PRINTER S PLAN 2000 USER S GUIDE. Chapter 9 A/R

Transcription

1 PRINTER S PLAN 2000 USER S GUIDE Chapter 9 A/R Accounts Receivable Posting Applying Payments Method A: Method B: To apply a payment against an invoice that has been posted to Accounts Receivable Reversing a Payment To remove the payment from the Job To put a negative payment in the payment journal Applying the payment to the correct invoice Credits Credits Due Entering a credit into a customer s account Applying a credit amount to an invoice Credit Limits To view the credit limits of your customers: To assign a credit limit to a customer or to edit the credit limit Late Fee To assign a late fee to an invoice or to a group of invoices To view the invoices to which you have a charged late fee To delete a late fee from a Job Writeoff To write off an invoice To view or print a list of written off invoices Aging Report Statements and Past-due Notices Accounts Receivable Reports Reports available from the A/R section of Printer s Plan Credit Invoices Accounts Receivable 327

2 9 ACCOUNTS RECEIVABLE Accounts Receivable To access the Accounts Receivable section, click A/R in the Section menu. In Printer s Plan, Accounts Receivable and Sales read their data directly from Job History. This means, when you make a change in a job in History, the Sales and the Accounts Receivable data will be automatically updated. These three sections, Accounts Receivable, Sales, and Job History are interrelated. A change in any one of them will directly affect the data in the others. You can do the following functions in Accounts Receivable section: Transfer Orders to History (Post) Apply payments Apply/edit/delete late fee Write off invoices Send statements Send past-due notices Print accounts receivable related reports 328

3 PRINTER S PLAN 2000 USER S GUIDE Posting In Printer s Plan, Posting means moving the Jobs, which have been shipped and invoiced, from the Orders section to Job History. After posting, the Sales and Accounts Receivable departments will also be updated since they read their data from Job History. You may post on the Server or on a Workstation. If you post on the Server, the speed may be better. You may post any time during the day. However, all the other workstations must quit Printer s Plan before you start posting and must not open the program before posting is over. We recommend you post every day. However, if you average about thirty invoices a week, you may post weekly or every few days. An advantage of posting every day is that your Accounts Receivable will be current every day. IMPORTANT!! Conditions for a job to be ready to be posted: To post jobs: a. The job must have a Shipped date. b. An invoice must have been printed. Always backup your data before posting. If a problem, such as a disk error, power failure, or data corruption, arises during posting, you can restore your data from the backup. IMPORTANT!! 1. Backup your data. See Backing up your data in the Basics chapter. 2. In the A/R section, open the Invoices Ready to Post folder by clicking the (+) sign next to it. 3. Click List. A list of Jobs appears. These Jobs have been shipped and the invoices for them have been printed. They have not been posted yet. 9 Accounts Receivable 329

4 9 ACCOUNTS RECEIVABLE NOTE To see all the information on one screen, click the thumbtack next to List Manager. To print the list, click Print Check the Jobs on the list against the hard copies of the invoices. If there is a discrepancy in a Job, double-click the Job to open it and to make the corrections. If you want to take a Job off this list so that the Job will not be posted: I. Double-click the Job to open it. II. Click When... to open the When window. III. Cancel the Shipping Date by clicking in the box in the Shipped field. This removes the check mark from the box and fades the date. IV. Close the When window and close the Job. The Job will still appear on the list of Invoices Ready to Post until you refresh the list. To refresh the list, click List on the List Manager tool bar and select Refresh List. If you don t want to post all the invoices on the list, select the ones you want to post. 330

5 PRINTER S PLAN 2000 USER S GUIDE TIP TIP Pressing the [Shift] key while clicking allows you select multiple invoices. Pressing the [Ctrl] key while clicking allows you to select non-sequential items. 5. Click Post... on the List Manager Tool Bar. A dialog box appears asking if you want to post all the Jobs or the selected Jobs. 6. Make your selection. 7. Click OK. A window appears, reminding you to backup data before you post. 9 Accounts Receivable IMPORTANT!! Backup now if you have not yet done so. 331

6 9 ACCOUNTS RECEIVABLE 8. Click Yes to continue. Another confirmation window appears. 9. Click Yes. The invoices will be posted. Printer s Plan will show you how many Orders (Jobs) and Quick Sales have been posted. After posting, Printer s Plan will show a list of reports you can print. Click the ones you want to print. Click Print Now or Print to... Printer s Plan will print the reports you selected. To setup default posting report options so that certain reports will automatically print after posting: 1. Click Defaults in the Section menu. 2. Open the Options folder. 3. Click Reporting. A list of reports appears. 332

