Accounts Receivable Reference Guide

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1 Create a New Customer A customer is a company or an individual who has already purchased goods or services from you. 1 Before entering in new data always perform a Global Search to search for any existing records. This will reduce duplication. 2 If the customer does not exist, click (new customers) on the Create New toolbar. 3 Indicate Type Company or Individual. Note: Uncheck Auto checkbox to manually enter a name in the Customer ID field. Otherwise, NetSuite Auto- Generates the customer number or code. 4 Enter the Customer Name in the Company Name field. Note: If Individual was selected, enter the customer s First and Last name. 5 Select the Parent Company associated to the customer. 6 Verify the Status is correct. 7 Enter the customer s Web Address. 8 Select the Category that applies to the customer. 9 Complete the following fields: Phone Alt. Phone Fax Note: The Address field will default to the billing address entered in the Address subtab. 10 Select the Region. 11 Navigate to the Relationships subtab to enter contacts associated with the customer. 12 Navigate to the Address subtab. 13 Check Default Shipping and/or Default Billing to indicate this default address. 14 Enter Address 1 and it will populate the Label (reference title) for this customer's address. 15 Enter the Zip code and press the Tab key. Note: The City and State/Province autofills. 16 Complete the following fields: Address 2 Addressee - Phone 17 Click after each address is entered. Remember to select the "Default Shipping" and "Default Billing" options for each address. 1

2 18 Navigate to the Marketing subtab. 19 Select the Lead Source how this lead was referred to you. 20 Navigate to the Financial subtab. 21 Enter an Account number if the customer has issued you an account number to use. 22 Enter the Start and End Date the account is valid. 23 Select the applicable Currency. 24 Select the Terms for this customer's invoices. 25 Enter a Credit Limit for this customer. 26 Enter a Tax Reg. Number for the customer s VAT registration number. 27 Select the standard code Tax Item. 28 Enter the Resale Number for the lead. 29 Enter the Resale Number for the lead. 30 Enter the Opening Balance and Opening Balance Date for the customer s account. 31 Enter or select any remaining applicable information on this subtab. Note: Use the field level help for field definitions. 32 Navigate to the Preferences subtab. 33 Select the Preference format that is sent to this customer. 34 Enter the company name in the Print on Check As field which prints on the Pay to the Order of line of a check. 35 Set the Send Transactions Via delivery method for this customer. 36 Complete the customer s Shipping Carrier and Method. 37 Click. 2

3 Create a New Contact from a Customer Record New contacts may be added to an existing customer record if the customer record type is selected as company. 1 If you are not on the Customer Record. Locate the record through Global Search. Click the Customer Record name. 2 Click >. 3 Complete the following fields: Role (select the value) Mr./Ms... Name (first name, initial, last name) Job Title Note: The Contact field must remain blank. The field autofills when the Name is entered. 4 Complete the following fields: Main Phone Fax Note: The Contact field must remain blank. The field autofills when the Name is entered. 5 Select the Region. 6 Navigate to the Relationships subtab. 7 Complete the following fields: Supervisor Assistant 8 Navigate to the Address subtab. 9 Check Default Shipping and/or Default Billing to indicate this default address. 10 Enter Address 1 and it will populate the Label (reference title) for this customer's address. 11 Enter the Zip code and press the Tab key. Note: The City and State/Province auto-fills. 12 Complete the following fields: Address 2 Phone / Addressee / Attention 13 Click after each address is entered.. Remember to select the "Default Shipping" and "Default Billing" options for each address. 14 Click. 3

