Accounts Receivable User Manual

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1 Accounts Receivable User Manual

2 Accounts Receivable TABLE OF CONTENTS Accounts Receivable User Manual Introduction... 5 Purpose... 5 Accounts Receivable Overview... 5 Balance Forward Overview... 5 Open Item Overview... 6 Balance Forward and Open Item Classifcation Key... 6 Balance Forward and Open Item Classifcation Chart... 7 Store Settings... 9 AR Method... 9 Net Term... 9 Interest Rate... 9 Late Fee Min Payment % Min Payment $ Days Late Before Charge Minimum Finance Charge Finance Charge Name Require a Credit Limit for House Accounts Compound Interest Daily Print Receipt Images Following Statement Dunning Messages Tenders Account Tender Customer Terms (Sales Order Only) Customer Terms Customer Type Customer Type AR Rules AR Rules Terms Interest Rate Num. of Months Service Charge Days Late Minimum Charge Daily Purchase Amount No Statement if Balance Less Than Late Fee Min Pay Percent Min Pay Dollars Compound Interest Daily Service Charges on Outstanding Balance ARUM 05/12 Page 2

3 Returns Reduce Balance Advance Pay Shows No Min Pay Do Not Charge First Statement AR Adjustment Category AR Adjustment Category Customer Detail Account Tab Customer Type Account Customer Account on Hold AR Rule Require PO# on All Purchases Invoice Only When is Complete Credit Limit Account Purchase Account Balance Account Payments Last Statement Net Terms Interest Rate Late Fee Trade Discount Receivables Pay Terms Aging Last Payment Aging Last Pay Date Aging Balance Aging Payment Comments/Restrictions Tab No Checks No Charges Invoice/Statement Printing Entering AR Sales - POS Standard Receipt Entering AR Sales - POS Special Order Entering AR Sales - Sales Order Sales Order Invoice List Payin on Account Balance Forward Method Open Item Method Accounts Receivable Payments Accounts Receivable Charges/Adjustments Balance Forward Statements Listing Balance Forward Make Statements Open Item Statements Apply Finance/Late Charges P and L Write-Off P and L Payment ARUM 05/12 Page 3

4 Accounts Receivable Analysis Aging Detail Aging Balance Summary Detail Aging Balance Summary Totals Aging Trial Balance Aging Trial Balance Summary ARUM 05/12 Page 4

5 Introduction Purpose This manual will guide you through the Accounts Receivable process in Command Retail. The purpose of Accounts Receivable is to allow the customer to purchase merchandise by charging their customer account in which case they will be billed at a later time. Celerant Command offers two methods of processing Accounts Receivable which are described in more detail throughout this manual and are defined as Balance Forward or Open Item. In addition, this manual will provide detailed information regarding the various setup requirements for accounts receivable, processing sales using accounts receivable, receiving payments on accounts receivable balances, tracking and reporting of accounts receivable, and issuing of statements to the customers on a regular basis. Accounts Receivable Overview There are two types of accounts receivable methods: Balance Forward and Open Item. Either method can be defined on a store level through the Store Settings, however, some accounts receivable functions may be related to one method or the other. Throughout this manual there will be an which can be used to reference weather the function is used for Balance Forward, Open Item, or both. Once the desired method is defined, the user will then be able to setup the customer record in order to sell merchandise by charging the desired customer s account in which case this process can be performed through Point-of- Sale transactions or processing of Sales Orders. Once the customer is invoiced, the user can then receive payments towards their sales in order to complete the sale, or track those outstanding unpaid balances. If desired, the user has the ability to create accounts receivable statements in order to mail out to the customer in order to inform them of their outstanding balances, or can generate detailed reports that provide the accounts receivable detail. Balance Forward Overview When using the Balance Forward method, the user still has the ability to process sales through accounts receivable in which case the customer will purchase the merchandise and charge the amount of the sale to their customer account. The user will then issue a statement to the customer informing the customer of any previous balance still outstanding, the charges that took place from the last time the statement was generated, and the overall total balance of the customer s account so that the customer may make the appropriate payment. The purpose of the Balance Forward method is to list the newly entered invoices/receipts in detail when the customer is first informed of the charges. If the detailed invoices/receipts have been included on a previous statement, the Balance Forward method will then summarize the outstanding totals and include those balances under the previous balance for the customer s reference, but will not re-list the individual invoices/receipts. In addition, when using the Balance Forward method, the user will only be able to enter a payment and apply the payment to the entire balance as opposed to a specific invoice/receipt. For example, a customer s account may have three invoices for $542.89, $292.22, and $ that took place during the previous month. If the Store Setting is defined for Balance Forward, when the ARUM 05/12 Page 5

6 statement is generated, the system allow the user to print the statement in which case each invoice will print with the individual amounts. If the customer would not make a payment during the next month, but instead charge another invoice for $324.00, when the Balance Forward statement is generated, the system will total the previous invoices and list the Previous Amount of $1, In addition, the statement will display the newly entered invoice for $ in detail informing the customer of the new charges, and include the $ invoice to the Total Balance of $1, Once a payment is received from the customer, the user will simply enter the payment and apply the payment to the outstanding balance instead of the individual invoices/receipts. Open Item Overview When using the Open Item method, the user still has the ability similar to the Balance Forward method in order to process sales through accounts receivable in which case the customer will purchase the merchandise and charge the amount of the sale to their customer account. The user will then issue a statement to the customer informing the customer of any unpaid invoices/receipts with the difference being that the invoice/receipt detail will always display on the statement informing the customer of what exactly is outstanding. In addition, the customer will have the capability to send a payment to the user for a specific invoice/receipt in which case the user is able to apply the payment to the desired invoice as opposed to the overall balance. For example, a customer may have three invoices for $352.90, $299.75, and $ in which case a statement is sent informing the customer of the three charges. If the customer would not make a payment towards the outstanding balances, the next time the statement is ran, all three invoices will be listed with the individual amounts informing the customer of the exact invoices that make up the overall account balance. If the customer would then decide to make a payment for the second invoice with the amount of $299.75, the user can then enter the payment and apply the amount directly to the second invoice as opposed to an overall balance like Balance Forward. Therefore, if a statement is ran again after the payment was received, the statement would now display the first and third invoices for $ and $ respectively. Balance Forward and Open Item Classification Key: Balance Forward Only Open Item Only Both Balance Forward and Open Item ARUM 05/12 Page 6

7 Balance Forward and Open Item Classification Chart Balance Forward Area Module Flag/Function AR Method X X Net Terms X Interest Rate X X Late Fee X Min Payment % X Min Payment $ X Days Late Before Charge X X Settings Store Settings Minimum Finance Charge X X Finance Charge Name X Require a Credit Limit for House Accounts X X Compound Interest Daily X Print Receipt Images Following Statement X Misc. Categories Customer Detail Dunning Messages X Tenders Account Tender X X Customer Terms Customer Terms X Customer Type Customer Type X X AR Adjustment Category X X AR Rule Name X X Terms X X Interest Rate X X Num. Of Months X Service Charge X Days Late X Minimum Charge X X Daily Purchase Amount X AR Rules No Statement if Balance Less Than X Late Fee X Min Pay Percent X Min Pay Dollars X Compound Interest Daily X Service Charges on Outstanding Balance X Returns Reduce Balance X Advance Pay Shows No Min Pay X Do Not Charge First Statement X Account Tab Customer Type X X Account Customer X X ARUM 05/12 Page 7 Open Item

8 Comments/Restrictions Tab Accounts Receivable User Manual Account on Hold X X AR Rule X X Require PO# on All Purchases X X Invoice Only When is Complete X Credit Limit X X Account Purchase X X Account Balance X X Account Payments X X Last Statement X Net Terms X X Interest Rate X Late Fee X Trade Discount X X Receivable X X Pay Terms X Aging - Last Payment X X Aging - Last Pay Date X X Aging - Balance X Aging - Payment X No Checks X X No Charges X X Invoice/Statement Printing X Standard Receipt X X POS Transactions Special Orders X X POS Sales Orders Sales Orders X X Payin on Account Payin on Account X X Fulfillment Sales Order Invoicing Invoice List X X Payments Payments X X Charges/Adjustments Charges/Adjustments X X Statements Listing X Balance Forward Accounts Make Statements X Receivable Open Item Statement X Open Item Apply Finance/Late Charges X P and L P and L Write-Off X X P and L Payment X Aging Detail X Aging Balance Summary Detail X Analysis Accounts Receivable Aging Balance Summary Totals X Aging Trial Balance X Aging Trial Balance Summary X ARUM 05/12 Page 8

9 Store Settings: Navigational Path: Settings > Stores > Stores List Edit Payables/Receivables Tab: Receivable Terms AR Method: Both Balance Forward and Open Item o Balance Forward Selecting Balance Forward will allow the user to generate a statement for the customer that will display the detail of the invoices/receipts that took place since the last statement. Once the statement is generated, the outstanding invoices/receipts will be summarized into one total amount and carried forward to the next statement. In addition, payments and credits will be applied to the overall balance instead of specific invoices/receipts. o Open Item Selecting Open Item will allow the user to generate a statement for the customer that will always have the detail of what invoices/receipts make up the customer s account balance. In addition, payments and credits must be applied to the specific invoices in order to zero the invoices balance. Net Term: Balance Forward Only o Balance Forward The Net Term is the store s default setting used to calculate the Payment Due Date when the Statements are generated using the Balance Forward method. This will only be used if the Customer the statement is for does not have an AR Rule assigned, nor does the customer have the Net Terms defined under the Customer Detail screen. Example: A statement is generated on 5/1/12 for a customer that does not have an AR Rule or Net Terms defined under the Customer Detail screen. The Store Setting Net Term is set to 28 days in which case the Payment Due Date is calculated to 5/28/12 when the statement is generated. Interest Rate: Both Balance Forward and Open Item o Balance Forward The Interest Rate is the Store s default percentage rate used to calculate Interest Charges when a statement is generated. This rate will only be used if the customer the statement is being generated for does not have an AR Rule assigned, and has a zero Interest Rate defined in the Customer Detail screen. ARUM 05/12 Page 9

