Version 10 ACCOUNTS RECEIVABLE

Transcription

1 Version 10 ACCOUNTS RECEIVABLE

2 Accounts Receivable Manual Version 10 ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE BILLING CONTROL FILES FIXED ASSETS GENERAL LEDGER INVENTORY PAYROLL PERSONNEL ii N/Compass Hotline

3 Contents N/Compass Version 10 Introduction Accounts Receivable Highlights Accounts Receivable Overview Accounts Receivable Roadmap Accounts Receivable Setup Guide Accounts Receivable Table Files Option 1: Receivable Control File Maintenance Option 2: Terms Code File Maintenance Option 3: Late Charges File Maintenance Option 4: Accounts Receivables Customer Type File Maintenance Option 5: G/L Posting File Maintenance Option 6: Territory Code File Maintenance Option 7: Salesman Code File Maintenance Option 8: Bank Master File Maintenance Option 16: Customer Locks/Inquiry Maintenance Table File Listing Options Option 21: Accounts Receivable Control File Listing Option 22: Terms Code File Listing Option 23: Late Charges File Listing Option 24: Customer Type Code File Listing Option 25: G/L Posting File Listing Option 26: Territory Code File Listing Option 27: Salesman Code File Listing Option 28: Bank Master File Listing Customer Processing Option 11: Customer File Maintenance Option 12: Customer File Inquiry Option 13: Customer Detail Listing Option 14: Customer Summary Listing Option 15: Customer Address Listing Option 16: Customer Comment Reporting Accounts Receivable Processing Option 1: Invoice Entry Option 2: Credit Memo Entry Option 3: Invoice/Cr. Memo Edit Listing Option 4: Post Invoices/Credit Memos Option 5: Open Invoice Inquiry iii

4 Accounts Receivable Manual Option 6: Open Invoice Listing Option 7: Unapplied Credit Memo Inquiry Option 8: Unapplied Credit Memo Listing Option 21: Initial Cash Entry and Distribution Option 22: Adjustment Entry Option 23: Cash/Adjustment Edit Listing Option 24: Post Cash/Adjustments Option 25: Unapplied Cash Inquiry Option 26: Unapplied Cash Listing Option 27: Apply Cash/Credit Memo Process Option 28: Automatically Apply Cash Option 31: Transaction Register Option 32: Aged Trial Balance Detail Option 33: Receivables Analysis Report Option 34: Credit Limit Exception Report Option 35: 3-Up Labels Option 36: Real - Time Aged Trial Balances Detail Statement Processing Menu Option 1: Statement Detail Listing Option 2: Statements Option 3: Past Due Notices Option 4: Statement Posting Process Option 5: Statement Schedule Listing Year End Menu Option 1: Statement History Listing Option 2: Statement History Purge Option 3: Re-Calculate Aging Balances Option 4: Reorganize Physical Files Option 5: Year - End Closing Option 10: History Transaction Report Questions & Answers Resolving a Customer In Use By Another Update Process Error Message Deleting an Unapplied Credit Memo Deleting Inactive Customers That Have Activity Voiding a Bounced Check Debit and Credit Entries Recalculating Your Aging Running Statements Resolving the Credits Greater than Charges Error Message Interfacing Your Billing System with the N/Compass Accounts Receivable System Files that are Up-dated During Accounts Receivable Transactions iv N/Compass Hotline

5 Version 10 ACCOUNTS RECEIVABLE chapter 1 Introduction

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7 N/Compass Version 10 Accounts Receivable Highlights Customer information screen international phone number and country code capable. Last payment date viewable from the customer information screen. Due date, discount, and PO information displayed in current and history inquiry. View transactions in real-time or static aging mode. Run statements for open items only. History statements show unapplied cash. Cash application allows charge backs. Enter adjustments at the same time you apply cash and apply the amount requested as an adjustment. Write off adjustments or age if disallowed. Complete customer information, including current, future, and four aging periods. Extensive detail and summary analysis reporting. Audit reports for all transaction types. Calculated credit limits and average days to pay. Multiple selection screens for customer reporting. Ability to override sales account during Invoice and Credit Memo Entry. Handles parent and subsidiary relationships for a customer. Batch transaction processing in Invoice Entry, Credit Memo Entry, Initial Cash Entry, and Adjustment Entry. Codes to represent credit terms, late charges, and customer types. Provides uncollectible account analysis. Capability to maintain two different aging schedules (an aging schedule can be any number of days you want). Generates statements and past due notices for both open item and balance forward customers. Ability to override the adjustment account when adjusting balance. Invoices can be entered or brought in from your own invoicing system. Extensive discount processing for invoices. Cash can be applied to a specific charge or automatically to the oldest balances. Complete interface to Support Net s General Ledger system (a report is generated to help you enter journal entries into your own General Ledger). Introduction 1-3

8 Accounts Receivable Manual Supports multiple banks. Aging by invoice date or gross due date. View aging by next statement date or real-time from customer inquiry. Age unapplied credits. Apply credit adjustments and change discounts during cash adjustment and cash entry. 1-4 N/Compass Hotline

