SAGE ACCPAC. Sage Accpac ERP. Accounts Receivable 5.5A. Update Notice

Transcription

1 SAGE ACCPAC Sage Accpac ERP Accounts Receivable 5.5A Update Notice

2 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Accounts Receivable Documentation...1 Installing Accounts Receivable Changes in Accounts Receivable Improved Revaluation...2 Changing Methods...3 Create Revaluation Batch Form...3 Changes in Other Forms to Support Revaluation...4 Improvements in Transaction Entry Forms...5 Ability to Specify Particular Accounts for Items...5 Enhanced Recurring Charges...6 Improved Integration with Project and Job Costing...6 Enhanced Integration with Order Entry...7 Process Job Related Invoices Generated by Order Entry...7 Set New Options that Affect Order Entry Shipments to Customers...8 Specify Salesperson Commission Rates...8 Separate Posting Dates and Document Dates for Transactions...9 Default Posting Dates for Invoice Entry and Receipt Entry...10 Enhanced Control of Transaction Processing...10 Ability to Specify Source Codes for General Ledger Transactions...10 Default Tax Class for Document Details...10 Enhancement for Multiuser Environments...11 Print Group Subtotals on Reports...11 Converting from ACCPAC Plus...11 Changes to Online Help...11 Other Changes...12 Changes in Accounts Receivable Account Sets...12 Version 5.5 Update Notice iii

4 Adjustment Entry Aged Trial Balance Report Create Write Off Batch Customer Groups, National Accounts, and Customers Customer Activity Customer Statements Delete Inactive Records G/L Integration Form Invoice Entry Integrity Checker Items Labels Form Multiple Users Optional Fields Options Receipt Entry Enhanced Miscellaneous Receipts Receipt Types Recurring Charges Refund Entry Reprint 3.0 Invoices Salespersons Security Ship To Locations Terms Transaction Batches Update Recurring Charges iv Sage Accpac Accounts Receivable

5 Sage Accpac Accounts Receivable Version 5.5 Update Notice This Update Notice outlines the improvements and new features in Sage Accpac Accounts Receivable 5.5. Accounts Receivable Documentation The Sage Accpac ERP 5.5 DVD includes the following Accounts Receivable 5.5 documentation in the \DOCS folder: Accounts Receivable Update Notice Accounts Receivable Getting Started Accounts Receivable User Guide When you install Accounts Receivable, you also install the following documents in the \DOCS folder where Sage Accpac ERP programs are installed (for example, Software\Sage Accpac\DOCS \AR55AENG): README.wri contains specialized information about the program. FORMS.WRI lists information about the fields you can include when customizing printed Accounts Receivable forms. ARTECHINFO.wri describes database tables, and changes to the Accounts Receivable database or reports. AR SETUP.pdf is a checklist that lists the steps for setting up the Accounts Receivable program. For a description of all the documentation included with Accounts Receivable, refer to Chapter 1 of the Getting Started manual. Version 5.5 Update Notice 1

6 Installing Accounts Receivable 5.5 New program features For information about the new features and other changes in Accounts Receivable 5.5, see the Changes in Accounts Receivable section, later in this notice. Installing Accounts Receivable 5.5 Refer to the version 5.5 System Manager Update Notice for information about: System requirements. Compatibility with prior versions. Installation and activation instructions, including what you need to do before and after installation. Changes in Accounts Receivable 5.5 The rest of this Update Notice lists the improvements and new features available in Accounts Receivable 5.5. Improved Revaluation Version 5.5 introduces the most sophisticated revaluation treatment on the market today. With this version, exchange gains and losses are treated as permanent or temporary, depending on the exchange Gain/Loss Accounting Method specified for your Sage Accpac system (in the company profile). New method: exchange gains and losses are recognized immediately If you use the Recognized Gain/Loss accounting method, revaluation transactions are considered permanent. In this accounting treatment, exchange gains an losses are recognized immediately when you post them, and they are not reversed in the next period. 2 Sage Accpac Accounts Receivable