10 When using the Balance Forward method, this rate will be used as an APR rate %, and not the actual % charged per month. For example, if the desired rate is 1.5% per month, the Interest Rate should be entered as 18%. NOTE: This is only true for the Balance Forward Method. o Open Item The Interest Rate is the Store s default percentage rate used to calculate Finance/Late Charges when the Apply Finance/Late Charges process is ran under Accounts Receivable. This rate will be used to calculate the finance/late charges for each customer as long as the AR Rule is not defined on the Customer s account. Please note the Interest Rate defined under the Customer Detail screen is not utilized for the Open Item Method. When using the Open Item method, this rate will be the actual % used to calculate the finance/late charges, and not break out the rate between 12 months. For example, if the desired rate is 1.5% each time the Apply Finance/Late Charges program is ran, the Interest Rate should be entered as 1.5%. NOTE: This is only true for the Open Item Method. Late Fee: Balance Forward Only o Balance Forward The Late Fee is the Store s default dollar amount when a statement has already been generated and the customer is late on making the payment. This is an additional dollar amount, separate from the Interest Rate calculation and is only used if the customer the statement is generated for does not have an AR Rule assigned or a Late Fee defined under the Customer Detail Screen. Example: A customer has charged $200 towards there account in which case a statement has been generated and provided to the customer. If the customer does not make a payment before the next time the statement is generated, and the next statement is created after the Payment Due Date, the system will add the Late Fee amount to statement as long as the customer does not have an AR Rule defined or the Late Fee amount defined under the Customer Detail screen. The system will continuously add the Late Fee for ever statement generated that has an overdue payment. Min Payment %: Balance Forward Only o Balance Forward The Min Payment % is the Store s default % that is used to calculate the Minimum Payment as a percentage of the statement s overall balance on the Balance Forward Statement. This setting will be used as long as the customer the statement being generated does not have an AR Rule defined on their customer account, and the Min. Payment % calculated is greater than the Min. Payment $ amount described below. If the AR Rule is defined, the Min. Payment % defined on the AR Rule will overwrite the Store Setting. If the ARUM 05/12 Page 10

11 minimum payment calculated from the Min. Payment % is less than the Min Payment $ described below, the system will use the Min. Payment $ amount as the Minimum Payment on the statement. If the payment from the first statement has not been received, the second statement will calculate the minimum payment and include the calculated dollar amount to the first statement s minimum payment. In addition, the Minimum Payment % will include any late fees or interest fees in the calculated Minimum Payment. Example: A customer has an outstanding balance for $ in which case the Min. Payment % is set to 20%. When the Balance Forward statement is generated, the minimum payment will calculate out to $ Min Payment $: Balance Forward Only o Balance Forward The Min Payment $ is the Store s default $ that is used to define the Minimum Payment amount on the Balance Forward Statement. This setting will be used as long as the customer the statement being generated does not have an AR Rule defined on their customer account, or the calculated Minimum Payment based off the Min. Payment % is greater than the Min. Payment $ amount. If the payment from the first statement has not been received, the second statement will calculate the minimum payment and include the minimum dollar amount to the first statement s minimum payment. In addition, if the statement is issued any late fees in which case the Minimum Payment % calculates a minimum payment greater than the minimum payment $, the system will use the calculated minimum payment % as the minimum payment which will include any late fees or interest fees. Example: A customer has an outstanding balance for $53.25 in which case the Min. Payment % is set to 20% and the Min. Payment $ is set to $ When the Balance Forward statement is generated, the minimum payment will display as $15.00 since the calculated minimum payment would be $ Days late before charge: Both Balance Forward and Open Item o Balance Forward The Days late before charge field is the Store s default setting which allows the user to define the desired number of days required after the Due Date before the late charges will be included on the Balance Forward Statement. This setting will be overwritten if the customer the statement is being generated for has an AR Rule defined which will use the Days Late option instead. Therefore, if the user wants to start charging late fees for those customers that do not pay by the due date listed on the statement right away, the user would set this to 1 in order to start calculating late fees 1 day after the Due ARUM 05/12 Page 11

12 Date. If the user wishes to allow a few days, such as 15 days, before late charges will be calculated on the customer s statement, they would set this field to 15. o Open Item When using the Open Item method, the Days late before charge field is the desired number of days required after the invoice s due date before the late charges will be calculated through Apply Finance/Late Charges. Unlike the Balance Forward method, this will be used no matter if there is an AR Rule assigned to the customer in which case the Finance/Late Charges are being calculated. In addition, the Open Item method will calculate the Finance/Late Charges on each invoice/receipt individually and not calculate the charges based off the entire outstanding balance. Therefore, if the user would like to start calculating Finance/Late charges as soon as the invoice is past the Due Date, the user would set this field to 1. If the user would like to give the customer a few days after the Due Date before the Finance/Late charges are calculated, the user would increase the number to the desired number of days. Please note the Open Item method will not automatically calculate the Finance/Late Charges when an Open Item Statement is generated. Instead, the user will be required to run the Apply Finance/Late Charges feature found under Accounts Receivable > Open Item. Minimum Finance Charge: Both Balance Forward and Open Item o Balance Forward The Minimum Finance Charge is the Store s default dollar amount which will be applied if the Balance Forward Statement has finance charges calculated that to not meet or exceed the defined amount. This will only be used if the customer the statement is being generated for does not have an AR Rule defined which will overwrite the Store Setting. Example: If the Minimum Finance Charge is set to $5.00 and the late charges calculated on the Balance Forward statement is $4.50, the system will overwrite Interest Charge with $5.00. If the Minimum Finance Charge is set to $5.00 and the late charges calculated on the Balance Forward statement is $6.00, the system will use the calculated $6.00 as the Interest Charge. o Open Item The Minimum Finance Charge is the Store s default dollar amount which will be applied if the calculated finance/late charges do not meet or exceed the defined amount, and the customer the finance/late charges are being calculated for does not have an AR Rule assigned. Unlike the Balance Forward method, this will be applied to any invoices/receipts that have finance/late charges calculated separately instead of for the entire outstanding balance. Example: If a Minimum Finance Charge is set to $5.00 and the late charges calculated through Apply Finance/Late Charges for one invoice is $4.00 while the other invoice calculates the finance/late charges as $7.00, the late charge for the first invoice will be overwritten to $5.00 while the second invoice s finance/late charge will remain as $7.00. ARUM 05/12 Page 12

13 Finance Charge Name: Open Item Only o Open Item The Finance Charge Name field allows the user to change the description of the Finance/Late Charge that prints on the Open Item Statement in order to customize what the customer will see when reviewing the statement. Example: The user wants the description to show as Late Charge instead of Finance Charge in which case they will change the Finance Charge Name field accordingly. Require a credit limit for house accounts: Both Balance Forward and Open Item o Enabled/Checked When a customer is created and the Account Customer flag is enabled/checked on the Customer Detail screen under the Account Tab, the system will prompt the user for the Credit Limit associated with the customer. If the customer tries to charge their account for more than the credit limit, a prompt will display informing the user they are over their limit and require manager override. o Disabled/Unchecked When a customer is created and the Account Customer flag is enabled/checked on the Customer Detail screen under the Account Tab, the system will not prompt the user for the Credit Limit associated with the customer. Compound Interest Daily: Balance Forward Only o Enabled/Checked The Compound Interest Daily flag will be used when the Balance Forward method is set and the customer the statement is being generated for does not have an AR Rule defined. If enabled/checked, the interest the system calculates will be compounded each day the customer s account is late. o Disabled/Unchecked If disabled/unchecked, the interest the system calculates for Balance Forward Statements will not be compounded each day the customer s account is late. Print Receipt Images Following Statement: Balance Forward Only o Enabled/Checked If enabled/checked, when the Balance Forward Statement is generated, the transactions entered since the last time the statement was ARUM 05/12 Page 13

14 generated will print the associated receipts in order to send to the customer with the actual statement. Please note this is only for the Balance Forward method. o Disabled/Unchecked In disabled/unchecked, when the Balance Forward Statement is generated, the transactions entered since the last time the statement was generated will not print the associated receipts. Dunning Messages: Open Item Only o Open Item When an Open Item Statement is generated, the system will determine if the invoice/receipt are Current (not overdue), 1-30 days overdue, days overdue, days overdue, days overdue, or 121+ days overdue. Once the system determines what date range each invoice/receipt falls under, the system will print the Dunning Message based off the furthest date range that was determined. Example: the customer has 2 invoices, one that is 1-30 days overdue while the second is days overdue. Since the second invoice/receipt is days overdue, the system will print the dunning message found under on the statement that is printed. ARUM 05/12 Page 14

15 Tenders: Navigational Path: Settings > Options > Tenders New/Edit General Ledger > Account Maintenance > Tenders New/Edit Account Tender An Account tender is required in order to utilize Accounts Receivable so when the customer purchases merchandise and charges their account, the user selects the proper Account tender which will allow the user to generate the appropriate statement for either Balance Forward or Open Item Methods. Account Tender: Both Balance Forward and Open Item o Account Enabling/checking this field will allow the user to charge the customer s account as long as they are setup as an Account customer which will then allow the user to generate a Balance Forward or Open Item Statement. ARUM 05/12 Page 15

16 Customer Terms (Sales Orders Only): Navigational Path: Misc. Categories > Customer > Customer Terms New/Edit Open Item Only Customer Terms This allows the user to enter a description of the desired customer terms which will be used as a dropdown selection for the Pay Terms under the customer detail screen or during the sales order entry process. o Customer Terms will only be used on Sales Order processing in that the user will be able to select the desired customer terms once the sales order is created or maintained. o The user can assign a Customer Term to a specific customer in which case once the customer is added to the sales order, the Terms will be defaulted accordingly. The user then has the ability to overwrite the default and change the terms to another Customer Term defined within the system on an order by order basis. Discount % This allows the user to enter a discount percentage associated with the Customer Terms that will be applied to the sales order when invoice/shipped in which case the customer can take the discount from their payment as long as the payment is received prior to the % Net due date described below. o If the payment is received prior to the calculated % Net date, the user can apply the discount to the invoice through the Payin on Account screen and enter the payment issued by the customer to fully pay the invoice. o If the payment is not received within the Discount Due Date, the user can overwrite the date and issue a discount on the Payin on Account screen or can ARUM 05/12 Page 16