7 PRINTER S PLAN 2000 USER S GUIDE 4. Check the reports you want Printer s Plan to print automatically after each posting. 5. Click OK to save and close the window. Applying Payments You can access the Payment screen in two methods: Method A: 1. In the A/R section, open the Payments Expected folder by clicking the (+) sign next to it. 9 Accounts Receivable 333

8 9 ACCOUNTS RECEIVABLE 2. Click This Week. A list showing customers who have open invoices appears. 3. Double-click the customer. The Payment screen opens with a list of all the open invoices for that customer. Method B: 1. In the A/R section, click New... The Find Customer window opens. 2. Find the customer. See Finding Customers in the Customers chapter. 3. Click OK. The Payment screen opens with a list of all the open invoices for that customer. 334

9 PRINTER S PLAN 2000 USER S GUIDE To apply a payment against an invoice that has been posted to Accounts Receivable: 1. Fill in the payment information: Date: The date you receive the payment. This field defaults to today s date. You may choose to assign another date, such as the date you deposit the payment. Whichever date you assign will be the date that shows in the Payments Received report. Type: The payment type the customer used. You can setup this list of payment types in Defaults/General/Payment Types. No: The reference number for this payment, such as the check number. Amount Received: The amount of the total payment. 2. Check the invoice(s) to which you want the payment applied. 9 Accounts Receivable 335

10 9 ACCOUNTS RECEIVABLE If this is an overpayment or a payment where the account balance is zero, the payment will be credited to the customer s account. IMPORTANT!! Printer s Plan will remind you of the credit amount next time you want to apply a payment. 3. Click Save to save the payment. Tasks you can do on Payment screen: To view the job for a selected invoice, click View Job. To view/edit the accounting information on a selected invoice, click Edit Job. To view the customer, click View Customer. To view/edit the notes in the customer s file, click Customer Note. To move to the next/previous/first/last customer, use the arrow keys. To enter a payment for another customer instead, click New. If you receive a payment that covers all the customer s unpaid invoices, you can, before entering the payment amount, click Pay All, located below the customer address. In the Received field, you will see an amount equal to the total of the invoices. 336

11 PRINTER S PLAN 2000 USER S GUIDE If a customer has many unpaid invoices and his payment covers most of the invoices, you can, before entering the payment amount, click Pay All, located below the customer address. In the Received field, you will see an amount equal to the total of the invoices. Now, click the invoices that are not paid by this payment. This will uncheck these invoices. You will see the payment amount decrease to equal to the total of the paid invoices. To apply a partial payment to an invoice: 1. Click the invoice to highlight it. 2. Click Apply Partial Payment. The Apply window appears. 3. Type in the amount of payment you want to apply to this invoice. 4. Click OK. Reversing a Payment If you have entered a payment incorrectly, you need to reverse it in order to remove it from Printer s Plan. To reverse a payment, you need to: I. remove the payment from the Job, II. put a negative payment in the payment journal. III. Apply the payment to the correct invoice. To remove the payment from the Job: 1. In the A/R section, find the job and open it. 9 Accounts Receivable 337

12 9 ACCOUNTS RECEIVABLE 2. Click Subtotal, Discount, Tax, Commission... The Job Totals window appears. 3. Click on the amount in the Paid field. 4. In the Paid field, highlight the amount and enter zero (0). 5. Click OK to save and to close the Job Totals window. 6. Click Close to close the Job. To put a negative payment in the payment journal: 1. In the A/R section, click New. The Find window appears. 2. Enter the appropriate information to find the customer. The customer s Payment window appears. 338

13 PRINTER S PLAN 2000 USER S GUIDE 3. In the Date field, change the date to the date of the incorrect payment. 4. In the No field, type a word, such as Correct for description. 5. In the Received field, enter the amount with a minus (-) sign in front of it so that it will show as a negative payment. 6. Press [Enter]. A window appears asking if you want to save this negative payment. 7. Click Yes to save the negative payment. Applying the payment to the correct invoice: 9 Accounts Receivable 1. In the Payment window of the customer, change the date to the date of the payment. 2. Proceed following the steps in Applying Payments. 339

14 9 ACCOUNTS RECEIVABLE Credits A credit is money you owe a customer. When a customer sends you a check for an amount greater than his balance, the difference is credited to the customer s account. Later you may apply this overpayment to unpaid invoices. If a customer has a credit due, Printer s Plan will ask if you want to apply the credit amount when you enter payments. Credits Due To display a list of the customers with credits on their accounts: 1. In the A/R section, open the Credits folder by clicking the (+) sign next to it. 2. Click Due. A list of all the customers with credits on their accounts appears. You can print this list by clicking Print... on the List Manager Tool Bar. To edit/delete a credit due: 1. Display the list of credits due. 340

