Solar Eclipse Accounts Receivable. Release 8.7.2

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1 Solar Eclipse Accounts Receivable Release 8.7.2

2 Legal Notices 2011 Epicor Software Corporation. All rights reserved. Unauthorized reproduction is a violation of applicable laws. Epicor and the Epicor logo are registered trademarks and/or registered service marks of Epicor Software Corporation in the United States and other countries. Epicor Eclipse is a trademark and/or service mark of Epicor Software Corporation. All other trademarks or service marks are the property of their respective owners and should be treated as such. Epicor Eclipse Online Help System This online help system, as well as the software described in it, is provided under license and may be used only in accordance with the terms of the license. The content provided is for informational use only and is subject to change without notice. Epicor Software Corporation assumes no responsibility or liability for any errors or inaccuracies that may be included in this documentation. Publication Date: September 14, 2011

3 Table Of Contents Accounts Receivable Overview... 1 Cash Receipts... 1 Inquiries... 1 Collections Management... 1 Utilities... 2 Reports... 2 Setup Requirements for Accounts Receivable... 3 Control Maintenance Records... 3 Authorization Keys... 4 Cash Receipts Overview... 5 Batch Cash Receipts Entry... 5 Auto Suggest... 5 Adjustments and Write-Offs... 5 Reconciliation... 5 Setup Requirements for Cash Receipts... 6 Control Maintenance Records... 6 Authorization Keys... 6 Entering Cash Receipts... 8 How the System Matches Invoices for Automatic Cash Receipts A/R Aging Methods and Examples Examples Receiving Payments for Accounts Resolving Cash Receipt Variances Editing Cash Receipts Viewing Changes to Cash Receipts Changing Display Options for Cash Receipts Changing Cash Receipt Column Views Applying Cash Using Auto Suggest Applying Unapplied Cash to Invoices Adjusting Invoice Amounts Reconciling Your Cash Box Example Posting Miscellaneous Cash Receipts iii

4 Solar Eclipse Accounts Receivable Reviewing Cash Receipts Correcting Cash Receipts in Closed Periods Entering Batch Cash Receipts Reviewing Batch Cash Receipts Changing Customers on Cash Receipts Searching for Cash Receipts Changing Batch Cash Receipt Column Views Creating Cash Receipts from Bank Lock Box or EFT Files Uploading and Viewing the Bank File Processing the Uploaded Bank File to Create Cash Receipts Reviewing the Created Cash Receipts Defining Cash Receipt Update Parameters Changing Cash Receipts Upload Formats Deleting Cash Receipts Upload Templates Anticipation Credit Overview Example of How the System Calculates Anticipation Credit Setup Requirements for Anticipation Credit Control Maintenance Records Authorization Keys Additional Setup Setup Requirements for Invoice and Statement Processing Control Maintenance Records Authorization Keys Anticipation Credit Basics Example of How the System Calculates Anticipation Credit Activating Anticipation Credit Applying Anticipation Credit A/R Inquiry Overview Viewing Customer Receivable Information Customer Ranking Details Viewing Customer Sales Histories Viewing Activity Based Customer Sales Histories Viewing A/R Balance Summaries Viewing Open Sales Orders in A/R Viewing Open Sales Order Bids in A/R iv

5 Table Of Contents Inquiring About Unpaid Invoices A/R Ledger Overview Viewing Transactions on Customer Accounts Viewing Aging Information on Customer Accounts Limiting Transaction Displays in A/R Reprinting Invoices A/R Collections Overview Locating Customers with Past-Due A/R Balances Viewing the A/R Collection Queue Changing Collections Queue Column Views Logging Collection Calls Setting A/R Trending Parameters Viewing Customer A/R Trend History Handling Checks Returned from the Bank Service Charges Overview Setup Requirements for Service Charges Control Maintenance Records Additional Setup Creating Service Charge Products Creating Service Charge Messages Posting Service Charges to Past-Due Accounts Printing, Faxing, and ing Statements Overview Defining Customer Records for Faxed Statements Defining Fax Statement Parameters Printing Statements How the System Determines Printer Location for Statements Faxing or ing Single Statements Faxing Multiple Statements Creating or Editing Customer Statement Lists A/R Utilities Overview Calculating Credit Performance Statistics Ranking Customers Ranking Customer Products Changing Invoice Ship Dates Loading A/R Balances Manually v