17 require the customer to pay the full amount since the customer did not pay within stated time period. % Net This allows the user to define a separate number of days the customer has to pay the invoice before the terms discount is removed. The user can still issue the discount if the customer pays after the calculated % Net days and refuses to pay the full amount if needed, but does not automatically apply the discount. Net This allows the user to define a separate number of days before the invoice is considered late and possibly finance/late charges are applied. The days entered here will define the Due Date on an invoice generated from a Sales Order only. o If the Customer Terms is not defined on the sales order, when the sales order is invoiced, the system will refer to the terms associated with the customer s AR Rule. o If the customer is not assigned an AR Rule, the system will default to the Net Terms found under the Account Tab in the Customer Detail screen which defaults to 0 if nothing is entered. Therefore, if the customer is setup with a Net Terms of 0, the due date will be calculated with the same date as the invoice date. Customer Terms Examples: o Customers that are not issued discounts and are expected to make payments within 30 days of invoicing: Discount % = 0, % Net = 30, Net = 30 o Customers that are issued a 3% discount if they pay within 15 days, but are expected to make full payments if the payment is after the 15 day window. If the payment is not received within a total of 30 days, the invoice is considered late and may have finance/late charges applied. Discount % = 3, % Net = 15, Net = 30 o Customers that are issued a 3% discount if they pay within 30 days, and if the invoice is not fully paid within 30 days the payment is late and may be subject to finance/late charges. Discount % = 3, % Net = 30, Net = 30 ARUM 05/12 Page 17

18 Customer Type: Navigational Path: Misc. Categories > Customer > Customer Types New/Edit Both Balance Forward and Open Item Customer Type This allows the user to enter a description of a customer type which will be included in a dropdown list that can be assigned to each customer in order to search by and filter specific customers. In addition, if the client is using Celerant Command s internal General Ledger, the Sales Account, Cost of Goods Sold Account, and Discounts Account can be broken out by customer type so that when the Income Statement (P&L) is ran the sales and cost of goods sold are broken out by customer types. G/L Sales Group This will list the available GL Sales Groups defined under General Ledger > Account Maintenance > G/L Sales Group in which case if a customer is assigned a specific Customer Type that is linked to a GL Sales Group, the sales and cost of goods sold entries will be posted to the GL Sales Group s accounts. ARUM 05/12 Page 18

19 AR Rules: Navigational Path: Misc. Categories > AR > AR Rule List New/Edit AR Rule Name This allows the user to enter a description of an AR Rule which will be included in a dropdown list that can be assigned to each customer as needed. The purpose of the AR Rule is so that the user can define the terms and charges once, and apply these settings to multiple customers without having to manually enter the information individually under the customer s record. o Assigning an AR Rule to a customer will overwrite the Net Terms, Interest Rate, and Late Fee found under the customer detail as well as the Store Settings found under the Payables/Receivables tab no matter if the Balance Forward or Open Item Methods are used Note: Payment Terms will overwrite the AR Rule in order to calculate the Due Date for invoices generated from Sales Orders when using the Open Item Method only. ARUM 05/12 Page 19

20 Terms: Both Balance Forward and Open Item o Balance Forward Terms is used to calculate the Payment Due Date when the Statements are generated using the Balance Forward method. This will only be used if the Customer the statement is for has an AR Rule assigned under the Customer Detail screen. Example: A statement is generated on 5/1/12 for a customer that has an AR Rule with the Terms of 30 days set. Once the statement is generated, the Payment Due Date is calculated with 5/30/12 since the AR Rule is defined. o Open Item Terms is used to calculate the Due Date of an invoice unless the invoice is generated for through the sales order processing in which case the Customer Terms assigned to the sales order will determine the Due Date. If the charge is performed outside of sales orders or the sales order does not have a Customer Terms assigned, the Terms under the assigned AR Rule will be used to calculate the Due Date. If the charge is performed through sales orders, the system will use the Customer Terms assigned to the sales order in order to calculate the Due Date which overwrites the AR Rule s Terms calculation. Interest Rate: Both Balance Forward and Open Item o Balance Forward Interest Rate is used to calculate Interest Charges when a statement is generated for a customer that has the defined AR Rule assigned. This rate will overwrite the Interest Rate defined under the Customer Detail screen as well as the Store Settings. When using the Balance Forward method, this rate will be used as an APR rate %, and not the actual % charged per month. For example, if the desired rate is 1.5% per month, the Interest Rate should be entered as 18%. NOTE: This is only true for the Balance Forward Method. o Open Item Interest Rate is used to calculate Finance/Late Charges when the Apply Finance/Late Charges process is ran under Accounts Receivable and the AR Rule is assigned to the customer. Therefore, this will overwrite the Store Setting s Interest Rate. In addition, the Interest Rate defined under the Customer Detail screen is not utilized for the Open Item Method. When using the Open Item method, this rate will be the actual % used to calculate the finance/late charges, and not break out the rate between 12 months. For example, if the desired rate is 1.5% each time the Apply Finance/Late Charges program is ran, the Interest Rate should be entered as 1.5%. NOTE: This is only true for the Open Item Method. ARUM 05/12 Page 20

21 Num. of Months: Balance Forward Only o Balance Forward Num. of Months is used for customers that are issued a Balance Forward statement and are given the ability to pay only a portion of a charge for a specific number of months. This is typically set to Not Applicable or 1 if the entire amount should be calculated within the Payment Due on the Balance Forward statement. For example, the customer may be given 3 months to pay the charge in which case when the statement is generated for the first month 1/3 of the charged amount is calculated as the Payment Due. The next month s statement will then calculate the second-third of the charged amount, and the third statement will calculate the remaining third amount of the balance due. If a customer is given 6 months to pay a charge, the user would set the Num. of Months to 6 which will then calculate 1/6 of the charged amount on the Balance Forward statement. Service Charge: Balance Forward Only o Balance Forward Service Charge is an optional fee that can be included on a Balance Forward statement in which case the customer the statement is being generated for is assigned an AR Rule. In order to apply the Service Charge, the user must use the AR Rules since there is not a Store Setting for the statement to default to when generated. Days Late: Balance Forward Only o Balance Forward Days Late is allows the user to define the desired number of days required after the Due Date before the late charges will be included on the Balance Forward Statement. This setting will overwrite the Store Setting for the customers that are defined with the AR Rule when the Balance Forward statement is generated. Therefore, if the user wants to start charging late fees for those customers that do not pay by the due date listed on the statement right away, the user would set this to 1 in order to start calculating late fees 1 day after the Due Date. If the user wishes to allow a few days, such as 15 days, before late charges will be calculated on the customer s statement, they would set this field to 15. o Open Item When using the Open Item method and the AR Rules, the Days Late field is not used in order to calculate when the Finance/Late Charges are issued. Instead, the system will use the Store Setting labeled Days late before charge. In addition, the Open Item method will calculate the Finance/Late ARUM 05/12 Page 21

22 Charges on each invoice/receipt individually and not calculate the charges based off the entire outstanding balance. Therefore, if the user would like to start calculating Finance/Late charges as soon as the invoice is past the Due Date, the user would set this field to 1. If the user would like to give the customer a few days after the Due Date before the Finance/Late charges are calculated, the user would increase the number to the desired number of days. Please note the Open Item method will not automatically calculate the Finance/Late Charges when an Open Item Statement is generated. Instead, the user will be required to run the Apply Finance/Late Charges feature found under Accounts Receivable > Open Item. Minimum Charge: Both Balance Forward and Open Item o Balance Forward Minimum Charge allows the user to define a dollar amount which will be applied if the Balance Forward Statement has finance charges calculated that to not meet or exceed the defined amount. This minimum will overwrite the Store Setting if the statement being generated is for a customer with an AR Rule assigned. Example: If the Minimum Finance Charge is set to $5.00 and the late charges calculated on the Balance Forward statement is $4.50, the system will overwrite Interest Charge with $5.00. If the Minimum Finance Charge is set to $5.00 and the late charges calculated on the Balance Forward statement is $6.00, the system will use the calculated $6.00 as the Interest Charge. o Open Item Minimum Charge allows the user to define a dollar amount which will be applied if the calculated finance/late charges do not meet or exceed the defined amount. Unlike the Balance Forward method, this will be applied to any invoices/receipts that have finance/late charges calculated separately instead of for the entire outstanding balance. Example: If a Minimum Finance Charge is set to $5.00 and the late charges calculated through Apply Finance/Late Charges for one invoice is $4.00 while the other invoice calculates the finance/late charges as $7.00, the late charge for the first invoice will be overwritten to $5.00 while the second invoice s finance/late charge will remain as $7.00. Daily Purchase Amount: Balance Forward Only o Balance Forward The Daily Purchase Amount allows the user to define the maximum limit of daily purchases allowed when using the Balance Forward method for a customer assigned with the AR Rule. ARUM 05/12 Page 22

23 No Statement if Balance Less Than: Balance Forward Only o Balance Forward The No Statement if Balance Less Than amount allows the user to define a dollar amount in which case if the statement is less than that amount, a Balance Forward statement will not be generated. Late Fee: Balance Forward Only o Balance Forward Late Fee allows the user to define a dollar amount to be charged when a statement has already been generated and the customer is late on making the payment. This is an additional dollar amount, separate from the Interest Rate calculation and is only used if the customer the statement is generated for has an AR Rule assigned, otherwise the late fee entered on the Customer Detail screen or the Store Setting will be used. Example: A customer has charged $200 towards there account in which case a statement has been generated and provided to the customer. If the customer does not make a payment before the next time the statement is generated, and the next statement is created after the Payment Due Date, the system will add the Late Fee amount to statement if the customer is assigned the AR Rule. The system will continuously add the Late Fee for ever statement generated that has an overdue payment. Min Pay Percent: Balance Forward Only o Balance Forward Min Pay Percent is used to calculate the Minimum Payment as a percentage of the statement s overall balance on the Balance Forward Statement. This setting will be used as long as the customer the statement being generated has an AR Rule defined on their customer account, and the Min. Pay Percent calculated is greater than the Min. Pay Dollars amount described below. If the minimum payment calculated from the Min. Pay Percent is less than the Min Pay Dollars described below, the system will use the Min. Pay Dollars amount as the Minimum Payment on the statement. If the payment from the first statement has not been received, the second statement will calculate the minimum payment and include the calculated dollar amount to the first statement s minimum payment. In addition, the Minimum Pay Percent will include any late fees or interest fees in the calculated Minimum Payment. Example: A customer has an outstanding balance for $ in which case the Min. Pay Percent is set to 20%. When the Balance Forward statement is generated, the minimum payment will calculate out to $ ARUM 05/12 Page 23

