Accounts Receivable. I. Overview Definitions and Abbreviations. Equipment and Supplies Required

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1 Accounts Receivable I. Overview Definitions and Abbreviations Equipment and Supplies Required Page 1 of 36 Revised October 2015 Version 4

2 II. Job Position(s) Accounts Receivable Clerk Page 2 of 36 Revised October 2015 Version 4

3 III. Procedures The Accounts Receivables are performed at one central location; all required paperwork is to be turned in to this location New Customers (AUTHORIZED PERSONNEL ONLY) New Prospects may be created by any employee, but all new customers must be created by the Accounts Receivable Clerk. If the customer is not applying for a line of credit, a Customer Profile sheet must be completed and turned in so that the record can be entered into Prophet 21. If the customer requests ests information from Pneumatic and Hydraulic, such as an application to become a vendor, this request is to be turned in to the Compliance Department for completion. 1. For this process to begin, a Sales Employee will request that a new customer get set up in our system and to begin the Credit Application Process, or they will create the customer and collect a pre-payment payment for an Order. A customer must be created before an Orders are entered. 2. The following documents are required from the customer to begin the Credit Application Process: Credit Application Tax Exemption Certification (if applicable) Credit References via the Credit Reference Request Sheet(s). 3. Each of the credit references that the customer turns in must be reviewed and a Reference Request must be sent out for each of the references to complete. 4. Once the references have been returned, the Accounts Receivable clerk must make any pertinent notes for the Owner to use in determining if the customer is eligible for a Net Account and a Credit Limit. If the Customer is not approved for a net Account, they will be put on PRE-PAY PAY terms. Page 3 of 36 Revised October 2015 Version 4

4 Setting up a New Customer An alert is sent to the Accounts Receivable clerk for all new customers entered into the system. If the Accounts Receivable clerk is not the one to enter the customer information, then all information must be reviewed for accuracy. 1. From the Accounting module, open the Accounts Receivable window, then the Maintenance menu, and select CUSTOMER MAINTENANCE. 2. In the Customer Information tab, enter and/or verify all of the following information: Customer ID and Customer Name (the Customer ID is a system-generated field) Mail Address 1 and Mail Address 2 (if applicable) Mail City/State/ZIP Mail Country Salesrep ID (when first entering a new customer, select the corresponding House Account, but send a task to the Branch Manager to assign an Outside Sales Representative (refer to section on Creating Tasks)). Customer Type (select Customer) Lead Source ID (as much as possible, record the lead source) Corp Address ID (if the customer being created is a subsidiary/division of a corporate company, retrieve the corporate address in this field) Sales Terms and Service Terms (based on the Application Packet approved by an Owner) Ship To checkbox (if the customer address being created is the same as the Customer s Physical Address, check to enable this checkbox) 3. In the Sales Pricing tab, enter and/or verify all of the following information (after being set up in the system, a Branch Manager will review the Sales Pricing methods and make any changes, as required): Pricing Method (by default, select MULTIPLIER ) Source Price (by default, select STANDARD COST ) Multiplier (by default, enter 1.35 ) 4. In the OE Options tab, enter and/or verify all of the following information: PO Number Required checkbox (check to enable this checkbox) PO Number Required for Service Order checkbox (check to enable this checkbox) Job Number Required checkbox (check to enable this checkbox only if specified from the customer) Special Labeling and Special Packaging checkbox (check to enable this checkbox only if specified from the customer) Pick Ticket options (check to enable the PRINT PRICES checkbox and to Include Non-Allocated Items on the FIRST Pick Ticket) Exclude Cancelled Items checkbox (check to enable this checkbox in both places) Packing List options (check to enable the PRINT BY DEFAULT IN SHIPPING checkbox and to Include Non- Allocated Items on ALL Packing Lists) 5. In the Billing Tab, enter and/or verify all of the following information: Bill To Contact ID Invoice Type (select INVOICE ) Page 4 of 36 Revised October 2015 Version 4

5 Invoice Print Quantity (if the customer prefers ed invoices, enter 1 ; if the customer prefers a printed and mailed invoice, enter 2 ) Invoice Batch Number (select the batch that the invoice should be generated in) Downpayment % (if the Owner approves the Customer only with a downpayment, enter the approved percentage) Require Payment Upon Release of Items checkbox (check to enable this checkbox per the Owner s approval) Include Downpayment Summary on Invoices checkbox (check to enable this checkbox if the Owner approves a Downpayment requirement) Days Overdue for Credit Hold (enter 30 ) 6. In the Ship To Info (Delivery) tab, enter and/or verify all of the following information: Specific Delivery Instructions (if applicable) Default Carrier (unless otherwise specified, select UPS ) 7. In the Ship To Info (General) tab, enter and/or verify all of the following information: Default Branch State Sales and Excise Tax Exemption Numbers (if applicable) Federal Excise Tax Exemption Number (if applicable) Default Freight Code (by default, select OUT ) Packing Basis (by default, select ORDER COMPLETE, unless otherwise specified by management) 8. In the Credit tab, enter and/or verify all of the following information: Credit Status (as approved by the Owner) Credit Limit per Order (if defined by the Owner). 9. In the Salesrep tab, select the Salesrep ID tied to the customer account. If unknown, select the corresponding House Account, but then send a task to the Branch Manager to confirm. 10. In the Territory tab, select the corresponding Territory ID tied to the customer account. 11. In the Physical Address and Phone tab, enter and/or verify all of the following information: Physical Address 1 City, State, ZIP Physical Country Phone Number Fax Number 12. Click SAVE to save the customer s record. Page 5 of 36 Revised October 2015 Version 4

