Epicor 9 Accounts Receivable Course

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1 Epicor 9 Accounts Receivable Course

2 Disclaimer Copyright 2010 by Epicor Software Corporation. All rights reserved. Printed in the United States of America. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Epicor, Vantage, and Vista are registered trademarks of Epicor Software Corporation. All other trademarks are property of their respective owners. Microsoft product screen shots reprinted with permission from Microsoft Corporation. Epicor Software Corporation makes no representations or warranties with respect to the contents of this document and specifically disclaims any implied warranties of merchantability, satisfactory quality or fitness for any particular purpose. The contents of this document are believed to be current and accurate as of its date of publication. Changes to this document between reprintings and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time without notice. The usage of any Epicor Software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. ED B

3 TOC 3 Contents Accounts Receivable Course...8 Before You Begin...9 Audience...9 Prerequisites...9 Environment Setup...9 Workshop Constraints...10 Overview...12 Application Setup...13 Company Configuration...13 Maintenance Programs...14 Aging Report Format Maintenance...14 Bank Account Maintenance...15 Bank Account Maintenance Sheets...15 Debit Notes Only Bank Account...16 Workshop - Create a Bank Account for Debit Notes Only...17 Product Group Maintenance...17 Terms Maintenance...18 Workshop - Create a Terms Record for Multiple Payments...19 Workshop - Create a Term with Multiple Discounts...20 Create a Terms ID...20 Add Discounts to the Terms ID...20 Update a Customer Record...20 Miscellaneous Charge Maintenance...21 Workshop - Enter a Miscellaneous Charge...22 Add a Miscellaneous Charge Code...22 Attach a GL Control to the Charge...22 Tax Setup...22 Tax Type Maintenance...23 Tax Liability Maintenance...23 Product Tax Category Maintenance...24 Tax Jurisdiction Maintenance...24 Tax Authority Maintenance...24 Tax Allocation...26 Customer Maintenance...27 Customer Detail...27 Billing...28 Customer Ship To and Customer Contacts...30 Customer Tax Exemptions...30 Banks...30 Workshop - Enter a Customer Record...31 Epicor

4 4 Accounts Receivable Course Enter Customer Details...31 Update Customer Terms...31 Enter Bill To Information...31 Enter Credit Detail...32 Enter Ship To Information...32 Enter Contact Information...32 Workshop - Review and Modify a Customer Record...33 Electronic Interface Maintenance...33 Pay Method Maintenance...34 National Accounts...34 National Account Relationship Maintenance...35 Workshop - Update a National Account Relationship...36 Finance/Late Charge Maintenance...37 Workshop - Create and Assign a Finance Charge...38 Create a Finance Charge Code...38 Enter a Finance Charge Rate...38 Assign a GL Control Code...38 Add the Finance Charge Code to a Customer Record...39 Process Finance/Late Charges...39 Customer Reminders...40 Workshop - Create and Assign a Reminder Group...42 Create a Reminder Group...42 Design a Reminder Sequence...42 Assign a Reminder Group...43 Workshop - Generate and Post a Reminder Letter...44 Generate a Reminder Letter...44 Print Preview a Reminder Letter...44 Post a Reminder Letter...44 Payment Instrument Type...45 Workshop - Create AR Payment Instrument Types...46 Payment Method...46 Workshop - Create a Payment Method...48 Payment Instrument Status Maintenance...48 Workshop - Create Payment Instrument Receivables Status Codes...50 Create an Unapproved Status...50 Create a Portfolio Status...50 Create an Apply to Bank Status...51 Create a Settled Status...51 AR Processes...52 AR Invoice Entry...52 Actions Menu...52 Transfer...52 Locate Invoice Group...53 Copy Invoice Lines...53 AR Invoice Types...53 Epicor Software

5 TOC 5 Advance Billing Invoices...54 Workshop - Create Advance Billing Invoices...55 Create an Invoice Group...55 Add an Advance Billing Invoice Header...55 Add a Line...55 Add an Additional Line...56 Create Another Advance Billing Invoice...56 Add a Line...56 Print Preview the Invoice Group Edit List...56 Post the Invoice Group...57 Deposit Billing Invoices...57 Workshop - Enter a Deposit Billing Invoice...58 Enter a Deposit Billing Invoice Header...58 Add Deposit Information...58 Post the Invoice Group...58 Advance Billing/Deposit Balance Report...59 Workshop - View Sales Order Balances...60 Sales Order Tracker...60 Workshop - Use the Sales Order Tracker...61 Shipment Invoices...61 Workshop - Ship Customer Orders...63 Ship Sales Order Lines...63 Add a Miscellaneous Charge...63 Workshop - Invoice Shipments...64 Create an Invoice Group...64 Generate Shipment Invoices...64 Review Miscellaneous Charge Information...64 Post the Invoice Group...65 Cancellation Invoices...65 Workshop - Cancel a Posted Invoice...66 Credit Memo Entry...66 Workshop - Create Credit Memos...67 Create an Invoice Group...67 Enter a Credit Memo Header...67 Add a Line Miscellaneous Charge...67 Create an Advance Billing Credit Memo...68 Add a Line...68 Post the Group of Credit Memos...68 Miscellaneous Invoices...68 Workshop - Enter a Miscellaneous Invoice...69 Create an Invoice Group...69 Create a Miscellaneous Invoice...69 Enter Line Information...69 Create a Miscellaneous Income Product Group...69 Add a GL Control to the Product Group...70 Epicor

6 6 Accounts Receivable Course Add a Product Group to the Invoice...70 Review the Payment Schedule...70 Print the Invoice...70 Workshop - Create a Miscellaneous Invoice for Tax Only...71 Create a Miscellaneous Invoice...71 Add Tax to an Empty Invoice Line...71 Print Preview the Edit List...71 Post the Invoice Group...71 Adjust Sales Accounts on AR Invoice Lines...72 Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line...73 Aged Receivables Report...73 Workshop - Use the Aged Receivables Report...75 Cash Receipts Entry...75 Invoice Payments...76 Workshop - Apply Payment to Invoices...77 Create a Cash Receipt Entry Group...77 Add an Invoice Payment...77 Select Invoices to Pay...77 Workshop - Apply Cash and a Credit Memo to an Invoice...78 Create an Invoice Payment...78 Select an Invoice to Pay and a Credit Memo to Apply...78 Allow Unapplied Cash to Post...78 Miscellaneous Payments...78 Workshop - Enter a Miscellaneous Cash Payment...79 Prepayments...79 Workshop - Enter Deposit Payments...81 Enter an Unallocated Deposit Payment...81 Enter an Allocated Deposit Payment...81 Workshop - Post a Cash Receipt Group...82 Workshop - Convert an Allocated Deposit Payment to a Deposit Invoice...83 Debit Notes...83 Workshop - Post a Debit Note...84 Enter a Debit Notes Only Group...84 Enter an Invoice Payment...84 Enter a Debit Note without Specifying an Invoice...84 Place the Debit Note On Account...85 Post the Debit Note...85 Credit Card Processing...85 Reverse Cash Receipt...85 Workshop - Reverse a Posted Cash Receipt and Review Results...87 Reverse a Cash Receipt...87 Review the Customer Tracker...87 Apply Document...88 Workshop - Apply a Credit Memo to an Open Invoice...89 Select a Credit Memo...89 Epicor Software

7 TOC 7 Select an Invoice to Credit...89 Apply the Credit Memo...89 Workshop - Apply Document...91 Select a Document to Apply...91 Select an Invoice...91 Apply the Document...91 Payment Instrument Receivable Entry...92 Workshop - Work with Payment Instrument Receivables...93 Generate a Promissory Note...93 Print the Promissory Note...94 Post the Invoice...94 Receive the Promissory Note...94 AR Write Off and Adjustment...95 Workshop - Write Off a Customer's Bad Debt...97 Customer Credit Manager...97 Workshop - Manage Customer Records...99 Review a Customer's Credit...99 Enter a Sales Order...99 View Customer Orders and Credit...99 Update Customer Credit Preferences Recalculate the Credit National Account Workshop - Perform a Mass Credit Information Update Enter a Sales Order Mass Update a Customer's Credit Reports and Trackers Reports Trackers Conclusion Epicor

8 8 Accounts Receivable Course Accounts Receivable Course This course reviews the Accounts Receivable (AR) module's concepts and reporting tools. Topics of discussion include maintenance program setup, various AR processes, and how to recognize the impact these processes have on the general ledger (GL). Throughout the course, hands-on workshops guide you through these topics. Upon successful completion of this course, you will be able to: Identify the company configuration and maintenance programs that relate to the AR processing cycle. Follow the process and transaction flow for the AR cycle. Set up sales tax. Utilize national account relationships. Generate reminder letters. Differentiate between the eight AR invoice types. Use debit notes, miscellaneous cash receipts, and deposit cash receipts appropriately. Reverse a cash receipt and understand when that action is applicable. Understand the proper times to create and use AR write offs and adjustments. Apply credit memos to invoices and cash receipts. Work with payment instrument receivables. Manage customer records. Recognize documents, reports, and records necessary to track the AR cycle. Epicor Software

9 Before You Begin 9 Before You Begin Read this topic for information you should know in order to successfully complete this course. Audience Specific audiences will benefit from this course. AR Clerk CFO/Controller Cost Accountant Prerequisites In order to complete the workshops in this course, all necessary modules must be licensed and operating in your training environment. For more information on the modules available, contact your Epicor Customer Account Manager It is also important that you understand the prerequisite knowledge contained in other valuable courses. Navigation Course - This course introduces navigational aspects of the Epicor application's user interface. Designed for a hands-on environment, general navigation principles and techniques are available at each of the interface levels in the Epicor application - system, module, and program. Workshops focus on each of these levels and guide you through each navigational principle introduced. System Flow Course - This course introduces a basic quote to cash scenario that includes the process from the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the series of processes that make up the quote to cash process by using a simple scenario to highlight various transactions. Your organization may have more complex processing routines than those described in this course. Financial Foundations Course - This course introduces you to the maintenance programs in the Epicor application that set the basis for the financial activities within your company. General Ledger Course - This course provides a clear perspective of the maintenance programs, concepts, processes, and reporting tools you encounter as you work within the General Ledger (GL) module. Environment Setup The environment setup steps and potential workshop constraints must be reviewed in order to successfully complete the workshops in this course. Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience Epicor functionality in action but does not affect data in your live, production environment. The following steps must be taken to successfully complete the workshops in this course. Epicor

10 10 Accounts Receivable Course 1. Verify the following or ask your system administrator to verify for you: Your Epicor training icon (or web address if you are using Epicor Web Access) points to your Epicor training environment with the Epicor demonstration database installed. Do not complete the course workshops in your live, production environment. Note It is recommended that multiple Epicor demonstration databases are installed. Contact Support or Systems Consulting for billable assistance. The Epicor demonstration database is at the same service pack and patch as the Epicor application. Epicor's education team updates the Epicor demonstration database for each service pack and patch. If your system administrator upgrades your Epicor application to a new service pack or patch, he or she must also download the corresponding Epicor demonstration database from EPICweb > Support > Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing the course workshops. Your system administrator restored (refreshed) the Epicor demonstration database prior to starting this course. The Epicor demonstration database comes standard with parts, customers, sales orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users (that is, the database is located on a server and users access the same data, much like your live, production environment) and is not periodically refreshed, unexpected results can occur. For example, if a course workshop requires you to ship a sales order that came standard in the Epicor demonstration database, but a different user already completed this workshop and the Epicor demonstration database was not restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users from manipulating the data in your installation of the Epicor demonstration database. 2. Log in to the training environment using the credentials manager/manager. If you are logged into your training environment as a different user, from the Options menu, select Change User. 3. From the Main menu, select the company Epicor USA (EPIC03). 4. From the Main menu, select the Main Plant. Workshop Constraints Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed) database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshop itself. Note Multiple users can complete some of the workshops listed below if the Duplicating Sales Order Option is implemented. This option and steps to execute it are also listed below. Workshop - Update a National Account Relationship Workshop - Create and Assign a Reminder Group Workshop - Generate and Post a Reminder Letter Workshop - Create Advanced Billing Invoices Workshop - Enter a Deposit Billing Invoice Workshop - Cancel a Posted Invoice Workshop - Enter a Deposit Payment Workshop - Reverse a Posted Cash Receipt and Review Results Workshop - Work with Payment Instrument Receivables Workshop - Write Off a Customer's Bad Debt Workshop - Manage Customer Records Epicor Software

11 Before You Begin 11 Workshop - Create Payment Instrument Receivables Status Codes Duplicating Sales Orders Option Throughout this course, multiple staged sales orders are used to provide training on various accounts receivable functionality. If you are working on a shared database, you may encounter a sales order that has already been closed. In this case, follow the steps below to duplicate the necessary sales order to complete the workshops. 1. Navigate to Sales Order Entry. 2. In the Sales Order field, enter the sales order number to duplicate. 3. From the Actions menu, select Order > Copy Order. The new, duplicated sales order is created. It is essential to track all duplicated sales order numbers with the original sales order numbers. The course refers to the original sales order number throughout the course and must be replaced with the appropriate duplicate sales order number. Epicor

12 12 Accounts Receivable Course Overview Key Concepts of Accounts Receivable Processing In an interfaced environment, use general ledger (GL) control codes and GL control types to define accounts receivable (AR) accounts and sales-related GL accounts. Optional use of an AR clearing account controls the timing of Cost of Sales (COS) posting. Invoices and cash receipts are posted to the GL via the posting engine. Typical Sales Order to Payment Process Flow 1. Process sales order 2. Ship goods 3. Invoice customer 4. Receive payment 5. Post cash Epicor Software