7 Changes in Accounts Receivable 5.5 Furthermore, under this method, you can revalue a period that precedes the last revaluation date. If the revaluation period contains a backdated document, Accounts Receivable can automatically revalue all transactions affected by the backdated activity. Old method: unrealized exchange gains and losses are reversed in the next fiscal period If you use the Realized and Unrealized Gain/Loss accounting method, revaluation transactions are considered temporary, or unrealized, gains and losses. Therefore, they are posted to General Ledger as reversing transactions, meaning that General Ledger simultaneously posts reversing transactions to the first day of the next fiscal period following the revalued period. In this way, revaluation has no permanent effect on the general ledger. Under this method, realized exchange gains or losses are calculated only when you settle a document (for example, when you post payments to pay invoices and debit notes, or when you post credit notes to pay down invoices). If you continue using this method, you will not be affected by the changes to the revaluation process, although you may notice that we have renamed the Realized Exchange Gain and Realized Exchange Loss accounts Exchange Gain and Exchange Loss. For a comprehensive explanation of revaluation in version 5.5, including the treatment of backdated documents, see the Accounts Receivable User Guide or the online help. Changing Methods We recommend that you change methods only at the end of a reporting period, after you have run Revaluation and produced financial statements. Create Revaluation Batch Form Note the following changes to the Create Revaluation Batch form: Version 5.5 Update Notice 3

8 Changes in Accounts Receivable 5.5 You no longer revalue currencies for particular ranges of customers or account sets. You revalue all customers and account sets at once for a specified currency. There is a new Earliest Backdated Activity Date field. This field is available if there is a backdated transaction in the period you are revaluing. You can change the date. If you leave this field blank, the program does not adjust the balances for the backdated transaction and associated documents. You might want to leave the field blank, for example, if the revaluation is not for the end of a reporting period, and the change will be captured in a subsequent revaluation. The Through Date field has been renamed Revaluation Date. A new History button opens a separate Revaluation History form that lets you view historical revaluations for a selected currency, even if there were no adjusting entries. The form also lets you drill down to posting journals. Changes in Other Forms to Support Revaluation Account Sets The Realized Exchange Gain and Realized Exchange Loss accounts are renamed Exchange Gain and Exchange Loss accounts. If you change the Gain/Loss Accounting Method to the Recognized Gain/Loss option, the Unrealized Exchange Gain and Unrealized Exchange Loss fields you used previously appear, although you cannot edit the fields. Customer Activity An exchange gain or loss transaction now appears as Gain/Loss, not Realized Gain/Loss. 4 Sage Accpac Accounts Receivable

9 Changes in Accounts Receivable 5.5 Report changes The changes to the accounts and terminology used for revaluation are reflected in the following reports: Account Sets Posting Journals G/L Transactions Improvements in Transaction-Entry Forms Invoice Entry and Receipt Entry let you specify an account set that is different from the customer s account set. In a multicurrency ledger, the new account set must use the same currency as the customer. You can now apply credit notes and debit notes to job related documents in Invoice Entry, and you can apply prepayments, credit notes and debit notes to job related invoices, credit notes, and debit notes in Receipt Entry. Entry count and batch totals appear for batches on all transaction entry forms. Ability to Specify Particular Accounts for Items Version 5.5 now lets you specify particular General Ledger accounts for items. You are not limited to the accounts prescribed by a distribution code. If you want to reuse the description and discount status from an existing distribution code, insert the distribution code in the item record, as usual. Then clear the code, and enter the General Ledger accounts you want to use. Version 5.5 Update Notice 5

10 Changes in Accounts Receivable 5.5 Enhanced Recurring Charges Process job-related recurring charges Track posted and unposted invoices More options for expiration types Create an invoice manually Choose whether to create a new batch of recurring charges You can now enter job related recurring charges. If you select the Job Related option, additional fields appear on the Detail tab, letting you enter the contract, project, category, and resource. Accounts Receivable now tracks posted and unposted invoices. The Statistics tab includes Posted Total Invoiced and Number of Invoices and Unposted Total Invoiced and Number of Invoices fields. You can edit these fields to include historical amounts. You now have a choice of four different expiration types for recurring charges. You can specify a date, a maximum amount, or the number of invoices to produce for a recurring charge, or you can specify that a recurring charge has no expiration. A new Create Invoice button lets you produce an invoice manually for a recurring charge right from the Recurring Charge setup form. The Create Recurring Charge Batch form lets you choose whether to create a new batch or append invoices to a specified open batch. Alternatively, by selecting the Default method, you can let Accounts Receivable append invoices to an open batch that has the same run date, if one exists. If none exists, the program creates a new batch. Improved Integration with Project and Job Costing Accounts Receivable supports a new feature in version 5.5 of Project and Job Costing that lets you set up projects with different customers than the contract customer. Previously, Accounts Receivable displayed only contracts set up for the customer you specified on a document. Now, when you enter a job related invoice in Accounts Receivable, the Finder for the Contract field displays all the contracts in your Project and Job Costing system, not just the contracts you set up for the specified customer. This new feature permits you to invoice a project that you set up for a different customer, not just the contract customer. 6 Sage Accpac Accounts Receivable

