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1 CLIENT BOOKKEEPING SOLUTION ACCOUNTS RECEIVABLE Getting Started version 2007.x.x

2 TL (06/09/09) Copyright Information Text copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Video display images copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Thomson Reuters hereby grants licensees of CS Professional Suite software the right to reprint this document solely for their internal use. Trademark Information The trademarks used herein are trademarks and registered trademarks used under license. All other brand and product names mentioned in this guide are trademarks or registered trademarks of their respective holders.

3 Contents 1 Welcome!... 1 Where to begin CBS Accounts Receivable Program Features... 3 CBS Accounts Receivable reports Program Overview... 5 Menu options... 5 Predefined check and form layouts... 7 Filters in CBS Accounts Receivable CBS Accounts Receivable Procedures... 9 Viewing company properties for CBS Accounts Receivable... 9 Setting up payment terms Setting up finance charges Setting up sales tax entities Setting up salespeople Setting up sales departments Setting up invoice items Setting up customer accounts Data entry alerts Customer account status Viewing customer year-to-date amounts Viewing customer open balance amounts Client Bookkeeping Solution Accounts Receivable Getting Started iii

4 Contents Entering receivables transactions Receivables data-entry options Entering invoices Transaction status Memorized receivable transactions Assessing finance charges Voiding and deleting transactions Viewing transaction totals Using the description editor and glossary items editor Recording deposits Applying customer payments Printing accounts receivable forms Printing accounts receivable reports Exporting Files to Your Accountant iv Client Bookkeeping Solution Accounts Receivable Getting Started

5 1 Welcome! Client Bookkeeping Solution (CBS) Accounts Receivable is an optional module that simplifies receivables management by providing flexible, yet powerful, solutions for completing daily tasks, summarizing customer activity, and reporting critical sales information. With CBS Accounts Receivable, you can define finance charge assessment conditions, create recurring and memorized receivable transactions, design invoices and statements with the robust layout editor, format large blocks of text to use as descriptions on invoices and statements, and customize data-entry messages for the program to display to notify you of a customer s account status. CBS Accounts Receivable also accommodates even the novice users needs by allowing you to edit transaction records and remove payments. With CBS Accounts Receivable, you can process credit card payments through InterceptEFT. You can enter credit card information in the customer record via CS Payment, an online service that stores customer credit card information for use in CBS. CBS can use this information for credit card payments. You can submit payments immediately or in a batch. At the end of each CBS processing period, you export your CBS CheckWriter and CBS Accounts Receivable transactions to your accountant. Where to begin This getting started guide provides an overview of the features available in CBS Accounts Receivable. Before learning about the features of CBS Accounts Receivable, it is recommended that you first review the Client Bookkeeping Solution CheckWriter Getting Started guide. That guide includes important information on installing the CBS software, using the Client Bookkeeping Solution Accounts Receivable Getting Started 1

6 Welcome! comprehensive help topics, using CBS CheckWriter, importing your own company s setup files, and more. Please read each section of this guide and follow each of the steps. As you re working, use the context-sensitive help to view information about each field or option. For more complete information on using your CBS software, open the Client Bookkeeping Solution help topics. Once you have a basic understanding of the CBS CheckWriter and CBS Accounts Receivable modules, you may find it helpful to step through the detailed exercises in the Client Bookkeeping Solution Tutorial. The CBS tutorial is available in portable document format (PDF) in CBS. To view this tutorial, choose Help / PDF Guides / CBS CheckWriter / CBS Tutorial. You must have Adobe Reader version 7.0 or higher installed on your computer before you can view these or other PDF files that are available in CBS. 2 Client Bookkeeping Solution Accounts Receivable Getting Started