13 Application Setup 13 Application Setup This section reviews the key company and maintenance program configuration factors applicable to the Accounts Receivable (AR) cycle. This course does not review and discuss all programs and fields that contribute to every AR process. After you complete this course, if you want to learn more about programs or fields that were not mentioned, refer to the Application Help. The Application Help documents and defines all programs, fields, and operations that relate to every module contained within your application. Company Configuration Company Configuration specifies company level general ledger (GL) controls for Accounts Receivable (AR), as well as other modules. The application uses these controls if a higher level control is not available when a GL transaction posts. Only the Company Configuration fields specific to the Accounts Receivable process are covered in this course. Refer to the Application Help to define any other fields of interest. Modules > All Modules > GL Control > List Sheet Use the Modules > All Modules > GL Control > List sheet to specify the company's default GL control for Accounts Receivable. The Epicor application uses this control if no other control is available when a general ledger transaction is posted. More information on GL controls is available in the Application Help and the General Ledger course. Modules > Finance > Accounts Receivable > General Sheet Use the Modules > Finance > Accounts Receivable > General sheet to set defaults that affect the operation of Accounts Receivable processes and programs. Select important information, such as your company's starting invoice number, methods for sales tax usage, and finance charge options, on this sheet. Other settings defined on this sheet are as follows: Select the A/R Clearing Accounting check box if your company plans to post to an AR clearing account when shipments are made. Select the AR Invoices and Credit Memos check box if your company requires legal numbers on these specific business document types. Select the Allow Invoice Settlement in a Different Currency check box to indicate that an AR invoice can be created first in one currency but then paid in a different currency. Select the Enable Invoice Dates Setup check box to allow the definition of options that set defaults for and behaviors of AR invoice date fields. Selecting this check box activates all the fields within the Invoice Dates Set Up pane. The selections made in these fields help support your company's tax reporting requirements and enforce consistency among dates entered in AR Invoice Entry. For more information on A/R Clearing Accounting, Legal Numbers, Multi-Currency options and Invoice Dates Setup fields, refer to the Application Help. Epicor

14 14 Accounts Receivable Course Modules > Finance > Accounts Receivable > National Accounts Sheet Use the Modules > Finance > Accounts Receivable > National Accounts sheet to designate relationship classes used to define national accounts. This sheet specifies the classes used to define credit sharing, reporting, and payer sold-to accounts. Credit sharing - National account customers can share credit. Implementation of this functionality requires the selection of a tiered relationship class in the Credit Checking field. Reporting - National accounts can define reporting relationships based on markets or other criteria. Implementation of this functionality requires selection of a tiered relationship class in the Reports field. Payer Bill-To Relationships - National accounts can establish payer-sold-to relationships, in which a payer customer pays for a sold to customer that receives invoices. Implementation of this functionality requires the selection of a non-tiered relationship class in the Payer-Bill To field. Menu Path Navigate to this program from the Main Menu: System Management > Company Maintenance > Company Important This program is not available in the Epicor Web Access interface. You can launch this program from an Epicor Smart Client (Windows ) interface. Maintenance Programs This section reviews the most significant maintenance programs applicable to the AR processing cycle. In many cases, not all fields within a program are described. If you are interested in learning more about specific program fields, refer to the Application Help. Aging Report Format Maintenance Use Aging Report Format Maintenance to define aging methods. Aging Report Format Maintenance is shared by the Accounts Receivable (AR) and Accounts Payable (AP) modules. Each module has multiple aging formats available to select on various records. Although you can use different aging method formats on the AR Aged Receivables and AP Aged Payables reports, they cannot run until a default AP and AR format are set up in this maintenance program. When aging reports generate, the format defined in Company Configuration for each module is automatically the default. If necessary, on the report's Selection sheet, select an alternate format before you generate the report. These aging methods are used in the AR Aged Receivables and AP Aged Payables reports when viewing open invoices and credits for customers or suppliers. The discounts or past due fees for the items display according to an aging method. You can define up to six columns (buckets) on an aging report. The first column always represents future invoices, and the second column represents current invoices; no days are associated with these columns. Each column after that includes the number of days defined on its heading; for example, Future, Current, 30, 60, 90, 120, and so on. Note When an aging report is run by due date, the Future column contains posted invoices that are not due as of the Aged As of Date selected on the report. When the report is run by invoice date, no entries display in the Future column unless an invoice is posted with a date that is the same as the Aged As of Date selected on the report. Epicor Software

15 Application Setup 15 Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Aging Report Format Financial Management > Accounts Receivable > Setup > Aging Report Formats Bank Account Maintenance Use Bank Account Maintenance to define bank accounts and select the GL controls that determine the accounts to which bank transactions post. Bank accounts record transactions, such as writing checks and submitting electronic payments. Note You must set up at least one bank account. If your company has more than one bank account, you can define multiple account records to aid in the bank reconciliation process. Important A user account must be set up as a Security Manager in order to maintain bank accounts. Users that are not security managers cannot maintain these accounts and are restricted from accessing the setup option. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Bank Account Financial Management > Accounts Receivable > Setup > Bank Account Financial Management > Cash Management > Setup > Bank Account Financial Management > Payroll > Setup > Bank Account Bank Account Maintenance Sheets Each of the following sheets is available in Bank Account Maintenance. Detail Use the Detail sheet to enter bank account and routing information. Balance Use the Balance sheet to view your bank account balance. This sheet is for review only, and populates based on the selected fiscal year. Note A bank account's balance is not affected when a check posts if the bank account has defined an AP Pending Cash Account or if the bank account itself is marked to keep an AP Reconciled Balance (check box is available on the Bank Account's Detail sheet). When an account is selected to keep a reconciled balance, the bank account record's Balance sheet only updates when and if the transaction clears in Bank Reconciliation. GL Control Use the GL Control > Detail sheet to assign GL control types and codes to define the accounts and journal codes available to the program's processes. The controls determine the accounts and journal codes used to post the transactions. You can apply multiple controls to each record maintained in this program. If you use multiple controls, each control must be based on a different GL control type. Epicor

16 16 Accounts Receivable Course Payment Methods Use the Payment Methods > AP Payment Methods and the Payment Methods > AR Payment Methods sheets to define which payment methods are available for the current bank account in Accounts Payable and Accounts Receivable. You can select as many payment methods as necessary, but only one can be the default method. When you select a bank account on a record, the payment methods defined on this sheet display in the accompanying Payment Method field for the account. Debit Notes Only Bank Account To create a cash receipt group that contains only debit notes, a particular bank account type is required. These accounts are called Debit Notes Only bank accounts and are created in Bank Account Maintenance. Epicor recommends you create a Debit Notes Only bank account to enhance your company's processing capabilities. This bank account type requires the Debit Notes Only check box be selected on its maintenance file to indicate its only purpose is to process debit notes. Any cash receipt entry groups that post to this bank account must contain only debit notes. Epicor Software

17 Application Setup 17 Workshop - Create a Bank Account for Debit Notes Only Navigate to Bank Account Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account 1. From the New menu, select New Bank Account. 2. In the Account field, enter XXXDN (where XXX are your initials). This is a user-defined code that identifies the bank account record. It can be up to five alpha-numeric characters long. 3. In the Description field, enter XXX Debit Notes Only (where XXX are your initials). 4. Select the Debit Notes Only check box. Multiple fields disable when you select this check box. 5. In the Currency field, select United States Dollar. 6. From the New menu, select New GL Control. 7. In the Type field, search for and select Bank Account. 8. In the Control field, enter 100 and press Tab. 9. Click Save. 10. Exit Bank Account Maintenance. Product Group Maintenance Use Product Group Maintenance to set up product groups, which classify the different part types you sell. These classifications are used for general ledger (GL) and sales analysis purposes. Product Group Definition Examples: Customer ID (Edwards International) Product Line (Televisions) Product Type (Configured Parts) Any combination of each (Edwards International - Configured Parts) Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > Product Group Production Management > Engineering > Setup > Product Group Production Management > Job Management > Setup > Product Group Production Management > Material Requirements Planning > Setup > Product Group Sales Management > Configurator Management > Setup > Product Group Sales Management > Order Management > Setup > Product Group Epicor

18 18 Accounts Receivable Course Service Management > Field Service > Setup > Product Group Terms Maintenance Use Terms Maintenance to establish conditions that define how customers pay their invoices (for example: discounts, number of payments, and payment frequency). Terms define the due dates, payment frequency, applicable discounts, and number of payment installments. Each accounts receivable (AR) code defines a time period and a discount percentage period schedule. To begin setting up the selling terms, select one of the following term code types: Days Day Of Month End of X Month(s) On Y Day(s) Determine whether the discount percentages for a term code calculate against partial or full payments. Each terms code can have either one discount period or multiple discount periods. Each discount period has a specific percentage which is valid for a specific period. Together, the discounts gradually reduce the percentages based on the passed period (months, days) within the overall terms period. Enter as many discount percentage periods as you need. Note that the discounts have the same types as the term codes: Days Day Of Month End of X Month(s) On Y Day(s) You do not need to select the same type for a term code and a discount assigned to this term code. When a payment is received, the percentage active on the payment date is used to calculate the discount amount. AR terms display on sales orders and AR invoices. Select default payment terms for customers and on AR invoices. A terms record is required for all customers. When creating a customer record, a default terms record displays in the new record, but you can override this selection. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > Terms Sales Management > Demand Management > Setup > Terms Sales Management > Order Management > Setup > Terms Epicor Software

19 Application Setup 19 Workshop - Create a Terms Record for Multiple Payments Your company decides to lease an unoccupied portion of their plant to another business. Create a terms record to establish a payment schedule for the new tenant. Navigate to Terms Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Terms 1. From the New menu, select New Terms ID. 2. In the Code field, enter XXX1 (where XXX are your initials). 3. In the Description field, enter XXX12 Month Payment Schedule (where XXX are your initials). 4. In the Number of Payments field, enter In the Terms Type field, select Day Of Month. 6. In the Due on Day field, enter In the Minimum Days field, enter Click Save and remain in Terms Maintenance. Epicor

20 20 Accounts Receivable Course Workshop - Create a Term with Multiple Discounts A long-time customer of your company (Colorado Metals) has negotiated a 2% discount on all invoices if they pay within 15 days of the invoice date, and a 4% discount if they pay within 10 days of the invoice date. Create a customer terms record with multiple discounts and assign it to Colorado Metals' customer record. Create a Terms ID 1. From the New menu, select New Terms ID. 2. In the Code field, enter XXX2 (where XXX are your initials). 3. In the Description field, enter XXX Multiple Discounts (where XXX are your initials). 4. In the Number of Payments field, accept the default value of In the Terms Type field, accept the default value of Days. 6. In the Number of Days field, enter In the Discount Type field, accept the default value of Days. 8. Click Save. Add Discounts to the Terms ID 1. Navigate to the Discounts > Detail sheet. 2. From the New menu, select New Discount. 3. In the Number Of Days field, enter In the Discount Percent field, enter Click Save. 6. From the New menu, select New Discount. 7. In the Number Of Days field, enter In the Discount Percent field, enter Click Save and exit Terms Maintenance. Update a Customer Record Important Due to specific data used to update the customer record, this workshop can only be performed by one person at a time in a shared database. Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer Epicor Software

21 Application Setup In the Customer field, enter CODOMETAL and press Tab. 2. Navigate to the Billing > Detail sheet. 3. In the Terms field, select XXX Multiple Discounts (where XXX are you initials). 4. Click Save and exit Customer Maintenance. Miscellaneous Charge Maintenance Use Miscellaneous Charge Maintenance to create miscellaneous charges. Once created, you can select these charges within other programs throughout the Epicor application. Miscellaneous charges are additional costs. For example, expedite fees and freight charges you can include on sales orders, quotes, and invoices. Once created, select the charges in the headers and detail lines of these records. Note These miscellaneous charges are not the same charges you set up in the Purchasing or Accounts Payable module. You pay purchasing miscellaneous charges to suppliers, however, your customers pay these miscellaneous charges. When creating a miscellaneous charge: Select a charge frequency to set up miscellaneous charges to charge to customers when appropriate. Select the Sales Analysis check box to enable charges to be included in the Sales Analysis Report. Select the Shipping Access check box to enable charges to be added to packing slips. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > Miscellaneous Charge Sales Management > Order Management > Setup > Miscellaneous Charge Service Management > Field Service > Setup > Miscellaneous Charge Epicor

22 22 Accounts Receivable Course Workshop - Enter a Miscellaneous Charge An internal cost analysis of costs finds that the cost of pallets increased substantially over the last few months. A decision is made to initially charge customers for pallets when a product is shipped, and to refund the amount when the customer returns them. Add a Miscellaneous Charge Code Navigate to Miscellaneous Charge Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Miscellaneous Charge 1. From the New menu, select New Charge. 2. In the Code field, enter XXX (where XXX are your initials). 3. In the Description field, enter XXX Refundable Pallet Charge (where XXX are your initials). 4. In the Amount field, enter Select the Shipping Access check box. 6. In the Frequency field, select Every. 7. Click Save. Attach a GL Control to the Charge 1. From the New menu, select New GL Control. 2. In the Type field, search for and select Misc Charge(Sales). 3. In the Control field, search for and select PALL. 4. Click Save. 5. Exit Miscellaneous Charge Maintenance. Tax Setup This section of the course reviews the following five tax maintenance programs: Tax Type Maintenance Tax Liability Maintenance Product Tax Category Maintenance Tax Jurisdiction Maintenance Tax Authority Maintenance All tax information is government mandated and someone who is familiar with the taxation guidelines for your company should enter this information into the Epicor application. Epicor Software