24 Min Pay Dollars: Balance Forward Only o Balance Forward Min Pay Dollars is used to define the Minimum Payment amount on the Balance Forward Statement. This setting will be used as long as the customer the statement being generated has an AR Rule defined on their customer account, or the calculated Minimum Payment based off the Min. Pay Percent is greater than the Min. Pay Dollars amount. If the payment from the first statement has not been received, the second statement will calculate the minimum payment and include the minimum dollar amount to the first statement s minimum payment. In addition, if the statement is issued any late fees in which case the Minimum Pay Percent calculates a minimum payment greater than the minimum pay dollars, the system will use the calculated minimum payment % as the minimum payment which will include any late fees or interest fees. Example: A customer has an outstanding balance for $53.25 in which case the Min. Pay Percent is set to 20% and the Min. Pay Dollars is set to $ When the Balance Forward statement is generated, the minimum payment will display as $15.00 since the calculated minimum payment would be $ Compound Interest Daily: Balance Forward Only o Enabled/Checked The Compound Interest Daily flag will be used when the Balance Forward method is set and the customer the statement is being generated for has an AR Rule defined. If enabled/checked, the interest the system calculates will be compounded each day the customer s account is late. o Disabled/Unchecked If disabled/unchecked, the interest the system calculates for Balance Forward Statements will not be compounded each day the customer s account is late. Service Charges on Outstanding Balance: Balance Forward Only o Enabled/Checked If enabled/checked, when the Balance Forward Statement is generated, the Service Charge described above will be added to the balance due by the customer. Note this is only for the Balance Forward method. o Disabled/Unchecked In disabled/unchecked, when the Balance Forward Statement is generated, the Service Charge amount will not be added to the balance due by the customer. ARUM 05/12 Page 24

25 Returns Reduce Balance: Balance Forward Only o Enabled/Checked If enabled/checked, when a return is issued for the customer s account, the amount of the return will reduce any outstanding balance the customer has charged. o Disabled/Unchecked In disabled/unchecked, when a return is issued for a customer s account, the amount of the return will be able to be refunded as normal and not applied to the customer s outstanding balance. Advance Pay Shows No Balance Forward Only Min Pay: o Enabled/Checked If enabled/checked, when a payment is made prior to the Balance Forward statement being generated, the amount is not applied to the Minimum Payment Due on the statement when it is generated. o Disabled/Unchecked In disabled/unchecked, when a payment is made prior to the Balance Forward statement being generated, the amount is applied to the Minimum Payment Due on the statement when it is generated. Do Not Charge First Statement: Balance Forward Only o Enabled/Checked If enabled/checked, the customer will not be billed for any charges on the first statement created after the account is opened. o Disabled/Unchecked In disabled/unchecked, the customer will be billed for any charges on the first statement created after the account is opened. ARUM 05/12 Page 25

26 AR Adjustment Category: Navigational Path: Misc. Categories > AR > AR Adjustment Categories New/Edit Both Balance Forward and Open Item AR Adjustment Categories This allows the user to enter a description of a type of adjustment which will be included in a dropdown list that can be assigned to an AR Adjustment performed through the Charge/Adjustments screen. The purpose of the AR Adjustment categories is so when an adjustment to a customer s account needs to be made, the user can classify the adjustment accordingly and have it setup to hit the proper GL accounts since the system will adjust the overall Accounts Receivable Balance and the offsetting account has to be defined. During the entry of an AR Adjustment, the AR Adjustment Category will be labeled as Transaction Type. GL Code This will list the available GL Accounts defined under General Ledger > Account Maintenance > Chart of Accounts in which case if the Internal GL is being used, the user will be required to assign a valid GL account so the system knows what entries to make when an adjustment is entered against a customer s account. ARUM 05/12 Page 26

27 Customer Detail: Navigational Path: Contacts > Customers New/Edit Account Tab: Customer Type: Both Balance Forward and Open Item o This allows the user to define a customer to a specific Customer Type in order to group customers together for searching and filtering purposes. In addition, if the client is using Celerant Command s internal General Ledger, the GL Sales Group assigned to the Customer Type can be used to separate the Sales Account, Cost of Goods Sold Account, and Discounts Account that will be hit when merchandise is sold to that particular customer. ARUM 05/12 Page 27

28 Account Customer: Both Balance Forward and Open Item o This flag is required in order to be able to use Tender types that are flagged as Account which will allow the customer to charge their account when purchasing merchandise. If the Account Customer flag is not enabled/checked, the customer will not be able to use a Tender flagged as Account and will be required to use another tender type such as cash, check, or credit card. Account on Hold: Both Balance Forward and Open Item o This flag allows the user to prevent specific customers from charging purchases to their account due to various reasons. This may be used if a customer has an outstanding balance which payment has not been received for some time and management does not want to allow any additional charging until payment has been received. AR Rule: Both Balance Forward and Open Item o The AR Rule is a list of pre-defined Accounts Receivable Rules that can be defined for various customers. The purpose of the AR Rule is be able to easily setup multiple customers with the same terms, late fees, interest rates, etc. as described above which will overwrite the Store Setting Defaults. Require PO# on All Purchases: Both Balance Forward and Open Item o If a customer is flagged as Require PO# on All Purchases, the system will require the user to enter a Customer PO# (not to be confused with a PO# for a Vendor) before they are able to purchase any merchandise on their account. Invoice Only When is Complete: Open Item Only o If a customer is flagged as Invoice Only When is Complete, when a Sales Order is created, the Bill Complete flag will default as being enabled/checked. If a sales order is flagged as Bill Complete, the user can perform multiple shipments on a sales order; however, the invoice will not be generated until all merchandise has been shipped in which case an invoice for all merchandise on the sales order will be created. If the sales order not flagged as Bill Complete, entering multiple shipments on a sales order will generate multiple invoices for the customer based off the merchandise that is shipped. ARUM 05/12 Page 28

29 Credit Limit: Both Balance Forward and Open Item o This setting may be required if the Store Setting to require credit limits on house accounts is enabled/checked. In either case, the Credit Limit is the field in which the user can define a maximum dollar amount the customer can charge on their account. If this is set and the customer tries to charge over their credit limit, the user will receive a prompt stating they are over their limit and require authorization in order to proceed with the charge. Account Purchase: Both Balance Forward and Open Item o This field is un-editable and provides the total amount of Account Purchases made for that particular customer. Account Balance: Both Balance Forward and Open Item o This field is un-editable and provides the current outstanding balance on that particular customers account. Account Payments: Both Balance Forward and Open Item o This field is un-editable and provides the total amount of Payments made towards the charges that particular customer has made. Last Statement: Balance Forward Only o This field displays the last Statement Date the Balance Forward Statement was run (not the actual date the statement was ran, but the user defined statement date). Net Terms: Both Balance Forward and Open Item o Balance Forward If the customer the statement is being generated for does not have an AR Rule assigned, the system will reference the Net Terms found under the Customer Detail screen in order to calculate the Payment Due Date on a Balance Forward Statement. If the Customer the statement is being generated for has an AR Rule or the Net Terms is set to 0, the system will use the Store Setting Net Term as the default calculation of the Payment Due Date. The ARUM 05/12 Page 29

30 purpose of this setting is to setup customer specific terms without having to create AR Rules for individual customers. o Open Item Statement If a customer does not have an AR Rule assigned and the sales order is not assigned with a defined Customer Terms, the system will use the Net Terms in order to calculate the invoice/receipt due date. If the Net Terms is not defined on the customer, the system will default the Net Terms to 0 in which case the system will calculate the due date as the same day as the invoice/receipt. Interest Rate: Balance Forward Only o Balance Forward If the customer the statement is being generated for does not have an AR Rule assigned, and the system has determined an interest charge should be calculated, the system will reference the Interest Rate defined under the Customer Detail in order to calculate the interest charge. If the Interest Rate is not defined on the customer s account, the system will use the Store Setting Interest Rate as the default calculation. When using the Balance Forward method, this rate will be used as an APR rate %, and not the actual % charged per month. For example, if the desired rate is 1.5% per month, the Interest Rate should be entered as 18%. NOTE: This is only true for the Balance Forward Method. Late Fee: Balance Forward Only o Balance Forward Late Fee is the amount applied when a statement has already been generated and the customer is late on making the payment. This is an additional dollar amount, separate from the Interest Rate calculation and is only used if the customer the statement is generated for does not have an AR Rule assigned. If the customer does not have an AR Rule or the Late Fee defined under the Customer Detail Screen, the system will use the Store Settings default late fee. Example: A customer has charged $200 towards there account in which case a statement has been generated and provided to the customer. If the customer does not make a payment before the next time the statement is generated, and the next statement is created after the Payment Due Date, the system will add the Late Fee amount to the statement as long as the customer does not have an AR Rule assigned. The system will continuously add the Late Fee for ever statement generated that has an overdue payment. ARUM 05/12 Page 30

31 Trade Discount: Both Balance Forward and Open Item o This allows the user to define a percentage discount on the customer s account in which case any purchases will be given the extra discount. Receivables Both Balance Forward and Open Item o This allows the user to define one address to the customer in which case this address will receive an invoice/receipt or an Open Item Statement if sent. Pay Terms: Open Item Only o Open Item - This allows the user to select a pre-defined Customer Terms which will be used on Sales Order processing as the default terms for the customer. The user can then overwrite the terms on the sales order in which case once the sales order is shipped, the defined terms will calculate the due date and any terms discounts offered when using that particular Customer Terms. Aging Last Payment: Both Balance Forward and Open Item o This displays the last payment amount received from the customer through Payin on Account. Aging Last Pay Date: Both Balance Forward and Open Item o This displays the date of the last payment received from the customer through Payin on Account. Aging Balance: Balance Forward Only o Balance Forward These fields will display outstanding balances that took place within the past 30 days (0-30), within the past 60 days (31-60), within the past 90 ARUM 05/12 Page 31