7 2 CBS Accounts Receivable Program Features When you are licensed for the CBS Accounts Receivable module, your CBS program allows you to perform the following tasks when processing invoices and payments for your company s customers. Customize the receivables data-entry window. Define an unlimited number of payment terms to use in calculating discounts for timely payments and for tracking customer discounts. Define an unlimited number of finance charge assessment conditions. Set up the program to automatically apply customer payments to available open invoices. Set up the program to display custom and standard data-entry messages when you select a customer s record. These messages can tell you about customer preferences and account restrictions, or they can tell you when a customer is approaching their credit limit. Format large blocks of text to use as transaction or invoice item descriptions on invoices or statements. Enter customer payments, including discounts taken. View all open receivable transactions and group multiple payments with multiple invoices. If there is an open balance on any payment, you can apply the unused portion to other invoices. Edit transaction records and unapply payments. Client Bookkeeping Solution Accounts Receivable Getting Started 3

8 CBS Accounts Receivable Program Features Create memorized receivable transactions to speed data entry and ensure accuracy by allowing you to recall applicable information instead of retyping it. You can set up these memorized transactions as recurring receivable transactions. Select multiple transactions to finalize at the same time. Create mailing labels for your customers using the Customer List. Submit credit card payments to InterceptEFT via CS Payment. Export your CBS Accounts Receivable transactions to your accountant with your CBS CheckWriter transactions. CBS Accounts Receivable reports AR Deposit Journal Aging Schedule Customer Ledger Invoice / Payment List Memorized Transaction List AR Transactions List Receipts Projection Sales Tax Report Sales Report Sales by Item / Service Invoice Items List Customer List For more information about each report, search on Reports (CBS Accounts Receivable) from the Index tab of the Help Topics dialog, and then select a report from the list. 4 Client Bookkeeping Solution Accounts Receivable Getting Started

9 3 Program Overview This chapter of the getting started guide provides a brief overview of the main features in the CBS Accounts Receivable software. Menu options When a company database is open, the menu bar across the top of the CBS application window includes options that allow you to perform various tasks or access different program features. The following table lists the CBS functions that are accessible from the menu commands. File menu Opening or closing a company database; opening the Company Properties dialog to view company information; deleting a company database; backing up and restoring company data, layouts, or CBS updates; deleting old transactions and compacting current data files (when no company database is currently open); exporting data to your accountant; importing company setup information from your accountant; setting up security privileges for the CBS users in your office; exiting the CBS program; previewing or printing reports; updating your CBS software program files using CBS Connect; printing batches of checks and forms along with one or more reports; opening recently opened company databases. Client Bookkeeping Solution Accounts Receivable Getting Started 5

10 Program Overview Edit menu Checkbook menu Tasks menu Setup menu Utilities menu Searching through a drop-down list or listview pane; cutting, copying, and pasting text; specifying fields to skip; restoring information in the current field or record; deleting, adding, copying, and pasting selected text; adding a note to your accountant to attach to any transaction; specifying filters; finding a specific record within a data-entry window; switching to Quick Add mode. For CBS Accounts Receivable: Deleting override information; changing the description for an invoice adjustment item; adding a customer to a memorized transaction template; creating a memorized transaction from the current transaction; setting up receivable data-entry options; unapplying payment applications; issuing customer credit; changing the status of a transaction; viewing detailed customer account information. Opening a checkbook to enter checks, deposits, other bank items, and checkbook adjustments (if directed by your accountant to do so); setting up a new checkbook, including checkbook-specific security; consolidating regular checks when multiple checks exist for a single payee or vendor; choosing a default checkbook for each licensed module; viewing bank transactions downloaded from your financial institution (if enabled by your accountant). Recording journal entries; voiding / deleting multiple checks; creating on-demand transactions; submitting transactions to your financial institution and updating the transaction submit status (if enabled by your accountant). For CBS Accounts Receivable: Entering receivable transactions; recording deposits; applying customer payments; assessing finance charges; finalizing multiple transactions at the same time. Adding or updating information for the Chart of Accounts, employees, vendors, memorized transactions, and financial institutions; defining filters, user-defined lists, and report groups. For CBS Accounts Receivable: Setting up payment terms, customers, salespeople, invoice items, finance charges, sales tax entities, and glossary items. Opening the Layout Editor for check and form layouts; displaying the CBS shortcut bar; setting administrator options; choosing options for using CBS (including data-entry options and directories); customizing the display of toolbars; resetting view defaults; importing spreadsheet data. 6 Client Bookkeeping Solution Accounts Receivable Getting Started