23 Application Setup 23 Tax Type Maintenance Use Tax Type Maintenance to specify different tax types and tax rate codes your company needs to support sales and purchase processes. Each tax type is set up with different attributes such as a calculation algorithm, collection method, time of recognition, tax rates, and other accounting information. The tax type can have multiple rates but one is the default rate. This rate is used unless a different rate is specified elsewhere. Specific products can be exempt from certain tax types. Use product tax categories to divide taxes into groups that apply to different products. On the Rates > Exempt sheet in this program, select which categories should not have the current tax calculated against their orders. Tax types are assigned to individual tax liabilities. Tax liabilities define geographic areas, and each tax code selected identifies individual taxes collected within that area. Each customer record can have a tax liability assigned, which defines the taxes calculated against the orders and invoices for that customer. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Tax Type Financial Management > Accounts Receivable > Setup > Tax Type Material Management > Purchase Management > Setup > Tax Type Sales Management > Order Management > Setup > Tax Type Tax Liability Maintenance Use Tax Liability Maintenance to enter tax liability records. A tax liability represents taxes a company handles when they trade with customers and suppliers. This can be taxes liable due to both your company's tax status or the tax status of the customer or supplier. The Epicor application allows you to assign a list of tax types to each tax liability code. Any tax type can contain rules that control which level to calculate the tax (line or total) and can apply any exemption available for the tax. Define what location controls the liability. Use Customer Maintenance or Supplier Maintenance to attach a default tax liability code to the customer or supplier bill to and ship to addresses. The tax liability and the product tax category (which represents what has been sold or purchased) combination determines the final taxes and rates for the transaction. Note Tax liability is optional in the Epicor application. If used, all records in Customer Maintenance can be associated with the appropriate tax region. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Tax Liability Financial Management > Accounts Receivable > Setup > Tax Liability Material Management > Purchase Management > Setup > Tax Liability Sales Management > Order Management > Setup > Tax Liability Epicor

24 24 Accounts Receivable Course Product Tax Category Maintenance Use Product Tax Category Maintenance to classify different products and services based on taxes. In case a group of products uses a specific rate (not the default rate selected for the tax type), this rate can be assigned to the product tax category. Note If a Product Tax Category is defined as the default, then tax calculations performed on invoice lines without a Product Category will use the default category to identify the relevant taxes and rates. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Tax Product Category Financial Management > Accounts Receivable > Setup > Tax Product Category Material Management > Purchase Management > Setup > Product Tax Category Sales Management > Order Management > Setup > Tax Product Category Tax Jurisdiction Maintenance Use Tax Jurisdiction Maintenance to enter special tax codes that define jurisdictions (authorities) in which you report taxes. Tax jurisdictions are the governance or authority that grants the power to tax a particular tax type. Associate each jurisdiction you define with at least one tax type in Tax Type Maintenance. Tax jurisdictions examples include: Counties Districts Cities Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Tax Jurisdiction Financial Management > Accounts Receivable > Setup > Tax Jurisdiction Material Management > Purchase Management > Setup > Tax Jurisdiction Sales Management > Order Management > Setup > Tax Jurisdiction Tax Authority Maintenance Use Tax Authority Maintenance to add, edit, and delete the codes that define taxes for external companies. This program is available if your company links to an external financial system. Tax Authority Maintenance is a component of the taxation matrix within the Epicor application. Use Tax Authority Maintenance to organize data during accounts receivable (AR) invoice entry for tax reporting purposes. Use Customer Maintenance or Supplier Maintenance to assign tax authority codes to a customer or supplier record. Epicor Software

25 Application Setup 25 Note Some countries require additional separation for tax reporting within areas of their country. This is based on a table of tax authorities. This field is then compared against customer, ship to, and supplier records for transfer to external tax packages. Tip Use tax authority codes only when financial integration with other applications is necessary. Tax authorities are optional within the Epicor application. If used, all records in Customer Maintenance can be associated with the appropriate tax authority. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Tax Authority Financial Management > Accounts Receivable > Setup > Tax Authority Material Management > Purchase Management > Setup > Tax Authority Sales Management > Order Management > Setup > Tax Authority Epicor

26 26 Accounts Receivable Course Tax Allocation Three of the five tax maintenance programs work together to properly allocate tax and tax rates to invoices. The image below displays the relationship between customers, tax liabilities, tax types, tax rates, tax categories, products/charges, and invoices. Important Tax categories are not tied to tax liabilities. If a customer is not assigned a tax liability, taxes are not added to the invoice. Although a tax category might display on the invoice line(s), taxes are not charged because a tax liability is not assigned to the customer. Tax liabilities and tax categories can be manually added to invoice lines at the time of invoice entry. Example The tax liability, Minnesota - Hennepin County (MN-2), is selected on the Ace Molding Company (ACEMOLD) customer record. Tax types, City Tax and MN State Tax, are attached to the Minnesota - Hennepin County tax liability. Tax type, City Tax, has two rates - City Tax Rate (2%, document level, default) and Alternate City Tax Rate (0%, line level). Tax type, MN State Tax, has two rates - MN Tax Rate (6.5%, line level, default) and Alternate MN Tax Rate (0%, line level). The tax category, Products, is selected on the 00P1 (Product P1) part record. Epicor Software

27 Application Setup 27 Tax types/rates, City Tax/Alternate City Tax Rate, and Local Tax/Conversion, are attached to the Products tax category. Customer Maintenance Customers are businesses to whom you sell products and services. Use Customer Maintenance to enter customer records. Use customer records to create quotes, sales orders, and accounts receivable (AR) invoices. Customer records are also used during the Customer Relationship Management (CRM) process. Six important sheets in Customer Maintenance include: Customer > Detail Billing Contacts > Detail Ship To > Detail Tax Exemptions > Detail Banks > Detail Other sheets include Attributes, Manifest Info, and Documents. If you want to learn more about these topics, refer to the Application Help. Customer Detail Use the Customer > Detail sheet to enter all the primary information about the customer. For example, you create the customer identifier on this sheet, as well as enter the customer's main address. There are also other options you can define here such as the customer's language and primary salesperson. The following information discusses significant fields and options to note when working on the Customer > Detail sheet and why they are important. Important Fields and Options Type A new customer record has a default type of Prospect if the Customer Relationship Management (CRM) module is not enabled. When a sales order is created for the new customer, the type automatically updates to Customer. If the CRM module is installed, the default type for a new customer is Suspect. If a customer record displays as a suspect, it indicates that the record is for a potential customer that has not yet been contacted by your sales team. Territory A Territory is the sales area where the customer is located. In addition, this field indicates which salesperson is responsible for transactions with this customer. If the CRM module is installed, this is a mandatory field. Click the Get Territory button to automatically assign a territory to this customer. The program locates the territory that contains this customer s address. To manually select the territory, select the Territory Locked check box. The Territory field activates; select a new territory from this list. If the CRM module is not installed, this field is not mandatory, and the Get Territory button, as well as the Territory Locked check box, are both unavailable. For reference, a territory can be selected manually. Valid Payer, Valid Sold To, and Valid Ship To Select the Valid Payer check box to indicate that this customer is a valid payer who is authorized to remit cash receipts in AR. Cash receipts can be entered for this customer only if this check box is selected. Select the Valid Sold To check box to indicate that this customer account is authorized to enter as a sold to customer in AR Invoice Entry and Order Entry. AR invoices and orders can be entered for this customer only if this check box is selected. Epicor

28 28 Accounts Receivable Course Select the Valid Ship To check box to indicate that this customer account is authorized to be entered as a ship to customer in Order Entry. This customer account can be entered or selected as a ship to customer in Order Entry only if this check box is selected. By default, all new customer records have the Valid Payer, Valid Sold To, and Valid Ship To check boxes selected. Clear the appropriate check boxes when you add new customers. Allow One Time Ship To Select the Allow One Time Ship To check box to specify that alternate one-time ship to addresses can be entered for this customer account on sales orders, service contracts, service calls, AR invoices, and at the time of shipment. Example If this customer account is designated as the sold to customer on an order, select this check box to allow the data entry person to enter one time ship to information. This is useful when you wish to ship a sold item on a one-time basis to an alternate address to which you usually do not ship. Allow Ship To Third Party Select the Allow Ship To Third Party check box to specify if alternate third party ship to addresses can be entered or selected when this customer number is entered as the sold to customer for certain transactions (sales orders, service contracts, service calls, AR invoices, and at the time of shipment) in the Epicor application. Statements Example If this customer account is designated as the sold to customer on an order, you can also select a third party as the bill to customer for the same order. Select this check box to allow the data entry person to (optionally) enter ship to address information for the designated third party on the order. This is useful when you wish to ship a sold item on a one-time basis to an alternate address to which you usually do not ship for this third party. Select this check box to indicate that Customer Statements should be generated for this customer. Only customers that have this option selected display in the AR module's Customer Statements Report. You can print customer statements any time for any date range. If any activity occurs during a statement period, a statement prints, even if the net activity results in a zero balance. Billing Use the Billing sheets to enter and edit billing information about the current customer. Billing > Detail Use the Billing > Detail sheet to enter billing information for the selected customer. This sheet allows you to define the selected customer's AR account, currency, tax options, billing terms, shipping terms, payment methods, and other default transaction information. These default settings are used on all sales orders and AR invoices unless otherwise specified. Billing > Bill To Use the Billing > Bill To sheet to enter a bill to address for this customer. Either the main customer address can be used or a different billing address can be entered. If the bill to address is in another country or requires a new address format, use the Billing > Address Format sheet found next to the Billing > Bill To sheet to modify the format. Billing > National Account Use the Billing > National Account sheet to override the company's Payer Bill To Relationship Class for this customer. You can also view any national accounts of which this customer is a member. Epicor Software

29 Application Setup 29 Billing > Price Lists Your company has the option to set up price lists to reflect seasonal price changes or special price breaks you give to specific customers or ship to locations. Once these lists are created, use the Billing > Price Lists sheet in Customer Maintenance to rank the priority of these lists for the current customer or current ship to location. When you create an order, use the price lists assigned to this customer or ship to location to calculate the total price of the sales order. Billing > Credit Use the Billing > Credit > Credit Detail sheet to enter and update the current customer's credit information. Use this sheet to define credit limits for the current customer. You can also define other credit options. Important Before you can edit customer credit information, you must have security rights to access this sheet. These rights are defined on your user record. For more information, refer to the User Account Maintenance topic in the Application Help. You also use this sheet to place the customer on or off Credit Hold. If a customer is on credit hold, warning messages display when you attempt to create a new packing slip or sales order for this customer. Depending upon how you set up your Order module configuration, these messages may either warn you about the credit problem, or completely prevent you from creating a new quote, order, or invoice. Note The Epicor application places customers on hold when they exceed their credit limit during AR invoice posting and sales order entry. Additionally, if you enter or update a credit limit for a customer that already exceeds your new limit, that customer is also automatically placed on credit hold. On this sheet you can also define whether you wish to receive non-traditional payment information (Payment Instruments) such as post dated checks and bank drafts, and use it in calculating a customer's global credit limit. The Billing > Credit > National Account Credit sheet allows you to check credit for customers in national account relationships. Billing > Alternates > Detail Every customer record has at least one bill to address which can be the main customer address or a different one as mentioned above. There are times when the bill-to address is not a different billing address but an entirely different customer or entity than the customer ordering and receiving the goods. Only valid customers created in Customer Maintenance can be defined as Alternate Bill To customers. Select the Allow As Alternate Bill To option on the Billing > Detail sheet if this customer can be selected as an Alternate Bill To. Credit checking for a sales order is based on the bill-to customer. Example Addison orders goods from your company. This customer is on credit hold, but his Alternate Bill To customer (Dalton) has not exceeded its credit limit. Because Dalton is the paying customer, and is in good credit standing, Addison's order is not placed on credit hold. Billing > GL Controls > Detail If a customer wants to post its records to an alternate AR account, create a specific general ledger (GL) control code for the AR Account control type within the GL module, and add it to the customer's record on the Billing > GL Controls > Detail sheet. Epicor

30 30 Accounts Receivable Course Customer Ship To and Customer Contacts Companies often have customers that purchase products for more than one location. Enter these additional locations on the Ship To > Detail sheet and any contacts specific to the site on the Contacts > Detail sheet. Each customer can have multiple ship-to locations. Only one location can be the Primary Ship To and one is not required. If a ship-to address is not the primary, the customer's main address defaults on orders and invoices as the ship-to address, but can be overridden when necessary. Ship To Contacts can be defined for each ship-to location. Use the Contacts > Detail sheet to define multiple contacts for the customer s main location and define the customer s ship-to locations. Add as many contacts as necessary for each location. When entering contacts for a ship-to location, the contacts link directly to specific ship-to locations, not to the customer's main address. Customer Tax Exemptions Use the Tax Exemptions > Detail sheet to define customer specific exemptions. When multiple exemptions are specified for a document or line, the Epicor application uses the highest exemption. If more than one is considered to be highest, the Epicor application uses exemptions in the following order: 1. Customer 2. Product 3. Tax Liability 4. Tax Type 5. Tax Exempt Code (the existing code set manually on the Billing > Detail sheet) Banks Use the Customer > Banks > Detail sheet to enter banking information for customers who want to make Electronic Funds Transfer (EFT) payments to your company. The Bank sheet also holds information that pertains to the contract the customer signed, which allows your company to withdraw money from the customer's account and specifies for how long the contract is valid. EFT payments are possible via an electronic interface between your company and the customer's bank. This interface is defined in Electronic Interface Maintenance. In order for an EFT to take place, define an electronic payment method with a valid output file in Payment Method Maintenance and (optionally) link it to the customer's Billing > Detail sheet. Epicor Software