6 Setting up a New Ship To Record When creating a new customer, a Ship To record can be created automatically if the SHIP TO checkbox is checked on the Customer Information tab in the Customer Maintenance screen. All information on the Ship To record must still be verified. If the customer record has already been created, and a new Ship To record needs to be added, begin in the Ship To Maintenance screen. 1. From the Accounting module, open the Accounts Receivable window, then the Maintenance menu, and select SHIP TO MAINTENANCE. If this record was created from a new customer record in Customer Maintenance, then some of the below information will pull from that customer screen. 2. In the Ship To tab, enter and/or verify all of the following information: Ship To Name Customer ID Default Branch ID Tax Group ID Sales Terms Service Terms Physical Address Information 3. In the Tax tab, enter and/or verify all of the customer s applicable tax exemption numbers. 4. In the Phone/Fax tab, enter the Ship To record s phone and fax number. 5. In the Delivery tab, enter and/or verify all of the following information: Carrier (by default select UPS unless otherwise specified) Delivery Instructions (record any applicable Carrier Account Numbers, etc.) Days Early (enter 3 ) Days Late (enter 3 ) 6. In the OE Options tab, enter and/or verify all of the following information: Default Source Location ID Ship To Packing Basis (by default, select ORDER COMPLETE, unless otherwise specified) Default Freight Code (by default, select OUT ) Default Service Source Location Service Center ID Pick Ticket options (check to enable the PRINT PRICES checkbox and to Include Non-Allocated Items on the FIRST Pick Ticket) Exclude Cancelled Items checkbox (check to enable this checkbox in both places) Packing List options (check to enable the PRINT BY DEFAULT IN SHIPPING checkbox and to Include Non- Allocated Items on ALL Packing Lists) Page 6 of 36 Revised October 2015 Version 4

7 7. In the Salesrep tab, select the Salesrep ID tied to the Ship To record. If unknown, select the corresponding House Account, but then send a task to the Branch Manager to confirm. Page 7 of 36 Revised October 2015 Version 4

8 Entering and Editing Customer Terms and Credit Limit When the alert is sent to the Accounts Receivable clerk that a new customer has been created in the system, it is their responsibility to enter in sales terms, service terms, and define a credit limit if the customer is applying for a line of credit. The default sales and service terms is pre-pay and this field is unchangeable by anyone in the company except for the Accounts Receivable clerk and Branch Managers. Upon completion and approval of a Credit Application, the new Sales and Service terms are defined in the Customer and/or Ship To Record (refer to section on Setting Up a New Customer). 1. If the Customer has been approved for a line of credit, their limit is defined in Credit Limit Maintenance. From the Accounting module, open the Accounts Receivable window, then the Maintenance menu, and select CUSTOMER CREDIT LIMIT MAINTENANCE. 2. In the Credit Limit tab, select the Customer ID and then enter the Credit Limit approved by the Owner. 3. Click SAVE. Page 8 of 36 Revised October 2015 Version 4

9 Billing and Crediting All invoicing is done at a centralized corporate location. Sales and Shipping and Receiving functions are preformed at each location; the required documentation is to be turned in to the corporate office on a regular basis. All customer Invoices, unless manually entered, are created from the Shipping screen and based off of the Pick Ticket number generated in the Shipping & Receiving department. The only fields that are editable from this screen are carrier, tracking number, ship date, quantity shipped, outbound freight charges, and quantities shipped. All other pertinent information can be reviewed, but can only be changed from the original Order or Service Order Billing Standard Billing 1. Before e beginning the invoicing process, the required documentation should be reviewed for completion. The following documentation should be received for all standard sales: Packing List Pick Ticket Sales Order Acknowledgement Customer s Purchase Order Original Quote, if applicable Any additional correspondences 2. From the Orders module, open the Order Processing window, then the transaction menu, and select SHIPPING. 3. In the Shipment tab in the top pane, search and select the Pick Ticket Number to be invoiced. The Order information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Ship Date PO Number (should match the customer s Purchase Order exactly) Carrier Carrier Tracking Number Instructions (should match what was actually performed) Sales Branch ID Front Counter Tax checkbox (this checkbox should be enabled only if the customer physically picked up the material from the Sales Location) 4. In the Out Freight tab in the top pane, enter and/or verify all of the following information: Freight Code (by default, this field should always say OUT ) Outgoing Freight (the Shipping & Receiving clerk will record this charge, but it is the Accounts Receivable Clerk s responsibility to verify the charges and calculations; all outgoing freight charges should equal the cost plus a 120% handling fee plus $2.00; there are no inbound freight charges) Page 9 of 36 Revised October 2015 Version 4