6 Solar Eclipse Accounts Receivable Notifying Customers of Overdue Invoices Automatically Writing Off Cash Amounts Automatically Writing Off Invoice Amounts A/R Reports Overview Cash Receipts Journal Cash Box Journal Detail Cash Application Report A/R Aging Report Bank Deposit Summary Report Unpaid Invoices Report Running the Cash Receipts Journal Running the Cash Receipts Resolutions Report Running the Cash Box Journal Running the Detail Cash Application Report Running the A/R Aging Report What the Report Shows Running the Bank Deposit Summary Report Running the Unpaid Invoices Report Index vi

7 Accounts Receivable Overview Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The accounts receivable program is a transactional, real time system It gives you instant access to your receivables information to manage your cash flow and process delinquent accounts. An entry in cash receipts immediately affects a customer's account and credit status. You can view A/R ledger activity for any customer for any date range and drill down from a summary level to transaction level with one keystroke. You will often find Accounts Receivable abbreviated as A/R in the system. Use the procedures in the following areas to manage your accounts receivables. Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The system lists the sum of all of your customer accounts receivable as a current asset on your balance sheet. You will often find Accounts Receivable abbreviated as A/R in the system. Cash Receipts When you receive a payment from a customer, you can use the Cash Receipts application to record it. This application shows all of the customers invoices, even those received via EDI (Electronic Data Interchange), and provides a variety of ways to apply payments. You can make adjustments or write off bad debt as needed. As soon as you enter a cash receipt, the system posts the amounts to the general ledger, providing you with a constant, up-to-date picture of your accounts receivable. Inquiries View A/R activity for a customer, for any range of dates, from A/R Inquiry or the A/R Ledger. You can drill down from summary level data to see transaction level detail. The A/R system provides you with a number of tools to help you manage your accounts receivable: The A/R inquiry gives you a complete picture of your customers' accounts, from aging information to credit limits to when they last purchased products from you, as of a particular date, in real time. The A/R ledger is a real-time record of your customers' charges and payments. Collections Management Aged receivables reporting and task automation work queues helps you prioritize collection efforts and minimize write-offs. The A/R collection queue helps you track customers whose invoices are past due, in real time. You can track your communications with customers, including the last time you contacted them, any conversations you had with them, and whether you have sent them collection notices. You can sort the queue by who owes you the most money, who has owed money the longest, by who is over their credit limit, or by any number of other useful ways. This information is also available in report form. You can even eliminate proof-of-delivery phone calls by imprinting digital signatures on your customers' invoices, if you use the Signature Capture companion product in conjunction with the Accounts Receivable application Epicor Software Corporation. All rights reserved. 1

8 Solar Eclipse Accounts Receivable Rel Utilities The system also includes a variety of ways to evaluate your customers in terms of how much business they give you and what kinds of products they purchase most often. You can find out who uses credit cards, which can be useful if you are interested in extending them credit through your company. You can even use an accessory program called ABC (Activity Based Costing) to find out which customers are costing you more money than they spend. Reports A number of reports are available for your use. When a customer purchases something, the system records the sale in the cash receipts journal. The system also records any over the counter purchases in the cash box journal, which you can then use to reconcile the cash in your drawer to the system totals. For a complete review of all A/R reports, see A/R Reports Overview Epicor Software Corporation. All rights reserved.