31 Application Setup 31 Workshop - Enter a Customer Record Your company's Sales department was successful in attracting the business of an important customer they were pursuing. Business procedures require that the Accounts Receivable department is responsible for initially creating a customer record once its credit application is approved. Additional information is later added by the Sales department. Enter Customer Details Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer 1. From the New menu, select New Customer. 2. In the Customer field, enter XXX (where XXX are your initials). 3. In the Name field, enter XXX, Inc. (where XXX are your initials). 4. In the Type field, select Customer. 5. In the available Address fields, enter an address for your new customer in the state of MA. 6. If the Customer Relationship Management (CRM) module is installed, click the Get Territory button to enter the customer's territory information. If the CRM module is not licensed, adding a territory to a customer record is optional. In this workshop, because the customer is located in the state of Massachusetts (MA) which is a previously entered territory, United States - New England populates the Territory field. This is because the United States - New England sales territory was previously defined in Sales Territory Maintenance with the state of MA as one of its boundaries. 7. Click Save. Update Customer Terms 1. Navigate to the Billing > Detail sheet. 2. In the Terms field, select XXX12 Month Payment Schedule. 3. Click Save. Enter Bill To Information 1. Navigate to the Billing > Bill To sheet. 2. In the Name field, enter a friend's full name. 3. In the available Address fields, enter a bill to address for your customer located in the state of Kansas (KS). 4. Click Save. Epicor

32 32 Accounts Receivable Course Enter Credit Detail 1. Navigate to the Billing > Credit > Credit Detail sheet. 2. In the Credit Limit field, enter 10, Clear the Credit Hold check box to release your customer from credit hold. 4. Click Save. Enter Ship To Information 1. Navigate to the Ship To > Detail sheet. 2. From the New menu, select New Ship To. 3. In the Ship To ID field, enter MAIN. 4. Select the Primary Ship To check box. 5. In the Ship Via field, select UPS Ground. 6. In the available Address fields, enter a ship-to address for your customer in the state of KS. (This can be, but does not have to be, the same as the Customer Bill To address). 7. Click the Get Territory button. Because the customer's ship to address is in the state of Kansas (KS), a previously entered territory, United States - Mid West populates the Territory field. This is because the United States - Mid West sales territory was previously defined in Sales Territory Maintenance with the state of KS as one of its boundaries. 8. Click Save. Enter Contact Information 1. Navigate to the Contacts > Detail sheet. 2. From the New menu, select New Contact. 3. In the Name field, enter a friend's full name (previously entered). 4. Select the Billing check box to mark your new contact as the primary billing contact. 5. Click Save. 6. Remain in Customer Maintenance for the next workshop. Epicor Software

33 Application Setup 33 Workshop - Review and Modify a Customer Record In this workshop, review and modify a customer record in regard to the payment instruments functionality. 1. In the Customer field, search for and select VICTIMBER. 2. Navigate to the Banks > Detail sheet and verify the following information display: Field Bank Bank Name Bank Account Payment Method Name Address City State/Prov Postal Code Country Primary Bank Data BOC Bank of Canada Check Victorial Timber Products 2005 Sooke Rd Victoria BC V9B 5Y2 Canada Selected 3. Navigate to the Billing > Credit > Credit Detail sheet. 4. In the Customer Credit pane, select the Include Payment Inst check box. This check box indicates that you wish to receive non-traditional payment information (Payment Instruments) such as post dated checks and bank drafts. 5. Click Save and exit Customer Maintenance. Electronic Interface Maintenance Use Electronic Interface Maintenance to create interfaces that electronic funds transfers (EFT) and reports use. Although this maintenance program is in the Accounts Payable (AP) module, it is equally important to Accounts Receivable (AR). EFTs and electronic reports typically require the use of bank-specific or locale-specific formats in files used to transfer data. To define requisite formats, use this program to: Select the.p (Progress) program, a plug-in which sets up the interface within the Epicor application. Set the properties the format requires. The Epicor application includes an EFT interface and several interfaces used in reporting. These interfaces are defined as system interfaces and cannot be modified. Epicor

34 34 Accounts Receivable Course Electronic interface definition allows their selection as: A payment method in Payment Method Maintenance. You can associate the interface with a customer with which the company has a direct-debit agreement. An interface used to generate reports. You can use interfaces defined in this program to export reports electronically. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Electronic Interface Pay Method Maintenance In the Accounts Receivable (AR) module, use Pay Method Maintenance to define how customers pay various transactions. You can then select specific payment methods as the default for customer records. Each payment method can link to a specific electronic bank interface so customers can pay their transactions electronically via the internet. When you select an electronic bank interface for the payment method, the properties defined for the electronic interface display on the Property sheet. These values update each time the electronic bank interface is used. Select payment methods on customer bank accounts; each bank account can have multiple methods defined for it. A default payment method can always be overridden by selecting a different payment method for a group within AR Invoice Entry. Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method National Accounts National accounts define customer interdependencies that affect credit sharing, payer bill-to relationships, and reporting. National accounts serve the following functions: Credit sharing - National account customers can share credit. In credit-sharing, a child customer can access its own credit, the credit of its parent, and the credit available in one or more credit pools associated with its national account. Implementation of this functionality requires the definition of a tiered relationship class used by the company for credit sharing. Customers that belong to national accounts based on the class can share credit. Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payer customer pays for a bill-to customer that receives invoices. Implementation of this functionality requires definition of a non-tiered relationship class the company uses for payer bill-to relationships. Customers that belong to national accounts based on the class can receive and pay invoices based on the relationship. Reporting - National accounts can define reporting relationships based on markets or other criteria. National accounts can be used to sort entries on aged receivable reports and sales analysis reports. Implementation of this functionality requires definition of a tiered relationship class the company uses for reporting. Customer information for each child displays within its parent throughout all account levels. Use the following programs to implement national accounts: Use Relationship Class Maintenance to create the relationship classes used to define national accounts. You must define separate classes for credit sharing, reporting, and payer bill-to relationships to implement all national account functionality. Use Company Configuration to implement national account functionality and set the relationship classes used to define accounts. The National Accounts sheet specifies the classes used to define credit sharing, reporting, and payer bill-to accounts. You can implement one, two or all of the functions. Epicor Software

35 Application Setup 35 Use National Account Relationship Maintenance to define customers involved in a national account relationship and the credit pools available to the account's customers. Use Customer Maintenance to define a customer as a valid payer bill-to and to enter customer-specific settings that affect credit sharing and payer bill-to relationships. Settings on a customer record's National Account sheet allow child customers to pay their parent's invoices as well as invoices for all customers in a payer bill-to account. The National Account Credit sheet defines settings for a customer in a credit-sharing account. Settings determine the credit types the customer uses and the order in which they are used. National Account Relationship Maintenance Use National Account Relationship Maintenance to define customers involved in a national account relationship. The class associated with the account determines the underlying relationship structure and whether it applies to credit-sharing, reporting, or payer bill-to relationships. For credit-sharing accounts, you can define credit pools available to an account's customers. National accounts defined in this program serve the following functions: Credit sharing - In credit-sharing, a child customer can access its own credit, the credit of its parent, and the credit available in one or more credit pools associated with the national account. Selection of a tiered relationship class for company credit checking determines the class used to define credit-sharing accounts; customers that belong to national accounts based on the class can share credit. Reporting - National accounts can be used to sort entries on aged receivables and sales analysis reports. Selection of a relationship class for company reporting determines the class used to define reporting-type accounts; you can select an account based on the class to sort report entries by the customer account hierarchy. Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payer pays for a bill-to customer that receives invoices. Selection of a non-tiered relationship class for company payer bill-to relationships determines the class used to define these accounts. Example A large corporation has a number of subsidiaries (two of which are distribution companies). They want to share a percentage of their credit with the two distribution subsidiaries. You can set up a national account relationship which includes these three customers. You can define relationship specifications to allow credit sharing between the larger corporation and its two subsidiaries. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > National Account Relationship Epicor

36 36 Accounts Receivable Course Workshop - Update a National Account Relationship Review the tiered national account relationship between parent, Buckstar Coffee Company, and its two children. After reviewing, add a new child store to the existing relationship and credit pool and review its national account credit in Customer Maintenance. Important Due to necessary database setup and specific data used to perform an update to a National Account Relationship, this workshop can only be performed by one person on a shared database. If you are unable to complete this workshop, this does prohibit you from completing Workshop - Manage Customer Records. Review a National Account Relationship Navigate to National Account Relationship Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > National Account Relationship 1. In the Relationship Class field, enter MULTI. 2. In the Customer field, enter BUCKS and press Tab. 3. Navigate to the Credit Pool > Pool Detail sheet and review the credit pool and customer details. Add a Child Customer 1. Navigate to the Detail sheet. 2. In the Child Customer field, enter BUCK675 and press Tab. 3. Click Add Child. Buckstar Store 675 is now part of the current relationship. Share a Credit Pool with a Child 1. Navigate to the Credit Pool > Pool Detail sheet. 2. From the New menu, select New Customer Shared the Pool. 3. In the available Cust. ID field, enter BUCK675 and press Tab. 4. In the available Max Percent field, enter Click Save. 6. Exit National Account Relationship Maintenance. Update a Child Customer's Credit Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer 1. In the Customer field, enter BUCK675 and press Tab. Epicor Software

37 Application Setup Navigate to the Billing > Credit > National Account Credit sheet. Note the line in the Credit Pool pane. This line of data shows that customer BUCK675 has $200, of credit available (20% of parent customer, Buckstar's $1,000,000 in credit). This was set up in the previous workshop task in National Account Relationship Maintenance. 3. In the National Accounts pane, select the Use Parent's Credit check box. 4. In the Max Percentage to Use field, enter Select the Share Credit check box. 6. In the Percentage Shared field, enter This allows other children in the national account relationship to use 50% of this customer's credit. 7. In the Credit Preferences pane's Selected Preferences column, select Credit Pool and click the up arrow to move this preference up one level. This action prioritizes this customer's credit options. 8. Click Save and exit Customer Maintenance. Finance/Late Charge Maintenance Use Finance/Late Charge Maintenance to define the conditions used to calculate charges and interest on overdue invoices. Some conditions include the tax category, charge rates, terms, limits, and which invoices to include. Once you create a finance charge, it can be assigned to a customer record in Customer Maintenance. The assigned code is then used by the finance/late charge generation process to automatically create a corresponding finance charge invoice(s). Per the agreement made when the finance charge was assigned to the customer record, charges are applied to their overdue invoices and late payments. The finance/late charge generation process should run periodically from Process Finance/Late Charges. As a result, an accounts receivable (AR) invoice entry group made up of finance charge invoices is created within AR Invoice Entry. If necessary, invoices can be edited, added, or deleted from the invoice group before it posts. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > Finance/Late Charge Epicor

38 38 Accounts Receivable Course Workshop - Create and Assign a Finance Charge A customer has proven in recent months to have a history of late payments. Your company decides to charge this customer a late fee on all invoices over 15 days late. In this workshop, develop a finance/late charge and assign it to the customer. Create a Finance Charge Code Navigate to Finance/Late Charge Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Finance/Late Charge 1. From the New menu, select New Finance/Late Charge. 2. In the Charge ID field, enter XXXLate (where XXX are your initials). 3. In the Description field, type XXX Poor Payment History (where XXX are your initials). 4. In the Invoice Line Description field, enter XXX Finance/Late Charge (where XXX are your initials). 5. In the Payment Process Days field, enter 3. This number indicates the grace period before finance charges are incurred. 6. In the Terms field, select Net Select the Open Invoices check box. 8. In the Minimum Charge Amount field, enter Adding an $8.50 minimum charge amount alerts the application to automatically charge $8.50, even if the charge rate indicates a lower fee. 9. In the Per Invoice field, enter This indicates that invoices under $25.00 should not be charged a finance charge despite its overdue status. 10. Click Save. Enter a Finance Charge Rate 1. Navigate to the Rates > Detail sheet. 2. From the New menu, select New Charge Rate. 3. In the Finance Charge Percent field, enter Click Save. Assign a GL Control Code 1. Navigate to the Charge > GL Control > Detail sheet. 2. From the New menu, select New GL Control. Epicor Software

39 Application Setup In the Type field, search for and select Finance Charge. 4. In the Control field, search for and select FINCHG. 5. Click Save. 6. Exit Finance/Late Charge Maintenance. Add the Finance Charge Code to a Customer Record Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer 1. In the Customer field, enter XXX (where XXX are your initials) and press Tab. 2. Navigate to the Billing > Detail sheet. 3. In the Finance/Late Charge field, select XXX Poor Payment History (where XXX are your initials). 4. Click Save. 5. Exit Customer Maintenance. Process Finance/Late Charges Use Process Finance/Late Charge to calculate appropriate finance charges based on the data entered in the program. When you submit this process, an un-posted accounts receivable (AR) invoice group is created which can then be reviewed and posted immediately or at a later time. Once the invoice group posts, it acts exactly like any other AR invoice. It displays on the Aged Receivables Report and the customer is responsible for paying the charges. Example Data previously entered in Finance/Late Charge Maintenance: Field Charge ID Charge % Invoice Line Description Minimum Charge Payment Days Terms Include Open Invoices Data XXXLate (where XXX are your initials) 5 Finance/Late Charge Net 30 Check box selected Process Finance/Late Charges It is common to process finance/late charges soon after cash receipts are posted for the week. When processing finance/late charges, enter information that pertains to when the process should run, what date it should run as of, and what the name of the group of charges should be when it displays in AR Invoice Entry. For example: Epicor

