Invoices with Multiple Due Dates SO-1241

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1 Invoices with Multiple Due Dates SO-1241 Overview This Extended Solution to the standard MAS 90 MAS 200 Sales Order module allows up to five due dates to be assigned to designated terms codes during S/O Invoice Entry. A percentage of the invoice amount can be designated due for each of the due dates. The program defaults the Due Dates and Percentages for each of the five possible entries from the Terms Code Masterfile. During the aging process, one invoice balance could fall in up to five different aging categories, depending on the number of tiers used and the age of the invoice. A/R Finance Charge calculation has been modified to age Customers by their multiple due dates. This Extended Solution is active in Sales Order Invoice Entry only. The A/R Setup option; 'Age Invoices By Invoice Or Due Date' must be set to 'Due Date'. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 1

2 Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Upon completion of software installation, you will need to access Extended Solutions Setup from the Sales Order Setup menu. Select this part number and the Setup screen for this Extended Solution will appear (Figure 1). Check the Enable Extended Solution box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 2

3 Answer the following prompts: SUPPORT DISCOUNTS: Check this box to support discounts. Discount Amount and Discount Due Date will be calculated as appropriate during Sales Order Invoice Entry and Sales Journal Update. MAINTAIN DUE DATES IN TERMS CODE MAINTENANCE: Check this box to allow you to input specific due dates in Terms Code Maintenance in the same fashion as do in Invoice Entry. Leave it unchecked to allow for entry of number of days before due. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Terms Code Maintenance There is a new Multiple Due Dates option available in A/R Terms Code Maintenance. Check this box to have Terms Code support Multiple Due Dates (Figure 2). Figure 2 When the Terms Code has been designated a Multiple Due Date Terms Code, a drop down list button with an option for Mult Due will be available (Figure 2). If you checked Maintain Due Dates in Terms Code Maintenance, then you will be prompted to enter up to five Number of Days Before Due, and a corresponding Percentage for each (Figure 3) Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 3

4 Figure 3 If you checked Maintain Due Dates in Terms Code Maintenance during setup and you click the drop down list button for Multi Due, you can enter up to five Due Dates and corresponding Percentage for each (Figure 4). Figure 4 The total of the percentages entered here must equal 100. If less than or greater than 100% when you attempt to exit, a warning message will appear Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 4

5 S/O Invoice Data Entry During Sales Order Invoice Entry, if the terms code selected is a Multiple Due Date Terms Code, a Multiple Due Dates screen will be available via the Multi Due button (Figure 5). The program will default the Due Dates and Percentages for each of the five possible entries using the either the Number of Days Before Due or the Specific Due Dates from the Terms Code Masterfile (Figure 6). You can override the default Dates and Percentages. When the Accept button is clicked, this Extended Solution will verify that the percentages are equal to 100. You will be prevented from exiting this screen until the total percent due is equal to 100 (Figure 7). Figure5 Figure Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 5

6 Figure 7 If the setup option Maintain Due Dates in Terms Code Maintenance was checked, and a Terms Code is referenced with a Due Date sooner than the Invoice Date, the following warning will be displayed (Figure 8): Figure 8 After leaving the pop-up window, the earliest due date is then used and displayed as the Invoice Due Date. You will not be able to access this field. If you left the Support Discounts box blank in Setup, then the earliest due date will be used and displayed as the Discount Due Date and you will not be able to access this field. Aging This new Terms Code is supported in Accounts Receivable Statement Printing, Aged Invoice Report, Finance Charge Calculation and the Aging and Invoice Inquiry option available from Accounts Receivable Customer Maintenance and Inquiry. These locations will age the invoices using the multiple due dates and percentage specified. The Past Due Amount used to calculate finance charge will be based on only that portion of the invoice s balances that have been determined to be past due. The Finance Charge Journal will print the appropriate Past Due Amount. No other locations will support this aging process. Cash Expectations Report The A/R Cash Expectations Report has been modified to consider an invoice s Multiple Due Dates and Percentage Due on each date when printing the data in the Payments Due Thru columns. Discounts If you checked the box in Setup, then discounts will be supported. Discount Amount and Discount Due Date will be calculated as appropriate during Sales Order Invoice Entry and Sales Journal Update Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 6

7 ODBC Dictionary The files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: AR_TermsCode.M4T MultipleDueDates_001$ DaysBeforeDue1_001 DaysBeforeDue2_001 DaysBeforeDue3_001 DaysBeforeDue4_001 DaysBeforeDue5_001 SO_InvoiceHeader.M4T SO_InvoiceWrk.M4T AR_InvoiceHistoryHeader.M4T 2005 Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 7

8 AR_InvoiceHistoryWrk.M4T AR_OpenInvoice.M4T AR_AgedInvoiceWrk AR_CashExpectationReportWrk TermsCode TermsCode Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: Converted to Business Framework Due Date fields were added to AR_InvoiceHistoryHeader.M4T 2005 Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 8

9 Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. SO-1241 (Revised 01/07) Page 9