9 N/Compass Version 10 Accounts Receivable Overview Flexible Cash Application. N/Compass can automatically apply the cash for your customer accounts or provide the capability to apply it when you enter it or post it. Accounts Receivable Aging. Choose from two user-defined aging schedules to generate statements and management reports, printable in detail or summary format. Introduction Unlimited Customer Comments. A built-in contact management feature allows you to track comments, complaints, and compliments by type. Multi-Bank. For the company that operates from several offices, manage receivables from a single bank or multiple banks. Projected Collectibles. Assign a collectible percentage to each aging period, N/Compass will notify you, in exact percentages or in dollar amounts, of your outstanding receivables as projected collectibles. Statement Inquiry. Your users have real-time access to customer statements, allowing them to instantly address customer inquiries. User-Defined Inquiries and Reports. Custom management reports provide a comprehensive array of measurement selections to overview your collectibles. 1-5

10 Accounts Receivable Manual Accounts Receivable Roadmap You must setup the N/Compass Control Files and Chart of Accounts first. Detailed instructions are provided in the Control Files Manual. The Control Files Manual contains helpful information on how to sign on to the system as well as how to access your live data or the sample data library. Each company has it s own Accounts Receivable Control File Maintenance records in the Table Files. You must enter a control record for each company that you have. Accounts Receivable control options and system defaults need to be setup first. If you have the N/Compass General Ledger, setup the source code in the General Ledger Table Files Option 2 Source Code File. 1-6 N/Compass Hotline

11 N/Compass Version 10 Accounts Receivable Setup Guide Options 1-8 on the Accounts Receivable Table Files are mandatory. If you have the N/Compass Billing and it is setup Options 2, 4, 6, & 7 have been completed. 1. Receivables Control File Maintenance: Table Files Option 1. Determine if Receivables will interface with GL, assign a GL source code to all entries from AR (optional), debit AR & credit GL during invoice entry, generate GL entries even if you do not have N/Compass GL, choose cash or accrual accounting, open item detail, age by invoice or due date, age unapplied credits, print future invoice totals on statements, print unapplied credits on statements, include a comment to appear on statements, and aging period comments. Introduction 2. Terms Code File Maintenance: Table Files Option 2. Define payment terms. 3. Late Charges File Maintenance: Table Files Option 3. Based on past due balance & any late charges. 4. Customer Type Code File Maintenance: Table Files Option 4. Group customers by type for reporting. 5. G/L Postings File Maintenance: Table Files Option 5. Enter the G/L account numbers for each company. 6. Territory Code File Maintenance: Table Files Option 6. Setup territory code & description. 7. Salesman Code File Maintenance: Table Files Option 7. Setup GL posting levels. 8. Receivables Bank Master Maintenance: Table Files Option 8. Maintain multiple banks. 1-7

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13 Version 10 ACCOUNTS RECEIVABLE chapter 2 Table Files Menu

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15 N/Compass Version 10 Accounts Receivable Table Files Purpose: The Accounts Receivable Table Files contains the files that are used to drive the Accounts Receivable application. Allows you to list and maintain control files, codes and G/L interface tables for the accounts receivable system. After completing this section, you will be able to set up the N/Compass Accounts Receivable system by adding customers, entering invoices and cash, and processing aging reports. Accounts Receivable Table Files must be set up before you begin any Accounts Receivable processing procedures. After you set up the Table File Options, you can run the Table File Listings to verify the information. Use the Accounts Receivable Setup Guide in the front of this manual as a reference and guideline for essential steps to follow. Table Files Menu 2-3

16 Accounts Receivable Manual In this menu you set up the following: Terms codes Late charge codes Default general ledger account numbers Sales rep codes Accounts Receivable bank numbers Customer Type Codes Territory Codes Begin by setting up the Receivables Control File. Choose Option 1 (Receivables Control File Maintenance) from the Table Files Menu and proceed to the next page. 2-4 N/Compass Hotline

17 N/Compass Version 10 Option 1: Receivable Control File Maintenance This option is mandatory Description: The Control File contains information used to identify certain values for the Accounts Receivable system as well as the set up for the aging schedules. Each customer must be assigned to an aging schedule. The Accounts Receivable system supports two aging schedules. The information entered in the control file is used to run statements and calculate your customer s aging balances. Table Files Menu Interface With G/L, Y/N: If you are not using the N/Compass General Ledger package and want to generate a General Ledger report listing of the accounts that were debited and credited during posting, enter Y here. If you do not want to generate a General Ledger report upon posting, enter N here (This option prints a report RCP042T if not using N/Compass General Ledger, regardless of the flag setting). If you are using the N/Compass General Ledger package, the General Ledger posting journal is generated regardless of your entry. General Ledger transactions will not be taken to the G/L files if the flag is N. G/L Source Code: Use this field if you have Support Net s N/Compass General Ledger application. These codes are defined in Source Code File Maintenance (General Ledger Table Files Option 2). This code identifies where the journal entry in General Ledger originated. You can also run selected reports in General Ledger that only print journal entries for a specified source code. You need to assign one source code for each Support Net application you have. Enter the source code for Accounts Receivable. 2-5