15 PRINTER S PLAN 2000 USER S GUIDE 2. Double-click the customer whose credit you want to edit. A window appears showing the credit due the customer. 3. Enter the new amount you owe the customer. Enter 0 to delete the credit. 4. Click OK. To delete one or more credits due: 1. Display the list of customers with credits in their accounts by clicking Due. 2. Select the customers whose credits you want to delete. TIP TIP Pressing the [Shift] key while clicking allows you select multiple invoices. Pressing the [Ctrl] key while clicking allows you to select non-sequential items. 3. Right-click on the list. A menu appears. 9 Accounts Receivable 341

16 9 ACCOUNTS RECEIVABLE 4. Select Delete. A window appears asking if you want to delete the credits in these customers accounts. 5. Click Yes. Entering a credit into a customer s account When you receive an overpayment or a payment when the account balance is zero: 1. Enter this payment as any other payment. (See Applying Payments in this chapter.) 2. Click Save to save the payment. A window appears, asking if you want to credit this amount to the customer s account. 342

17 PRINTER S PLAN 2000 USER S GUIDE 3. Click Yes. The amount goes into the account as a credit. This credit is recorded in the customer s file. 4. A window appears asking if you want to print a memo to the customer about the credit. Click Yes if you do. You need to have MS Word 97 or higher to print this memo. Applying a credit amount to an invoice When a customer has a credit in his account and you want to apply it to an invoice: 1. Proceed as if you will apply a payment to the customer s account. (See Applying Payments in this chapter.) 2. When you double-click the customer s name in the Payments Expected list, a window appears, informing you that the customer has a credit and asking if you want to use it to pay invoices. 3. Click Yes. The Payment window opens and the credit amount shows in the Received field. 4. Proceed as if you are applying a payment. 9 Accounts Receivable Credit Limits To view the credit limits of your customers: 1. In the A/R section, open the Credits folder by clicking the (+) sign next to it. 343

18 9 ACCOUNTS RECEIVABLE 2. Click Limits. A list of your customers with their credit limits appears. To assign a credit limit to a customer or to edit the credit limit: 1. Click Customers in the Section menu. The Customers section opens. 344

19 PRINTER S PLAN 2000 USER S GUIDE 2. Click Find in the List Manager tool bar to find the customer. The Customer Find window appears. 3. Find the customer. See Finding Customers in the Customers chapter. 4. Double-click the customer to open the customer s file. 5. Enter the credit limit amount or edit it in the Credit Limit field. 6. Click Save. Late Fee Printer s Plan uses the term Late Fee for any penalty or interest you want to charge for past due invoices. An invoice becomes Past Due when its Payment Due Date is earlier than today. Printer s Plan does not assign a late fee automatically. You need to assign it to the invoices you select. To assign a late fee to an invoice or to a group of invoices: 9 Accounts Receivable 1. In the A/R section, open the Late Fee folder by clicking the (+) sign next to it. 345

20 9 ACCOUNTS RECEIVABLE 2. Click Chargeable. A list of Jobs that are past due appears. 3. Select the invoice(s) to which you want to charge a late fee. TIP TIP Pressing the [Shift] key while clicking allows you select multiple invoices. Pressing the [Ctrl] key while clicking allows you to select non-sequential items. 346

21 PRINTER S PLAN 2000 USER S GUIDE 4. Click Charge Late Fee... on the List Manager Tool bar. The Late Fee Chargeable window opens. NOTE Changes made in this window are saved as default. 5. Enter the information requested. 6. Click OK to charge the late fee. A confirmation window appears. 7. Click Yes. Another confirmation window appears. 8. Click Yes. To view the invoices to which you have a charged late fee: 1. In the A/R section, open the Late Fee folder by clicking the (+) sign next to it. 9 Accounts Receivable 347

22 9 ACCOUNTS RECEIVABLE 2. Click Charged. A list of your customers with their late fee amounts in their accounts appears. To delete a late fee from a Job: 1. In the A/R section, open the Late Fee folder by clicking the (+) sign next to it. 2. Click Charged. A list of your customers with their late fee amounts in their accounts appears. 348

23 PRINTER S PLAN 2000 USER S GUIDE 3. Double-click the Job, from which you want to delete the late fee. The Job opens. 9 Accounts Receivable 4. Click Subtotal, Discount, Tax, Commissions... at the bottom of the screen. The Job Totals window appears. 349