10 5. In the Ship To tab in the top pane, enter and/or verify that the ship to address matches the customer s Purchase Order exactly. 6. In the Tax tab in the top pane, confirm that the jurisdictions being charged to the customer are accurate. 7. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (should match the customer s Purchase Order exactly) Quantity Shipped 8. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. 9. After making all necessary revisions and confirming the shipment transaction for accuracy, check to enable the CONFIRM SHIPMENT checkbox and then click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch report. Page 10 of 36 Revised October 2015 Version 4

11 Production Billing 1. Before beginning the invoicing process, the required documentation should be reviewed for completion. The following documentation should be received for all production sales: Packing List Pick Ticket Sales Order Acknowledgement Customer s Purchase Order Production Order Production Order Travelers, if applicable Technician s Job Time Sheets, if applicable System Schematics Original Quote, if applicable Any additional correspondences 2. From the Orders module, open the Order Processing window, then the transaction menu, and select SHIPPING. 3. In the Shipment tab in the top pane, search and select the Pick Ticket Number to be invoiced. The Order information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Ship Date PO Number (should match the customer s Purchase Order exactly) Carrier Carrier Tracking Number Instructions (should match what was actually performed) Sales Branch ID Front Counter Tax checkbox (this checkbox should be enabled only if the customer physically picked up the material from the Sales Location) 4. In the Out Freight tab in the top pane, enter and/or verify all of the following information: Freight Code (by default, this field should always say OUT ) Outgoing Freight (the Shipping & Receiving clerk will record this charge, but it is the Accounts Receivable Clerk s responsibility to verify the charges and calculations; all outgoing freight charges should equal the cost plus a 120% handling fee plus $2.00; there are no inbound freight charges, unless the system was installed at the customer s location) 5. In the Ship To tab in the top pane, enter and/or verify that the ship to address matches the customer s Purchase Order exactly. 6. In the Tax tab in the top pane, confirm that the jurisdictions being charged to the customer are accurate. 7. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (should match the customer s Purchase Order exactly) Page 11 of 36 Revised October 2015 Version 4

12 Quantity Shipped 8. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. 9. After making all necessary revisions and confirming the shipment transaction for accuracy, check to enable the CONFIRM SHIPMENT checkbox and then click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch report. Page 12 of 36 Revised October 2015 Version 4

13 Repair Billing 1. Before beginning the invoicing process, the required documentation should be reviewed for completion. The following documentation should be received for all repair sales: Packing List Pick Ticket Test Report Service Order Acknowledgement Customer s Purchase Order Original Service Quote, if applicable Technician s Evaluation Form Any additional correspondences 2. From the Orders module, open the Order Processing window, then the transaction menu, and select SHIPPING. 3. In the Shipment tab in the top pane, search and select the Pick Ticket Number to be invoiced. The Order information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Ship Date PO Number (should match the customer s Purchase Order exactly) Carrier Carrier Tracking Number Instructions (should match what was actually performed) Sales Branch ID Front Counter Tax checkbox (this checkbox should be enabled only if the customer physically picked up the material from the Sales Location) 4. In the Out Freight tab in the top pane, enter and/or verify all of the following information: Freight Code (by default, this field should always say OUT ) Outgoing Freight (the Shipping & Receiving clerk will record this charge, but it is the Accounts Receivable Clerk s responsibility to verify the charges and calculations; all outgoing freight charges should equal the cost plus a 120% handling fee plus $2.00; there are no inbound freight charges) 5. In the Ship To tab in the top pane, enter and/or verify that the ship to address matches the customer s Purchase Order exactly. 6. In the Tax tab in the top pane, confirm that the jurisdictions being charged to the customer are accurate. 7. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (should match the customer s Purchase Order exactly) Quantity Shipped Page 13 of 36 Revised October 2015 Version 4

14 8. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. For Repairs, the notes of the evaluation should be listed as an Order Line Note; each note must be reviewed and formatted for invoicing. 9. After making all necessary revisions and confirming the shipment transaction for accuracy, check to enable the CONFIRM SHIPMENT checkbox and then click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch report. Page 14 of 36 Revised October 2015 Version 4

15 Service Billing 1. Before beginning the invoicing process, the required documentation should be reviewed for completion. The following documentation should be received for all service sales: Pick Ticket Test Report, if applicable Signed Service Ticket Service Order Acknowledgement Customer s Purchase Order Original Service Quote, if applicable Any additional correspondences 2. From the Orders module, open the Order Processing window, then the transaction menu, and select SHIPPING. 3. In the Shipment tab in the top pane, search and select the Pick Ticket Number to be invoiced. The Order information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Ship Date PO Number (should match the customer s Purchase Order exactly) Carrier Carrier Tracking Number Instructions (should match what was actually performed) Sales Branch ID Front Counter Tax checkbox (this checkbox should be enabled only if the customer physically picked up the material from the Sales Location) 4. In the Ship To tab in the top pane, enter and/or verify that the ship to address matches the customer s Purchase Order exactly. 5. In the Tax tab in the top pane, confirm that the jurisdictions being charged to the customer are accurate. 6. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (should match the customer s Purchase Order exactly) Quantity Shipped 7. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. For Service, the notes of the job should be listed as an Order Line Note; each note must be reviewed and formatted for invoicing. 8. After making all necessary revisions and confirming the shipment transaction for accuracy, check to enable the CONFIRM SHIPMENT checkbox and then click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch report. Page 15 of 36 Revised October 2015 Version 4