18 Accounts Receivable Manual Invoice Entry G/L Interface Y/N: If you want to credit the N/Compass General Ledger sales account and debit the Accounts Receivable account during invoice entry, you must enter a Y. If you do not want to debit and credit these accounts during invoice entry, enter an N. If you have the N/ Compass Billing system, the General Ledger sales account is credited and the Accounts Receivable account is debited when you run the Billing Update Process (Billing Processing Menu Option 8). Cash/Accrual Basis C/A: Enter C for cash basis accounting or A for accrual basis accounting. For more information on the difference in posting to the General Ledger for Cash and Accrual basis accounting, see G/L Posting File Maintenance. Open Item Detail: This field determines whether all open transactions are displayed in detail. You can view applied credit detail on charges until the invoice is fully paid, or only show the remaining balance after posting statements. This field only applies to those customers that are open item customers. Customer File Maintenance and Customer File Inquiry (Processing Menu Options 11 and 12) allow you to see whether a customer is open item or balance forward. Note: This option has no effect on Balance Forward customers. 0 Shows only the new balance for open charge items. Applied credits are not shown as applied to the invoice after statement posting. 1 Keep credit transaction detail for open charge items. All applied credits are displayed until the item is paid in full. Age by Invoice or Due Date: Determine whether you want your Accounts Receivable aging based on invoice date or due date. The invoice aging method is used when producing statements and generating Aged Trial Balance Reports (Processing Menu Options 32 and 36). Age Unapplied Credits: Enter a Y to age the unapplied credits. If you enter an N, unapplied credits are not included on the Aged Trial Balance reports. Unapplied credits are credit memos that have been applied to a customer instead of an invoice through Credit Memo Entry (Processing Menu Option 2). Statements Print Future: Enter a Y to print future invoice totals on the statements. Enter an N if you do not want to print future invoice totals on statements. Future invoices are invoices that have been entered and have an invoice date that falls after the statement date you are processing. The next statement date determines whether it is a future invoice. Receivables Control File Maintenance (Table Files Option 1) allows you to view the next statement date. Print Unapplied Credits: Enter a Y to print unapplied credits on statements. Enter an N if you do not want to print unapplied credits on statements. Unapplied credits are credit memos that have been applied to a customer instead of an invoice through Credit Memo Entry (Processing Menu Option 2). Statement Comment: A sixty-character field for a message that will appear on all customer statements. 2-6 N/Compass Hotline

19 N/Compass Version 10 Aged Period Comments: There are four aging period comments, each of which represents an aging period (example: over 30 days, over 60 days, and so on). The comment associated with the oldest aging balance on the customer file is printed on the statement. If a customer s oldest balance is for aging period 2, for example, the comment entered on age 2 is printed on the statement. Likewise, if a customer s oldest balance is for age period 4, the comment entered on age 4 is printed on the statement. The following fields are maintained for both schedule 1 and schedule 2 You can set up one or two aging schedules. Each schedule can have a different number of days included in the aging period. For example: you can send statements monthly to some customers and bi-weekly to others. Note: A customer can be assigned only one of the two schedules. Next Statement Date: Enter the next date (in MMDDYY format) that the statements will be run. You are required to enter the statement date for schedule 1. Schedule 2 is optional. Make sure you do not enter a statement date that has been posted. If you enter a previously posted statement date, you will receive the error message RHHEADL attempts to write a duplicate a record. This means that when the system tried to run the Statement Posting Process (Statements Menu Option 4), it found that information already existed in the file with the date you were trying to process. This will halt the posting job and cause incomplete data to be entered in your files. The next statement date is also used in determining the aging periods for invoices when running Re-Calculate Aging Balances (Year - End Menu Option 3). Aging Period Days or Monthly Y/N: The number of days for each aging period (example: 30 for monthly, 7 for weekly, and so on). If you plan to run monthly statements on a certain day of the month, enter a Y in the Monthly Y/N field. Enter an N if you do not plan to run monthly statements. Monthly statements can either be the last day of the month or the same day each month (the 15th for example). Table Files Menu Press Enter after you key in the preceding fields. The system calculates the last four aging periods and the statement date. 2-7

20 Accounts Receivable Manual % UN - collectable: Enter the estimated percent of past due balances that you consider potentially uncollectible (1% is.01). Generally, there will be a larger percent for older balances. Enter this percentage for each of the four aging periods, if applicable. Last Invoice Number: The last invoice number used. The system automatically assigns invoice numbers. If you want to start with invoice 1501, for example, enter 1500 here. If the N/ Compass Billing application is installed, the invoice number is maintained in the Billing Control File (Billing Table Files Option 1) and is not displayed here. Last Credit Memo Number: The last credit memo number used. The system automatically assigns credit memo numbers. If you want to start with credit memo 500, for example, enter 499 here. 2-8 N/Compass Hotline

