Lawson Accounts Receivable and Billing Practice Plan Training Guide

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1 Lawson Accounts Receivable and Billing Practice Plan Training Guide

2 2 Administrative Information Systems Lawson Systems

3 Lawson Accounts Receivable and Billing Training Table of Contents Add an Invoice... 5 Add a Credit Memo... 6 Add a Recurring Invoice... 7 Maintain Unreleased Invoices Release a Batch Maintain Released Invoices Print an Invoice Request Report Administrative Information Systems Lawson Systems 3

4 4 Administrative Information Systems Lawson Systems

5 Add an Invoice BL20.1 Enter and update invoices and credit memos manually. The following example is adding an invoice. 1. Type BL20.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Tab to the Process Level or select from the drop down list. 4. Tab to the Customer field and change the search option to Company Search Name. a. Group Search Name lists all customers. b. Company Search Name lists all customers for the selected company. 5. Tab to Invoice type. Select INV. 6. Tab to Location field and select the location. 7. Tab to the Date field and enter a date. 8. Tab to the FC field and enter A to add a line. 9. Select an Item for location from the drop down list. 10. Enter a Quantity for the Item. 11. Click on the Options button. Confirm the correct accounting units and accounts are displayed. 12. Click the Add button to add the invoice. 13. Unit pricing information should default from the item/price list. 14. The status line should read Add Complete Continue. Administrative Information Systems Lawson Systems 5

6 Add a Credit Memo BL20.1 Enter and update invoices and credit memos manually. The following example is adding a credit memo. 1. Type BL20.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Tab to the Process Level and select from the drop down list. 4. Tab to the Customer field and change the search option to Company Search Name. a. Group Search Name lists all customers. b. Company Search Name lists all customers for the selected company. 5. Tab to Invoice type. Select credit memo. 6. Tab to Reason Code. Select reason. 7. Tab to Location field and select the location. 8. Tab to the Date field and enter a date. 9. Tab to the FC field and enter A to add a line. 10. Select an Item for location from the drop down list. 11. Enter a Quantity for the Item. 12. Click the Add button to add the credit memo. 13. The status line should read Add Complete Continue. 14. Unit Pricing information should default from the item/price list 6 Administrative Information Systems Lawson Systems

7 Add a Recurring Invoice BL30.1 Creates a recurring invoice. You can later assign items to a recurring invoice (BL30.3) and assign it to a specific customer (BL31.1). 1. Type BL30.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Enter a Recurring Invoice Identifier. 4. Enter a Recurring Invoice Description. 5. Tab to the Invoice Type, and select your respective company s recurring invoice id. 6. Tab to the Process Level and select from the drop down list. 7. Tab to the Location field and select the location. 8. Tab to the Frequency field and enter M Monthly. 9. Tab to the Bill Day field and enter Enter Cycle Code. This is a three character field that is user defined/free text. a. You must enter a cycle code when creating a recurring invoice. b. You cannot add the cycle code at a later time. c. You will need to enter this cycle code on BL130. You will only run BL130 once for each billing period. d. Purpose: Without the cycle code, if BL130 is run once per user at the clinical department level within the same month, the system will create an invoice for the next billing period when the second user runs the job. 11. Enter the Start Date as the first day of the month. This will prevent future error messages. 12. Enter the Stop Date. 13. Enter the Current Bill Date. Administrative Information Systems Lawson Systems 7

8 14. Click the Billing Tab. 15. Enter or select a Terms Code. 16. Click on the Add Button to add the invoice. 17. The status line should read Add Complete Continue. Use the Related forms drop down to navigate to BL Enter the Company Number or select from the drop down list. 19. Enter or select the Recurring Invoice Identifier. 20. Click Inquire. 21. Tab to the FC field and enter A to add a line. 22. Select an Item for Location from the drop down list. 23. Enter a Quantity for the Item. 24. Click on the Change button to add the invoice. 25. The status line should read Change Complete Continue 26. Unit Pricing information should default from the item/price list. Customer Recurring Invoice 27. Type BL31.1 in the search box. Press Enter or Click Search. 28. Enter the Company Number or select from the drop down list. 29. Enter or select the Recurring Invoice Identifier. 30. Enter or select a customer. 31. Click Inquire. 32. Click on the Add Button to add the invoice. 33. The status line should read Add Complete Continue. 8 Administrative Information Systems Lawson Systems