9 Rel Accounts Receivable Setup Requirements for Accounts Receivable Following are the control maintenance records and authorization keys used for Accounts Receivable. Control Maintenance Records Set the following control maintenance records: ACCT AR Default Codes Default Customer Activity Source in A/R Inquiry Default Customer Source in A/R Collection Queue Default Service Charge Sales Source Default Ship Via For Service Charge Tax Code Service Charge Default Terms ACCT AR Display Parameters Cash Receipts Display Primary Ship-To's Invoices Only Display Aging Invoices From Balance Forward Perspective Display Customers/Vendors Who Are Inactive At A Branch Display Short Description For G/L Accounts in A/R Adjustment Display Zero Cash Entries In AR Inquiry Last Payment Amt Field ACCT AR General A/R Aging Method A/R Collection Letter Types Apply Batch Cash Exceeded Amount Against Invoice Auto Prompt For G/L Account Detail Notes Automatic Write Off Setup Count Last Cash Receipt As Last Payment In A/R Disable Customer Branch Authorization In Cash Receipts Disable Phantom Processing for Credit Sales Orders Exclude Postings To These G/L Accts From Commission Report Generate error report when printing/faxing from A/R Collection Queue Include Credits In Service Charge Calculation Include Service Charges In Service Charge Calculation Include Tax In Discount Calculation Limit Bank Selection By Branch 2011 Epicor Software Corporation. All rights reserved. 3

10 Solar Eclipse Accounts Receivable Rel Maximum Collection Days Date P/O Variance Resolution Reasons Post Unapplied Cash Amounts To The Customer's Home Br Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts Taxable Service Charge States Use Current Balance In Service Charge Calculation Valid Customer Invoice Status Codes Valid Customer Statement Cycles ACCT SALES Hit Individual Components G/L Account for Kits Authorization Keys Assign the following authorization keys: APPLY.CR.HKEY AR.ADJUSTMENT.ALLOWED AR.ALLOWED AR.STATEMENT CR.ALLOWED CR.CREDIT.ALLOWED CREDIT.CARD.ACCT CUST.SALES.HIST.ALLOWED PHANTOM.THREAD.COUNT SOE.CLOSED.CANCEL.AR SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL SOE.PRINT.INVOICE Assign the following authorization keys to allow activation of customers from secondary search lists: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

11 Rel Accounts Receivable Cash Receipts Overview Use the cash receipts application to enter credit and receivables information. For example, you can apply money received against money owed for a specific customer, you can track how much the customer has paid, and you can apply money so that the system pays the oldest transactions first. Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. In addition, in a closed accounting period, you can view existing cash receipts, but you cannot edit them or enter new cash receipts. Batch Cash Receipts Entry Batch receipt entry streamlines your cash entry process by using a common lock box at your bank. They bank enters your receipts for you, then sends you a file to process through the system. After processing, you can reconcile those receipts which have errors using a review queue. If you have accounts that have multiple open invoices for which you have received multiple payments, you can apply payments in a batch. The system applies the payments beginning from the oldest invoices, and creates a single cash receipt. Auto Suggest Auto Suggest is a new feature in Solar Eclipse that you can use to determine to which open invoices to apply cash. With this method, the system reviews the invoices and suggests those whose combined total matches the amount paid, beginning with the oldest invoices first. Adjustments and Write-Offs From the Cash Receipts application, you can select an open invoice and adjust the owed amount. If you owed the customer a discount and for some reason missed it, you can deduct that amount, or if all collection efforts have failed, you can write off the open amount as bad debt. Reconciliation At the end of each business day, you need to reconcile the cash you have received with the amount that the system recorded online. Once the cash and the receipts match, you then post the cash total to the general ledger as a miscellaneous cash receipt Epicor Software Corporation. All rights reserved. 5