21 N/Compass Version 10 Option 2: Terms Code File Maintenance This option is mandatory Description: This is where you enter the different terms codes you offer to your customers. Each customer is assigned a default terms code. The terms code is used to calculate the following values: The discount amount. The number of days from the invoice date that the discount can be taken. The number of days from the invoice date that the invoice is considered overdue. If invoices are due on a specific day of the following month, set the End of Month to Y and the Net days to the desired amount. For example: If you have a customer who does not get a discount, and that customer s invoices re due net 30, you define the terms code here (see Net 30 terms code below). Enter the terms code in Customer File Maintenance (Processing Menu Option 11). You can override the terms code when you key in an invoice. Table Files Menu Terms Code: Enter any valid number from Terms Description: The terms code description is used to describe the terms code (due upon receipt, for example). This is printed on certain reports and inquires. 2-9

22 Accounts Receivable Manual Net Discount %: Enter the rate of the discount (2% is.02). The discount amount is calculated based on this percentage. Discount Days: The number of days past the invoice date that the discount is available. Net Days: The number of days past the invoice date before the invoice becomes overdue. End of Month: Enter a Y if invoices are due on a specific day each month. The Net Days field determines the day the invoices are due. If invoices are due on the 15th of the next month, for example, net days are 15 and end of month is Y N/Compass Hotline

23 N/Compass Version 10 Option 3: Late Charges File Maintenance This option is mandatory. Description: Late charges are applied to a customer s file based on the customer s past due balances and late charge code. Late charges are calculated when you post statements (Statements Menu Option 2) using a percentage of the customer s past due balance. The late charges that are calculated during the statement posting show up in the customer s record and will print on the next statement run. Calculating late charges is optional, but each customer must be assigned a late charge code. If you do not assign late charges to your customers, you must set up one late charge code with zeros in the fields. Table Files Menu Late Charge Code: Enter any number from to designate a late charge code. Late Charge Percent: This percentage is used to calculate the late charge by multiplying this percentage by the past due balance. Minimum Late Charge: This amount is used as the late charge if the calculated amount is less than this amount. For example, if the calculated late charge for a customer is $8.50, and the minimum late charge entered here is $10.00, the system applies $10.00 as the late charge. Past Due Balance Before a Late Charge is Calculated: If you only want to issue a late charge if the balance due is over a certain amount, enter the minimum balance here. For example, if you entered $ and a customer has a past due balance of $ , that customer does not get a late charge. If the same customer has a past due balance of $ or more, a late charge would be calculated on the full amount. 2-11

24 Accounts Receivable Manual Late Charge Due Period (1-4): You can elect to issue a late charge to all balances that are overdue as of a certain aging period. To charge a past due balance as soon as it is overdue, enter 1 here. If the past due balance is to be charged when it reaches aging period 2, enter 2 here and so on. Aging periods are set up in Receivables Control File Maintenance (Table Files Menu Option 1) N/Compass Hotline

25 N/Compass Version 10 Option 4: Accounts Receivables Customer Type File Maintenance This option is mandatory Description: Customer types are used to group your customers together. You can also specify different Accounts Receivable accounts for each customer type you set up here. You are required to assign a customer type to each customer. Examples of customer types might be distributors, wholesalers, or retailers. If you have the N/Compass Billing system, the customer types entered here are also used in the Billing system. Table Files Menu Customer Type: This field is an alphanumeric field. Enter in the letter or number you wish to use to represent your customer. Customer Type Code Description: This 15-character field is used to identify a customer type. Examples of a customer type might be distributor, dealer, wholesaler, retailer, and so on. 2-13

26 Accounts Receivable Manual Option 5: G/L Posting File Maintenance This option is mandatory Description:Whether or not you have the N/Compass General Ledger system, you need to enter the default General Ledger account numbers for each of your companies. The account numbers you enter here are the default account numbers used throughout the Accounts Receivable system. You need to enter your Accounts Receivable banks in Bank Master File Maintenance (Table Files Menu Option 8) before you enter the G/L account numbers here. As you enter invoices, credit memos, or adjustments, you have the opportunity to change the sales account number. If you have the N/ Compass Billing system, the sales accounts are used when you run the Billing Update Process (Billing Processing Menu Option 8). This screen allows you to add, change or delete your default account numbers. The following six General Ledger account fields include valid Level 1 and Level 2 numbers each account. The sales account can be overridden in Invoice Entry (Processing Menu Option 1) when you manually enter invoices into the Accounts Receivable system N/Compass Hotline