11 Program Overview Window menu Help menu Arranging the open windows in your CBS workspace; switching between open data-entry windows. Opening the Client Bookkeeping Solution help topics; viewing PDF guides; viewing custom help from your accountant (if provided by your accountant); accessing the Adobe website to install Adobe Reader; viewing frequently asked questions; using the Internet to upload data to the software vendor; viewing CBS diagnostic files; viewing information about your CBS software. Predefined check and form layouts Before printing accounts receivable statements or invoices, you need to select a form layout in the File / Print Forms dialog. A number of predefined check layouts and form layouts are included with your CBS software: Transaction type CBS CheckWriter vendor checks Noncalculating payroll checks Deposit slips CBS Accounts Receivable invoices and statements Filename extension VLY NLY DLY RLY To view a PDF with descriptions of each of the predefined layouts that are included with the CBS Accounts Receivable software, choose Help / PDF Guides / CBS Accounts Receivable / CBS Accounts Receivable Predefined Invoice, Statement, and Deposit Slip Layouts. For information on CBS CheckWriter layouts, choose Help / PDF Guides / CBS CheckWriter / CBS CheckWriter Predefined Check and Deposit Slip Layouts. Client Bookkeeping Solution Accounts Receivable Getting Started 7

12 Program Overview Filters in CBS Accounts Receivable In CBS Accounts Receivable, you can specify filters for not only the dataentry windows and dialogs, but also for accounts receivable reports and forms. You can filter the list of items displayed in the following windows or dialogs. Tasks / Receivable Transactions window Setup / Customers window File / Queue Reports / Accounts Receivable tab File / Print Forms dialog Select Statements to Print dialog Select Invoices to Print dialog You can open the Receivable Filters dialog using any of the following methods. Choose Setup / Filters / Receivables. In the Tasks / Receivable Transactions window, click the Filters button. On the Accounts Receivable tab of the File / Queue Reports dialog, click the Filter button. In the Forms to print grid in the File / Print Forms dialog: Select or enter a filter name in the Selection Filter column. Select a statement layout, and then click the Details button. In the Select Statements to Print dialog, click the Filter button. Select an invoice layout, and then click the Details button. In the Select Invoices to Print dialog, click the Filter button. For detailed information, search on Filters:in CBS Accounts Receivable from the Index tab of the Help Topics dialog. 8 Client Bookkeeping Solution Accounts Receivable Getting Started

13 4 CBS Accounts Receivable Procedures If your accountant has customized your Client Bookkeeping Solution software to include the features of the CBS Accounts Receivable module, many more menu commands and window options are available for selection. This chapter provides a brief overview of special setup and data-entry procedures that are unique to CBS Accounts Receivable. As you are reading this section of the getting started guide, and as you are reviewing the CBS Accounts Receivable help topics, we recommend that you open and work with the CBS Sample Company.cbs database that is provided with your CBS software and licensed for CBS Accounts Receivable. All of the windows, dialogs, and procedures available in CBS Accounts Receivable are fully documented in the Client Bookkeeping Solution help topics. Viewing company properties for CBS Accounts Receivable When your company is licensed to use the CBS Accounts Receivable module, the File / Company Properties dialog includes an Accounts Receivable tab and an Accounts Receivable - Data Entry tab. These tabbed pages include special fields that are relevant to the receivables processing features in CBS. Client Bookkeeping Solution Accounts Receivable Getting Started 9

14 The Accounts Receivable tab includes your company s remittance information and default general ledger (GL) account numbers. Please note that you must specify default GL accounts for at least the following accounts: Accounts Receivable Undeposited payments Unearned revenue 10 Client Bookkeeping Solution Accounts Receivable Getting Started