12 Solar Eclipse Accounts Receivable Rel Setup Requirements for Cash Receipts Following are the control maintenance records and authorization keys used for Cash Receipts. Control Maintenance Records Set the following control maintenance records: Account Payment Setup Anticipation Credit Percentage Auto Cash Receipts Multi Lockbox Auto C/R Default Customer If Not Found Auto Prompt For G/L Account Detail Notes Automatic Cash Receipts Options Create Anticipation Credit Invoice From C/R Display Customers/Vendors Who Are Inactive At A Branch Do Not Apply Discounts To Cash Receipts Number of Records To Save In User Quick Access Lists Post Unapplied Cash Amounts To The Customer's Home Br Use Terms Grace Period In Cash Receipts User To Get Tracker When An Account Payment Is Made Valid Customer Invoice Status Codes Authorization Keys Assign the following authorization keys: To use the Cash Receipts or Miscellaneous Cash Receipts functions: AR.PAYMENT.BY.CC CR.ALLOWED CUST.SALES.HIST.ALLOWED SOE.CLOSED.ORDER.EDIT SOE.CLOSED.ORDER.CANCEL To use the Apply Credit menu option: APPLY.CR.HKEY To activate inactive customers: CUST.BR.AUTH.ONETIME CUST.BR.AUTH.OVRD Epicor Software Corporation. All rights reserved.

13 Rel Accounts Receivable VEN.BR.AUTH.ONETIME VEN.BR.AUTH.OVRD 2011 Epicor Software Corporation. All rights reserved. 7

14 Solar Eclipse Accounts Receivable Rel Entering Cash Receipts Use the Cash Receipts window to apply cash to a customer's open invoices. You can either post your cash receipts to a bill-to or a ship-to account specified in Customer Maintenance. If you use a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you use a ship-to customer, you can apply cash only to that ship-to customer's invoices. This procedure involves entering payment information and applying payments to open invoices. To enter payment information: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to post. If you do not remember the complete customer's name, do one of the following to display a list to select from: Click the Selection List button to display a list of your customers. Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, click the Selection List button to display the Customer Primary List (Inactive). The system displays a prompt, asking you to confirm the activation of this customer. If more than one customer matches your entry, a list of matching customers displays. Click the correct customer name to return it to the field and display the Select Cash Receipt window. Note: The ability to activate inactive customers is based on the setting in the Display Customers/Vendors Who Are Inactive At A Branch control maintenance record, and the CUST.BR.AUTH.ONETIME and CUST.BR.AUTH.OVRD authorization keys. 3. Click NEW to display the New Cash Receipt window. 4. In the Branch field, enter the branch whose G/L account the system credits with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account. 5. In the Bank field, enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to display it in the field. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 6. In the Payment Date field, enter the date the payment was received. The system populates this field with today's date. The payment date cannot be earlier than the cash receipts G/L closing date or the audit accounting date. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode Epicor Software Corporation. All rights reserved.

15 Rel Accounts Receivable 7. In the Batch # field, enter a user-defined number, if needed, to identify the batch into which this receipt is entered. This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal sorts and subtotals by batch number. 8. Click OK to display a list of open invoices for the selected customer in the Cash Receipts window. 9. Review the following account aging information at the bottom of the window: Field Total A/R Future Current Description The total amount the customer owes. The part of the customer's balance that is due but that has not yet appeared on a statement. The part of the customer's balance that you have billed and that is due within the current 30-day accounting period The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 The part of the customer's balance that is more than 120 days overdue. 10. In the Check # field, enter a check number or other payment ID that identifies the payment for reporting and inquiry purposes. 11. In the Amount field, enter the amount of cash received. The system populates the Unapplied field with the same amount. The amount of cash received that you enter in the Amount field may not be the same as the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice. If the cash receipt is in a foreign currency, the foreign currency and the current exchange rate display in red in the lower right corner of the status bar at the bottom of the window. You can change the currency you are working with on the Customer Pricing Information window. For more information, see Defining Customer Pricing Options. 12. Do one of the following: To... apply the cash to open invoices enter the amount as unapplied cash Do this... Continue with To apply a payment to open invoices. From the File menu, select Exit. At the Unapplied Cash prompt, click Yes. Depending on your Post Unapplied Cash Amounts To The Customer's Home Br control maintenance record, an additional prompt may ask whether to apply the unapplied amount to your home branch. If you click No, the unapplied payment posts to the branch where the system records the cash receipt. For more information, see Applying Unapplied Cash to Invoices Epicor Software Corporation. All rights reserved. 9