16 Inter-Company Billing There are instances in which Pneumatic and Hydraulic will pay out vouchers to vendors but invoice the sister companies for a portion of the invoice so that it is accurately allocated amongst the companies; the breakdowns of the charges are given from the Accounts Payable clerk with a copy of the original bill. In other instances, authorized personnel will give permission to charge the other companies for services that Pneumatic and Hydraulic employees have performed. Refer to the Inter- Company Breakdown Sheet to confirm that each required and scheduled invoice is created on a monthly basis. 1. From the Accounting module, open the Accounts Receivable window, then the Transaction menu, and select INVOICES BY ITEM. 2. In the Invoice Tab in the top pane, enter and/or verify all of the following information: Ship To ID (enter the branch of the sister company being invoiced) Customer ID Invoice Batch Number Invoice Date Branch ID (this branch is only used for reporting purposes; if no one branch can be specified, enter 0000 ) PO Number (enter INTERCOMPANY if invoicing for multiple types of charges, or enter the type of charge if invoicing for a single type of charge) Period Year Invoice Class (select INTERCOMPANY ) Total Amount 3. In the Item tab in the bottom pane, enter and/or verify all of the following information: Item ID (enter the type of charge being reimbursed) Item Description (enter the detail of the charge; if the invoice is to reimburse a voucher, reference that invoice number in the description; when billing to allocate payroll, enter the number of hours and the pay period information, if applicable) Quantity Ordered (enter 1 ) Unit of Measure (enter each ) Unit Price GL Revenue Account (select the expense account and location that is being reimbursed; when invoicing to allocate payroll, select the appropriate allocation account) 4. To view and/or edit any additional information on the invoice, refer to the following tab in the top pane: Terms Customer Notes Salesreps (should always show a house account) Taxes (should always be tax exempt and 0.00%) Freight (only enter if applicable) Invoice Notes Page 16 of 36 Revised October 2015 Version 4

17 5. Click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch Report. Page 17 of 36 Revised October 2015 Version 4

18 Direct Shipments All direct shipment orders are created and tracked by the Inside Sales Representative. As they track the order and see that it has been received by the customer location, a copy of the proof of delivery is printed and attached to the sales paperwork and given to the Accounts Receivable clerk to invoice. 1. From the Inventory module, open the Inventory Management window, then the Transaction menu, and select DIRECT SHIP CONFIRMATION. 2. In the PO tab in the top pane, enter and/or verify all of the following information: Purchase Order Number Location ID Supplier ID Supplier Ship Date Carrier ID Carrier Tracking Number Period Year 3. In the Freight tab in the top pane, record any outbound freight charges to the customer. 4. In the Item tab in the bottom pane, enter and/or verify all of the following information: Item ID Quantity Received 5. To view and/or edit any additional information, refer to the corresponding tab in the top pane: Supplier Notes PO Notes Remittances (used to display or record any customer remittances) Invoice Notes (used to display or record any notes for the invoice) 6. To view and/or edit any additional information on the items on the order, click to highlight the item on the Item tab in the bottom pane, and then refer to the corresponding tab: Item Notes Allocation Sales Order PO Line Notes Item Freight Release Schedule Serial (used to record any applicable serial numbers for the item being ordered) 7. Click SAVE and then give the Purchase Order, a copy of the Proof of Delivery, and any backup documentation to the Accounts Payable Clerk. Page 18 of 36 Revised October 2015 Version 4

19 Rental Billing The Inside Sales Representative will enter a Standard Order with the appropriate Rental Item and an additional line for the Rental Billing with a note breaking down the charges by day, week, and month. The Rental Billing is put on a release schedule of once a month, and it is the responsibility of the Accounts Receivable clerk to invoice these rentals monthly. The first Pick Ticket that is generated for the Rental Item should be kept on file until the Rental is returned Scheduled Monthly Rental Billing 1. Before beginning the invoicing process, the pick ticket scan must be run for the Rental Billing. From the Orders module, open the Order Processing window, then the Reports window, and select PICK TICKETS. 2. In the Criteria tab, enter and/or verify all of the following information: Current Location ID (run this report one location at a time) Shipping Routes (select RENT ) Sales Order Required Date range (enter a date range for the current month) Production Order Required Date range (enter a date range for the current month) Order Date range (enter a date range for the current month) Include Scheduled Releases checkbox (check to enable this checkbox) 3. Click PRINT to print the Pick Tickets for the Rental Billing items to be released in the current month. 4. The required documentation should be reviewed for completion. The following documentation should be received and filed for all Rental sales: Pick Ticket Sales Order Acknowledgement Signed copy of the Rental Terms & Conditions Customer s Purchase Order Original Quote, if applicable Any additional correspondences 5. From the Orders module, open the Order Processing window, then the transaction menu, and select ORDERS. 6. In the Orders tab in the top pane, search and select for the Rental Order Number. 7. In the items tab in the bottom pane, click to highlight the Rental Billing item, and then click on the Order Line Notes tab in the bottom pane. On the Order Line Item Notes tab, click ADD NOTE and enter and/or verify the following information: Topic (enter Rentals ) Note Section (enter the current billing cycle that the customer is being billed) Expiration Date (enter the last date of the current rental period) Available Areas / Selected Areas (add / select Print Invoices, Order Entry, Print Pick Tickets, and Packing Lists) Page 19 of 36 Revised October 2015 Version 4