11 Changes in Accounts Receivable 5.5 Note: In a multicurrency system, the currency you specify for the document must be the same as the currency for the project. Enhanced Integration with Order Entry Version 5.5 provides even tighter integration with Order Entry. Accounts Receivable now accepts job related invoices, debit notes, and credit notes that Order Entry generates for some projects. You can now specify new options for each customer that provide more control over Order Entry transactions. You now set salesperson commission rates in Accounts Receivable that Order Entry can use to calculate commissions. These options are described in more detail in the following sections. Process Job-Related Invoices Generated by Order Entry In previous versions, Order Entry did not produce any job related documents. If you do not select Project Invoicing In version 5.5 of Order Entry, for fixed price and time and materials projects that use the billings and costs or the accrual basis accounting method, if you do not select Project Invoicing for an order or a standalone shipment, you can use Order Entry s Invoice Entry form to create an invoice, debit note, or credit note for the job. The document is then sent to Accounts Receivable as part of day end processing. When you post the invoice in Accounts Receivable, Accounts Receivable creates general ledger entries for the cost of sales and revenue accounts defined for the project or category in Project and Job Costing. Version 5.5 Update Notice 7

12 Changes in Accounts Receivable 5.5 In addition, cost transactions are marked as billed in Project and Job Costing, and they do not appear in the billings or work in progress accounts, or on the Aged Work in Progress report. Set New Options that Affect Order Entry Shipments to Customers You can also select the following new options for each customer: Check For Duplicate POs lets you specify whether Order Entry displays a warning, an error message, or no message when you process an order or a standalone shipment that uses the same purchase order number as an existing order or shipment for the customer. Allow Backorder Quantities lets you choose whether to allow backordered quantities when you cannot fully ship an order. If you select the Allow Backorder Quantities option for a customer, and you: Use the option in Sage Accpac Order Entry to calculate backorder quantities, Order Entry automatically calculates the backorder quantity when you ship an order for the customer. Do not use Calculate Backorder Quantities, you can manually enter the backorder amount in Order Entry. Use the option in Order Entry to commit backordered quantities, Order Entry also creates a commitment for the unfilled portion of the order. If the option is not selected, no backorder quantity appears on orders for the customer in Order Entry. Also, Order Entry does not create a commitment for unfilled quantities on partial shipments. Specify Salesperson Commission Rates The Salespersons form now lets you enter salesperson commission rates. This function was previously located in Order Entry. 8 Sage Accpac Accounts Receivable

13 Changes in Accounts Receivable 5.5 If you have been using Order Entry to track sales commissions, note that you do not have to re enter commission rates for Accounts Receivable 5.5. Activating Order Entry 5.5 transfers any salesperson commission rates you entered with your previous version of Order Entry to Accounts Receivable 5.5. If you track commissions in Order Entry, and if the Inventory Control item categories use a zero commission rate, Order Entry uses these salesperson rates to calculate commissions for invoices. For each salesperson, you specify the number of commission rates, a commission percentage for each commission rate, and the range of sales amounts to which each rate applies. For example, a salesperson might be paid 2 percent commission on the first $10, of sales, and 5 percent on sales over $10, You can change rates at any time. However, the new rates and sales ranges will have no effect on amounts that have accumulated since the commissions were last cleared. The Salespersons report now provides an option to include commission rates. Separate Posting Dates and Document Dates for Transactions In addition to the document date, transaction entry forms now provide a separate Posting Date field that lets you specify the date to post a transaction to General Ledger. The ability to specify posting dates is particularly useful if you need to post a document to a different year or period from the document date. Accounts Receivable uses posting dates, rather than document dates, to select open documents for revaluation, so that exchange adjustments are posted to the correct fiscal year and period. Version 5.5 Update Notice 9