16 Solar Eclipse Accounts Receivable Rel To... search for an invoice or open amount display only those invoices with a particular status code, for example, to resolve receipts with a particular variance type Do this... In the Invoice #, Customer PO#, or the Release # field, enter all or a portion of an invoice, customer purchase order, release number, or an open amount and press Enter. The system displays the results in a drop-down list from which you can select the invoice you want to jump to. If your search matches a single invoice, the system jumps directly to that invoice in the list. In the Status field in the header section of the window, select the status you want to view. The status field in the table indicates any variances that exist with the invoice. To apply a payment to open invoices: 1. Enter the payment information. 2. Choose one of the following methods for applying the cash: Note: When you use any of the options under the Apply menu, scroll down to view transactions on other pages that have received applied cash. To... apply the cash and any discount amount to a specific invoice Do this... Select the invoice and, in the Cash field, enter the amount of the cash to apply. Note: This field accepts negative amounts. apply all outstanding credit transactions to the oldest outstanding debit apply the cash to the oldest open debit transactions until the full amount has been applied apply the cash to the invoices in a specific aging bucket solicit recommendations from the system for which invoices to apply the cash to From the Apply menu, select Apply Credits. From the Apply menu, select Apply Old. From the Apply menu, select Apply Age to display the Choose Age prompt. Enter the age and click OK. From the Apply menu, select Auto Suggest. The Cash Receipts Auto Suggest window displays. 3. Review or edit the following for each invoice, as needed: Column Invoice #* Status Description A number that identifies the open invoice in the system. Deposits for the customer are indicated with DEP after the order number. For example, S DEP. Invoices for service charges include S/C after the order number. For example, S S/C. You can change the view to view customer PO number or release numbers using the View > Change View menu. A code that identifies the status of the invoice, for example, on hold. These userdefined codes are set up in the Valid Customer Invoice Status Codes control maintenance record Epicor Software Corporation. All rights reserved.

17 Rel Accounts Receivable Column Open Amount* Disc Date* Disc Avail* Discount Freight* Handling* Tax Cash Balance* Note Description The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system will update this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after you have applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. *View-Only The running totals of the Open Amount, Discount, Cash, and Balance columns display beneath those respective columns. 4. Do any of the following, as needed: To... save the transaction and clear the window for the next entry delete a transaction abort a transaction after you have applied all of the cash view the sales order for a selected invoice enter or edit a note attached to an invoice Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Exit At the Save Changes prompt, click No. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays. Note: If you display this window in view-only mode, this option is not available. view a list of transactions for the customer View > A/R Ledger The A/R Ledger window displays Epicor Software Corporation. All rights reserved. 11

18 Solar Eclipse Accounts Receivable Rel To... change the columns that display in the detail area Select this menu option... View > Change View A list of column views displays. Select an option. 5. From the File menu, select Exit. If applicable, check for anticipation credit. At the Save Changes prompt, click Yes to post the receipt. Note: The system assigns cash receipts a 10-digit number prefixed with a C and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the CASH.REC item. Never change this number unless instructed to do so by Eclipse personnel Epicor Software Corporation. All rights reserved.

19 Rel Accounts Receivable How the System Matches Invoices for Automatic Cash Receipts When uploading cash receipts electronically, by default the system uses the following matching rules to apply the incoming checks to the correct accounts and creating cash receipts in batches automatically for review. You can adjust the matching rules, if needed, by using the Automatic Cash Receipts Options control maintenance record. The system considers the following for initially matching cash receipt data: Customer Invoice Number - The system compares only invoices for the customer based on the Magnetic Ink Character Recognition (MICR) data printed on each check. MICR data includes the check number, the bank account, and routing number provided by the American Banking Association (ABA). P/O Number - The system compares open invoices first and then closed invoices. If multiple invoices have the same PO number, the system selects the first one. Invoice Number - The system compares all invoices across the system regardless of the MICR or ABA data on the check. Formatted Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as in an S order number, then system then adds the order prefix (S ) and the generation suffix (S ). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice. Initial Match Customer Invoice Number Customer Invoice Number Customer Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Gross Parent > Bill-to > Ship-to Default is No Gross with any exceptions Exceptions Considered Parent > Bill-to > Ship-to Default is No Taxes Discount or Freight Freight None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment P/O Number Gross Parent > Bill-to > Ship-to Default is No P/O Number None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment Invoice Number Gross All Default is No 2011 Epicor Software Corporation. All rights reserved. 13