20 8. Click SAVE. 9. From the Orders module, open the Order Processing window, then the transaction menu, and select SHIPPING. 10. In the Shipment tab in the top pane, search and select the Pick Ticket Number to be invoiced. The Order information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Ship Date PO Number (should match the customer s Purchase Order exactly) Sales Branch ID Front Counter Tax checkbox (this checkbox should be enabled only if the customer physically picked up the material from the Sales Location) 11. In the Ship To tab in the top pane, enter and/or verify that the ship to address matches the customer s Purchase Order exactly. 12. In the Tax tab in the top pane, confirm that the jurisdictions being charged to the customer are accurate. 13. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (only the Rental Billing should be displayed) Quantity Shipped (should always be 1 for the current month) 14. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. 15. After making all necessary revisions and confirming the shipment transaction for accuracy, check to enable the CONFIRM SHIPMENT checkbox and then click SAVE. At this point, an invoice is created and will be processed on the Invoice Batch report. All Rental paperwork is kept in a rental folder per Order Number. Page 20 of 36 Revised October 2015 Version 4

21 Final Rental Billing 1. When the Rental Unit is returned, it should be inspected to determine additional damage charges, if applicable, and the original Pick Ticket should be pulled from the Rental file. 2. From the Orders module, open the Order Processing window, then the Transaction menu, and select RMAs. 3. In the Order tab in the top pane, enter and/or verify all of the following information: Customer ID Credit Location ID Ship To ID Contact ID 4. To view and/or edit any additional information on the Order, refer to the corresponding tab in the top pane: Document Links (used to display any external document attached to the RMA; examples include customer requests, etc.) Customer (used to display all of the customer s company information and settings) Ship To (used to give the detail of the Ship To ID selected in the Order tab; the address can be overridden without changing the original Ship To record) Totals (used to display a running total for the quote) Ship Info (used to display the customer s default shipping methods and instructions) Aging (used to display the customer s current aging summary) Credit (used to display the customer s current credit status and limits) Tasks (used to display and edit all tasks that are related to this RMA) 5. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (enter the rental item being returned to stock; the Description and Quantity Available will automatically display; the value should be $0.00) Return Qty (the quantity of the item that the customer wants to return Add additional fees, such as a damage fee, by selecting the Item ID for the additional charge and enter the fee as a negative value) 6. When prompted to link an Invoice to an RMA, select YES. 7. The system will then open the Sales History tab. From the RMB Options menu, select LINK TO THIS RMA LINE on the corresponding Invoice and Order Line. 8. To view and/or edit any additional information on a particular item, click on the line item to highlight it, and then refer to the corresponding tab in the bottom pane: POs/Xfers (used to keep track of all issued purchase orders, transfers, RFQ s, etc.) Ext d Info (used to give detailed information on the item such as extended description, location information, stock quantities, etc.) Order Line Notes (can be used to input special notes to the customer on a particular line item) Page 21 of 36 Revised October 2015 Version 4

22 Costs (used to further define the cost calculation) Document Links (used to display any external document attached to the item; examples include schematics and certificates of conformance, etc.) Transfers (lists any open, incomplete transfers in the system that contain the item) Stock Avail (used to find out if a particular item is in stock and the quantities available or allocated) 9. To generate forms, go to the FRONT COUNTER tab and check off the appropriate method(s): Enable the Print checkbox for Pick Tickets Enable the Print, Fax, and/or checkbox for RMA Acknowledgements 10. Click SAVE and the forms will be processed based on the method(s) selected. 11. Attach a copy of the Rental Return Checklist, any correspondences, and back-up paperwork to the RMA. A manager will then approve the RMA so that the Rental item can be received back into stock. 12. Once approved, from the Orders module, open the Order Processing window, then the transaction menu, and select RMA RECEIPTS. 13. In the Receipt tab in the top pane, search and select the RMA to be credited. The RMA information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Receipt Date 14. In the Tax tab in the top pane, confirm that the jurisdictions being credited to the customer are accurate. 15. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (confirm the items being credited/returned; confirm that any additional charges are added, such as restocking fees, etc.) Quantity Received (quantity received ed from the customer and the quantity being credited) Quantity to Stock, if applicable Quantity to Adjust, if applicable 16. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. 17. After making all necessary revisions and confirming the receipt transaction for accuracy, check to enable the CONFIRM checkbox in the receipt section and then click SAVE. At this point, an internal credit memo is created and will be processed on the Invoice Batch report. 18. From the Orders module, open the Order Processing window, then the transaction menu, and select ORDERS. 19. In the Order tab in the top pane, search and select the Order number for the rental. Page 22 of 36 Revised October 2015 Version 4