14 Changes in Accounts Receivable 5.5 Posting date now determines Year/Period Note: The posting date also determines the year and period to which a document is posted. You no longer specify the Year/Period separately. Default Posting Dates for Invoice Entry and Receipt Entry The A/R Options form provides new options that let you specify the type of date to use as the default posting date on the Receipt Entry form and the Invoice Entry form. (You can select Document Date, Batch Date, or Session Date as the default posting date.) You can change the posting date for particular transactions when you enter or edit them. Enhanced Control of Transaction Processing The A/R Options form and the G/L Integration form provide new options that enhance your control of transaction processing and the presentation of transactions in General Ledger. Ability to Specify Source Codes for General Ledger Transactions The G/L Integration form lets you specify source types for G/L transactions. Default Tax Class for Document Details A new option in the A/R Options form, Default Detail Tax Class To 1, lets you set 1 as the default tax class for details on new summary invoices. If you do not select this option, Accounts Receivable uses the customer tax class (from the Invoice Entry Taxes tab) as the default for new summary details. Regardless of your selection for this option, Accounts Receivable continues to use the tax class set for the item on item invoices. 10 Sage Accpac Accounts Receivable

15 Changes in Accounts Receivable 5.5 Enhancement for Multiuser Environments In version 5.5, you can no longer post batches that are being used by others. Print Group Subtotals on Reports You can now print subtotals for each sorting group when you specify sorting criteria for the following transaction reports: Aged Trial Balance Customer Transactions Aged Retainage When you select criteria, a new Show Group Subtotal option becomes available for each sorting group. In addition, the fields on these forms are reorganized into more logical groupings. Converting from ACCPAC Plus You cannot upgrade from Accpac Plus to version 5.5 of Sage Accpac ERP. You must first convert your data to version 5.4 of Sage Accpac ERP, and then upgrade to version 5.5. Changes to Online Help Feedback You can send feedback directly to the writer of the Help topic you were viewing. Click the feedback link at the bottom of Help pages to open your e mail program and start a new message addressed to our documentation team. You include your comments in the body of the message. Version 5.5 Update Notice 11

16 Changes in Accounts Receivable 5.4 Tasks-oriented links Look for a new heading in the Help Contents called ʺWhat do you want to do?ʺ Under this heading are subheadings for groups of tasks you might want to perform, such as Enter and Post Invoices, Debit Notes, and Credit Notes, or Change Program Options. Topics for particular tasks, such as Enter an Advance Credit for Returned Goods, provide step by step instructions for performing a task. They may also include steps you need to complete before or after the task, links to related topics, and additional information you might find helpful. Other Changes You assign separate security authorization to post batches and to enter them. When you reverse a miscellaneous receipt in Bank Services for an Accounts Receivable customer, you can choose whether to reverse the invoice as well. (If the customer does not have a record in Accounts Receivable, you do not have the choice.) Changes in Accounts Receivable 5.4 The rest of this notice lists introduced in Accounts Receivable version 5.4. Account Sets You can now change the receivables control, prepayment liability, and retainage accounts for an account set that is assigned to one or more customers. You can also specify a separate rounding account (rather than the realized gain/loss accounts) to track differences that arise from rounding in multicurrency transactions. 12 Sage Accpac Accounts Receivable

17 Changes in Accounts Receivable 5.4 Adjustment Entry The Adjustment Entry form lets you easily write off small overpayments when you adjust receipts. You can also enter an optional description and reference for each detail on an adjustment. Aged Trial Balance Report You can choose to include or exclude prepayments when printing the Aged Trial Balance report. Both source and functional amounts are now available for custom reports in the ARAGED table. Create Write-Off Batch The Create Write Off Batch lets you specify the run date, rather than using the As Of Date for the batch. Customer Groups, National Accounts, and Customers You can now: Set options for customer groups that will be used as defaults when you add new customers to the group. You can specify: Whether to print statements. A tax group and tax classes. Salespersons. View year to date statistics for customers, national accounts, and customer groups. Assign a different account set to a member of a national account than the one used by the national account, provided they use the same currencies. Version 5.5 Update Notice 13