20 Solar Eclipse Accounts Receivable Rel Initial Match Invoice Number Formatted Invoice Number Formatted Invoice Number What the System Compares to Customer Level Compare Order Leave Unapplied? Exceptions Considered None All Default is No Short Payment Duplicate Payment Over Payment Gross Parent > Bill-to > Ship-to Default is No None Parent > Bill-to > Ship-to Default is No Short Payment Duplicate Payment Over Payment Epicor Software Corporation. All rights reserved.

21 Rel Accounts Receivable A/R Aging Methods and Examples The A/R Aging Method control maintenance record determines the method the system uses to move A/R amounts between aging buckets. The record must be set to one of the following nine methods: Method Description 1 Due Date/Days (one month invoice date) 2 Due Date/30 Day Rolling (30 days from invoice date) 3 Due Date/Calendar Month End 4 Due Date/Fiscal Month End 5 Invoice Date/Days 6 Invoice Date/30 Day Rolling 7 Invoice Date/Calendar Month End 8 Invoice Date/Fiscal Month End 9 Due Date/30 Day Rolling (Version 2) Methods 1 through 4 and 9 are based on the due date calculated from the terms on the invoice, whereas methods 5 through 8 use the invoice date. The default method is Method 4 - Fiscal Month End. If you elect to use method 5, 6, 7, or 8, the system does not use the Future bucket. Use the A/R Aging Bucket Names control maintenance record to modify A/R aging bucket names to suit your industry. For example, if you are using an aging method that uses due dates, then some sites change the name of the Current bucket to be "1-30," since those invoices are 1 to 30 days past due. Examples The following tables represent how the system calculates the aging bucket dates for each method, based on the following data: Invoice Date: 06/04/10 Due Date: 07/15/10 Fiscal Month: Closes on the 25th of each month. Method 1 - Due Date/Days (one month invoice date) Aging Bucket Description Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 1 month from the due date. 7/15/ /14/ From the next day through 1 month from that date. 08/15/ /14/ From the next day through 1 month from that date. 09/15/ /14/ From the next day through 1 month from that date. 10/15/ /14/ Epicor Software Corporation. All rights reserved. 15

22 Solar Eclipse Accounts Receivable Rel Aging Bucket Description Example Dates 120+ From the next day and later. 11/15/2010 and later Method 2 - Due Date/30-Day Rolling (30 days from invoice date) Aging Bucket Description Example Dates Future Future through the date before the due date. Anytime through 07/14/2010 Current From the due date through 30 days from the due date. 07/15/ /13/ From the next day through 30 days from that date. 08/14/ /12/ From the next day through 30 days from that date. 09/13/ /12/ From the next day through 30 days from that date. 10/13/ /11/ From the next day and later. 11/12/2010 and later Method 3 - Due Date/Calendar Month End Aging Bucket Future Description Future through last of the calendar month before the due date. Example Dates Anytime through 06/30/2010 Current During the calendar month in which the due date falls. 07/01/10-07/31/ In the next calendar month. 08/01/10-08/31/ In the following calendar month. 09/01/10-09/30/ In the following calendar month. 10/01/10-10/31/ in the following fiscal calendar month and later 11/01/10 and later Method 4 - Due Date/Fiscal Month End Aging Bucket Future Description Future through last date of the fiscal month before the due date. Example Dates Anytime through 06/25/2010. Current During the fiscal month in which the due date falls. 06/26/10-07/25/ In the next fiscal month. 07/26/10-08/25/ In the next fiscal month. 08/26/10-09/25/ In the next fiscal month. 09/26/10-10/25/ In the next fiscal month and later. 10/26/10 and later Epicor Software Corporation. All rights reserved.