23 20. In the Items tab in the bottom pane, click to highlight the Rental Billing item, and then click on the Schedules tab in the bottom pane. Change the QUANITY ALLOCATED and the RELEASE QUANTITY columns to 0 for the releases that will no longer be billed. 21. When prompted to cancel the remaining items from the Ordered Quantity, select YES. 22. On the Items tab in the bottom pane, only the quantity released and invoiced should be displayed in the QUANTITY ORDERED column. Hit Enter until a new line is generated and add another Rental Billing item with the final invoice charge. 23. On the Order Line Notes tab in the bottom pane. On the Order Line Item Notes tab, click ADD NOTE and enter and/or verify the following information: Topic (enter Rentals ) Note Section (enter the final billing cycle that the customer is being billed) Expiration Date (enter the last date of the final rental period) Available Areas / Selected Areas (add / select Print Invoices, Order Entry, Print Pick Tickets, and Packing Lists) 24. On the Forms tab in the top pane, enter and/or verify the following information: Enable the Print checkbox for Pick Tickets Enable the Create, Print, and/or Fax checkbox for the Invoice 25. Click SAVE and the forms will be processed accordingly. All rental paperwork is clipped together and added to the Customer s Accounts Receivable folder. Page 23 of 36 Revised October 2015 Version 4

24 Crediting Credit and Rebill The Credit and Rebill feature in Prophet 21 is used to correct a previously entered invoice; items that are available for correction include Salesrep, tax, and freight. 1. From the Accounting module, open the Accounts Receivable window, then the Transaction menu, and select CREDIT AND REBILL. 2. In the Invoice tab in the top pane, enter and/or verify all of the following information: Invoice Number Ship To ID Customer ID PO Number Total Amount (total amount of the new invoice) 2. If a Salesrep is being corrected, make the correction on the Salesreps tab in the top pane. 3. If tax information is being corrected, make the correction on the Tax tab in the top pane and in the Items tab in the bottom pane. 4. If Freight charges are being corrected, make the correction on the Freight tab in the top pane. 5. After making all necessary revisions and confirming the new invoice total amount, check to enable the CREATE REBILL checkbox and then click SAVE. At this point, the original invoice has been credited and now references the newly created invoice number. Page 24 of 36 Revised October 2015 Version 4

25 RMA s All RMA s are entered by an Inside Sales Representative, but they cannot be processed until a Branch Manager approves the transaction. 1. Before beginning the crediting process, the required documentation should be reviewed for completion. The following documentation should be received for all service sales: RMA (must be stamped with a received date by the Shipping and Receiving clerk at the appropriate location) Any additional correspondences 2. From the Orders module, open the Order Processing window, then the transaction menu, and select RMA RECEIPTS. 3. In the Receipt tab in the top pane, search and select the RMA to be credited. The RMA information and line item detail will pull automatically. Enter and/or verify all of the following information: Customer ID Location ID Receipt Date 4. In the Out Freight tab in the top pane, confirm the amount of outgoing freight being credited. 5. In the Tax tab in the top pane, confirm that the jurisdictions being credited to the customer are accurate. 6. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID (confirm the items being credited/returned; confirm that any additional charges are added, such as restocking fees, etc.) Quantity Received (quantity received from the customer and the quantity being credited) Quantity to Stock, if applicable Quantity to Adjust, if applicable Quantity to Supplier, if applicable 7. Review any and all Invoice Notes, Order Notes, Order Line Notes, and Item Notes and confirm that only the applicable notes are going to print on the customer s invoice. If needed, add any notes that the customer needs. 8. After making all necessary revisions and confirming the receipt transaction for accuracy, check to enable the CONFIRM checkbox in the receipt section and then click SAVE. At this point, an credit memo is created and will be processed on the Invoice Batch report. Page 25 of 36 Revised October 2015 Version 4

26 Entering a Standard Credit Memo A Manual Credit Memo can be created, but prior authorization must be received by a Branch Manager or Group Financial Manager. Manual Credit Memos are used specifically to override a customer s current balance with the Company. 1. From the Accounting module, open the Accounts Receivable window, then the transaction menu, and select CREDIT/DEBIT MEMOS - AR. 2. In the Memo tab in the top pane, enter and/or verify all of the following information: Memo Date Reference Number (search and select for a customer s invoice, if applicable; if not applicable, refer to section on Applying a Standard Credit Memo) Ship To ID Customer ID Branch ID Period Year Total Amount Adjustment Type 3. In the Description tab in the top pane, enter a full description for the memo. 4. In the Items tab in the bottom pane, enter and/or verify all of the following information: Item ID Item Description Quantity Unit Price Revenue Account 5. Click SAVE. Page 26 of 36 Revised October 2015 Version 4