32 days (61-90), within the past 120 days (91-120), or anything that took place over 120 days (120+). Aging Payment: Balance Forward Only o Balance Forward These fields will display the payments that were received within the past 30 days (0-30), within the past 60 days (31-60), within the past 90 days (61-90), within the past 120 days (91-120), or anything that took place over 120 days (120+). ARUM 05/12 Page 32

33 Comments/Restrictions Tab: No Checks: Both Balance Forward and Open Item o Enabling/checking the No Checks flag will prevent the user from accepting checks as a form of payment. This would typically be set if the customer is known to issue bad checks in the past. This will prevent the customer from using checks as AR Payments as well as regular sales transactions. No Charges: Both Balance Forward and Open Item o Enabling/checking the No Charges flag will prevent user from accepting credit card tenders as a form of payment. This will prevent the customer from using credit cards as AR Payments as well as regular sales transactions. ARUM 05/12 Page 33

34 Invoice/Statement Printing: Open Item Only o Open Item - This dropdown is prepopulated with the following options which determine how invoices generated from sales orders will be generated as well as Open Item Statements. No Invoices or Statement This will prevent the system from generating an invoice or open item statement for that particular customer. Statements Only by Mail When an open item statement is generated, it will print a hard copy in order to mail to the customer. If an invoice is generated, the invoice will not print or be ed to the customer. Invoices Only by Mail When an invoice is generated, it will print a hard copy in order to mail to the customer. If an open item statement is generated, the statement will not print or be ed to the customer. Invoices and Statements by Mail If an invoice or an open item statement is generated, it will be generated as a hard copy in order to mail to the customer. Statements Only by When an open item statement is generated, it will directly to the customer s Receivable instead of generating a hard copy of the statement. In addition, if an invoice is generated, the system will not print a hard copy or a copy to the customer. Invoices Only by When an invoice is generated, it will directly to the customer s Receivable instead of generating a hard copy of the invoice. In addition, if an open item statement is generated, the system will not print a hard copy or a copy to the customer. Invoices and Statements by If an invoice or an open item statement is generated, it will be ed to the customer s Receivable address instead of generating a hard copy of the invoice or statement. Statements by , Invoices by Mail If an invoice is generated, the system will generate a hard copy, while when an open item statement is generated, the system will the customer s Receivable address. Invoices by , Statements by Mail If an invoice is generated, the system will the customer s Receivable address, while when an open item statement is generated, the system will generate a hard copy in order to mail. ARUM 05/12 Page 34

35 Entering AR Sales POS Standard Receipt: Navigational Path: POS > New POS Screen Standard Receipt: Both Balance Forward and Open Item o Enter an existing Account Customer, or create a new customer in order to charge the customer s account for the balance of the purchase. o If a customer is entered on the sale and they are not setup as an Account Customer, select Customers > View Customer. From the Customer Detail ARUM 05/12 Page 35

36 screen, select the Account Tab and enabled/check the flag labeled Account Customer o Enter/scan the merchandise the customer is purchasing and charging to their account. Once all the merchandise is entered, select the Pay button. o From the Pay Screen, select the Tender that is setup as an Account Tender. This will charge the customer s account instead of requiring a payment method such as Cash, Check, or Credit Card. Once the Account Tender is selected, enter the amount being charged and select Finish. ARUM 05/12 Page 36

37 Balance Forward Since the Payment Due Date is determined based off the Balance Forward Statement, the Due Date will not matter on an individual receipt/invoice. Open Item Method Based off how the customer is setup, the Due Date used for the receipt/invoice that is generated will be determined off the AR Rule if one is defined for the customer, otherwise, the date calculated from the Net Terms field under the Customer Detail screen will be used. ARUM 05/12 Page 37

38 Entering AR Sales POS Special Order: Navigational Path: POS > New POS Screen Special Order Receipt: Both Balance Forward and Open Item o Change the Transaction Type from Standard Receipt to Special Order if needed by selecting Transaction Type > Special Order. o Enter an existing Account Customer, or create a new customer in order to charge the customer s account for the balance of the purchase. ARUM 05/12 Page 38

39 o If a customer is entered on the sale and they are not setup as an Account Customer, select Customers > View Customer. From the Customer Detail screen, select the Account Tab and enabled/check the flag labeled Account Customer o Select the Shipping Method, the Ship To, and enter any Freight associated with the Special Order by selecting Transaction Type > Shipping. ARUM 05/12 Page 39

40 o Enter/scan the merchandise the customer is purchasing and charging to their account. Once all the merchandise is entered, select the No Pay button. o Once the merchandise is pulled and ready for fulfillment, from the Main Menu select Fulfillment > Shipping > Do Shipping in order to ship Special Orders. Search for and select the desired Special Order and select Do Shipping in order to ship the merchandise. ARUM 05/12 Page 40

41 o From the Do Shipping screen, enter the merchandise being shipped and select Ship Entered Qty or if all merchandise is being shipped select Ship All. ARUM 05/12 Page 41

42 o Once Ship Entered Qty or Ship All is selected, the Charge Shipment screen will open. If the customer is setup as an Account Customer, the user will be able to select Charge under the On Account Customer area. If the customer is not setup as an Account Customer, cancel out of the shipment, edit the customer, and enable/check the flag labeled Account Customer found under the Account Tab on the Customer Detail Screen. ARUM 05/12 Page 42

43 o Once the user returns to the Do Shipping screen select Save in order to save the shipment and charge the customer s account accordingly. Balance Forward Since the Payment Due Date is determined based off the Balance Forward Statement, the Due Date will not matter on an individual receipt/invoice. Open Item Method Based off how the customer is setup, the Due Date used for the receipt/invoice that is generated will be determined off the AR Rule if one is defined for the customer, otherwise, the date calculated from the Net Terms field under the Customer Detail screen will be used. ARUM 05/12 Page 43

44 Entering AR Sales Sales Order: Navigational Path: POS > Sales Order Sales Order: Both Balance Forward and Open Item o Once the Sales Order Entry screen is opened, enter the Account Customer making the purchase. This can be done by entering the Last Name of the customer and pressing <Enter> or by selecting the Find Customer button. o Next, select the desired shipping address for the sales order. o If the customer is not setup as an Account Customer, select the View/Edit Cust button. From the Customer Detail screen, select the Account Tab and enabled/check the flag labeled Account Customer. ARUM 05/12 Page 44

45 o Once the customer information is complete, continue to the Header Tab in order to define the Terms, Ship Method, and any other required fields. Terms This is a dropdown selection of Customer Terms setup through Misc. Categories > Customers > Customer Terms. This will default based off what is setup under the Customer Detail screen under the Account Tab labeled Pay Terms. This will determine the Due Date for invoices generated through Sales Orders when using the Open Item Method and can be changed on an order by order basis. Ship Method This is a dropdown selection of Shipping Methods setup through Misc. Categories > Shipping > Shipping Methods and is a required field on Sales Orders. ARUM 05/12 Page 45

46 o Once the Header information is defined, continue to the Details Tab in order to enter the merchandise being purchased. Use the Scan field, MultiFind, Quick Load SKU, or Enter New Style to add merchandise to the sales order. o If the customer is not issuing a deposit on the Sales Order and the merchandise is going to be charged to the Customer s Account, select the Save button on the Details Tab. If the customer is going to issue a deposit, continue to the Payment Tab in order to enter any deposit amount and select Save from the Payment Tab. ARUM 05/12 Page 46

47 o Once the merchandise is pulled and ready for fulfillment, from the Main Menu select Fulfillment > Sales Order Invoicing > Perform Shipping in order to ship Sales Orders. Search for and select the desired Sales Order and select Ship/Invoice in order to ship the merchandise. ARUM 05/12 Page 47

48 o From the Ship/Invoice screen, enter the merchandise being shipped and select Ship Entered Qty or if all merchandise is being shipped select Ship All. o Once Ship Entered Qty or Ship All is selected, the Charge Shipment screen will open. If the customer is setup as an Account Customer, the user will be able to select the Tender setup as an Account Tender, and then select the Charge Account button on the right. If the customer is not setup as an Account Customer, cancel out of the shipment, edit the customer, and enable/check the flag labeled Account Customer found under the Account Tab on the Customer Detail Screen. ARUM 05/12 Page 48

49 o Once the user returns to the Ship/Invoice screen select Save in order to save the shipment and charge the customer s account accordingly. Balance Forward Since the Payment Due Date is determined based off the Balance Forward Statement Date, the Due Date will not matter on an individual receipt/invoice. Open Item Method If there are Terms defined on the Sales Order, which use the customer s Pay Terms as a default, the Due Date will calculate based off the net amount days defined on the associated Customer Terms. If the Sales Orders Terms is not defined, the system will use the AR Rule assigned to the customer in order to calculate the Due Date. If the customer whose account is being charged does not have an AR Rule assigned, the system will use the Net Terms found under the Customer Detail screen under the Account Tab to calculate the proper due date. ARUM 05/12 Page 49

50 Sales Order Invoice List: Navigational Path: Both Balance Forward and Open Item Fulfillment > Sales Order Invoicing > Invoice List Invoice List: o Once the Sales Order is Shipped/Invoiced, the Invoice List will populate with the invoice information that was generated from the sales order. From the Invoice List, the user can see the invoices Original Amount, Paid Amount, and Amount Due unlike the Receipts List which lists the Paid Amount as fully paid when charging a customer s account. In addition, the user can use the various search criteria to find specific invoices in which case the user can view the detail of each invoice, or reprint/ invoices. If the Print/ Invoices is selected, the system will determine if the invoice should be printed on a hard copy, ed to the customer, or not printed or ed at all based off the Invoice/Statement Printing option found under the Comments/Restrictions Tab in Customer Detail. NOTE: The Invoice List only populates with Invoices generated from Sales Orders and does not include Standard Receipts or Special Orders where the customer s account was charged for later payment. ARUM 05/12 Page 50

