penalty & interest report to check for accuracy. If information is incorrect the user can escape out, correct it, & then calculate again. 3. Update Penalties & Interest Once the stop had been ran any corrections will need to be adjusted through the adjustment process. (Thus why it is important to catch mistakes in the 2 nd step) This step will update the penalty & interest amounts to the individual accounts

21 Other Reporting Options Other reporting options are located in two different menus. 1. Accounts Receivable 2. Accounts Receivable Customer Reports **The reports under the Customer menu (1) deal with general customer information. **The reports under the Reports menu (2) deal with transaction amounts and balances