4 Create an Invoice Track your receivables by entering invoices. Then you can gain full financial visibility into your receivable with real-time access to outstanding invoices and bills. 1 Locate the customer record through Global Search. Click the customer record name. 2 Click >. 3 Verify the Customer for the invoice. 4 Enter the Due Date for the invoice. 5 Enter the PO # from the customer. 6 Select an appropriate Department. 7 Select an appropriate Section/Chapter. 8 Navigate to the Items > Items subtab. 9 Select the Item associated with the invoice. Press the Tab key. Note: The Description and Rate fields populate based on the item selected. 10 Enter the Quantity for the item. 11 Enter the Rate for the item. 12 Confirm or enter the item Amount. 13 Click. Repeat the above steps to add addition items to invoice. Note: The Billable Items/Expenses/Time subtabs are populated through invoices that were created from other transactions and marked as billable. 14 Navigate to the Shipping subtab to verify the Shipping Carrier. Make any changes as appropriate. 15 Navigate to the Billing subtab to verify the Terms and Bill To information is correct. 16 Navigate to the Accounting subtab to select the Exchange Rate and Tax information. Make any changes as appropriate. 17 Navigate to the Communication subtab to select the method issue the invoice. 18 Click. 4

5 Receive / Accept Customer Payments When a customer makes a payment, record the payment and apply it to the appropriate invoice. This decreases the amount due. 1 Navigate to Customers > Accounts Receivable > Accept Customer Payments. 2 Select the Customer making the payment. Note: Currency and Exchange Rate fields will populate based on Customer selected. 3 Verify the Exchange rate for this payment, modify if necessary. 4 Click either Account and select the account record OR Click Undep.Funds to post this transaction. Note: If you are entering a payment that will be deposited to a bank account later, click Undep. Funds. 5 Select the Date to post the payment. 6 Select Posting Period for the transaction. 7 Enter a Memo if appropriate. 8 Select an appropriate Department. 9 Select an appropriate Section/Chapter. 10 Navigate to the Apply subtab > Invoices subtab. 11 Enter the Payment Amount. 12 Ensure the correct invoices or credits are being selected by checking Apply checkbox next to the invoices to apply the payment against. Note: Uncheck the Auto Apply checkbox. If it is checked the system will auto apply the payment to the oldest invoice. 1 Navigate to the Payment Method subtab. 2 Select Check in the Payment Method field. 3 Enter the Check #. 4 Click. for Check Payments 5

6 Generate Customer Statements You send statements to remind customers to pay their invoices. 1 Navigate to Customers > Accounts Receivable > Generate Statements. 2 Enter the date in the Statement Date field that you want to appear on the statement. 3 Enter a Start Date for your statements (Optional). Note: This is the date of the oldest transaction you want to appear on the statement. 4 Check the Include Zero Balances checkbox to generate statements for customers with no outstanding balances. 5 If you want to include only open transactions, check the Show Only Open Transactions checkbox. 6 Check Print checkbox for each customer you want to print a statement. 7 Click to print the statements. Click More Actions to the statement to the main address located on the customer record. 6

7 Customer Credit Memo Linked to an Invoice Once a customer return has been approved and the items are received from the customer, enter a credit memo for the amount of the returned items. This decreases the amount a customer owes you. Note: You need to add permission to the A/R clerk for creating credit memo to perform this activity. 1 Locate the invoice to issue a credit memo. Enter the open invoice number in the Global Search field. 2 Click the button. 3 Review the credit memo to confirm the information such as Date and Posting Period are correct. 4 Enter a Memo that will appear on the 2 nd - line on the Accounts Receivable register. 5 Select an appropriate Department. 6 Select an appropriate Section/Chapter. 7 Navigate to the Items subtab > Items subtab. 8 Delete the Items that you are not crediting. Only leave the items that you are issuing a credit. Note: You may also make adjustments to each line item s Amount or Quantity fields. 9 If you are going to apply this Credit Memo to an open invoice. Navigate to the Items > Apply subtab. 10 Check the Apply checkbox next to the Invoice(s) to apply the payment against. 11 Move to the Items subtab header. 12 If you wish, you may uncheck the Auto Apply checkbox. If it is checked the system will auto apply the credit to the oldest invoice. 13 Ensure the correct credit amounts are appearing in the Unapplied and Applied fields. Note: Any amount in the Unapplied will remain an open credit. 14 Navigate to the Accounting subtab and verify the information. 15 Navigate to the Communication subtab and select the method to issue the credit memo. To Be Printed To Be ed To Be Faxed 16 Click or. 7