51 Payin On Account: Navigational Path: POS > Payin on Account Both Balance Forward and Open Item Depending on which method is being used, the Payin on Account screen displays differently when the Balance Forward method is selected versus the Open Item method. The main difference is the ability to select specific invoices to pay when using the Open Item method, whereas the Balance Forward will simply apply the payment to the overall balance outstanding on the customer s account. Balance Forward Method: Balance Forward Only Buttons: o Cancel Closes the Payin on Account Screen o Find Customer Allows the user to search for and select Account Customer s based off different search criteria. Note: The On Account Customer flag will be enabled/checked when searching for customers under Payin On Account due to the fact that only customer s setup as Account Customers can have payments applied. o Edit Customer Allows the user to edit the customer selected for the Payin on Account. ARUM 05/12 Page 51

52 o OK Once the payment is entered, select OK in order to save the payment and update the customer s record which will adjust the Paid and Owed amounts accordingly. Account Information: o Enter Customer The user will be able to enter the customer s account by entering the customer s name under the Enter Customer field and pressing <Enter>, or by selecting Find Customer in which case the Find Account Customer screen will open and allow the user to search based off different criteria. o Customer Info The selected customer s Name, Address, Phone, and Account # will populated as un-editable fields once the desired customer is selected. o Credit Limit This is pulled from the Customer Detail information and can be set as a requirement based off the Store Setting described above which will inform the user of their available credit limit. o Acct Purchases This is an accumulated balance of all purchases that have been charged to the selected customer s account. o Paid This is an accumulated balance of all payments that have been made towards the customer s account. o Owed This is a calculated amount based off the Acct Purchases and Paid amount in order to list the amount owed by the customer. o Total Due Selected Open Item Method Only. o Unapplied Pays and CR Selected This will display the amount of unapplied payments or credits issued to the customer s account which are selected and are going to be applied to the Payin on Account entry. Make Payments Tab: o From the Make Payments tab, the user will select the desired Tender from the list of available tenders, and then enter the Amount using the number pad on the screen or on the keyboard. o If the customer is only making a payment, the user can then select the OK button in order to save the payment and update the customer s record. If there are credits that need issued, the user can select the Unapplied Payments and Credits tab before saving. ARUM 05/12 Page 52

53 Unapplied Payments and Credits: o If there is a credit that has been issued to the customer s account, the user can select the desired credit, check all credits, or uncheck all credits from this tab. Unapplied Payments will not list on this screen when using Balance Forward since all payments are applied to the customer s outstanding balance and not specific invoices/receipts. o Once the Payment and the Credits are selected, the user will select the OK button in order to save the payments and update the customer s account. ARUM 05/12 Page 53

54 Open Item Method: Accounts Receivable User Manual Open Item Only Buttons: o Cancel Closes the Payin on Account Screen o Find Customer Allows the user to search for and select Account Customer s based off different search criteria. Note: The On Account Customer flag will be enabled/checked when searching for customers under Payin On Account due to the fact that only customer s setup as Account Customers can have payments applied. o Edit Customer Allows the user to edit the customer selected for the Payin on Account. o OK Once the payment is entered, select OK in order to save the payment and update the customer s record which will adjust the Paid and Owed amounts accordingly. Account Information: o Enter Customer The user will be able to enter the customer s account by entering the customer s name under the Enter Customer field and pressing <Enter>, or by selecting Find Customer in which case the Find Account Customer screen will open and allow the user to search based off different criteria. o Customer Info The selected customer s Name, Address, Phone, and Account # will populated as un-editable fields once the desired customer is selected. ARUM 05/12 Page 54

55 o Credit Limit This is pulled from the Customer Detail information and can be set as a requirement based off the Store Setting described above which will inform the user of their available credit limit. o Acct Purchases This is an accumulated balance of all purchases that have been charged to the selected customer s account. o Paid This is an accumulated balance of all payments that have been made towards the customer s account. o Owed This is a calculated amount based off the Acct Purchases and Paid amount in order to list the amount owed by the customer. o Total Due Selected This will display the total Applied Amount of the selected invoices in order to display what the payment should be from the customer. o Unapplied Pays and CR Selected This will display the amount of unapplied payments or credits issued to the customer s account which are selected and are going to be applied to the Payin on Account entry. Make Payments Tab: o From the Make Payments tab, the user will select the desired Tender from the list of available tenders, and then enter the Amount using the number pad on the screen or on the keyboard. o If the customer is only making a payment on an open invoice, the user can then select the Select Bills tab in order to select the desired invoice, and then select the OK button in order to save the payment and update the customer s record. If the user does not select an invoice, the system will save the payment as an unapplied payment which will need to be applied to an invoice at a later time. In addition, if there are credits that need issued, the user can select the Unapplied Payments and Credits tab before saving in order to apply any credits or other unapplied payments that have been entered. Select Bills: o Open Bills This list will populate with any invoices, receipts, debit memo adjustments (performed through AR Adjustments for a positive amount), or ARUM 05/12 Page 55

56 finance/late charges (performed through Apply Finance/Late Charges) for the customer when the Open Item method is used. The user can then select specific invoices which the payment is being applied to, and can change the Applied Amount in order to apply one payment partially across multiple invoices. If more invoices are selected then the payment will cover, the system will apply the payment amount to the oldest invoices first based off the Applied Amount. Example: Three Invoices are listed for $100 that was from 2 months ago, $150 from 3 months ago, and $125 from the current month. The customer issues a payment for $200 and does not specify which invoices the payment is for. The user can select all three invoices, not change the Applied Amount and apply the $200 in which case the invoice for $150 is the oldest and will apply $150 of the $200 payment. The remaining $50 will then be applied to the next oldest invoice which the $100 invoice is leaving a balance of $50 for one invoice and the full amount of $125 for the other invoice. Example: Three Invoices are listed for $100, $150, and $125. The customer issues a payment a payment of $200 but would like $100 applied to the first invoice, and $50 applied to the other two invoices. The user can select all three invoices and change the Applied Amount for the $150 and $125 invoice to $50 each. Therefore, the Total Due Selected will display as $200 and once the payment is saved, the two outstanding invoices will list with a new balance of $100 and $75 respectively. o Fields: Select Selection option in order to mark which transaction the payment is being applied to. Date Date of the transaction (Receipt, Invoice, Debit Memo, Late Charge). Invc#/Rcpt# - Invoice # generated from a sales order or debit memo, or Receipt # generated from the POS transaction. Due Amount of the transaction that is still outstanding. Applied Amount An editable field in which case the user can define the amount of the payment that should be applied to the selected invoice. Store Store that the transaction was entered under. Due Date Date the invoice is due based off the Customer Terms on a Sales Order, AR Rule defined on the customer s account, or Net Terms defined on the Customer Detail Account tab. Amount Original Amount of the transaction. Paid Amount paid towards the specific invoice which is used to calculate the Due field. o Buttons: Check All Allows the user to select all invoices/receipts in order to apply payments. ARUM 05/12 Page 56

57 View Receipt Allows the user to view the Receipt Detail of the highlighted invoice/receipt in order to view what items were sold. UnCheck All Allows the user to un-select all invoices/receipts in order to select specific invoices/receipts. Discount Selecting the Discount button will open a window that will display any available terms discounts for a specific invoice. This is typically used when Sales Orders are used in which case the Customer Terms applied to the sales orders offer a discount % if the customer pays within a specified time period. (3% Net 15 Net 30: The customer would receive 3% discount if they pay within 15 days, but the invoice is due within 30 days no matter what.) The system will display the Invoice/Receipt #, Discount Date, and Discount Amount. o Discount Date Calculated based off the Terms assigned to the sales order and is un-editable. o Discount Amount If there was a discount and the payment is received within the discount date range, the system will populate the Discount Amount with the calculated Discount. If the payment is received after the discount date range, the system will default the Discount Amount to 0.00 since the customer did not pay within the specified time period. The user does have the ability to overwrite the Discount Amount and issue a discount to the customer as needed based off the user security. Selecting Accept will apply the discount to the invoice which will change the Due Amount. Selecting Cancel will close the Discount window in order to continue entry. ARUM 05/12 Page 57

58 Unapplied Payments and Credits: o If there is a credit or unapplied payment that has been issued to the customer s account, the user can select the desired credits/unapplied payments, check all credits, or uncheck all credits from this tab. o Once the desired invoices/receipts and the credits/unapplied payments are selected, the user will select the OK button in order to save the payments and update the customer s account. ARUM 05/12 Page 58

59 Accounts Receivable Payments: Navigational Path: Both Balance Forward and Open Item Accounts Receivable > Payments Payments The payments screen is used to list the various payments the customer has made toward their account balance. This is used for both Balance Forward and Open Item methods and allows the user to search based off specified search criteria, void payments incorrectly made, or view the details of the payments which display the invoices the payment was applied to. Buttons: o Search Searches for the Payments made through Payin on Account based off the search criteria entered. o Reset Resets the results and search criteria. o Void Voids the high-lighted payment selected on the Payments List. o Details This allows the user to view what invoices/receipts were paid during the Payin on Account. Payment Breakdown This section will display the receipt in which case the payment was applied towards and provide the applied amount, store, charge date and original charge amount accordingly. Payment Method This section will display the Tender as the method along with the total amount entered. ARUM 05/12 Page 59

60 o Print List Prints the results in a list format in crystal reports. o Close Closes the Payments screen. ARUM 05/12 Page 60

61 Accounts Receivable Charges/Adjustments: Navigational Path: Both Balance Forward and Open Item Accounts Receivable > Charges/Adjustments Charges/Adjustments The Charges/Adjustments screen allows the user to search for any account charges that occurred on a customer s account, as well as the ability to view the receipt, make new AR Adjustments, or reprint receipts. Buttons: o Search Searches for the Charges/Adjustments made towards an account customer s balance. o Reset Resets the results and search criteria. o View Receipt This allows the user to high-light the receipt in question and view the Receipt Detail in order to drill down to the detail of the transaction. o New AR Adjustment This allows the user to enter an AR Adjustment for various reasons which may range from adjusting freight, removing tax charges, providing a discount on late merchandise after the fact, etc. Selecting New AR Adjustment will open a new window in order to enter the desired adjustment. Once the Adjustment is entered, the user will select Save in order to update the customer s balance. Customer Info The user will select Find Customer in order to search for and select the desired customer the Adjustment should be applied against. ARUM 05/12 Page 61