18 Changes in Accounts Receivable 5.4 Specify a maximum number of days that a balance can be outstanding before triggering a credit check warning for a customer. Set a customer record Inactive even if there are active recurring charges for the customer. Automatically prohibit a customer record from being deleted or set Inactive if there are unposted documents for the customer. Easily view and enter customer comments. View and enter all comments in a listing by date. You can use up to 2,500 characters for comments. Specify a default inventory location for a customer, so that goods are shipped from the nearest warehouse location. The default inventory location is used by Order Entry. If you accept credit cards as payment, enter a customer s credit card type, credit card number, cardholder name, and the card s expiration date. Customer Activity The Customer Activity form now lets you: Save as defaults the transaction viewing settings that you use most often (for example, Order By). View a document s terms code on the Transactions tab. View receipts in date order or receipt number order. Specify a starting value for transactions that you want to list on the Customer Activity form that corresponds to the current display order. In previous versions, you could specify only a starting document number, even if you were listing transactions by due date. 14 Sage Accpac Accounts Receivable

19 Changes in Accounts Receivable 5.4 Include pending refunds in the Pend. Payment Total column by selecting the option to include pending amounts on the Transactions tab. View amounts in customer currency and functional currency, side by side, on the Aging, Receipts, and Refunds tabs. Customer Statements Version 5.0 format statements are no longer supported. However, you can now: Print statements for open item customers that show only documents that have had activity since the last statement run. Print statements that show only open documents. Delete Inactive Records You can now clear inactive recurring charges using the Delete Inactive Records form. G/L Integration Form You now use the new G/L Integration form, not the Options form, to select options to: Automatically post General Ledger batches you create in Accounts Receivable. Specify additional Accounts Receivable data to include with transactions you send to General Ledger. You can specify information for the journal entry description, detail description, detail reference, and detail comment for each type of transaction. Version 5.5 Update Notice 15

20 Changes in Accounts Receivable 5.4 Note: After activation, you should review the default settings, and make any changes you require. Invoice Entry Invoice Entry now lets you: Include a customer s pending transactions when checking the customerʹs credit limit during invoice entry, if you selected the options to include pending transactions in credit checks on the A/R Options form. Accounts Receivable also checks overdue balances to ensure that overdue amounts do not exceed the thresholds you specified for outstanding amounts and overdue periods in the customer record. If an invoice will exceed the customer s credit limit or overdue balance threshold, Accounts Receivable displays a warning. Use the Quick Mode setting in Invoice Entry to copy many of the fields from the previous transaction or detail to a new transaction or detail, so you don t have to re enter them. You can choose which fields to copy to new entries and new details. Apply a debit note or a credit note to a document that you have not yet posted in Accounts Receivable. (Accounts Receivable does not apply the credit note or debit note when you post it, but you can apply it later using the Receipt Entry form.) Report taxes on retainage when you post the original invoice or as prescribed in the tax authority record. (The tax authority can specify whether tax is reported when you post the original invoice, when you post the retainage invoice, or not at all.) Bill job related fixed price projects using summary and item invoices. 16 Sage Accpac Accounts Receivable

21 Changes in Accounts Receivable 5.4 Specify a tax group for a document that uses a different currency than the customer, so you can calculate taxes in source currency, functional currency, and a tax reporting currency. Enter retainage for each detail on job-related and non-job-related documents. Add entries to the same batch at the same time as other users are adding entries. Note: You can no longer change the contract, project, category, or resource if the document originated in Project and Job Costing. Integrity Checker When checking data integrity for Accounts Receivable, you can now limit the type of data (groups of tables) to check, to fit the time you have available. Items You can view year-to-date statistics on the Statistics tab. Labels Form The new Labels form lets you print labels for a customer s ship-to location or for the customer s address. Multiple Users Different users can simultaneously: Add entries to the same invoice, receipt, or refund batch. Post multiple invoice, adjustment, receipt, and refund batches. (For example, users can post receipt batches at the same time.) Version 5.5 Update Notice 17