23 Rel Accounts Receivable Method 5 - Invoice Date/Days Aging Bucket Description Example Dates Future Future through the date before the invoice date. Anytime through 06/03/10 Current From the invoice date through one month from the invoice date. 06/04/10-07/03/ From the next day through one month from that date. 07/04/10-08/03/ From the next day through one month from that date. 08/03/10-09/01/ From the next day through one month from that date. 09/02/10-10/01/ From the next day and later. 10/04/10 and later Method 6 - Invoice Date/30 Days Rolling Aging Bucket Future Current Description Future through the date before the invoice date. From the invoice date through one month from the invoice date. Example Dates Anytime through 06/03/ /04/10-07/03/ From the next day through 30 days from that date. 07/04/10-08/02/ From the next day through 30 days from that date. 08/03/10-09/01/ From the next day through 30 days from that date. 09/02/10-10/01/ days past the due date and beyond. 10/02/10 and later Method 7 - Invoice Date/Calendar Month End Aging Bucket Future Description Future through the last date of the calendar month before the invoice date. Example Dates Anytime through 05/31/10 Current During the calendar month in which the invoice falls. 06/01/10-06/30/ During the next calendar month. 07/01/10-07/31/ During the next calendar month. 08/01/10-08/31/ During the next calendar month. 09/01/10-09/30/ From the next day and later. 10/01/10 and later Method 8 - Invoice Date/Fiscal Month End Aging Bucket Future Description Future through the last date of the fiscal month before the invoice date. Example Dates Anytime through 05/25/10 Current During the fiscal month in which the invoice falls. 05/26/10-06/25/ Epicor Software Corporation. All rights reserved. 17

24 Solar Eclipse Accounts Receivable Rel Aging Bucket Description Example Dates 30+ During the next fiscal month. 06/26/10-07/25/ During the next fiscal month. 07/26/10-08/25/ During the next fiscal month. 08/26/10-09/25/ From the next day and later. 09/26/10 and later Method 9 - Due Date/30 Day Rolling Version 2 Aging Bucket Description Dates Future Future through the day before the due date. Anytime through 07/15/10 Current From the day after the due date for the next 30 days. 07/16/10-08/14/ From the next day through 30 days from the date. 08/15/10-09/13/ From the next day through 30 days from the date. 09/14/10-10/13/ From the next day through 30 days from the date. 10/14/10-11/12/ From the next day and later. 11/13/10 and later Epicor Software Corporation. All rights reserved.

25 Rel Accounts Receivable Receiving Payments for Accounts Customers can make payments on their accounts for outstanding bills at any time. The system provides a process to accept payment by cash, check, or credit card for these transactions. The system creates a sales order behind the scenes using a miscellaneous charge product and applies the cash to the account to the account. The payment displays in A/R Inquiries and A/R Summaries. Before receiving a payment on an account, complete the following setup: Create a miscellaneous charge product item to use as a placeholder product for payments. The system uses the product on the sales orders it creates for payments. The product typically has a price of $0.00. Set the Account Payment Setup control maintenance record to define the miscellaneous charge product to use and the percentage fee you want to charge back to customers for credit card processing. Set the User To Get Tracker When Account Payment Is Made control maintenance record to identify in accounts receivable the system should notify when a payment is made. To change the processing fee set for a credit card payment, you must be assigned the AR.PAYMENT.BY.CC authorization key. To enter a negative payment for an account balance, enter a sales order with a line item comment and take the negative payment that way. The Account Payment window does not accept negative amounts. To receive a payment for an account: 1. From the Orders menu, select Account Payment to display the Account Payment window. 2. In the Customer field, enter the customer who wants to make a payment on their account. 3. In the Collection Branch field, if needed, change to the branch that gets credit for the payment. If the terminal you are working at has a defined price branch, the system defaults to that branch. If the terminal does not have a price branch defined, you can enter the branch that receives credit for the payment here. You can only enter branches for which you are authorized. 4. In the Collection Location field, if needed, change the location, such as Counter, to indicate which cash box the payment is being placed in. This could also be the site or store location at which payment was made, depending on your site setup. 5. Do one of the following based on the payment method: To... Do this... accept a cash payment 1. In the Payment Method field, select Cash. 2. In the Cash Amount field, enter the amount the customer is giving you in cash. 3. Click Pay On Account to create the sales order for the payment. Important: Change is not tendered for cash payments on an account. For example, if the customer owes $95 on their account and gives you $100 in cash, the system applies all $100 to their account Epicor Software Corporation. All rights reserved. 19