40 40 Accounts Receivable Course Field Schedule As of Date Group ID Data Now Today's Date FINCHG After entering this information, submit the process. When it completes, a FINCHG group is available for selection in AR Invoice Entry. That group contains an interest invoice for each customer attached to the charge who is late on a payment as of the date defined in the As of Date field above. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges Customer Reminders Use Reminder Group Maintenance to set up reminder groups and enter text for each letter in the reminder letter sequence. Once created, add a reminder group to all customers in Customer Maintenance that should receive a reminder letter when they have an overdue payment. Reminder letters can be used in conjunction with finance charges, interest invoices, and late payment fees. Use Reminder Letter Generation to generate, print, and post reminder letters. Reminder Group Maintenance Assign customers a reminder group code which has a designed sequence of reminder letters. Define a pre-determined interval for issuance in Accounts Receivable (AR) when these letters are created. You can include finance charges for information purposes. The Epicor application's reminder letter configuration allows for: Free-form and multi-language (via Crystal Reports) reminder letter content Due date reminders or a defined interval period History tracking of reminders sent to customers at the invoice level Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > Setup > Reminder Group Reminder Letter Generation Once reminder groups are configured, the process flow begins in Reminder Letter Generation where you can: 1. List customers with overdue invoices or balances. 2. Generate reminder letters and include or exclude previously generated interest charges based on the reminder groups. 3. Print the generated letters. 4. Post the letters. Epicor Software

41 Application Setup 41 Select the Blocked for Reminders option on the invoice header to block invoices from inclusion when generating reminder letters. A reason to not include an invoice (for example, an invoice is in dispute) can be defined in Reminder Letters Generation. Reminder letters only generate if all the items below are true: A reminder group exists. At least one customer is attached to that reminder group. A customer attached to that reminder group has an overdue invoice or a late payment. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation Reminder Letter Process Flow Create a reminder group with a sequence of reminder letters. Attach customers to that reminder group. One of the reminder group's customers has an overdue invoice payment. The invoice is flagged with the current sequence level of the reminder applicable (based on letters previously generated for this invoice). The reminder letter posts and you generate finance charges. The customer's AR balance updates to reflect the fees applied to the account. Collect posted fees via Cash Receipts Entry (the same way as you collect an invoice payment or miscellaneous cash receipt). Epicor

42 42 Accounts Receivable Course Workshop - Create and Assign a Reminder Group A customer consistently needs to be asked to pay the overdue balance on their account. Create a reminder group to link to this customer's record. Important Due to necessary database setup and specific data used to generate a reminder letter, this workshop can only be performed by one person on a shared database. If you are unable to complete this workshop, this does prohibit you from completing Workshop - Generate and Post a Reminder Letter. Create a Reminder Group Navigate to Reminder Group Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Reminder Group 1. From the New menu, select New Reminder Group. 2. In the Group ID field, enter XXX (where XXX are your initials). 3. In the Description field, enter XXX Past Due (where XXX are your initials). 4. In the Date Offset pane, select Due Date. 5. Click Save. Design a Reminder Sequence 1. Navigate to the Sequence > Detail sheet. 2. From the New menu, select New Reminder Sequence. 3. In the Days to Reminder field, enter In the Message field, enter the contents of the reminder letter. For example: Payment is 30 days past due. A late charge will be assessed if remittance is not received within 10 days. Please pay promptly. Thank you. 5. Click Save. 6. From the New menu, select New Reminder Sequence. 7. In the Days to Reminder field, enter In the Message field, enter the contents of the second reminder letter. For example: This bill is 45 days late and has been assessed a late charge. To avoid further penalties please remit immediately. Thank you. 9. Click Save. Epicor Software

43 Application Setup From the New menu, select New Reminder Sequence. 11. In the Days to Reminder field, enter In the Finance/Late Charge field, select XXX Poor Payment History (where XXX are your initials). 13. In the Message field, enter the contents of the final reminder letter. For example: This is your final notice of late payment. You have been charged a late fee. To avoid possible litigation, please contact our billing department at Click Save and exit Reminder Group Maintenance. Assign a Reminder Group Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer 1. In the Customer field, enter KCMOLD and press Tab. 2. Navigate to the Billing > Detail sheet. 3. In the Reminder Group field, select XXX Past Due (where XXX are your initials). 4. Click Save. 5. Exit Customer Maintenance. Epicor

44 44 Accounts Receivable Course Workshop - Generate and Post a Reminder Letter In this workshop, generate and post a reminder letter for customer KCMOLD to advise them of their overdue invoices. Important Due to necessary database setup and specific data used to generate and post a reminder letter, this workshop can only be performed by one person on a shared database. Generate a Reminder Letter Navigate to Reminder Letter Generation. Menu Path: Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation 1. From the Actions menu, select Get > Customers. The Search Form window displays. 2. Click Search. 3. Select KCMOLD and click OK. 4. From the Actions menu, select Customers > Generate Letters. The Set Age date window displays. 5. In the As of Date field, select today's date. 6. Click OK. The customer's overdue invoices and reminder letters display. Print Preview a Reminder Letter 1. From the Actions menu, select Reminder Letters > Print. The Reminder Letter window displays. 2. Click Print Preview and review the reminder letter. 3. Close the report and the Reminder Letter window. Post a Reminder Letter 1. From the Actions menu, select Reminder Letters > Post. 2. To the Are you sure? message, click Yes. Clicking yes to this message posts the reminder letter. The next time a reminder letter generates for the invoices in this letter, the second sequence in the reminder group generates. 3. Exit Reminder Letter Generation. Epicor Software

45 Application Setup 45 Payment Instrument Type Use Payment Instrument Type Maintenance to define payment instrument types and some available default behavior. Examples of common types are promissory notes and future dated checks. Important This program is only available if you are licensed for the Payment Instruments module. Payment Instrument Type Maintenance has group panes for both Accounts Receivable and Accounts Payable. The applicable pane is enabled based on your selection in the Use In field on the Detail sheet. The following are the key fields: Type This field specifies an identifier for the payment instrument type. Description This field provides a description of the payment instrument type identifier. Use In This field indicates whether the payment instrument is used in accounts receivable (AR) or accounts payable (AP) transactions. This value also determines whether the AP or AR panes are open for data entry on the Detail sheet. Initiation Indicates how the payment instrument was initiated. The choices are: Generation - Select this option to generate the payment instrument ID once you enter a customer invoice. The application will generate the ID number automatically once you select the New Payment Instrument option from the New menu in AR Invoice Entry. Received - Select this option to be able to enter the payment instrument ID of your choice. Once you receive a signed promisory note from a customer and select the payment instrument type with the AR option Received, you can enter any payment instrument ID. Customer Bank Required Select this check box to indicate whether customer bank details are required. Company Bank ID This field specifies the identifier of the bank account during the auto generate process. This field is for accounts receivable (AR) use only. First GL Update Stage This field specifies the stage that updates general ledger (GL). The following are the stage options: Portfolio Apply To Bank Bank Settlement Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Payment Instrument Type Financial Management > Accounts Receivable > Setup > Payment Instrument Type Epicor

46 46 Accounts Receivable Course Workshop - Create AR Payment Instrument Types In this workshop, create a new payment instrument types for receiving. Navigate to Payment Instrument Type Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Type 1. Click New. 2. In the Type field, enter XXXGen (where XXX are your initials). 3. In the Description field, enter XXX Generate (where XXX are your initials). 4. In the Use In field, select AR. 5. In the Initiation field, select Generation. 6. Select the Customer Bank Required check box. 7. In the Company Bank ID field, select Main Checking Account. 8. Click Save. 9. Repeat steps 1-8 and enter the following information (where XXX are your initials): Field Type Description Use In Initiation Customer Bank Required Company Bank ID Value XXXRec XXX Received AR Received select Main Checking Account 10. Click Save and exit Payment Instrument Type Maintenance. Payment Method Use Pay Method Maintenance to define how you will pay various transactions. You can select specific payment methods as the default for bank accounts, suppliers, and banks linked to a supplier. You can link each payment method to a specific electronic bank interface to pay transactions using the internet. You can also set up payment methods for manual payment and check printing. When you select an electronic bank interface for the payment method, the properties defined for the electronic interface display on the Property sheet. These values update each time you use the electronic bank interface. When you select Generated Promissory Note for Accounts Receivable (AR), or Future Payment Instrument Printing for Accounts Payable (AP) from the Pay Method Type drop down list, the Payment Instrument Options fields are enabled. You can then select a payment instrument type (set up through Payment Instrument Type), a generation method, and whether you want automatic approval set. Epicor Software

47 Application Setup 47 You can select payment methods on bank accounts; each bank account can have multiple methods defined. You can also select payment methods on supplier records. You set an overall payment method for each supplier record, but other methods can be defined for each bank linked to the supplier. A default payment method can always be overridden by selecting a different payment method for a group within AP Payment Entry. The following are the key fields: Payment Method This field specifies the name of the payment method. If you are creating a new payment method, enter the value you need in this field. To edit an existing payment method, either enter its name directly or click the Payment Method button to find and select it. Scope This field specifies the source of payment method, select the accounts payable (AP) or acocunts receivable (AR) option. Pay Method Type This field defines the how the current method processes the payments. Select the option you need from the drop-down list. Available options are: Electronic Interface (AR or AP) Generated Promissory Note (AR) Manual (the default option) (AR or AP) Received Payment Instrument (AR) Payment Instrument Type This field specifies a payment instrument type for the current method. Fields open for data entry depending upon your selection. Generation Method This field specifies the payment instrument generation method. Available options are: With Invoice Batch Manual Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Payment Method Financial Management > Accounts Receivable > Setup > Payment Method Service Management > Expense Management > Setup > Payment Method Service Management > Time Management > Setup > Payment Method Epicor

48 48 Accounts Receivable Course Workshop - Create a Payment Method In this workshop create a new payment method used for generating promissory notes. Navigate to Pay Method Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method 1. Click New. 2. In the Payment Method field, enter XXX (where XXX are your initials). 3. In the Scope field, select AR. 4. In the Pay Method Type field, select Generated Promissory Note. 5. In the Payment Instrument Type field, select XXX Generate (where XXX are your initials). 6. In the Generation Method field, select With Invoice. 7. Click Save and exit Pay Method Maintenance. Payment Instrument Status Maintenance Use Payment Instrument Status Maintenance to define the statuses available for each of the payment instrument predefined stages. Important This program is only available if you are licensed for the Payment Instruments module. As a payment instrument (PI) progresses, it goes through a number of stages. Within one stage, there can be more than one status. For example, for the AR Portfolio stage, there can be Portfolio Signed and Portfolio Posted statuses. You can set up multiple statuses for any of the stages as required for your processes. The predefined stages for Accounts Receivable (AR) are as follows: Unapproved - Used after a supplier has sent an invoice to a customer and it remains outstanding. Portfolio - Used when a signed document has been received (Signed status), or an AR invoice balance has been reduced by the allocation from the Payment Instrument (Posted status). Apply to Bank - Used when the funds are applied to the bank. This stage may generate an Electronic Output file. Settled - Used when the cash is defined as paid. Cancelled - Used when a PI is returned to customer or cancelled and all accounting movements are reversed. The predefined stages for Accounts Payable (AP) are as follows: Unapproved - Used after a supplier has sent an invoice to a customer and it remains outstanding. Portfolio - Used when a signed document has been received (Signed status), or an AP invoice has been reduced by the allocation from the PI (Posted status). Settled - Used when the cash is defined as paid. Cancelled - Used when a PI is returned or cancelled and all accounting movements are reversed. Important Before defining your GL Control settings, you must first set your payment instrument posting parameters from the Company Configuration program, including determining the first GL update stage. Epicor Software

49 Application Setup 49 Statuses that are defined as Posted, enable the fields on the GL Control sheet. The following stages with a Posted status may involve the entry of general ledger controls: AR Portfolio stage AR Apply to Bank stage AP Portfolio stage Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Payment Instrument Status Financial Management > Accounts Receivable > Setup > Payment Instrument Status Epicor

50 50 Accounts Receivable Course Workshop - Create Payment Instrument Receivables Status Codes In this workshop, create payment instrument receivables status codes. Navigate to Payment Instrument Status Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Status Create an Unapproved Status An Unapproved status is typically used when suppliers provide a printed document to their customers. This is a similar approach to providing a stamped addressed envelope to encourage payment. 1. From the New menu, select New Status. 2. In the Status field, enter XXXUnapp (where XXX are your initials). 3. In the Description field, enter XXX Unapproved Status for AR (where XXX are your initials). 4. In the Use In field, select AR. 5. In the Stage field, select Unapproved. 6. Click Save and remain in Payment Instrument Status Maintenance. Create a Portfolio Status A Portfolio status typically implies the Payment Instrument (PI) has posted.the AR Invoice balance is reduced by the allocation from the PI and the debt and debit now display against the PI rather than against the invoice. 1. From the New menu, select New Status. 2. In the Status field, enter XXXPrtAR (where XXX are your initials). 3. In the Description field, enter XXX Portfolio Status for AR (where XXX are your initials). 4. In the Use In field, select AR. 5. In the Stage field, select Portfolio. 6. Click Save. 7. Navigate to the GL Control > Detail sheet. 8. From the New menu, select New GL Control. 9. In the Type field, search for and select Payment Instrument Receivable. 10. In the Control field, search for and select Default. 11. Click Save and remain in Payment Instrument Status Maintenance. Epicor Software

51 Application Setup 51 Create an Apply to Bank Status The only processing significance of an Apply to Bank status is that to enter this stage you must define the bank to which you are applying. Payment Instruments that have been through this stage are eligible for bank reconciliation. 1. From the New menu, select New Status. 2. In the Status field, enter XXXAppl (where XXX are your initials). 3. In the Description field, enter XXX Apply to Bank Status. 4. In the Use In field, select AR. 5. In the Stage field, select Apply to Bank. 6. Click Save. 7. Navigate to the GL Control > Detail sheet. 8. From the New menu, select New GL Control. 9. In the Type field, search for and select Payment Instrument Receivable. 10. In the Control field, search for and select Default. 11. Click Save and remain in Payment Instrument Status Maintenance. Create a Settled Status The only way to settle a Payment Instrument (PI) is via Bank Reconciliation. Once a PI reaches the Settled stage it defines the cash as paid. 1. From the New menu, select New Status. 2. In the Status field, enter XXXSetAR (where XXX are your initials). 3. In the Description field, enter XXX Settled Status for AR (where XXX are your initials). 4. In the Use In field, select AR. 5. In the Stage field, select Settled. 6. Click Save. 7. Navigate to the GL Control > Detail sheet. 8. From the New menu, select New GL Control. 9. In the Type field, search for and select Payment Instrument Receivable. 10. In the Control field, search for and select Default. 11. Click Save and exit Payment Instrument Status Maintenance. Epicor