22 Changes in Accounts Receivable 5.4 Optional Fields Optional fields now appear in Finders. You can make an optional field a required field, with or without specifying a default value. Options All G/L Integration options have been moved to the new G/L Integration form (available in the A/R Setup folder). A new Report Tax option lets you specify when to calculate and report tax on retainage. (In previous versions, tax on retainage was calculated when you posted the original invoice.) The option lets you choose whether to report tax when posting the original invoice or to use the method prescribed by the tax authority record, in Tax Services. The Report Tax On Retainage Document option for the tax authority can specify whether to report tax when posting an original invoice, when posting the retainage invoice, or not to report tax on retainage. New options on the Processing tab let you specify whether to include transactions that are pending in Accounts Receivable or Order Entry, or to include information that a third party product provides, during credit checks. The Allow Edit After Receipt Printed option on the Transactions tab lets you specify whether you can change a receipt after you print a receipt confirmation. The Allow Edit Of Printed Invoices has been changed to Allow Edit After Invoice Printed. The Include Pending Transactions option on the Transactions tab lets you specify whether to include transactions from open (unposted) batches when Accounts Receivable calculates pending amounts for Receipt Entry. 18 Sage Accpac Accounts Receivable

23 Changes in Accounts Receivable 5.4 You also specify the types of transactions to include. You can include unposted receipts, unposted receipts and adjustments, or all transactions, or you can choose to include none of them. The Create Deposit Slip When Receipt Batch Is Created option on the Transactions tab lets you specify whether to create a new deposit slip when you add a new Receipt batch. You can use the Check For Duplicate Checks option on the Transactions tab to specify whether to display a warning or an error message, or no message, when you attempt to process a check that uses the same number as an existing check for the same bank. Receipt Entry Receipt Entry now lets you: Track credit card payments from customers using the Credit Card payment type. When you select this option, you can enter credit card information. (You must first set up the credit cards in Bank Services.) Note that credit card numbers are not printed on any reports and are encrypted in the database. Enter miscellaneous receipts for existing customers, as well as for one time customers. (See Enhanced Miscellaneous Receipts, later in this notice, for more detailed information.) Issue Advance Credit claims for goods that customers have returned but which you have not yet received. The advance credit reduces the associated invoice balance, but the advance credit itself appears as a debit on the customer s statement, indicating that the goods have not yet been received. (When you receive the goods, you process a real credit note against the advance credit.) Assign a single deposit slip to multiple receipt batches. Version 5.5 Update Notice 19

24 Changes in Accounts Receivable 5.4 However, if you select the Create Deposit Slip When Receipt Batch Is Created option, in A/R Options, Accounts Receivable creates and assigns a new deposit slip when you add a new receipt batch. Use the Auto Apply feature to apply receipts automatically to transactions of open item customers, as well as balance forward customers. Drill down from Receipt Entry to view a prepayment that originated in Order Entry, provided the prepayment was posted using Order Entry version 5.4 or later. Take a discount for a document without applying an amount to the document. Use multiple currencies in the same batch, provided the bank you specify for the batch uses those currencies. Accounts Receivable now lets you specify the currency for receipt entries, not just for the batch. The batch currency is used as the default for the entries it contains. Use a new reference field to store additional information, such as an EFT number, with all payment types. Print a receipt confirmation for receipt, prepayment, unapplied cash, and miscellaneous receipt transactions. If you select the new Allow Edit After Receipt Printed option (in A/R Options), you can change a receipt after printing a receipt confirmation. Enter a prepayment without specifying the document number to which the prepayment will be applied. Note, also, the following additional improvements: Accounts Receivable now displays the deposit date as the default entry date for Receipt Entry. 20 Sage Accpac Accounts Receivable

25 Changes in Accounts Receivable 5.4 Deposits are now reported to Bank Services at the entry level, rather than for the whole batch, so it is now possible to reconcile individual deposits. Enhanced Miscellaneous Receipts Using a miscellaneous receipt, you can now enter an invoice and distribute a receipt at the same time. When you enter a miscellaneous receipt for an existing customer, Accounts Receivable: Generates an invoice when you post the receipt. When you add the receipt, Accounts Receivable creates an invoice number using the prefix and next number specified for invoices on the Options form, unless you enter the invoice number manually. You can view the invoice and receipt documents on the Customer Activity form. Uses the payment code from the customer record as the default, but you can change the code. Calculates taxes and updates the Tax Tracking report when you post the receipt. The tax group used in the customer record appears as the default, but you can change it. If you use Project and Job Costing, you can specify job related information in the distribution. You can enter a negative detail amount and a discount account to record a discount. You can enter a negative cash invoice to record a cash return, but you cannot print checks for cash returns. Note that Accounts Receivable does not track separate statistics for cash returns or cash invoices. They are treated as invoices and receipts. You cannot record retainage or use detail optional fields with miscellaneous receipts. Also, because the invoice is fully paid when you record the miscellaneous receipt, you do not enter any payment terms. Version 5.5 Update Notice 21