27 Applying a Standard Credit Memo In the instance that a Credit Memo needs to be manually applied to an Invoice or Debit Memo, it must be done through a cash receipt. 6. From the Accounting module, open the Accounts Receivable window, then the Transaction menu, and select CASH RECEIPTS BY CUSTOMER ID. 7. In the Current Check tab in the top pane, enter and/or verify all of the following information: Customer ID Bank Number Payment Type (select adjustment ) Amount (enter $0.00) Date Received Period Year Amount to Apply (total amount of the customer s check) Deposit Number (enter adjustment ) 8. In the Invoice Information tab in the bottom pane, check PAID IN FULL for the invoice or debit memo and the credit memo to be applied. If a difference of $5.00 or less is being paid, the difference can be entered in the ALLOWED AMOUNT column. 9. To view any additional information on the customer or the payment, refer to the following tab: Previous Payment (shows a history of all previous payments for this customer) Customer Notes Cash Collection Calls (shows a history of all cash collection calls made on this customer) Cash Collection Calls Invoices (shows a list of all invoices tied to the cash collection calls) 10. Click SAVE to apply the Credit Memo. Page 27 of 36 Revised October 2015 Version 4

28 Generating Invoice Forms On a daily basis, the invoice batches should be processed. 1. From the Accounting module, open the Accounts Receivable window, then the Reports menu, and select INVOICES. 2. In the Criteria tab, enter and/or verify all of the following information: Branch ID Range Customer ID Range Invoice Number Range Invoice Batch Number Range (run batch 1, 2, and 3 individually) Ship To ID Range ZIP Code Range Sort Order (select INVOICE ) Use Customer Print Quantity checkbox (check to enable this checkbox) Show All Payments checkbox (check to enable this checkbox) Include (select BOTH to show both invoices and credits) Include Downpayment Invoices (select NO ) 3. Per batch being processed, refer to the following instructions: For all invoices in Batch Number 1, click PRINT and 2 copies will print (1 to be mailed to the customer, and 1 to be kept with the original paperwork) For all invoices in Batch Number 2, click PRINT and then and only 1 copy will print (1 to be e- mailed to the customer, and 1 to be kept with the original paperwork) For all invoices in Batch Number 3, click PRINT and 1 copy will print (1 to be faxed to the customer, and then kept with the original paperwork) 4. Each invoice must be matched to the corresponding paperwork. For all Service jobs, a copy of the service ticket must be sent with the Invoice to the customer. Page 28 of 36 Revised October 2015 Version 4

29 Generating Statement Forms As required, customers may require a copy of their current statement. 1. From the Accounting module, open the Accounts Receivable window, then the Reports menu, and select GENERATE CUSTOMER STATEMENTS. 2. In the Criteria tab, enter and/or verify all of the following information: Branch ID Range Customer ID Range Salesrep ID Range Statement Batch Number (run batch 1, 2,and 3 individually) Statement Aging Date Aged By (select INVOICE DATE ) Period Year Aging Days 1, 2, and 3 Buckets Statement Type (select OPEN ITEM ) Sort By (select STATEMENT NAME ) Quantity to Print (select 1 ) 3. Per batch being processed, refer to the following instructions: For all invoices in Batch Number 1, click PRINT and 1 copy will print (1 to be mailed to the customer) For all invoices in Batch Number 2, click and each statement will get ed to the customer For all invoices in Batch Number 3, click PRINT and 1 copy will print (1 to be faxed to the customer) Page 29 of 36 Revised October 2015 Version 4

30 Deposits Entering Cash Receipts Checks, Wire Transfers (ACH), and Credit Card deposits are posted from the central corporate location. Wire Transfers are deposited directly from the customer s bank account into the Pneumatic and Hydraulic Operating Account. Once this transaction takes place, an notification is sent ot he Accounts Receivable clerk from the customer s Accounts Payable clerk. Each transfer is deposited into the bank individually, so each deposit in Prophet 21 is recorded individually. In the instance that a wire transfer takes place without an ed notification, it must be researched and posted accordingly. Before a customer can make a wire transfer payment, they must complete a Wire Transfer Authorization form. Before a customer can make a Credit Card payment, they must complete a Credit Card Authorization form. If the Customer prefers to keep their Credit Card on file, then they must sign the appropriate section of the Credit Card Authorization Form; otherwise, this form must be completed for each transaction Cash Receipts by Customer ID 1. From the Accounting module, open the Accounts Receivable window, then the Transaction menu, and select CASH RECEIPTS BY CUSTOMER ID. 2. In the Current Check tab in the top pane, enter and/or verify all of the following information: Customer ID Bank Number Payment Type (if AMEX or VISA/MC is selected, the Element processing wizard will appear; in this instance, enter the required fields and click through the wizard until the payment is processed) Amount Date Received Period Year Amount to Apply (total amount of the customer s check) Deposit Number (the format for the deposit number is yyyymmdd type of payment transaction #; each check posted for the day will be posted to the exact same deposit number; each wire transfer posted for the day will be posted with a new transaction # at the end of the deposit number) 3. In the Invoice Information tab in the bottom pane, check PAID IN FULL for each invoice being paid. If a difference of $5.00 or less is being paid, the difference can be entered in the ALLOWED AMOUNT column. Any other difference will have to be posted through a Credit and Rebill transaction (refer to section on Credit and Rebill). If a customer is taking terms on their invoice, and the terms on the customer account is set to allow terms, then the discount amount is entered in the TERMS column. 4. To view any additional information on the customer or the payment, refer to the following tab: Previous Payment (shows a history of all previous payments for this customer) Customer Notes Page 30 of 36 Revised October 2015 Version 4