52 52 Accounts Receivable Course AR Processes This section covers the Accounts Receivable module's key processes. AR Invoice Entry Use AR Invoice Entry to bill customers for products and services a company sells. Revenue and the corresponding AR values for shipped products do not update the general ledger (GL) until an invoice is created and posted. A group methodology is used to collect invoices and post them as a group (batch) to the GL in the same fiscal period. Until a group posts, the GL does not update. The actual group ID is immaterial and can be used again as soon as the original posts. Note Reports and trackers used throughout the invoicing process are illustrated in this section of the course. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > General Operations > Invoice Entry Actions Menu AR Invoice Entry > Actions Menu AR Invoice Entry's Actions menu contains several processes you can use on your open invoices. The Get functions allow you to pull information from various sources to create invoices within the current group. The Group functions allow you to view and post the invoices within the current group. The Invoice functions allow you to move invoices from one group to another as well as update payment schedules. Transfer AR Invoice Entry > Actions Menu > Invoice > Transfer Use the Transfer command to move a selected invoice from one entry group to another. Tip Use this command if you have invoices in several groups that you want to print and post at the same time. When you transfer invoices into a single entry group, you only need to run the Print and Post functions once. Epicor Software

53 AR Processes 53 Locate Invoice Group AR Invoice Entry > Actions Menu > Locate Invoice Group Locate Invoice Group allows you to quickly find a group that includes a specific invoice. This command locates the group number; you can then enter this group number on the Group sheet to display all invoices within the entry group. Copy Invoice Lines AR Invoice Entry > Actions Menu > Copy Invoice Lines Use the Copy Invoice Lines command to adjust posted invoices that contain errors. You can add adjusting entries to a miscellaneous invoice, shipment invoice, or credit memo. To do this, copy selected lines to the original invoice. You can opt to create the adjusting line as a reversing entry. This can result in the creation of a zero-balance invoice. Adjustments only affect financial processes. They have no effect on shipments or other processes connected with the original invoice. If the Reference Invoice number is specified in the invoice header, this invoice is used as a source copy item. Important Invoice adjustment requires implementation of legal numbering. AR Invoice Types This course describes six unique AR invoice types. Advanced Billing Invoice Deposit Billing Invoice Shipment Invoice Cancellation Invoice Credit Memo Miscellaneous Invoice As each invoice type is discussed, note the individual characteristics that differentiates it from the others. Example The choice of whether to create an advance billing or deposit billing invoice comes down to how the prepaid amount must be consumed. An Advance Billing Invoice links prepaid amounts to specific order lines and releases. As shipments occur to the specified lines and releases, the prepaid amounts are consumed. A Deposit Billing Invoice only requires a sales order reference. Shipment of any line or release tied to the specified sales order consumes the prepaid amount. Note Most invoice types (excluding Cancellation Invoices) allow pre-defined records from Miscellaneous Charge Maintenance, Product Tax Category Maintenance, and Tax Liability Maintenance to be added at the time of invoice entry. Attach these records to any invoice line. To create an invoice for a miscellaneous charge or for taxes only, add a blank line to the invoice and attach the charge or tax record to it. Note If you have Tax Connect installed, disable it on the Company Configuration's Modules > Finance > Tax Interface sheet or in Tax Reconciliation in order to complete the upcoming workshops. Epicor

54 54 Accounts Receivable Course Advance Billing Invoices Advance Billing Invoices are customer invoices created prior to shipping products or services. This invoice type must be linked to a sales order, an order line, and an order release. It is possible to choose whether the advance billing amount should credit the Deferred Revenue account defined in or the ordered part s Sales (Revenue) account. Advance Billing Invoices must be created prior to creating a packing slip for the related sales order line and release; however, a cash receipt for this invoice is not required prior to the shipping and invoicing of the related product or service. The total amount of the Advance Billing Invoice is deducted from the Shipment Invoice, even if the customer has yet to pay the invoice. An Advance Billing Invoice remains on the Aging Report until it is paid. Even if the total of that advance is deducted from the customer's Shipment Invoice before the Advanced Billing Invoice has been paid, the Advance Billing Invoice still remains as an outstanding invoice against the customer until it is paid. Epicor Software

55 AR Processes 55 Workshop - Create Advance Billing Invoices In this workshop, create advance billing invoices for two existing sales orders. On one invoice, select the Deferred Revenue check box and on the other, do not. When the group posts, review the results of both methods. Important Due to necessary database setup and specific data used to create an advanced billing invoice, this workshop can only be performed by one person on a shared database. If you are unable to complete this workshop, this does prohibit you from completing some of the workshops to follow. If the sales orders used in this workshop are closed, you have the option to duplicate each of the sales orders. By duplicating the sales orders you will be able to perform the functionality in this workshop as well as workshops to follow. Review the Duplicating Sales Order Option listed in the Workshop Constraints section of this course. Create an Invoice Group Navigate to AR Invoice Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. Accept all other defaults. 4. Click Save. Add an Advance Billing Invoice Header 1. From the New menu, select New Advance Billing. The Header > Detail sheet displays. 2. In the Sales Order field, enter 5084 and press Tab. The Deferred Revenue check box defaults as selected on the invoice header. 3. Click Save. Add a Line 1. From the New menu, select New Line. 2. In the SO Line/Rel field, enter the following information: Field SO Line Rel Data In the Extended Price field, enter Epicor

56 56 Accounts Receivable Course 4. Click Save. Add an Additional Line 1. From the New menu, select New Line. 2. In the SO Line/Rel field, enter the following information: Field SO Line Rel Data In the Extended Price field, enter Click Save. Create Another Advance Billing Invoice 1. From the New menu, select New Advance Billing. 2. In the Sales Order field, enter 5130 and press Tab. 3. Clear the Deferred Revenue check box. 4. Click Save. Add a Line 1. From the New menu, select New Line. 2. In the SO Line/Rel field, enter the following information: Field SO Line Rel Data In the Extended Price field, enter Click Save. Print Preview the Invoice Group Edit List 1. From the Actions menu, select Group > Edit List. The Invoice Entry - Group Edit List window displays. 2. Accept all defaults. Epicor Software

57 AR Processes Click Print Preview to view the details and general ledger (GL) recap for this invoice group. Note Review the deferred revenue account. Only the line amounts of the first invoice entered affect this account. 4. When complete, close the report and the Invoice Entry - Group Edit List window. Post the Invoice Group 1. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 2. Click Submit. A message may display that the Invoice needs to be printed before posting. If yes, from the Actions menu, select Invoice > Print Invoice and proceed to print the invoice first. 3. Close the AR Invoice Post Process window. 4. Minimize in AR Invoice Entry. Deposit Billing Invoices A deposit billing invoice is a customer down-payment or pre-payment that must be linked to an order but not to a specific order line or release. The Prepayment account defined in the default GL control code (Type - AR Account) offsets the Receivables account in this transaction type. Sales order deposits can also be created directly in Cash Receipt Entry. The difference between creating a deposit invoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a deposit billing invoice is created. Also, if you do not choose to create a deposit billing invoice, the Receivables account is never affected by the deposit amount. Only when a deposit invoice posts, is the Receivables account debited. Once an invoice payment posts, the Receivables account is credited. Epicor

58 58 Accounts Receivable Course Workshop - Enter a Deposit Billing Invoice Your company's policy states that a 50% down payment must be received prior to the shipment of goods. Because it does not matter which line the down payment is applied to, a deposit invoice can be used to bill your customer for the down payment. In this workshop, create a deposit billing invoice for 50% of a customer's existing sales order. Important Due to necessary database setup and specific data used to enter a deposit billing invoice, this workshop can only be performed by one person on a shared database. If you are unable to complete this workshop, this does prohibit you from completing some of the workshops to follow. If sales order 5069 is closed, you have the option to duplicate the sales order. By duplicating the sales order you will be able to perform the functionality in this workshop as well as workshops to follow. Review the Duplicating Sales Order Option listed in the Workshop Constraints section of this course. Enter a Deposit Billing Invoice Header 1. From the New menu, select New Group. 2. In the Group field, enter XXX2 (where XXX are your initials). 3. From the New menu, select New Deposit Billing. The Header > Detail sheet displays. 4. In the Sales Order field, enter 5094 and press Tab. 5. Click Save. Add Deposit Information 1. Navigate to the Line > Deposit sheet. 2. In the Extended Price field, enter Click Save. Post the Invoice Group 1. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 2. Click Submit. A message may display that the Invoice needs to be printed before posting. If yes, from the Actions menu, select Invoice > Print Invoice and proceed to print the invoice first. 3. Close the AR Invoice Post Process window. 4. Minimize in AR Invoice Entry. Epicor Software

59 AR Processes 59 Advance Billing/Deposit Balance Report The Advance Billing/Deposit Balance Report allows you to view the total outstanding balance for all advance billing and deposit billing invoices or payments made against sales orders for all or one select customer. This report displays deposit totals, advanced billing totals, or both. The total on this report should balance to the combined totals of the Deferred Revenue and Prepayment accounts on the general ledger, assuming Deferred Revenue is always selected. The report's total value can never be less than zero. Menu Path: Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance Epicor

60 60 Accounts Receivable Course Workshop - View Sales Order Balances Two advance billing invoices and one deposit billing invoice have posted. Running the Advance Billing/Deposit Balance Report allows you to verify that the correct sales orders maintain the proper pre-payment amounts. Navigate to the Advance Billing/Deposit Balance Report. Menu Path: Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop - Enter a Deposit Billing Invoice, you will not be able to complete this workshop. You have the option to print the report and review any previously posted advanced billing and deposit billing invoices. Results will vary. 1. Accept all default values. 2. Click Print Preview and review the values recorded against sales orders 5084, 5130, and Close the report and exit the Advance Billing/Deposit Balance Report. Sales Order Tracker The Sales Order Tracker displays read-only information about open and closed sales orders, including shipment activity, invoice activity, header and line item information, as well as sales order advances and deposit balances. Menu Path: Financial Management > Accounts Receivable > General Operations > Order Tracker Sales Order Tracker is a display-only version of Sales Order Entry and contains supplemental sheets used for tracking purposes. Epicor Software

61 AR Processes 61 Workshop - Use the Sales Order Tracker In this workshop, review current information about sales orders 5084, 5130, and 5094 which were modified in previous workshops. Navigate to the Sales Order Tracker. Menu Path: Financial Management > Accounts Receivable > General Operations > Order Tracker Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop - Enter a Deposit Billing Invoice, you will not be able to complete this workshop. 1. In the Sales Order field, enter 5084 and press Tab. This is the sales order to which you posted the first Advanced Billing Invoice. 2. Navigate to the Invoices sheet. 3. Click Retrieve and review the invoice details. 4. Navigate to the Header > Order Totals sheet. Note the values in the Advance Balance and Deposit Balance fields. 5. Repeat steps 1-4 for sales orders 5130 and Exit the Sales Order Tracker. Shipment Invoices Invoices for products or services shipped via Customer Shipment Entry generate automatically using the Action menu's Get Shipments command. Use the Get Shipments command to generate invoices for packing slips with a shipped status. Note Pack slips that do not have the Shipped check box selected cannot have an invoice generated through Get Shipments. As noted above, the shipped status of a customer packing slip plays an important role in determining whether an invoice can be automatically created. Other factors that impact a shipment's ability to generate an invoice via Get Shipments include: Shipment Date vs. Invoice Group Date Billing Day settings on an individual customer's maintenance program setup The Company Configuration setting for the Save Shipments for Invoicing option The number of invoices generated for each customer is based on two selections on the customer record's Billing > Detail sheet. Consolidate Sales Orders - Select this check box if you want Get Shipments to generate one invoice that contains multiple shipped orders. If you clear this check box, separate invoices are created for each order placed by this customer that has shipped. Combine Packing Slips - Select this check box if you want Get Shipments to generate a single invoice for all packing slips created for the same order and fiscal period. If you clear this check box, each packing slip pulled into the AR invoice group creates a separate invoice. This happens even if they were created for the same sales order. Epicor

62 62 Accounts Receivable Course For more information about these settings, refer to the Application Help. Epicor Software

63 AR Processes 63 Workshop - Ship Customer Orders Ordinarily, accounting personnel are not responsible for shipping customer orders, however the shipping clerk is on vacation and you have been asked to step in. In addition to shipping the orders, you have been asked to add a miscellaneous charge to one. Important If you were unable to complete Workshop - Create Advanced Billing Invoices, you will not be able to complete this workshop. Contact your system administrator to refresh your education database. Ship Sales Order Lines Navigate to Customer Shipment Entry. Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry 1. From the New menu, select New Pack. 2. In the Order Number field, enter 5084 and press Tab. 3. Click the Mass Shipment button. 4. Click the Ship All button. 5. Click the Update button. A negative quantity warning message may display. If yes, to the message, click Yes. 6. Select the Shipped check box and note the packing slip number. 7. Click Save. Add a Miscellaneous Charge 1. From the New menu, select New Pack. 2. In the Order Number field, enter 5130 and press Tab. 3. Click the Mass Shipment button. 4. Click the Ship All button. 5. From the New menu, select New Misc Charge. 6. In the Charge ID field, select XXX Refundable Pallet Charge (where XXX are your initials). 7. In the Charge Amount field, enter Click Save. 9. Navigate to the Summary sheet and click the Update button. 10. Select the Shipped check box and note the packing slip number. 11. Click Save and exit Customer Shipment Entry. Epicor