15 Use the Accounts Receivable - Data Entry tab to specify data-entry options that apply to CBS Accounts Receivable and to set up customer credit limit testing. Note, however, that credit limit testing could impact program performance. For details about using the fields in these tabbed pages, search on Company Properties:Accounts Receivable tab and Company Properties:Accounts Receivable Data Entry tab from the Index tab of the Help Topics dialog. Client Bookkeeping Solution Accounts Receivable Getting Started 11

16 Setting up payment terms CBS uses payment terms to automatically calculate a receivable s due date and, if applicable, the discount date (the last date on which the discount is available) and the discount amount. Once you set up a payment term in CBS, you can then select it for any customer while adding customer information. Choose Setup / Payment Terms to set up payment terms. If you are licensed for the optional CBS Accounts Payable module, all payment terms are available for selection in the AP Transactions and AP Vendors windows. For more information, search on Payment terms:payment Terms window from the Index tab of the Help Topics dialog. 12 Client Bookkeeping Solution Accounts Receivable Getting Started

17 Setting up finance charges Depending on how your accountant has configured your CBS Accounts Receivable software, you may be able to set up finance charges that you can use to assess fees for late payments. To define finance charges for your company, choose Setup / Finance Charges. Client Bookkeeping Solution Accounts Receivable Getting Started 13

18 Notes You can set up the program to remind you when finance charges need to be assessed by selecting a frequency in the Finance Charge Reminder Frequency field. To assess finance charges the day after a due date has passed, leave the Grace period fields blank. For information on assessing finance charges, see the Assessing finance charges section on page 28 of this guide. Setting up sales tax entities CBS uses sales tax entities to calculate state or local sales taxes that apply to the products and/or services that your company provides. You can set up an unlimited number of sales tax entities in the Setup / Sales Tax dialog. Notes The rates shown in the illustration above are for demonstration purposes only. Please consult with your accountant for the specific rates that apply to your company. For more information, search on Sales tax:setting up sales tax from the Index tab of the Help Topics dialog. 14 Client Bookkeeping Solution Accounts Receivable Getting Started

19 Setting up salespeople When you set up a salesperson in CBS, the program opens the NCP Employees window or PayCheck Employees window (if licensed for the optional CBS PayCheck module) for you to enter information about the sales employee. To distinguish the sales staff from the other employees in the company database, assign all salespeople to one or more sales departments on the Departments tab of the employee record. CBS considers any employee who is assigned to a sales department to be a salesperson. You can add a new salesperson on the fly by entering a unique last name in the Salesperson field in any of the following windows or dialogs. Setup / Customers / Invoice Information tab Setup / Invoice Items window Tasks / Receivable Transactions / General tab Client Bookkeeping Solution Accounts Receivable Getting Started 15

20 The program will prompt you to add the new salesperson. If you click Yes at the prompt, CBS opens the applicable Employees window (NCP Employees or PayCheck Employees). Only the employees who have been assigned to a sales department will appear in the drop-down list for any Salesperson field. Setting up sales departments You can select a sales department for your invoice items, customers, and transactions. You can also limit the information printed on many of your accounts receivable reports by selecting a sales department in the Limit selection to group box in the appropriate Report Options dialogs. The sales department field is a user-defined list field. To modify or create a sales department, choose Setup / Maintain Lists / Sales Department. Setting up invoice items You can use the Setup / Invoice Items window to set up and define the items (products and services) that your company provides. When you create an invoice, you can simply select these items on the Items tab of the Tasks / Receivable Transactions window. 16 Client Bookkeeping Solution Accounts Receivable Getting Started

21 The program uses four types of invoice items. An Item type item is a product or item that you sell to your customers. A Service type item is a service you provide to your customers for which you generate revenue. A Format type item is not related in any way to the goods or services you provide to your customers. Format items are used in the detail sections of your invoices to separate the invoice items. A Credit type item is an item used on a credit memo you issue to a customer for reasons other than for the return of goods. All invoice items you set up in the Invoice Items window will be available for selection on the Items tab of the Tasks / Receivable Transactions window. Be sure to list the items on the Items tab, including format items, in the order you want them to appear on the invoice. Client Bookkeeping Solution Accounts Receivable Getting Started 17