27 N/Compass Version Interest Revenue Account: This is a revenue account that gets credited when a late charge is generated during Statement Posting (Statements Menu Option 4). 2. Sales Account: This is a revenue account that is credited when an invoice is posted. You have the opportunity to override the sales account for each invoice as it is entered. If you have the N/Compass Billing system, the sales account is determined from the Billing system when you run the Billing Update Process (Billing Processing Menu Option 8). Table Files Menu 3. Returns & Allowances Account: This is a contra-account for revenue that is debited for credit adjustments and credit memos when you post invoices/credit memos or post cash/ adjustments (Processing Menu Options 4 and 24). 4. Discount Account: This is an allowance account that is debited to offset any discounts taken against a revenue account. 5. A/R Account: The Accounts Receivable account is debited during invoice posting and credited during cash posting. You need to enter an Accounts Receivable account for each customer type on your system. Customer types are set up in Customer Type Code Maintenance (Table Files Menu Option 4). 6. Cash Account: The cash account is debited when a cash entry is posted (balance sheet). The following is a summary of the accounts that are affected when you process Accounts Receivable transactions. The account numbers that are affected depend on whether you are on a cash or accrual basis. You specify which basis you use in Receivables Control File Maintenance (Table Files Menu Option 1). 2-15

28 Accounts Receivable Manual Accrual Basis Accounting CASH A/R INT SALES RETURNS DISCOUNT Invoices DR CR Credit Memos CR DR Cash: Payments DR CR DR Non-A/R DR CR Adjustments: Credit (-) CR DR Charge (+) DR CR Late Charges DR CR Cash Basis Accounting CASH A/R INT SALES RETURNS DISCOUNT Cash: Payments DR CR DR Non-A/R DR CR 2-16 N/Compass Hotline

29 N/Compass Version 10 Option 6: Territory Code File Maintenance This option is mandatory. Description: The territory codes entered in this option are used to identify territories for your sales people. Each customer is required to have a territory. If you do not use territories, you need to set up one territory code and assign that code to each of your customers. Billing Sales and Profit Analysis reports (Billing Customer & Reports Menu Options 15 and 16) are sorted by territory codes. Table Files Menu Territory Code: Any valid 3-character alphanumeric code. This code is used to identify a sales territory. Description: A 30-character field used to describe a territory code. (Examples: North, east, south, etc.) 2-17

30 Accounts Receivable Manual Option 7: Salesman Code File Maintenance This option is mandatory. Description: This option is used to enter and maintain salesman codes and commission percentages. A salesman code is required for each customer. If you do not use sales codes, you need to enter one salesman and use that code as you set up your customers. The commission for the salesman is calculated on the sales that are made to the customer through the N/Compass Billing system. The commission is only calculated if you are using the N/ Compass Billing system to process your sales orders. Billing Sales and Profit Analysis Reports (Billing Customer & Reports Menu Options 17 and 18) are sorted by salesman code. Salesman Code: Any valid sales representative code from This field is numeric only. Name: A 30 - character field is used for the sales representative s name. Report Levels: The level 2 (Div) and level 1 (Dept) for which the sales rep works. Commission Percent: A 5-digit, 4-decimal field for the sales rep commission percent (2% =.02). This is used in the Support Net Billing System (percent multiplied by the net sale = com- mission for the sale) N/Compass Hotline

31 N/Compass Version 10 Option 8: Bank Master File Maintenance This option is mandatory. Description: This is where you set up the bank(s) you are using in the Accounts Receivable system. ach customer is assigned a default bank number. The bank number(s) entered here are used to determine the default cash account when posting Accounts Receivable transactions. You will specify the default Accounts Receivable account numbers in the G/L Posting File (Table Files Menu Option 5). You should set up your bank code(s) for each company before you set up the G/L Posting File (Table Files Menu Option 5). Table Files Menu Bank Number: Any valid bank number from Bank Account Number: The bank account number for the cash checking account. This should not be confused with the cash account from the General Ledger Chart of Accounts. Bank Name and Address: The name and address of your bank. Telephone Number: Enter the telephone number and extension. Fax Telephone Number: Enter the fax number. Contact Name: Enter the main contact at your bank. Comment: A 30-character field used for any additional information. 2-19

32 Accounts Receivable Manual Option 16: Customer Locks/Inquiry Maintenance This option is used to clear customer locks off the system. Description: Use this option to clear locks on your customer records. A lock can occur if a user had an abnormal system exit. Things that may cause a customer lock include turning off the terminal while in a customer record or a power outage that caused your AS/400 to go down. If you have a customer lock, you will get the message, Customer in use by another update process. The information associated with the customer lock is displayed. The user who is either in the Customer file or was in it last will be displayed along with the date. You will need to have them finish and exit if possible. In the event that this is the result of an abnormal session end you will need to clear the lock. To clear the lock, enter 4 in the Del column. You can now continue with your transaction N/Compass Hotline

33 N/Compass Version 10 Table File Listing Options The following options (21 through 28) generate report listings for each of the previous Table File information maintenance options. Examples of each can be found in the Reports section in the back of this manual. Table Files Menu 2-21