64 64 Accounts Receivable Course Workshop - Invoice Shipments Shipments were made and must be invoiced. The consumption of the advance billing amounts posted in a previous workshop displays on the appropriate invoice lines. Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop - Ship Customer Orders you will not be able to complete this workshop. Contact your system administrator to refresh your education database. Create an Invoice Group 1. Maximize AR Invoice Entry. 2. From the New menu, select New Group. The Group > Detail sheet displays. 3. In the Group field, enter XXX3 (where XXX are your initials). Accept all other defaults. 4. Click Save. Generate Shipment Invoices 1. From the Actions menu, select Get > Shipments. The Get Shipments window displays. 2. Click the Manual Selection button. 3. Select the two packing slips you created in the Workshop - Ship Customer Orders. 4. Click OK. 5. To the Are you Sure? message, click Yes. In the Invoices grid, two shipment invoices display. 6. Review the line and header details for both invoices. Note the reduction in price due to the the advance billing amount consumption on Addison's invoice lines 1 and 3 and on Northern Machine's invoice line 1. Review Miscellaneous Charge Information 1. Navigate to the Line > Misc Charge sheet for Northern Machine's invoice. 2. Review the miscellaneous charge. Epicor Software

65 AR Processes 65 The pallet charge you added to the packing slip's header displays. The charge does not display on the invoice header because an AR invoice can be for multiple shipments, and this miscellaneous charge only pertains to this one shipment. Post the Invoice Group 1. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 2. Click Submit. A message may display that the Invoice needs to be printed before posting. If yes, from the Actions menu, select Invoice > Print Invoice and proceed to print the invoice first. 3. Close the AR Invoice Post Process window and remain in AR Invoice Entry. Cancellation Invoices AR Invoice Entry provides the ability to directly cancel a posted invoice. The result is a credit memo created directly against the invoice selected for cancellation. This process copies all previous invoice lines and detail information into the credit memo. Note The invoice cancellation process does not reopen order packing slips. Invoice Cancellation Process Epicor

66 66 Accounts Receivable Course Workshop - Cancel a Posted Invoice In this workshop, cancel a previously posted shipment invoice. Important Due to necessary database setup and specific data used to cancel a posted invoice, this workshop can only be completed by one person on a shared database. 1. From the New menu, select New Group. The Group > Detail sheet displays. 2. In the Group field, enter XXX4 (where XXX are your initials). 3. Click Save. 4. From the Actions menu, select Create Cancellation Invoice. The Create Cancellation Invoice window displays. 5. In the Legal Number field, enter (which is the invoice number) and press Tab. 6. Click OK. 7. To the Are you Sure? message, click Yes 8. Review the Cancellation Invoice created. Note the negative amount. 9. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 10. Click Submit. 11. Close the AR Invoice Post Process window and remain in AR Invoice Entry. Credit Memo Entry Credit memos are transactions that reduce, or credit, a customer's receivables balance. Miscellaneous, Deposit Billing, and Advance Billing credit memos are created and posted within AR Invoice Entry. Cash Receipts allows Unapplied or On Account receipt balances to automatically generate credit memos. A sales order is not required when creating a miscellaneous credit memo, but if an order is selected, a corresponding line item and release must also be selected. Alternately, it is possible to enter a valid invoice number which automatically populates the related sales order information. Credit memo types include: Credit Memo - This is a basic credit memo that reduces a customer's receivable balance. Basic credit memos do not have to reference an invoice or sales order but must reference a customer. Advance Billing Credit Memo - This is a credit memo that reduces an advance billing invoice and removes the advance balance from the referenced sales order line. This credit memo type is order-line specific. Deposit Billing Credit Memo - This is a credit memo that reduces a deposit billing invoice and removes the deposit balance from the referenced sales order. This credit memo type is not order-line specific. Epicor Software

67 AR Processes 67 Workshop - Create Credit Memos The pallets you shipped to customer Northern Machine for sales order 5130 in a prior workshop were returned. Create a credit memo that credits Northern Machine's account for the returned pallets. In addition, Clarke Manufacturing cancelled open sales order 5122, but an advanced billing invoice has already posted for that order, and a check was sent. Before closing that order, remove the advance from it. Create an advanced billing credit memo for Clarke Manufacturing to remove the advanced billing balance from sales order 5122 and credit the advanced billing invoice. Important Due to necessary database setup and specific data used to create credit memos, this workshop can only be performed by one person on a shared database. To complete this workshop on a shared database, you have the option to duplicate the sales order. Review the Duplicating Sales Order Option listed in the Workshop Constraints section of this course. Contact your system administrator to verify your education database is refreshed. Create an Invoice Group 1. From the New menu, select New Group. 2. In the Group field, enter XXX5 (where XXX are your initials). 3. Accept all other defaults. 4. Click Save. Enter a Credit Memo Header 1. From the New menu, select New Credit Memo. The Header > Detail sheet displays. 2. In the Sold To Customer field, enter Northern and press Tab. 3. Click Save. Add a Line Miscellaneous Charge 1. From the New menu, select New Line. 2. From the New menu, select New Line Misc Charge. 3. In the Charge field, select XXX Refundable Pallet Charge (where XXX are your initials). 4. In the Amount field, enter Even though the amount displays as positive, it creates an accounts receivable credit because the invoice type is Credit Memo. 5. Click Save. Epicor

68 68 Accounts Receivable Course Create an Advance Billing Credit Memo 1. From the New menu, select New Advance Billing Credit Memo. 2. In the Sales Order field, enter 5122 and press Tab. 3. Click Save. Add a Line 1. From the New menu, select New Line. 2. In the SO Line/Rel field, enter the following information: Field SO Line Rel Data In the Extended Price field, enter Click Save. Post the Group of Credit Memos 1. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 2. Click Submit. A message may display that the Invoice needs to be printed before posting. If yes, from the Actions menu, select Invoice > Print Invoice and proceed to print the invoice first. 3. Close the AR Invoice Post Process window and remain in AR Invoice Entry. Note After posting this group of credit memos, it is beneficial to navigate to the Sales Order Tracker to show how the advance balance on sales order 5122 is now $0.00. Miscellaneous Invoices A miscellaneous invoice can reference a sales order or an inventoried line item but does not have to. If a non-part line item is invoiced, the Part and Description fields can be used to enter the reason for the invoice (for example, Cancellation Fee). A miscellaneous invoice can also be created for tax only. In a miscellaneous invoice, the offsetting credit account(s) derives from the product group chosen on the invoice lines. Often, a product group called Misc Income is created and used on miscellaneous invoices. Although a valid part can be selected, corresponding Cost Of Sales (COS) amounts are not recorded for miscellaneous invoices. Epicor Software

69 AR Processes 69 Workshop - Enter a Miscellaneous Invoice A tenant leasing a portion of your company's plant space needs to be invoiced. Create a miscellaneous invoice to bill the tenant using the terms code created in a prior workshop for scheduled payments. In this case, a new Miscellaneous Income product group must be created. Create an Invoice Group 1. From the New menu, select New Group. 2. In the Group field, enter XXX6 (where XXX are your initials). 3. Accept all other defaults. 4. Click Save. Create a Miscellaneous Invoice 1. From the New menu, select New Miscellaneous Invoice. The Header > Detail sheet displays. 2. In the Sold To Customer field, enter USASHELF and press Tab. 3. In the Terms field, select XXX 12 Month Payment Schedule (where XXX are your initials). 4. Click Save. Enter Line Information 1. From the New menu, select New Line. 2. In the Part/Rev field, enter Lease Payment. 3. In the Quantity field, enter In the Unit Price field, enter Click Save. Create a Miscellaneous Income Product Group 1. In the Group field, right click and select Open With > Product Group Entry. Product Group Maintenance displays. 2. From the New menu, select New Group. 3. In the Group field, type XXX-MISC (where XXX are your initials). 4. In the Description field, enter XXX Miscellaneous Income (where XXX are your initials). Epicor

70 70 Accounts Receivable Course 5. Click Save. Add a GL Control to the Product Group 1. From the New menu, select New GL Control. 2. In the Type field, search for and select Product Group. 3. In the Control field, search for and select MISC INC. 4. Click Save. 5. Exit Product Group Maintenance. Add a Product Group to the Invoice 1. Verify the Line > Detail sheet displays. 2. Click Refresh. 3. In the Group field, select XXX Miscellaneous Income (where XXX are your initials). 4. Click Save. Review the Payment Schedule 1. From the Actions menu, select Invoice > Payment Schedule. The Invoice Payment Schedule Maintenance window displays. If needed, manually update scheduled payment due dates. The Aged Receivables Report begins aging as each scheduled payment's due date is reached. 2. Click OK. The Invoice Payment Schedule Maintenance window closes. Print the Invoice 1. From the Actions menu, select Group > Print Invoices. The Print Group window displays. 2. Click Print Preview. Review the payment schedule and terms printed on the invoice. 3. Close the preview window and the Print Group window. 4. Remain in AR Invoice Entry. Epicor Software

71 AR Processes 71 Workshop - Create a Miscellaneous Invoice for Tax Only Create a miscellaneous invoice for tax only. Similar steps are used to create an invoice for a single miscellaneous charge. In this case, you would attach a miscellaneous charge record to the blank line instead of attaching a tax record. Create a Miscellaneous Invoice 1. From the New menu, select New Miscellaneous Invoice. 2. In the Sold To Customer field, enter GARDEN and press Tab. 3. From the New menu, select New Line. 4. Click Save. Add Tax to an Empty Invoice Line 1. From the New menu, select New Tax Code. The Line > Tax > Detail sheet displays. 2. In the Tax Type field, select State Sales Tax. 3. Select or verify the Manual Tax Calculation check box is selected. 4. In the Fixed Amount field, enter Click Save. 6. Navigate to the Group > Detail sheet and review the invoice amount. Print Preview the Edit List 1. From the Actions menu, select Group > Edit List. The Invoice Entry - Group Edit List window displays. 2. Accept all other defaults. 3. Click Print Preview and review the group details. 4. Close the AR Invoice Edit List and the Invoice Entry - Group Edit List windows. Post the Invoice Group 1. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 2. Click Submit. A message may display that the Invoice needs to be printed before posting. If yes, from the Actions menu, select Invoice > Print Invoice and proceed to print the invoice first. Epicor

72 72 Accounts Receivable Course 3. Close the AR Invoice Post Process window. 4. Exit AR Invoice Entry. Adjust Sales Accounts on AR Invoice Lines You can now update sales accounts on miscellaneous invoice lines within AR Invoice Entry. The sales of products or services often need to be placed within different sales accounts. AR Invoice Entry now contains the functionality to override the default sales account within each AR invoice miscellaneous line. If it is necessary to record the sale of the goods or service within a different account, select the sales account you require. Epicor Software

73 AR Processes 73 Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line Update the default sales account on a miscellaneous Accounts Receivable (AR) invoice line. Navigate to AR Invoice Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. Click Save. 4. From the New menu, select New Miscellaneous Invoice. The Header > Detail sheet displays. 5. In the Sold To Customer field, enter USASHELF and press Tab. 6. Click Save. 7. From the New menu, select New Line. The Line > Detail sheet displays. 8. In the Part/Rev field, enter 1032FW and press Tab. 9. In the Quantity field, enter Click Save. At the bottom of the sheet, the GL Account fields populate with the default book and sales account. 11. In the Account field, clear the default account, and enter Click Save. 13. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 14. Click Submit. Close the AR Invoice Post Process window and exit AR Invoice Entry. Aged Receivables Report The Aged Receivables Report displays open accounts receivable (AR) invoices, and sorts them into default aging columns defined in Aging Report Format Maintenance. The total on this report should reconcile to the ending balance of the Accounts Receivable general ledger (GL) account. Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables An Aged Receivables report can be printed with an Invoice Date or an Apply Date cut-off point. This is important to note, as it is possible for the total AR balance to differ between the two cut-off options as a result of these dates falling in different GL fiscal periods. Epicor

74 74 Accounts Receivable Course For an accurate sub-ledger report, use the Apply Date cut-off and print the Aged Receivables. This should match the GL. Optionally, the Aged Receivables Report can be aged using the invoice date or the invoice due date for select customers, select GL controls, and select currencies. The resulting report data displays in detail or summary format and is sorted in a variety of ways. These options make it easier for you to view the report in the way that makes the most sense for your company. Epicor Software

75 AR Processes 75 Workshop - Use the Aged Receivables Report Use the Aged Receivables Report to display some of your company's open invoices. Navigate to the Aged Receivables Report. Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables 1. In the GL Control Type field, select or verify AR Account displays. 2. Accept all other report defaults. 3. Click Print Preview and review the report. Note The data displays on this report in the format you should use if you are trying to reconcile the GL against the Aged Receivables. 4. Close the preview window and exit the Aged Receivables Report. Cash Receipts Entry Use Cash Receipts Entry to enter and post cash receipts. These are transactions you enter for customer payments, customer credits, or miscellaneous cash amounts. Important Before you can transact within Cash Receipts Entry, you must set up your fiscal periods in Fiscal Period Maintenance. A group methodology is used when processing cash receipts. Payments are grouped together to post in a batch mode and update the General Ledger (GL). Unlike an invoice entry group, a cash receipts entry group always defines the date of all payments in the group, the accounting period it posts to, and the bank account affected. Definition Entry Groups - These are comprised of transactions that occur during the same time period and are ready to edit, print, and post. Entry groups are sometimes referred to as batches. An entry group can also assign default transaction dates, fiscal periods, and account numbers for all the cash receipts in the group. You can create these cash receipt transaction types: Invoice Payments - These transactions are entered with basic check information. They include detail lines that describe how the check is used against the customer's outstanding invoices. These transactions debit the Cash account and credit the Accounts Receivable account. Deposit Payments - These transactions track down payments made against specific sales orders. They debit the Cash account and credit the account number you enter, which is normally a Prepayments liability account. Miscellaneous Payments - These transactions track miscellaneous cash received from sources other than customers. They debit the Cash account and credit the account number you select. Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. These transactions create open payable amounts. Debit notes can be applied as unallocated amounts on a payment. They can also be linked directly to an invoice, reducing the invoice's total amount due. Epicor