22 Setting up customer accounts CBS Accounts Receivable allows you to set up an unlimited number of customer accounts in the Setup / Customers window. In CBS, customers are the entities that purchase the goods and/or services provided by your company. The program maintains information about each customer account, including the customer s address and contact information, general invoice information, account status information, and shipping information. 18 Client Bookkeeping Solution Accounts Receivable Getting Started

23 Data entry alerts You can set up CBS to display customer information whenever you create a transaction for that customer by entering text in the Data entry message field on the Account Status tab of the Customers window. For example, you could have the program display information on customer preferences, such as the customer s nickname or the brands the customer prefers, or you could use it to display restrictions on the customer account. You can use the Form memo field to enter any notes about this customer that will be helpful to both you and the customer. You can print the form memo on any of the receivable forms by inserting the Customer Form Memo variable on the form layout in the Layout Editor. Client Bookkeeping Solution Accounts Receivable Getting Started 19

24 When you select the customer ID or customer name in the Receivable Transactions window, the program displays the data-entry message. Customer account status If a customer s account status is Sales Hold, the program does not allow you to create an invoice transaction for that customer. If a customer s account status is Closed, the customer will not be available for selection in any of the Customer or Customer ID fields. If you place a Credit hold on a customer s account and later attempt to create an invoice for that customer, the program will display a message prompt informing you of the customer s status, but it will allow you to continue to create the transaction for the customer. If you place a credit limit on a customer s account, CBS automatically fills in the Limit warning amount based on the settings in the Accounts Receivable - Data Entry tab of the File / Company Properties dialog. If the customer s open balance equals or exceeds this amount, CBS displays a prompt to notify you that the customer is approaching their credit limit. For more details on data entry alerts, search on Customer account status:providing data-entry alerts from the Index tab of the Help Topics dialog. 20 Client Bookkeeping Solution Accounts Receivable Getting Started

25 Viewing customer year-to-date amounts CBS calculates customer account totals and displays the totals in the Customer Year-to-Date Balances dialog. You can access this dialog using either of the following methods. In the Setup / Customers window, select the customer whose yearto-date balances you want to view, and then choose Edit / View YTD Balances. In the Tasks / Receivable Transactions window, select a transaction for the customer whose year-to-date balances you want to view, and then choose Edit / Customer Detail / YTD Balances. This dialog shows the year-to-date amounts for the selected customer for the specified date range. Viewing customer open balance amounts The Customer Open Balances dialog shows the open balances for the selected customer s accounts. You can access this dialog using either of the following methods. In the Setup / Customers window, select the customer whose open balances you want to view, and then choose Edit / View Open Balances. Client Bookkeeping Solution Accounts Receivable Getting Started 21

26 In the Tasks / Receivable Transactions window, select a transaction for the customer whose open balances you want to view, and then choose Edit / Customer Detail / Open Balances. You can enter the date you want the program to use as the end date for calculating the open balances for this customer. The program uses the current system date as the default date. Entering receivables transactions The Tasks / Receivable Transactions window is the primary data-entry window for the CBS Accounts Receivable module. The tabbed pages available in this window depend on the transaction type, the receivables data-entry options chosen, and the transaction status. 22 Client Bookkeeping Solution Accounts Receivable Getting Started

27 Receivables data-entry options You can customize the Receivable Transactions window by choosing options in the Receivable Data Entry Options dialog. You can access this dialog from the Receivable Transactions window using any of the following methods. Click the Options button. Choose Edit / Receivable Data Entry Options. Right-click in any gray area and choose Receivable Data Entry Options from the context menu. Client Bookkeeping Solution Accounts Receivable Getting Started 23