26 Changes in Accounts Receivable 5.4 If a miscellaneous receipt is for an Accounts Receivable customer, if you later reverse the receipt, only the receipt portion is reversed in Bank Services. If no customer number was used on the miscellaneous receipt, the entire transaction is reversed. Receipt Types Receipt Types has been renamed Payment Codes. Recurring Charges Accounts Receivable calculates and displays estimated tax amounts for a recurring charge when you select the Calculate Tax option. You can now add recurring charges that will produce item invoices, as well as summary invoices. You can enter a comment with each recurring charge detail. You can add recurring charge records whose details sum to zero. You can import changes to existing recurring charges. The program replaces the existing recurring charge details with the imported information. Refund Entry The new Customer Refunds form lets you refund customers by check, cash, or credit card for unapplied credit (credit notes, prepayments, unapplied cash, and receipts). Also, you can: Receive a warning or an error when you try to process duplicate check numbers. You can select an option that determines whether Accounts Receivable will display a warning or an error message, or no 22 Sage Accpac Accounts Receivable

27 Changes in Accounts Receivable 5.4 message, when you issue a refund using a check number that already exists for a bank. Print ANSI compliant refund checks for the US and Canada. (The American National Standards Institute standard facilitates the conversion of checks to electronic images so that they can be cleared electronically.) The following check forms ship with Accounts Receivable: ARCHK01.RPT advice check advice forms for laser printers ARCHK01A.RPT similar to ARCHK01. The check portion is ANSI compliant ARCHK11.RPT check advice advice for 11 inch check forms ARCHK11A.RPT similar to ARCHK11A, in ANSI compliant Reprint 3.0 Invoices You can no longer reprint version 3.0 invoices using version 5.4. Salespersons You can now view year to date statistics for salespersons. Security The new View Credit Card Information security authorization lets you restrict a Sage Accpac user s ability to view a customer s credit card number. Without this authorization, you can see only some of the credit card digits on the following forms: A/R Customers A/R Receipt Entry A/R Receipt Inquiry A/R Quick Receipt Entry Version 5.5 Update Notice 23

28 Changes in Accounts Receivable 5.4 A/R Refund Entry A/R Refund Inquiry A new security authorization, Edit Credit Limit, lets you change a customerʹs credit limit. There are new security authorizations for setting batches Ready To Post, depending on the type of batch: Set Invoice Batch Ready To Post Set Receipt Batch Ready To Post Set Adjustment Batch Ready To Post Set Refund Batch Ready To Post The following new security authorizations let you control the viewing, editing, and posting of refunds, and the printing of refund checks: Refund Inquiry Refund Entry Refund Posting Check Printing Ship-To Locations You can no longer delete or set inactive ship to locations for which there are unposted documents. Salesperson information from the customer record appears automatically when you set up a new ship to location for the customer. Note that the new Labels form lets you print labels for customers ship to locations. You can now specify a default inventory location for a ship to location, so that goods are shipped from the nearest warehouse location when you ship an order using Order Entry. 24 Sage Accpac Accounts Receivable

29 Changes in Accounts Receivable 5.4 Terms You can now import changes to terms codes. The program replaces the existing terms code details with the imported information. Transaction Batches You can now print batch listing reports directly from all transaction entry forms. (To print a batch listing, click the Print Batch Listing Report option on the File menu.) A new Batch Information form lets you view and edit additional information for the batch. Some information, such as the batch type and batch, are no longer displayed on the transaction entry forms. To view batch information for any type of batch, on the transaction entry form, click the Zoom button beside the Batch Number field. You can now post multiple invoice, receipt, adjustment, and refund batches simultaneously. Both source and functional amounts are available in invoice, receipt, and refund batch tables. You can use both types of amounts on custom reports. Update Recurring Charges The Update Recurring Charges form now lets you update recurring charge records for summary invoices automatically. You update recurring charge records for item invoices in the recurring charge record itself. Version 5.5 Update Notice 25