34 Accounts Receivable Manual Option 21: Accounts Receivable Control File Listing Lists General Ledger interface options, statement schedules, statement uncollectables, and comments for each aging period. Option 22: Terms Code File Listing Lists Terms codes and descriptions with discount days, net days, and discount percentages. Option 23: Late Charges File Listing Lists late charge codes and descriptions with late charge percentages, minimum late charges, late charge balances, and the period due. Option 24: Customer Type Code File Listing Lists all customer types and descriptions. Option 25: G/L Posting File Listing Lists accounts that will debited and credited when posting Accounts Receivable transactions. It also includes Accounts Receivable accounts by customer type. Option 26: Territory Code File Listing Lists all territory codes and descriptions. Option 27: Salesman Code File Listing Lists all salesman codes and names along with the level 1 and level 2 assigned to the salesman. The report also shows the commission percentage. Option 28: Bank Master File Listing Lists all banks along with the address, phone number, and contact person N/Compass Hotline

35 Version 10 ACCOUNTS RECEIVABLE chapter 3 Customer Processing

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37 N/Compass Version 10 Customer Processing Purpose: In this chapter, you set up and maintain all customer information for the N/Compass Accounts Receivable system. These options allows you to do the following: Add, change, and delete your customer records Inquire into customer records Produce customer reports To begin this section, choose Option 11 from the Processing Menu (Customer File Maintenance) and proceed to the next page. Customer Processing 3-3

38 Accounts Receivable Manual Option 11: Customer File Maintenance Description: In Customer File Maintenance, you will enter and maintain your customers in the Accounts Receivable system. This process requires you to enter information on one main screen. You also have access to function keys to add multiple ship-to addresses and comments for your customers. This section is broken down into a section for each screen. You should have already completed Chapter 2, Accounts Receivable Table Files before you begin this option or any other processing option. If you have the N/ Compass Billing system, the customers you enter into Customer File Maintenance (Billing Customer & Reports Menu Option 1) are transferred to the Account Receivable Customer File. The three screens include the following: General customer information Additional ship-to addresses Customer comments If you are adding a new customer, press the F9 key for add mode. If your customer already exists on the system, press F10 for change mode. If you choose to delete press F11. Press Enter to proceed to the customer screen. 3-4 N/Compass Hotline

39 N/Compass Version 10 Screen 1: Customer File Maintenance Description: On this screen, you set up basic information for a customer. Both Accounts Receivable and the Billing systems share the customer file, so if you change information in one system, it is automatically changed in the other. Some of the information on this screen is specific to the Billing application, and is only displayed on the screen if you have the N/Compass Billing system installed. Bill-To Customer Name: A 30-character field to identify the customer name. Bill-To Contact Name: A 30-character field to identify customer contact name. Bill-To Address Lines 1 and 2: Enter the customer s street address for billing purposes. Bill-To City,St.,Cntry: Enter the city, state, and country to which the bill should be mailed. Update country code in the Control Files option 12, Country Code File Maintenance. Customer Processing Bill-To Zip Code 1 &2: Enter zip code and 4-digit extension for billing purposes. Web Dft Whse: Web default warehouse(s) are available for web entry for the Bill -To and Ship - To addresses. 3-5

40 Accounts Receivable Manual Ship-To Address: Enter the ship-to address only if it is different than the bill-to address. If you leave this field blank, the system uses the bill-to address as the ship-to address. The address entered here is used as the shipping address in the Billing system. You can enter multiple ship-to addresses for the customer by pressing F5. Multiple ship-to addresses are only used for the N/ Compass Billing system. Cust. Phone No. & Extension: Enter the customer contact phone number from left to right in the spaces provided for: international code (if applicable), area code, phone number, and extension. (international#) area code/prefix-number Ext. extension (111) 111 / Ext Fax Number: Enter the fax number to be used for general correspondence. You do not need to include the dashes as part of the fax number. A long distance number should be entered as Invoice FAX Number: Enter the fax number to be used when faxing billing invoices. The fax product allows you to automatically fax your invoices directly from the system without printing them. Enter the fax number, as you would dial it ( , for example). This field is used if you have the N/Compass Billing application and a Fax Server application and/or software. Invoice Auto - Route Code: This code determines automatic processing of invoices for the customer. This code determines how you want invoices to be handled when you are ready to print them. This code notifies the system if you want to interface with the Fax Server/401 application. This is functional only when the N/Compass Billing application and a Fax Server application and/or software installed. The three options you can enter are: 0 Print paper copy of invoice. 1 Fax invoices, do not print paper copy. 2 Fax and print paper copy of invoices for this customer. Customer Type: Enter the appropriate customer type for the customer. The customer type is used to group customers and also determines the Accounts Receivable account number that is used. Customer types are set up in Customer Type Code File Maintenance. Accounts Receivable Table Files Option 4 Billing Table Files Option 5 Trade Disc Code: Two-character field that is used in calculating discounts for this customer based upon their trade code. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Trade Discount Code File Maintenance (Billing Table Files Menu Option 11). See the Billing/Order Entry section for detailed information. 3-6 N/Compass Hotline