62 This will then populate the Names, Company, and Account Number accordingly. Associated Invoice # - This allows the user to enter the associated invoice # for the adjustment but is not required. It is recommended the user enter something in order to be able to reference from the Charges/Adjustments list screen. Adjustment Amount If a balance needs to be removed from the customer s account, the user will enter a negative amount (credit memo). If an additional balance needs to be added from the customer s account, the user will enter a positive amount (debit memo). Transaction Type This is a dropdown of any AR Adjustment Categories in order to appropriately hit the General Ledger whether the Internal GL is being used or the GL Export process is being used. Store This is a dropdown of the available stores setup in order to record the adjustment under the appropriate store. o RePrint Receipt This will reprint only the receipt of the high-lighted charge. o RePrint All Receipts This will reprint all the receipts listed based off the search results. o Print List Prints the results in a list format in crystal reports. o Close Closes the Charges/Adjustments screen. ARUM 05/12 Page 62

63 Balance Forward Statements Listing: Navigational Path: Balance Forward Only Accounts Receivable > Balance Forward > Statements Listing Statements Listing The Statement Listings is only used for the Balance Forward method, and will display any statements generated through the Make Statements function based off the search criteria entered. From the Statements Listing, the user can view the statements that were generated as well as reprint the statements if needed. Buttons: o Search Searches for the Statements using the Balance Forward method made through Make Statements based off the search criteria entered. o Reset Resets the results and search criteria. o View Statement Selecting View Statement will open a new window that displays the statement detail. From this window the user will be able to the charges that made up the statement that was generated and reprint the statement if needed. Customer Name of the Customer the Statement was generated for. Store Store the statement was generated under. ARUM 05/12 Page 63

64 Statement # - Number generated and applied to the statement by Command in order for reference. Statement Date Statement Date defined when Make Statements was performed. Payment Due Date Calculated Due Date of the statement based off if the customer has an AR Rule defined, Net Terms defined under the Customer Detail, or uses the Store Setting as the default if both the AR Rule and Net Terms is not defined. Minimum Payment Calculated minimum payment amount based off if the customer has an AR Rule defined, or if the system is using the Store Setting default. In addition, the minimum payment will be based off the $ amount defined unless the calculated % is greater than the $ amount in which case the minimum payment will calculate as the percent of the balance. Charge Detail This section will list the detail of the charges that took place from the time the last statement was generated. This includes the Date, Store, Description, Charge Amount, etc. Previous Balance This will display the previous balance of the last statement that was generated. Payments This will display any payments made between the last statement and the selected statement. Credits This will display any credits made between the last statement and the selected statement. Amount This will display the calculated outstanding balance when the statement was generated. Interest Charge If the customer is subject to interest charges when the statement was generated based off the AR Rule, Customer Detail, or Store Settings, the system will display any calculated Interest Charge that was added to the statement balance. Late Charge If the customer is subject to late charges when the statement was generated based off the AR Rule, Customer Detail, or Store Settings, the system will display any calculated Late Charge that was added to the statement. Service Charge If the customer is subject to service charges based off the AR Rule when the statement is generated, the system will display the Service Charge that was added to the statement. Balance This displays the calculated balance of the statement when it was generated and includes the previous balance, payments, credits, new charges, interest charges, late charges and service charges. ARUM 05/12 Page 64

65 o Print List Prints the results in a list format in crystal reports. o Print All Statements Prints all statements listed based off the search criteria. Depending on the Store Setting labeled Print Receipt Images Following Statement, the receipts associated with each statement will print as well. o Print Statement Prints only the statement that is high-lighted on the results list. Depending on the Store Setting labeled Print Receipt Images Following Statement, the receipts associated with each statement will print as well. o Close Closes the Statements Listing screen. ARUM 05/12 Page 65

66 Example Balance Forward Statement: ARUM 05/12 Page 66

67 Balance Forward Make Statements: Navigational Path: Balance Forward Only Accounts Receivable > Balance Forward > Make Statements Make Statements The Make Statements screen is only used for the Balance Forward method, and will allow the user to search for customers that are setup as Account customers and generate Balance Forward Statements. From the Make Statements screen, the user has the ability to generate one statement at a time or can generate statements for all customers that return from the search. Buttons: o Search Searches for the Account Customers based off the search criteria entered. o Reset Resets the results and search criteria. o Create 1 Statement This allows the user to high-light one customer and has the system generate one statement for that customer as opposed to creating a statement for all customers listed in the search results. Selecting this will open the New Statement Dates screen described below. o Create Statements For All This allows the user to generate the statement for all the customers listed on the search results as opposed to one at a time. Selecting this will also open the New Statement Dates screen described below. New Statement Dates This screen will allow the user to define the Statement Date and the Cutoff Date in order to generate the statement. ARUM 05/12 Page 67

68 Once the desired dates are selected, the user can select OK in order for the statement to be generated. Statement Date This is the date selection that will display on the statement as the date being prepared. This will also be used in order to calculate the Payment Due Date based off the AR Rule, Customer Detail, or Store Setting. o If the statement date entered is after the previous statements Payment Due Date, the system will automatically calculate any late charges, service charges, or interest rate based off the AR Rule defined on the customer s account, the Customer Detail settings for the individual customer s account, or default to the Store Settings. o NOTE: The Statement Date should not be the same as the Cutoff Date. The Statement Date should in fact be set to one or two days after the Cutoff Date. Cutoff Date This is the date selection that will be used to determine what account activity should be included on the statement and what activity should not be included. Everything up to but not including this date will be included on the Statement. o If the user wants all transactions from Jan. 1 through Jan. 31 included on the statement, the user will set the cutoff day as Feb. 1. o NOTE: The Cutoff Date should not be the same as the Statement Date. The Cutoff Date should in fact be set to one or two days before the Statement Date. Once the statement is made, the user can use the Statements Listing in order to search for statements based off a specific date range and select Print All Statements. o Close Closes the Make Statements screen. ARUM 05/12 Page 68

69 Open Item Statements: Navigational Path: Open Item Only Accounts Receivable > Open Item > Open Item Statements Open Item Statements The Open Item Statements is only used for the Open Item method, and will allow the user to search for Account Customers in order to print a statement of all open invoices/receipts which will also include partial payments based off the date selections made. This will be different from Balance Forward in that each open invoice will print instead of an outstanding balance with the account activity since the last statement. Buttons: o Search Searches for the Account Customers based off the search criteria entered. o Reset Resets the results and search criteria. o Print/ Selected Statements Once the customers from the search results are selected, selecting the Print/ Selected Statements button will open the Print Open Item Statements window in order to make the desired date range selections. When Print/ Selected Statements is selected, the system will either print a hard copy of the statement or a copy of the statement directly to the customer using the Receivables found under the Account Tab ARUM 05/12 Page 69

70 in the Customer Detail screen. The determination of whether the statement is printed or ed is based off the Invoice/Statement Printing selection found under the Comments/Restrictions tab under Customer Detail. o Print Statements to Screen This allows the user to select the desired date ranges from the Print Open Item Statements window and prints the statements to the screen as opposed to printing a hard copy or directly ing to the customer in order to see what exactly is printing on the statement. This is a good tool in order to verify what outstanding invoices are on the customer s account if they would request additional info. Print Open Item Statements Paid Invoice Cutoff Date This is used to prevent invoices/receipts from printing that have been fully paid if the payment was made for the selected date. o Example: If an open item statement is generated for January and the user would like the statement to only display open invoices/receipts along with the payment history for January that fully paid the invoice, the user would set this date as Dec. 31 st. o Example: If an open item statement is generated for January and the user would like the statement to only display open invoices/receipts and not the payment history for January, the user would set this date as Jan. 31 st. o Example: If an open item statement is generated for December 31 st, and the user wants all the activity for the past 3 months including paid invoices, unpaid invoices, and payments, the user would set this date as Sept. 30 th. Beginning Date This date allows the user to define the desired beginning date of the activity that will print on the Open Item Statement. If all open invoices/receipts are desired, it is recommended that a date prior to the Accounts Receivable history be used (Example: 1980). End Date This date allows the user to define the desired ending date of activity that will print on the Open Item Statement. Therefore, the user will not have to run the Open Item Statement on a specific date and can re-run a statement from two months ago if needed. o Example: If the statement is being run for Jan., the user would set the Ending Date Jan. 31 st. Print Dunning Messages If this is enabled/checked, the system will determine the aging period the latest invoice/receipt falls under and print the Dunning Message from the Store Settings on the bottom of the statement. Corporate Statement This feature deals with Parent/Child sales in which case a Child Customer purchases merchandise and charges the Parent Customer s account. The Corporate Statement can be used to provide the Parent Customer a detailed list of what Child ARUM 05/12 Page 70

71 Customer s purchased and how much they charged to the Parent Customer s account. o Close Closes the Open Item Statements screen. Example: Open Item Statement ARUM 05/12 Page 71

72 Example: Corporate Open Item Statement ARUM 05/12 Page 72

73 Apply Finance/Late Charges: Navigational Path: Open Item Only Accounts Receivable > Open Item > Apply Finance/Late Charges Apply Finance/Late Charges Unlike the Balance Forward method, the Open Item method requires the user to perform the Apply Finance/Late Charges in order to calculate and apply the late charges to the customer s account. Therefore, the Apply Finance/Late Charges allows the user to search for Account Customers in order for the system to calculate the appropriate Finance Charges based off how the customer is setup or using the default Store Settings. In addition, the user will have to verify the appropriate finance/late charges calculated correctly and apply them accordingly. Buttons: o Search Searches for the Account Customers based off the search criteria entered. o Reset Resets the results and search criteria. o Calculate Finance Charges Once the desired customers are selected, the user will select the Calculate Finance Charges button in order to open the Pending Finance Charges screen. Pending Finance Charges Screen This screen will list the customer s that are late in their payment based off the due date defined on the transaction and how the customer s account is defined. ARUM 05/12 Page 73