31 Cash Collection Calls (shows a history of all cash collection calls made on this customer) Cash Collection Calls Invoices (shows a list of all invoices tied to the cash collection calls) 5. Click SAVE and repeat this process until all payments have been recorded for the day. 6. At the end of the day, once all payments have been recorded, the Deposit Slip report must be printed and filed with the check stubs or ACH confirmations. From the Accounting module, open the Accounts Receivable window, then the Reports menu, and select DEPOSIT SLIPS. 7. In the Criteria tab, enter the Bank Number and Deposit Number. 8. Click PRINT PREVIEW and then print a copy of the report. Page 31 of 36 Revised October 2015 Version 4

32 Miscellaneous Cash Receipts Miscellaneous Cash Receipts are defined as deposits for checks that the Company receives that are not directly tied to a Customer Invoice. 1. From the Accounting module, open the Accounts Receivable window, then the Transaction menu, and select MISC. CASH RECEIPTS. 2. In the Journal Entry tab in the top pane, enter and/or verify all of the following information: Journal Type (select MISC CASH RECEIPTS ) Bank Number Date Received Deposit Number (the format for the deposit number is yyyymmdd type of payment transaction #; each check posted for the day will be posted to the exact same deposit number; each wire transfer posted for the day will be posted with a new transaction # at the end of the deposit number) Period Year 3. In the Accounts Information tab in the bottom pane, enter and/or verify all of the following information: Account (the account selected should always be confirmed with the Group Financial Manager before posting) Source (enter the company making the payment and the check number) Reference (enter a detailed description of the purpose of the payment and any pertinent information) Credit Amount (enter the amount of the check payment 4. Click SAVE to post the deposit. Page 32 of 36 Revised October 2015 Version 4

33 Cash Drawer The cash drawer in Prophet 21 is used to track the money collected by an Inside Sales Representative or Shipping & Receiving for Orders; it must be opened at the beginning of each day and closed at the end of each day for each location Opening a Cash Drawer 1. From the Orders module, open the Order Processing window, then the Transaction menu, and select CASH DRAWER. 2. In the Open Drawer tab in the top pane, enter and/or verify all of the following information: Company ID Cash Drawer ID Cash on Hand Account Opening Balance Deposits (should display $0.00) Uncheck to disable the CLOSE THE DRAWER checkbox 3. Click SAVE to open the drawer; repeat this process for each available cash drawer Closing the Cash Drawer 1. From the Orders module, open the Order Processing window, then the Transaction menu, and select CASH DRAWER. 2. In the Open Drawer tab in the top pane, enter and/or verify all of the following information: Company ID Cash Drawer ID Cash on Hand Account Opening Balance Deposits (will display the total deposits for the day) Check to enable the CLOSE THE DRAWER checkbox 3. In the Close Drawer Tab in the top pane, enter and/or verify the following information: Cash Drawer ID Bank Number Deposit Number (the format for the cash drawer deposit number is yyyymmdd cash drawer name transaction #;; each cash drawer that is closed will have a unique deposit number) Period Year 4. Click SAVE to close the drawer; repeat this process for each available cash drawer. Page 33 of 36 Revised October 2015 Version 4

34 Bank Deposit Once checks are posted in Prophet 1`, they must be run through the Panini Machine so that they get deposited in the operating account at Regions Bank. This should be done daily, as much as possible. 1. Remove the checks from the check stubs, and then count the number of checks being deposited plus one to be used as the deposit ticket. Staple all check stubs to the Deposit Slips Report. 2. After logging in on the Regions Bank Quick Deposit, click on CREATE NEW DEPOSIT. 3. The Location, Account Number, and Routing Number will all be prefilled. 4. Enter all of the following information: Number of Items (number of checks including 1 extra) Declared Amount (deposit total) 5. Click on START CAPTURE to begin scanning the checks. 6. Insert a few checks at a time into the Panini Scanner with the back of the check facing the blue bar on the machine. It will automatically begin pulling the checks through and scanning them to Regions. 7. Once all checks have been scanned, verify that the Declared Amount and the Current Amount match. 8. If the Balance Difference and the COMPLETE button are both green, then all information is balanced and can be completed. 9. Any and all discrepancies will be indicated in red and/or with an X on the screen. Correct all errors until the button is green. Examples of potential errors include, but are not limited to, the following: The Panini Scanner did not read the check The Panini Scanner pulled more than one check at a time The Panini Scanner read incorrect numbers off of the check The Declared Amount was originally entered in error 10. If everything has been corrected, click on COMPLETE to submit the deposit. 11. In the Deposit List Screen, click on the deposit that was just entered. 12. Once the list of all of the checks is re-opened, click on REPORT VIEW and then print the report. The title of this report should read Image Deposit Items Detail Report Customer: PHC Fluid Power LLC, Deposit. 13. Scan this report, as well as the Deposit Slip Report from Prophet 21 to the Group Financial Manager, Bookkeeper, and the Owners. Page 34 of 36 Revised October 2015 Version 4

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