41 N/Compass Version 10 Price Code: Enter the price code to represent the Billing discount/mark-up percents table. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Discount/Mark Up % File Maintenance (Billing Table Files Menu Option 7). See the Billing/ Order Entry section for detailed information. Salesman Code: Enter the code to identify the salesman for this customer. The salesman codes are entered in Salesman Code File Maintenance. Accounts Receivable Table Files Option 7 Billing Table Files Option 3 Territory Code: Enter a 3-character code to identify the territory code for this customer. The territory code reflects sales territories. You establish territory codes in Territory Code File Maintenance (Table Files Menu Option 6). Accounts Receivable Table Files Option 6 Billing Table Files Option 2 Misc-1 Code & Misc-2 Code: Two 10-character fields to be used for any purpose. This field could be used to track additional information that is not maintained in the system. This information can be easily accessed through Query or iseries Navigator. Partial Ship, Y/N: Enter Y if your customer allows partial shipments. Enter N if your customer does not want partial shipments. A warning message appears in Billing/Order Entry if partial stock is being shipped. This field only appears if the N/Compass Billing system is installed. Refer to the Billing/Order Entry section for detailed information. Shipping Inst Code: Two-character field from used to define specific shipping instructions for this customer. Examples of shipping instructions are: ASAP Delivery, General Delivery. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Shipping Instruction Code File Maintenance (Billing Table Files Menu Option 10). See the Billing/Order Entry section for detailed information. Taxable Y/N: Enter Y if orders for this customer are taxable. Enter N if the orders are not taxable. This field is used in the Billing system to determine whether tax needs to be calculated. This field only appears if the N/Compass Billing system is installed. State Tax Code: Enter the state tax code that should be used to calculate state tax on items sold to this customer. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in State Tax Code File Maintenance (Billing Table Files Menu Option 12). See the Billing/ Order Entry section for detailed information. Customer Processing Local-1 TaxCd: Enter the local tax 1 code that should be used to calculate local 1 tax on items sold to this customer. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Local 1 Tax Code File Maintenance (Billing Table Files Menu Option 13). See the Billing/ Order Entry section for detailed information. 3-7

42 Accounts Receivable Manual Local-2 Tax Cd: Enter the local tax 2 code that should be used to calculate local 2 tax on items sold to this customer. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Local 2 Tax Code File Maintenance (Billing Table Files Menu Option 14). See the Billing/ Order Entry section for detailed information. Credit Rating: Enter a user-defined value to define the customer s credit rating. Examples of credit ratings are excellent, good, fair, and poor, and so on. This field is for informational purposes only and is not used to determine whether this customer should receive credit. See the Credit Limit field that follows to set a credit limit for the customer. Invoice Terms Code: Enter the appropriate terms code to identify the terms you have offered to the customer. The terms code is used to determine due dates and potential discounts during Invoice Entry (Receivables Processing Menu Option 1). Invoice Terms Codes are set up in Terms Code File Maintenance. Accounts Receivable Table Files Option 2 Billing Table Files Option 4 Late Charge Code: Enter a late charge code to identify how a customer is charged for unpaid past due balances. Late charges are calculated when you post statements (Accounts Receivable Statements Menu Option 2) using a percentage of the customer s past due balance. The late charges that are calculated during the statement posting show up in the customer s record and will print on the next statement run. Late charge codes are set up in Late Charge Code Maintenance (Accounts Receivable Table Files Menu Option 3). Aging Schedule, 1/2: Specify the aging schedule that applies to this customer. Valid aging schedules are 1 or 2. Refer to Receivable Control File Maintenance (Table Files Menu Option 1) for detailed information on aging schedules. Aging schedules are also used to age the customer balances during the Statement Process (Accounts Receivable Statements Menu Options 2 and 4). Open Item or Bal Fwd, O/B: Enter O for an open item type customer or B for a balance forward type customer. If you specify O for open item, you can elect to show only the new balance for open charge items or to keep credit transaction detail for open charge items. You do this by entering a 0 or 1 in the Open Item Detail Field in Receivables Control File Maintenance (Table Files Menu Option 1). Balance forward keeps only current detail while summarizing each aging period balance. Print Statement Y/N: Enter Y if you want to generate a statement for this customer. Enter N if you do not want to generate statements for this customer. Running Statements (Accounts Receivable Statements Menu Option 2) generates customer statements. Order Entry Hold: Enter a Y here to put a global hold on all new orders entered for this customer. This hold is put on orders entered in the Billing/Order Entry system. This field will only appear if the N/Compass Billing system is installed. Valid codes are set up in the Order Hold Code File Maintenance (Billing Table Files Option 8). See the Billing/Order Entry section for more detailed information. 3-8 N/Compass Hotline

43 N/Compass Version 10 Last Pay Date: When you post cash / adjustments (Receivables Processing Menu option 24), the last payment date will update and display in month/day/year format, i.e. 02/14/04. Last Invoice Date: The field displays the last date and invoice was entered for this customer. The system automatically maintains this field, and you cannot change it. Credit Limit: You can enter a credit limit for the customer. If a customer has a balance that exceeds this limit, you are notified when you enter an order through Order Entry (Billing Processing Menu Option 1). You can run the Credit Limit Exception Report (Receivables Processing Menu Option 34) to find all customers that are over their credit limit. Sales This Year: The system accumulates year-to-date sales based on invoices (accrual basis) or entered cash (cash basis). If you are entering customers that have existing activity, enter the customer s sales balance here. Override Adjustments in this field, if necessary. The year-to-date figures in this field are transferred to sales last year field when you run Year-End Closing (Accounts Receivable Year- End Menu Option 5). Sales Last Year: During Year-End Closing (Accounts Receivable Year-End Menu Option 5), sales this year will be moved into sales last year. This field is updated automatically for you. If necessary, this field can be overridden. Customer Processing 3-9