24 9 ACCOUNTS RECEIVABLE 5. Highlight the total in the Late Fee field. 6. Type 0 (zero). 7. Click OK to save and to close the Job Totals window. 8. Click Close to close the Job. You can also delete the Late Fee in the Payments screen of a customer s account. 1. Click New on the List Manager tool bar. The Find Customer window appears. 350

25 PRINTER S PLAN 2000 USER S GUIDE 2. Find the customer. The Payment window appears. 9 Accounts Receivable 3. Click Edit Job. The Job Totals window appears. 351

26 9 ACCOUNTS RECEIVABLE 4. Follow the steps 7 through 9 above. Writeoff When payment for an invoice looks unlikely to be collected, you may want to write the invoice off. To write off an invoice: 1. In the A/R section, open the Write-off folder in the List Manager by clicking the (+) sign next to it. 2. Click Likely. The Writeoff likely window appears. 352

27 PRINTER S PLAN 2000 USER S GUIDE NOTE Changes made in this window are saved as default. 3. Fill in the requested data. 4. Click OK. Printer s Plan displays a list of the invoices that satisfy the conditions you specified. 5. Select the invoice(s) you want to write off. TIP TIP Pressing the [Shift] key while clicking allows you select multiple invoices. Pressing the [Ctrl] key while clicking allows you to select non-sequential items. 9 Accounts Receivable 353

28 9 ACCOUNTS RECEIVABLE 6. Click Writeoff... on the List Manager Tool Bar. A window appears asking if you want to write off the selected invoice(s). 7. Click Yes to write off the invoice(s). A confirmation window appears. 8. Click Yes to confirm the write off. When you write off invoices, your weekly, monthly, and yearly sales will not be affected. IMPORTANT!! To view or print a list of written off invoices: 1. Open Writeoff in the List Manager. 2. Click Written-off to display a list of invoices written off. 354

29 PRINTER S PLAN 2000 USER S GUIDE 3. Click Print... to print the list. Aging Report There are two aging reports in Printer s Plan: One that does not include the credits, the other one that includes the credits. A. To print an aging report that does not include the credits: 1. In the A/R section, open the Invoices Unpaid folder by clicking the (+) sign next to it. 9 Accounts Receivable 2. Click By Customer (Aging). A list showing all the customers with balances appears. 355

30 9 ACCOUNTS RECEIVABLE 3. Click Print. The Print window appears. 4. Under Document, click Aging. 5. Click Print Now. The Aging report can also be printed in landscape format to give a wider space to numbers. You can print an Invoice List by clicking Invoice List in the Print window. B. To print an aging report that includes the credits: 1. Open Printer s Plan Companion. (To learn how to access this program, see Printer s Plan Companion in the Reports chapter.) 2. Click A/R Reports. 356

31 PRINTER S PLAN 2000 USER S GUIDE 3. Click the printer icon next to Aging Report with credits. The other icon lets you preview the report on the screen. 9 Accounts Receivable 357

32 9 ACCOUNTS RECEIVABLE Statements and Past-due Notices To print statements: 1. In the A/R section, open the Send folder in the List Manager by clicking the (+) sign next to it. 3. Click Statement. A list appears showing customers who have open invoices. 4. Select the customer(s) for whom you want to print statement(s). TIP TIP Pressing the [Shift] key while clicking allows you select multiple invoices. Pressing the [Ctrl] key while clicking allows you to select nonsequential items. 358

33 PRINTER S PLAN 2000 USER S GUIDE 5. Select Print... on the List Manager Tool Bar. The Print window opens. 6. Select the options you want. 7. Click Print. Options: 9 Accounts Receivable If you have preprinted statements, you may not need to select Form:Company Name, Form:Address, Form:Headers, and Form:Title. If you do not want the statement to show the late fee, payments, and total, do not select $ Total/LateFee/Paid. 359

34 9 ACCOUNTS RECEIVABLE If you do not want the statement to show the aging, do not select $ Aging. Printer s Plan will not print a statement for a customer whose Send Statement field in the Customer File is not set to Yes. IMPORTANT!! NOTE To level your incoming cash flow, you may send half of the statements, such as statements for customers A through M, at the beginning of the month and send the rest in the middle of the month. If you want to add/edit a note add/edit footer edit the top margin use another font type and size assign to the form a name different from Statement : 1. Click Defaults in the Section menu. 2. Open the Options folder. 3. Click Printing. 4. Click Statement. To print statements: Follow the same procedure as the statements. In step 3, select Past Due Notice when you have the option. Accounts Receivable Reports The accounts receivable reports are available from two separate sections: 1. The A/R section of Printer s Plan. 2. Printer s Plan Companion. Reports available from the A/R section of Printer s Plan: To access these reports, in the A/R section: 1. Click the (+) sign next to the corresponding folder. A list of filters appears. 360