28 For detailed information about each option, search on Receivable Transactions window:data-entry options from the Index tab of the Help Topics dialog. Entering invoices When you enter an invoice transaction in CBS, you can enter the individual items and amounts that comprise the invoice on the Items tab of the Receivable Transactions window or you can enter an invoice total without itemizing (flat-amount billing). All invoice items (except obsolete items) that were set up in the Setup / Invoice Items window will be available in the Items drop-down list. CBS considers an item obsolete if a date was entered in the Obsolete date field and the current system date is after that date. 24 Client Bookkeeping Solution Accounts Receivable Getting Started

29 Note: CBS prints the items on the invoice in the order they are listed on the Items tab. Once you have selected the invoice items to include, you can use the and buttons to place the invoice items (including format items) in the desired order. Transaction status CBS displays the transaction status (Pending or Final) in the Receivable Transactions window in the Status column of the listview pane and for the selected transaction in the status bar at the bottom of the Receivable Transactions window. When you save a transaction with a pending status, you can edit the record at any time until it has been finalized. Once you finalize a transaction, you cannot edit any of the amount or date fields for that transaction. Client Bookkeeping Solution Accounts Receivable Getting Started 25

30 There are four ways to finalize a receivable transaction. In the Tasks / Receivable Transactions window, mark the Final checkbox for the selected transaction. In the Edit / Receivable Data Entry Options dialog, mark the Save transactions as final checkbox. CBS will mark the Final checkbox for all new receivable transactions until you clear this checkbox. Print a pending invoice. If the program prints the invoice successfully, CBS changes the transaction status to final. You can have the invoice maintain its pending status by choosing No when CBS displays the message prompt asking if all invoices printed successfully, and then selecting the invoice in the Select Forms That Did Not Print dialog. Choose Tasks / Batch Finalize to select one or more transactions to finalize at the same time. Memorized receivable transactions In CBS Accounts Receivable, you can set up memorized transactions on the Tasks / Receivable Transactions / Memorized Transaction tab. You can access this tab using either of the following methods. To memorize a transaction that has been finalized, select that transaction in the Receivable Transactions window and then choose Edit / Create MT Template from current Tx. The program displays the Memorized Transaction tab. Switch to the memorized transaction mode by choosing the Memorized option and clicking OK in the Receivable Data Entry Options dialog (accessed by one of the methods described on page 23 of this guide). The program will remain in memorized transaction mode until you choose the Normal option again. Use the fields on the Memorized Transaction tab to specify the ID, frequency, recurrence basis, reference number, transaction status, list of customers, and more for the memorized transaction. 26 Client Bookkeeping Solution Accounts Receivable Getting Started

31 To view a detailed PDF document on using memorized transactions in CBS Accounts Receivable, choose Help / PDF Guides / CBS Accounts Receivable / Memorized transactions in CBS Accounts Receivable. Once you set up a memorized transaction, you can create transactions from that transaction using any of the following methods. Select the memorized transaction ID from the MT ID field in the Tasks / Receivable Transactions window. Choose Tasks / Create On Demand Transactions / Receivable Transactions. If you select any of the calendar frequencies, CBS will prompt you when a transaction is due to be created when you open the Receivable Transactions window. Client Bookkeeping Solution Accounts Receivable Getting Started 27

32 Assessing finance charges Once you set up finance charges (as described on page 13 of this guide), you can assess these finance charges on a customer s account for late payments. You can open the Finance Charges Assessment dialog using either of the following methods. Choose Tasks / Finance Charge Assessment. In the File / Print Forms dialog, click the Assess finance charges button. In the Finance Charge Assessment dialog, select the finance charges to assess and click OK. If there are any customers for whom finance charges need to be assessed, the program opens the Finance Charge Assessment Confirmation dialog, where you can select the finance charges to assess. CBS calculates the finance charge for all customer accounts with outstanding open balances that are past due and lists the calculated finance charges for each customer account. You can then choose the customer accounts for which you want to assess the finance charge. 28 Client Bookkeeping Solution Accounts Receivable Getting Started

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