44 Accounts Receivable Manual Screen 2: Ship-To File Maintenance (F5 key) Description: You can enter a default ship-to address on the first screen of the Customer File Maintenance. If you have customers with more than one ship-to address, use F5 (Multiple Ship-To F/ M) to enter and maintain all ship-to addresses for a customer. Ship-to addresses are used in the Billing system to determine the address where the order should be shipped. You need to complete this section if you have the N/Compass Billing system and have multiple ship-to addresses. Press Enter to proceed to the next screen. Press Enter to add the Ship-to address N/Compass Hotline

45 N/Compass Version 10 Press Enter to update the ship-to address. View all existing Ship-to addresses in change mode (F10). Customer Processing Place an X to select the desired Ship-to address. 3-11

46 Accounts Receivable Manual Screen 3: Customer Comments (F6 key) Description: The N/Compass Accounts Receivable system allows you to enter and maintain a record of internal comments for your customers. Each customer has their own comment file, and these comments can be accessed from Accounts Receivable and Billing any time you are in a processing option that has the comment function key available. You can use these comments to track things such as records of calls that were made to the customer, additional credit information, and follow-up dates. The comments are for internal use and are not printed on customer statements. Comment types are set up in Comment Type Code Maintenance (Control Files Menu Option 8). To enter or look at a comment, press F6 (Comments) from any of the customer screens. You are then prompted to enter a comment type and date. You can leave the comment type blank to see all comments. From the comment entry screen, you can enter the comment type and text. A comment can consist of as many lines of text as you need N/Compass Hotline

47 N/Compass Version 10 F9 (Fold/Truncate): This option displays three additional fields: user, schedule date, and action date. The user field defaults to the current user s user profile but can be used to assign comments to other users. A listing of comments and follow-up schedules can be printed on Employee Comment Reporting (Processing Menu Option 16). Customer Processing 3-13

48 Accounts Receivable Manual Comment Type: If you want to display comments for only one comment type, enter the comment type code here. Leave blank to display all comments. You must set up comment type codes in Comment File Maintenance (Control Files Menu Option 8). Date: Defaults to the current date. This date is the date given to any new comments. You can change the date by pressing F5 (Change Date). Press Enter to display existing comments The most recent page of comments is displayed. Use the Page Up key to display previous comments. To add comments, use the following fields. Type: Enter the comment type code you want to classify this comment under. The comment type code entered must be set up in Comment File Maintenance (Control Files Menu Option 8). If you selected a comment type at the top of the screen it will default here, but can be changed to any other valid comment type code. Comment: Enter your comment. You may use as many lines as needed. You can delete comments by clearing the line on which it appears. Use the function keys at the bottom of the comment entry screen to do the following: F5 (Change Date): Press F5 to change the date of new comments added. F6 (Print All Comments): Press F6 to print all comments on file for this customer N/Compass Hotline

49 N/Compass Version 10 F7 (Print Comments for Type Code): Press F7 to print only the comments with the comment type code entered at the top of the screen. F9 (Fold/Truncate): Press F9 to display or remove additional information: User: The User ID of the user who entered the comment. This defaults to the current user profile. If you want to assign this comment to another user, enter that user here. Schedule Date: The date on which the action described on the comment line is scheduled to be done. This is a very useful field for items that you want to follow up on by a certain date. If you discussed late payment with a customer and want to talk with them in a month to conduct a follow up call, for example, you can enter the date that you want to speak with them in this field. You can then run comment reports sorted by schedule date to remind you when you need to follow up on the comment. Action Date: Enter the date that the action described on the comment line is actually completed. Comment entry is available in many Accounts Receivable options. If it is available, a Comment function key appears at the bottom of the screen. All comments are entered in the same file and the file is shared between the Accounts Receivable and Billing systems. You can print out comments by using Customer Comment Reporting (Processing Menu Option 16) Customer Processing 3-15

50 Accounts Receivable Manual Option 12: Customer File Inquiry Description: This option allows you to view customer data on your screen. After you have added a customer to the system, you can view all information that you set up when you were in Customer File Maintenance (Processing Menu Option 11). After you apply invoices, credit memos, and so on to their record, you can see the current balances and aging here. Depending on the information you need, you can directly access the customer information, balances, history, and/or comments. When you choose this option, you see the following selection screen. This screen automatically pulls up your customers in alphabetical order. By pressing F8 (Customer #/Customer Name Selection), you can display the customers in customer number order. On either of these screens, you can use the position to field to move the screen to a certain customer name or number. If you want to create your own selection criteria, press F7 (Selection). If you press F7, you see the following screen N/Compass Hotline