9 Create Recurring Invoices 34. Type BL130 in the search box. Press Enter or Click Search. 35. Enter a Job Name (BL 130+Your Initials + Unique Number). 36. Enter a Job Description. 37. Enter your Company Number. 38. Enter or select M in the Frequency field. 39. Enter or select Y in the Update Option. 40. Click on Add. The status line should read Job Added. 41. Under Related Actions click on Submit Job. A Web Page dialog box should appear identifying your job. 42. Click on Submit again. The status line should read Job Has Been Submitted. 43. Click on Job Scheduler action button to verify a Normal Completion Status. 44. Under Related Forms click on Print Manager. 45. Double click on the Job Name to view the report. Administrative Information Systems Lawson Systems 9

10 Maintain Unreleased Invoices BL20.1 Enter and update invoices and credit memos manually. The following example is adjusting an unreleased invoice. 1. Type BL20.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Tab to the Batch Number field and select from the drop down list of all open batches. 4. Tab to the Invoice Number field and select the invoice for modification. 5. Click the Inquire button. 6. Enter or select function code C. Make changes to the invoice, enter a different unit price amount. 7. Click the Change button. 8. The status line should read Change Complete Continue. Release a Batch 10 Administrative Information Systems Lawson Systems

11 B29.1 Release a batch or multiple Batches. 1. Type BL29.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Click the Inquire button. This will display all the unreleased batches. 4. Find the batch that you want to release. 5. Tab to the Line FC Code on the Line for that batch. Enter or Select R release. 6. Click the Change button. 7. The status line should read Change Complete Continue. Maintain Released Invoices BL92.1 Adjust a released invoice. There are three adjustments available for a released invoice: Delete, Add Comment, and Hold. 1. Type BL92.1 in the search box. Press Enter or Click Search. 2. Enter the Company Number or select from the drop down list. 3. Enter or select the Invoice prefix. 4. Enter or select the Invoice number. 5. Click the Inquire button. 6. The Status line should read Inquiry Complete. The remaining fields from the invoice will populate and the status will indicate Released. 7. Click the Delete button in order to delete the invoice. 8. The status line should read Records have been deleted. Administrative Information Systems Lawson Systems 11

12 Print an Invoice BL122 Request invoice and register print. 1. Type BL122 in the search box. Press Enter or Click Search. 2. Enter Job Name (NNBL122IXX). The job name must be in this format. a. NN = Your company number b. BL122 = the form name c. I = Invoice d. XX = free form 3. Enter a Job Description. 4. Enter your Company Number. 5. Enter the Process Level for your company. 6. Enter or select the Standard Comment Code. 7. Delete out any values listed in Reprint Invoice Range. 8. Click Add. The status line should read Job Added. 9. Under Related actions click on Submit Job. A Web Page Dialog box should appear identifying your job. 10. Click on Submit again. The status line should read Job Has Been Submitted. 11. Click on Job Scheduler action button to verify a Normal Completion Status. 12. Under Related Forms click on Print Manager. 13. Double Click on the Job Name to view the report. 12 Administrative Information Systems Lawson Systems

13 The final invoice will be printed using MHC and sent to your address on file. Administrative Information Systems Lawson Systems 13

14 Request Report AR251 Create a transaction aging report. 1. Type AR251 in the search box. Press Enter or Click Search. 2. Enter Job Name. 3. Enter Job Description. 4. Enter a Company Number. 5. Enter the As of Date. 6. Allow the remaining fields to default or remain blank. 7. Click on Add. The status line should read Job Added. 8. Under Related Actions, click on Submit Job. A Web Page Dialog Box should appear identifying your job. 9. Click on Submit again. The status line should read Job has been submitted. 10. Click on Job Scheduler Action button to verify a Normal Completion Status. 11. Under Related Forms click on Print Manager. 12. Double click on the Job Name to view the report. 14 Administrative Information Systems Lawson Systems

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