8 Record Customer Deposits Record an advance payment for an order or project. This deposit is recorded as a liability until the goods or services are delivered. This does not affect the customer s accounts receivable balance. 1 Navigate to Customers > Accounts Receivable > Record Customer Deposits. 2 Select the Customer who made an advance payment or deposit. 3 Enter the Payment Amount. 4 Verify the Exchange rate for this deposit, modify if necessary. 5 Confirm the Date and Posting Period fields. 6 Enter a Memo if appropriate. 7 Click either Account and select the account record OR Click Undep.Funds to post this transaction. Note: If you are entering a payment that is deposited to a bank account later, click Undep. Funds. 8 Select an appropriate Department. 9 Select an appropriate Section/Chapter. 1 Navigate to the Payment Method subtab. 2 Select Check in the Payment Method field. 3 Enter the Check #. 4 Click. for Check Payments 8

9 Refunding an Open Balance Use the customer refund record to return money to a customer who paid for goods or services using cash, a check or a credit card. 1 Navigate to Customers > Accounts Receivable > Issue Customer Refund. 2 Select the Customer and whose balance you are refunding. Note: You must select a customer before selecting an account. 3 The current balance appears in the Balance field. Note: If the customer has a negative balance, the transactions responsible for that balance appear on the Apply > Credits subtab. 4 Select the Account you are using to refund. 5 Check To Be Printed if the refund is going to be in the form of a check. 6 Verify the Exchange rate for this refund, modify if necessary. 7 Enter the Date for this refund. 8 Select the Posting Period for the transaction. 9 Verify the customer's Address is correct. 10 Enter a Memo to describe this refund. 11 Select an appropriate Department. 12 Select an appropriate Section/Chapter. 13 Verify the Refund Amount field displays the total amount for this refund. 14 Navigate to the Apply subtab > Credits subtab. 15 Check or uncheck the Apply checkbox accordingly for each credit. 16 Navigate to the Refund Method subtab. 1 Enter the Check #. for Check Refunds 2 Select the Refund Method according to the customer's original payment method. Note: You must issue the refund in the same form of payment. 3 Click. 9

10 Apply a Credit / Deposit to an Open Invoice This process updates the customer s outstanding balance. Thus giving you a more accurate receivables report. 1 Navigate to Customers Accounts Receivable > Accept Customer Payments. 2 Select the Customer to apply the credit or deposit. 3 Verify the Exchange rate for this deposit, modify if necessary. 4 Click Account and select the account record OR Click Undep.Funds to post this transaction. Note: If you are entering a payment that will be deposited to a bank account later, click Undep. Funds. 5 Enter the Date to post the payment. 6 Select the Posting Period for the transaction. 7 Enter a Memo if appropriate. 8 Select an appropriate Department. 9 Select an appropriate Section/Chapter. 10 Navigate to the Apply subtab > Invoice subtab and check the Apply checkbox next to each invoice you want to apply the credit against. 11 Navigate to the Apply subtab > Credits subtab, and check Apply checkbox next to each credit memo you want to apply. Note: Click to apply all existing credits. 12 Navigate to the Apply subtab > Deposits subtab and check the Apply checkbox next to each deposit. 13 Verify the To Apply Applied Unapplied amounts are correct. Note: These values are located in the right hand corner of the Payment form. 14 Click. 10

11 Review A/R Reports Use the Accounts Receivable reports to: Track money that customers owe you. Monitor customers that take a long time to pay their invoices. Navigate to the Accounts Receivable reports and review the following available reports: A/R Aging Report (Detail or Summary) A/R Register Open Invoices A/R Payment History by Invoice A/R Payment History by Payment 1 Navigate to the Reports > Customer/Receivables > A/R Aging >. Select from one of the following reports: Customize Summary Detail Customize Detail 11

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