35 PRINTER S PLAN 2000 USER S GUIDE 2. Click the appropriate filter. The information appears on the right side of the screen. 3. Click Print to print the report. The Print window appears. 4. If options are listed under Document, select one. 5. Click Print Now to print. 9 Accounts Receivable 361

36 9 ACCOUNTS RECEIVABLE These reports are: Invoices Ready to Post Shows a list of invoices that are ready for posting. (See Posting in this chapter.) Invoices Unpaid Shows all the open invoices. Aging Report See Aging Report in this chapter. 362

37 PRINTER S PLAN 2000 USER S GUIDE Invoices Paid in Full Shows all the invoices that have been paid in full. Payments Expected Shows the total amount of invoices that are due for payment. The information is based on the payment terms of each invoice. 9 Accounts Receivable 363

38 9 ACCOUNTS RECEIVABLE Payments Received (Payment Journal) Shows the total amount received from each customer during the period selected. Statements and Past Due Notices See Statements and Past Due Notices in this chapter. Reports available from Printer s Plan Companion: To learn how to access and use Printer's Plan Companion, see Printer s Plan Companion in the Reports chapter. These reports are: Invoice Summary Shows four reports on one page. A. Unpaid Invoices By Payment Due Date An invoice is current if the Payment Due Date is today or later. An invoice is "past due" if its Payment Due Date is earlier than today s date. 364

39 PRINTER S PLAN 2000 USER S GUIDE B. Fully Paid Invoices By Last Payment Date (Cash Income) Use this report if you pay your income tax, royalties to the franchisor, and commissions from sales based on invoices paid (cash based). C. All Invoices By Invoice Date (Accrual Income) Use this report if you pay your income tax, royalties to the franchisor, and commissions from sales based on invoice date (accrual income). 9 Accounts Receivable 365

40 9 ACCOUNTS RECEIVABLE D. Payments Received (Quick Sales + Deposits + A/R Payments) Use this report to compare the figures with your bank statements. Aging Report with Credits See Aging Report in this chapter. Credit Invoices You can now create a Credit Invoice for an Invoice in History that was posted in a prior accounting period and has an error affecting the job total or commission. You have two options for creating the Credit Invoice: To simply reverse the existing Invoice, create a Credit Invoice only. To make a correction in the Invoice, create a Credit Invoice and a Revised Invoice. To create a Credit Invoice only: 1. Right-click on the incorrect job in history. A menu will appear. 2. Click on Copy and Paste... The Paste As window will appear. 3. Choose Credit Invoice. The Credit Invoice is created. The Credit Invoice is a full reversal of all amount on the original Invoice. The number of the Credit Invoice is also the reverse of the original Invoice. 4. Print the Credit Invoice and post it with your other invoices as normal. The Credit Invoice will reduce this month's sales and commissions to reflect the reversed sale. 366

41 PRINTER S PLAN 2000 USER S GUIDE To create a Credit Invoice and a Revised Invoice: 1. Right-click on the incorrect job in history. A menu will appear. 2. Click on Copy and Paste... The Paste As window will appear. 3. Choose Credit Invoice + Revised Invoice, a Credit Invoice and a Revised Invoice are created. The Credit Invoice is a full reversal of all amount on the original Invoice. The number of the Credit Invoice is also the reverse of the original Invoice. 4. Print the Credit Invoice. 5. Make any changes necessary to the Revised Invoice 6. Post both the Credit Invoice and the Revised Invoice with your other invoices as normal. The Credit Invoice will reduce this month's sales and commissions to reflect the reversed sale. The Revised Invoice will correct this month's sales and commissions to reflect the corrected sale. NOTE The original Invoice is now marked as a Credited Invoice. Credit Invoices and Credited Invoices cannot be edited. Before posting the Credit Invoice, you may undo the Credit Invoice by deleting the Credit Invoice. Once posted, Credit Invoices and Credited Invoices cannot be deleted for 1 year. The Balance of both the Credit Invoice and Credited Invoice is set to $0.00. The Date Paid of both the Credit Invoice and Credited Invoice is set to today's date. Credit Invoices cannot be used to create new Jobs. 9 Accounts Receivable 367

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