76 76 Accounts Receivable Course You can also create Unapplied Receipts. These transactions are automatically created when you enter a customer payment that is not applied to a specific open invoice or credit memo. Note You can use Apply Credit Memos to assign this amount to another invoice. You can also use AR Write Off and Adjustment to adjust the balance. For more information, refer to the Application Help topics: Apply Credit Memo, and AR Write Off and Adjustment. When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit information. Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry Financial Management > Cash Management > General Operations > Cash Receipt Entry Invoice Payments An invoice payment is a customer cash receipt entered with basic check information, and includes detail lines that describe how the check is used against the customer's outstanding invoices. Key components used when entering an invoice payment include: Invoice Selection - If known, an invoice number can be entered on a cash receipt's header, and the corresponding customer numbers default. If unknown, a customer ID and its invoice(s) can be selected by using the A/R Receipt > Invoice Selection sheet, where all open invoices display. If multiple invoices are selected, and their sum is greater than the check amount, the dollars are applied to the oldest invoice first, and then each subsequent invoice until there are no dollars left to apply. Allocate - Once dollar amounts are applied to selected invoices, use the Allocate sheet to change the cash amount applied to specific invoices if necessary. On Account - Once all dollars are applied to selected invoices, the remaining balance, if one exists, can be placed on the customer's current account by selecting the On Account check box in any of the sheets. On Account amounts update the Unapplied Cash account defined in the default GL control code (Type - AR Account) and are treated the same as credit memos. Credit memos can be applied against open invoices in Cash Receipt Entry or applied to open invoices using Apply Credit Memo. Epicor Software

77 AR Processes 77 Workshop - Apply Payment to Invoices Twin Cities Motor Company sent a check to pay for their open invoices. Apply the customer's check to the open invoices on their account. Create a Cash Receipt Entry Group Navigate to Cash Receipts Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. In the Bank Account field, select Main Checking Account. 4. Click Save. In the Transaction Apply Date field, today's date defaults. Add an Invoice Payment 1. From the New menu, select New Invoice Payment. 2. In the Check field, enter XXX-1 (where XXX are your initials). 3. In the Receipt Amount field, enter In the Cust ID field, enter TWINCITIES and press Tab. 5. Click Save. Select Invoices to Pay 1. Navigate to the A/R Receipt > Invoice Selection sheet. 2. Click the Select All button. If you are not applying payment to all of a customer's open invoices at one time, hold the Ctrl key, and in the Invoices grid, select the invoices to apply payment to at this time. 3. Click the Apply without Discount button. The A/R Receipt > Allocate sheet displays. 4. Click Save and remain in Cash Receipts Entry. Epicor

78 78 Accounts Receivable Course Workshop - Apply Cash and a Credit Memo to an Invoice A check from Clarke Manufacturing was received in today's mail. Apply that check to Clarke's open invoices, and place any remaining balance on the customer's account as unapplied cash. Also, apply Clarke Manufacturing's open credit memo for $1.00 (created in a prior workshop) against their open invoice. Create an Invoice Payment 1. From the New menu, select New Invoice Payment. 2. In the Check field, enter XXX-2 (where XXX are your initials). 3. In the Receipt Amount field, enter In the Cust ID field, enter Clarke and press Tab. 5. Click Save. Select an Invoice to Pay and a Credit Memo to Apply 1. Navigate to the A/R Receipt > Invoice Selection sheet. 2. Select the advanced billing credit memo (balance = -1.00), and the advanced billing invoice (balance = 1.00). 3. Click the Apply without Discount button. 4. Click Save. Allow Unapplied Cash to Post 1. Navigate to the A/R Receipt > Allocate sheet. 2. Select the On Account check box. 3. Click Save. The check's unapplied amount becomes an Unapplied Receipt (UR) Credit Memo on Clarke Manufacturing's account once this payment posts. 4. Remain in Cash Receipts Entry. Miscellaneous Payments Use Cash Receipts Entry to enter miscellaneous payments. These transactions track miscellaneous cash received from sources other than customers; they do not change customer AR balances. Miscellaneous transactions debit the Cash account and credit the account number you select. You can also use the Misc sheet to enter or select sales taxes for miscellaneous payments. After you enter the main information for the payment, enter tax information. Enter or edit sales taxes within the Miscellaneous Payment Tax List grid. Epicor Software

79 AR Processes 79 Workshop - Enter a Miscellaneous Cash Payment A company has a recycling bin for aluminum cans in their break room. The cans they gather are periodically turned in to the local recycling center, and the cash is deposited in the company s petty cash account. Enter a miscellaneous cash payment for the can deposit return. 1. From the New menu, select New Misc Payment. 2. In the Check field, enter Cash. 3. In the Amount field, enter In the Credit GL Account - Account field, enter Click Save and remain in Cash Receipts Entry. Prepayments In the Epicor application, there are two way to enter accounts receivable (AR) prepayments, unapplied cash receipts and deposits. Deposits can be entered as invoices or as cash receipts but must be linked to open sales orders. Neither unapplied cash receipts or deposits allow you to calculate or manually enter taxes. Deposits functionality: Unallocated deposits (deposits not linked to sales orders). The ability to convert a deposit payment to a deposit invoice (invoice is created based on the payment and is completely paid at the time of creation). The ability to calculate tax on deposit invoices. The ability to apply credit memos to all deposits (payments and invoices). Note An unpaid deposit invoice is not a deposit in the sense of the commonly understood business meaning, money received from the customer in advance shows intention to complete the deal. Rather, an unpaid deposit invoice is a request for deposit. Deposit invoices become actual deposits only after you receive payment from the customer. Create deposit payments as allocated deposits (linked to sales orders), or as unallocated deposits (not linked to sales orders). When you enter deposit invoices manually, the invoices must always link to sales orders. On the other hand, deposit payments that you convert to deposit invoices do not have to be linked to sales orders; therefore, deposit invoices can also be allocated or unallocated. Allocated deposits are processed and closed automatically once you process a shipment invoice for the linked sales order. Note Unallocated deposits play almost the same role as credit memos - they credit the customer balance and affect the credit limit calculation accordingly. Also, an unallocated deposit must be matched to a regular AR invoice. Unpaid, unallocated deposits do not affect customer balances or credit limits. Further, unallocated deposit invoices are stored in the application as zero-amount invoices. Use of deposit invoices (whether created manually or converted from deposit payments) provides extended options which are not available in the case of deposit payments. These extended options are as follows: Deposit invoices can be printed, and therefore are necessary when documentation is required. Taxes can be calculated and booked for deposit invoices but not for deposit payments. More complex posting is available for deposit invoices. Epicor

80 80 Accounts Receivable Course Deposit invoices you create manually are best to use when tracking of payments is necessary (for example, when you receive payments with sufficient delay, in several installments, in a foreign currency, or when you can apply payment terms or finance/late charges). Epicor Software

81 AR Processes 81 Workshop - Enter Deposit Payments Enter two deposit payments for customer, Lawrence Tooling. Allocate one deposit payment to a specific sales order but do not allocate the other deposit payment. In the upcoming Workshop - Convert Deposit Payments to Deposit Invoices, you will convert both deposit payments you post into deposit invoices. Important Due to necessary database setup and specific data used to enter a deposit payment, this workshop can only be performed by one person on a shared database. If sales order 5259 has already been closed, you have the option to duplicate sales order and post a deposit cash receipt against it. Review the Duplicating Sales Order Option listed in the Workshop Constraints section of this course. Enter an Unallocated Deposit Payment 1. From the New menu, select New Deposit Payment. The Deposit sheet displays. 2. In the Check field, enter XXX-3 (where XXX are your initials). 3. In the Amount field, enter In the Cust ID field, enter LAWTOOL and press Tab. 5. In the Account field, enter Click Save. Enter an Allocated Deposit Payment 1. From the New menu, select New Deposit Payment. 2. In the Sales Order field, enter 5259 and press Tab. 3. In the Check field, enter XXX-4 (where XXX are your initials). 4. In the Amount field, enter In the Account field, enter or verify displays. 6. Click Save. Epicor

82 82 Accounts Receivable Course Workshop - Post a Cash Receipt Group 1. From the Actions menu, select Post. The Cash Receipt Post Process window displays. 2. Click Submit and close the Cash Receipt Post Process window. 3. Minimize Cash Receipts Entry. Optionally, navigate to the Customer Tracker and review customer Clarke Manufacturing's open invoices. The uninvoiced receipt (UR) credit memo posted in this workshop should display. Epicor Software

83 AR Processes 83 Workshop - Convert an Allocated Deposit Payment to a Deposit Invoice In this workshop, convert the allocated deposit payment you posted in the Workshop - Enter Deposit Payments, to an Accounts Receivable Deposit Billing Invoice. Navigate to AR Invoice Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. Click Save. 4. From the Actions menu, select Get > Deposit Payments. The Get Deposit Payments window displays. 5. Click Manual Selection. The Deposit Payments Browse window displays. 6. Select Check/Ref XXX-4 (where XXX are your initials). 7. Click OK. A message window displays. 8. To the message, click Yes. An invoice now displays in the Invoices grid. 9. Review the invoice created as a result of converting the deposit payments. 10. From the Actions menu, select Group > Post. The AR Invoice Post Process window displays. 11. Click Submit. 12. Close the AR Invoice Post Process window and exit AR Invoice Entry. Debit Notes Debit notes (charge-backs) from customers can be entered as part of the cash receipts process and can be applied as part of the settlement process. Debit notes either relate to specific invoices or remain unassigned. They remain as open receivables until they are matched with a credit memo or subsequently paid. Entering a debit note does not admit liability. It creates an open debit note which can be collected later or matched to an off-setting credit memo in the future. To learn more about the debit note process, refer to the Debit Note Processing course. Epicor

84 84 Accounts Receivable Course Workshop - Post a Debit Note In this workshop, post a debit note for no specific invoice. This debit note stays on the customer's account until it is matched to a credit memo. Enter a Debit Notes Only Group 1. Maximize Cash Receipts Entry. 2. From the New menu, select New Group. 3. In the Group field, enter XXX-DN (where XXX are your initials). 4. In the Bank Account field, select XXX Debit Notes Only (where XXX are your initials). 5. In the Transaction Apply Date field, enter today's date. The Fiscal Year and Fiscal Period values default based on the transaction date. 6. Click Save. Enter an Invoice Payment 1. From the New menu, select New Invoice Payment. The A/R Receipt > Header sheet displays. New Invoice Payment is the only option available when you use a bank account that has the Debit Notes Only option selected. 2. In the Check field, accept the default value. 3. Leave the Receipt Amount field blank. No dollar amount is necessary because there is no cash being used for this transaction. 4. In the Cust ID field, enter Dalton and press Tab. Enter a Debit Note without Specifying an Invoice 1. From the New menu, select New Debit Note. The A/R Receipt > Debit Note > Detail sheet displays. 2. In the Debit Note Reference field, enter XXX-DN100 (where XXX are your initials). 3. In the Debit Note Value field, enter In the Debit Note Due Date field, accept today's date default. 5. Click the Apply button. Epicor Software

85 AR Processes 85 Place the Debit Note On Account 1. Navigate to the A/R Receipt > Allocate sheet. Note The Unapplied Amount is $ Select the On Account check box. In the Invoices grid, the invoice displays as since there was no invoice assigned to the debit note. 3. Click Save. Post the Debit Note 1. From the Actions menu, select Post. The Cash Receipt Post Process window displays. 2. Click Submit. 3. Close the Cash Receipt Post Process window. 4. Exit Cash Receipts Entry. Credit Card Processing Credit card information can be entered on sales orders and cash receipts, and the information can be applied to invoices in Cash Receipt Entry as sales are processed. Use Apply Credit Memo to credit a customer's credit card account as returns are processed. Before credit card transactions can be processed, an interface with either TrustMarque or PayPal must be established. Credit card transactions include the following: Customer invoice payments Customer credits Miscellaneous cash payments If you are interested in learning more about credit card processing in the Epicor application, refer to the Credit Card Processing course. The course provides workshops that detail setting up the Epicor application to use credit cards and process credit card transactions. Reverse Cash Receipt Use Reverse Cash Receipt to reverse a posted cash receipt. Reverse Cash Receipts provides access to existing posted cash receipts and provides the ability to reverse the total amount. Epicor

86 86 Accounts Receivable Course This process cancels the cash receipt and adds the previously paid invoice amount back into the invoice the cash receipt paid. If the invoice was paid in full, the invoice status changes from closed to open. The reversal process: Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocated invoices. This process leaves an audit trail. Allows the application of new cash receipts to invoices to which the original receipt applied. Reverses journals in books affected by posting of the original receipt. This process does not apply to miscellaneous cash receipts or deposits applied to an invoice. In some cases, a portion of the cash receipt can be unapplied. This can occur when a credit memo is created for an invoice to which the receipt applies. In this case, the process: Creates a debit memo to reverse the unapplied portion of the receipt. The Epicor application uses the credit memo settings to create a debit memo marked as unapplied cash. Transfers the unapplied portion of the credit memo to the new debit memo. Reverse Cash Receipt Process Menu Path Navigate to this program from the Main Menu: Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt Financial Management > Cash Management > General Operations > Reverse Cash Receipt Epicor Software

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