74 The user will select the desired customers that the finance/late charges should be committed towards in which case the right-click and Select All will select all customers. The customer s balance will be displayed in which case the Pending Fin. Charge field will be calculated from based off the Customer s AR Rule if assigned, or the Store Settings. Once the user has the desired customer s selected, the user will select the Commit Select Charges. The system will prompt the user, Are you sure you want to apply the new finance charges to the selected accounts. By selecting Yes, the finance/late charge will be committed to the customer s account and adjust the customer s outstanding balance accordingly. In addition, the Open Item Statement and Payin on Account screens will both display the Finance/Late Charge that was committed. o Close Closes the Apply Finance/Late Charges screen. ARUM 05/12 Page 74

75 P and L Write-off: Navigational Path: Both Balance Forward and Open Item Accounts Receivable >P and L > P and L Writeoff P and L Write-off The P and L Write-off can be used for either Balance Forward or Open Item in which case the user can write-off the full amount or a partial amount of the customer s balance. This function is similar to the AR Adjustment, however, the system will automatically create the adjustment for a negative amount (credit memo), and will generate a general ledger entry to credit accounts receivable and debit the default AR Adjustment account defined under the Default Mapping or GL Export Rules. Buttons: o Search Searches for the Account Customers that have current balances and is based off the other search criteria entered. o Reset Resets the results and search criteria. o Print List Prints the results in a list format in crystal reports. o Perform P and L The user will be able to perform a write-off for the full balance of the customer s account, or can define a specific amount to write-off from this screen before selecting the Perform P and L button. Full Amount Write-off Once the desired customer is selected, the user will select the Perform P and L button in which case a prompt will display asking if the user wants to write-off the full amount. If this is correct, select Yes and a prompt will display once the process is complete, otherwise select No to return to the P and L Write-off screen. Partial Amount Write-off Once the customer is selected, the user can define a specific amount to have the system write-off by selecting the field ARUM 05/12 Page 75

76 in the grid labeled Write-off. This is an editable field in which case the user will define the exact amount of the balance that needs to be written off and select the Perform P and L button. A prompt will then display once the process is complete and remove the customer from the P and L Write-off screen. o Edit Selecting Edit while a customer is high-lighted will open the Customer Detail screen in order to edit the customer s account. This tool would be used if the customer that is selected has a balance that requires a write-off, and the user no longer wants this customer to be able to charge against their account. In this case, the user will first edit the customer from this screen, select the Account tab under the Customer Detail screen and enable/check the Account on Hold flag. Once the customer is saved, the user will return to the P and L Write-off screen in order to perform the actual write off. o Close Closes the P and L Write-off screen. P and L Write-off Affects: o Balance Forward Method Once the P and L Write-off is complete, the customer s balance will be adjusted and the next time the statement is generated, the statement will list the credit made towards the account. o Open Item Method Statement Once the P and L Write-off is complete, a credit will be created on the customer s account which will display on the Open Item Statement since the credit is not applied to specific invoices. Payin on Account Once the write-off is complete, the credit will list under the Unapplied Payments/Credits tab in Payin on Account. In order to zero out the balances of the open invoices/receipts, the user will need to go under Payin on Account and apply the credit to the appropriate invoices/receipts. ARUM 05/12 Page 76

77 P and L Payment: Navigational Path: Balance Forward Only Accounts Receivable >P and L > P and L Payments P and L Payments The P and L Payments is used for the Balance Forward method and displays any payments made towards the P and L Balance which is generated from the P and L Write-off. This will allow the user to track what payments have been made through Payin on Account where the amount was applied to the P and L adjustment. Buttons: o Search Searches for the P and L Payments based off the search criteria entered. o Reset Resets the results and search criteria. o Print List Prints the results in a list format in crystal reports. o Close Closes the P and L Payments screen. ARUM 05/12 Page 77

78 Accounts Receivable Analysis: Navigational Path: Analysis > Analysis > Accounts Receivable Aging Detail: Balance Forward Only Purpose This report is designed to give the user a detailed list of invoices/receipts for a particular customer that is outstanding. In addition, the report will classify what aging bucket each invoice/receipt currently falls under for an accurate picture of what is current, what is 1-30 days overdue, what is days overdue, what is days overdue, what is days overdue, and what are 120+ days overdue. o Date Date the invoice/receipt was entered. o Store Store the invoice/receipt was entered. o Num Statement number if Balance Forward method is used. o Receipt Receipt Number generated from the sale. o Name Customer s Name. o Terms Terms assigned to the sale in order to calculate the Due Date. o Due Date The calculated Due Date based off the Sales Order Terms, AR Rule, or Customer Detail Terms. o Aging System determined aging of the invoice/receipt. o Open Balance Remaining balance on each invoice/receipt with sub-totals based off the aging. ARUM 05/12 Page 78

79 Aging Balance Summary Detail: Balance Forward Only Purpose This report is designed to give the user a summarized list of customers with last payment history, current activity, and past due amounts. This is typically used for the Balance Forward method but can be run when processing under the Open Item method. o Account Account Number assigned to the customer. o Name The customer s First and Last Name. o Company The customer s Company if defined. o Last Payment Amount This is the last payment amount that was received from the customer through Payin on Account. o Last Payment Date This is the date of the last payment that was received from the customer through Payin on Account. o Previous Balance This is the previous balance that was defined by the Make Statements for the Balance Forward method. o Current Activity Charges This is the total amount of the activity that has taken place since the last time the statement was generated through Make Statements for the Balance Forward Method. ARUM 05/12 Page 79

80 o Current Activity Credits This is the total amount of credits that have been entered since the last time the statement was generated through Make Statements for the Balance Forward Method. o Current Activity Balance This is the total balance of the last payment, previous balance, current charges, and current credits. o Current Amount This is the amount of the charges that fall within the current aging, meaning it is not past due. o Past Due 30 Days This is the balance that is 30 days overdue. o Past Due 60 Days This is the balance that is 60 days overdue. o Past Due 90 Over This is the balance that is 90 plus days overdue. o Min. Pmt This is the minimum payment which the system calculated from the Min. Payment $ or Min. Payment %. Aging Balance Summary Totals: Balance Forward Only Purpose This report is designed to give the user summarized totals based off the report selection when using the Balance Forward Method. o Previous Balance This is the total of the previous balances that was defined by the Make Statements for the Balance Forward method. ARUM 05/12 Page 80

81 o Current Charges This is the total amount of the activity that has taken place since the last time the statement was generated through Make Statements for the Balance Forward Method. o Current Credits This is the total amount of credits that have been entered since the last time the statement was generated through Make Statements for the Balance Forward Method. o Total Balance This is the total balance of the last payment, previous balance, current charges, and current credits. o PI Prev Paymnts This is the total amount of the previous P and L payments. o Recovery Paymnts This is the total amount of the payments recovered from P and L Write-off. o PI Total Balance This is the total amount of the P and L write-offs and payments. o Current Amount This is the total amount of the charges that fall within the current aging, meaning it is not past due. o Delinquent 30 This is the total balance that is 30 days overdue. o Delinquent 60 This is the total balance that is 60 days overdue. o Delinquent 90 This is the total balance that is 90 plus days overdue. o Minimum Payment This is the total minimum payment which the system calculated from the Min. Payment $ or Min. Payment %. o Total Number Accounts This is the total number of accounts that make up the totals listed above. ARUM 05/12 Page 81

82 Aging Trial Balance: Accounts Receivable User Manual Open Item Only Purpose This report is designed for the Open Item Method in which case each invoice, adjustment, late charge, or partial payment is listed and properly aged based off the Aging As of Date. This date is not a cutoff date, but is used to determine where in the aging periods each invoice should list. Therefore, this report will include any and all open invoices/receipts at the time the report is run. o Customer Info This displays the customer s name, company, and phone # o Store The store the invoice/receipt was generated from. o Invoice The invoice/receipt number that makes up the balance listed. CM (Credit Memo) Generated from AR Adjustments or P and L Writeoffs. FC (Finance Charge) Generated from Apply Finance/Late Charges when using the Open Item Method. -PY This refers to a payment that was made and applied to the invoice, receipt, or late charge. RCPTxxx This refers to a receipt that was generated from charging the customer s account on a POS transaction and not a sales order. xxxxx-0 This refers to an invoice that was generated from sales orders and charged to the customer s account. o Due Date This is the due date calculated from the sales order terms, AR Rule or Customer Detail at the time of the sale. o Amount This is the amount of the invoice/receipt charged to the customer s account. o Current This is the amount of the invoice/receipt that is not defined as being late. o 1-30 This is the amount of the invoice/receipt that is 1-30 days overdue based off the Aging As of Date when the report was generated. o This is the amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. o This is the amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. ARUM 05/12 Page 82

83 o This is the amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. o 120+ This is the amount of the invoice/receipt that is 120+ days overdue based off the Aging As of Date when the report was generated. ARUM 05/12 Page 83

84 Aging Trial Balance Summary: Accounts Receivable User Manual Open Item Only Purpose This report is designed for the Open Item Method in which case all open invoices/receipts for each customer will be totaled and summarized with the appropriate aging based off the Aging As of Date. This date is not a cutoff date, but is used to determine where in the aging periods each invoice should list. Therefore, this report will include any and all open invoices/receipts at the time the report is run. o Customer Info This displays the customer s name, company, and phone # o Amount This is the total amount of the invoice/receipt charged to the customer s account. o Current This is the total amount of the invoice/receipt that is not defined as being late. o 1-30 This is the total amount of the invoice/receipt that is 1-30 days overdue based off the Aging As of Date when the report was generated. o This is the total amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. o This is the total amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. o This is the total amount of the invoice/receipt that is days overdue based off the Aging As of Date when the report was generated. o 120+ This is the total amount of the invoice/receipt that is 120+ days overdue based off the Aging As of Date when the report was generated. ARUM 05/12 Page 84

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