26 Solar Eclipse Accounts Receivable Rel To... accept a check payment accept a credit card payment Do this In the Payment Method field, select Check. 2. In the Check Number field, enter the number on the customer's check. 3. In the Check Amount field, enter the amount for which the customer has written the check. 4. Click Pay On Account to create the sales order for the payment. 1. In the Payment Method field, select Credit. 2. In the Payment Amount field, enter the amount the customer wants to pay towards their account balance. Based on the Account Payment Setup control maintenance record, the system calculates the processing fee associated with the credit card payment and displays it in the Processing Fee field. Override the processing fee if necessary. 3. In the Total Amount Charged field, the system adds the processing fee to the payment amount and displays the entire amount being charged to the credit card. You can adjust this amount, if needed. The system recalculates the processing fee and payment amount. 4. Click Pay On Account to display the Credit Card Authorization window and populate the Credit Card information, as required. Note: Due to government regulations, you cannot swipe a card to take payment on an account Epicor Software Corporation. All rights reserved.

27 Rel Accounts Receivable Resolving Cash Receipt Variances If you find a discrepancy or variance when working with cash receipts, you can review and resolve them using the Automatic Cash Receipt Review Queue. When a cash receipt is resolved the system logs the user, date, and resolution code. A cash receipt is resolved when the user enters a manual batch cash receipt or cash receipt and when the user removes the cash receipt from the Automatic Cash Receipt Review Queue. The system uses the resolution code MANUAL. The review queue is normally populated by automatic batch cash receipts only. When using a lock box and automatic batch cash receiving, the system looks at all cash receipts and using predefined matching rules, automatically resolves those receipts that it can. The system checks over and short amounts by percentage and dollars, tax, freight, discounts, and overpayments. All receipts resolved this way display in the Cash Receipts Resolution Report as AUTO. Use the Automatic Cash Receipt Write Off utility to define what amounts you want the system to use. The system uses the following resolution codes: Manual - Used when entering a manual batch cash receipt. Unapplied - User deletes a cash receipt from the Automatic Cash Receipt Review Queue leaving a difference amount Auto - User deletes a cash receipt from Automatic Cash Receipt Review Queue that never had a difference amount. Resolved - User deletes a cash receipt from Automatic Cash Receipt Review Queue that has a zero balance that at one point it did have a difference amount. To resolve a batch cash receipt: 1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue. 2. Complete the header information to populate the queue. 3. Right-click the cash receipt you want to address and select Edit Cash Receipt. 4. Use the columns to apply the cash or edit the information, as needed, to resolve the differences. Column Invoice #* Status Open Amount* Discount* Discount Available* Discount Description A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed Epicor Software Corporation. All rights reserved. 21

28 Solar Eclipse Accounts Receivable Rel Column Cash Balance* Note Description The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. * View Only 5. Use the Cash Receipts Resolutions Report to review which users resolved cash receipts and the reason codes associated with them Epicor Software Corporation. All rights reserved.

29 Rel Accounts Receivable Editing Cash Receipts Use the Cash Receipts window to edit cash receipts you applied in error, if, for example, the customer requested that you apply the cash to a specific invoice and you applied it to the oldest invoices in their account, or if you need to adjust an open invoice. You can view and modify a cash receipt entry as long as the original payment date is not earlier than the G/L closing date for cash receipts. Note: Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. If you do not have sufficient permission, the cash receipts window opens in view-only mode. To edit a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you want to edit. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to populate the field. If more than one receipt is available for that customer, the Cash Receipt Selection window displays. If not, move to step 4. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as! Note: You can change the customer for the cash receipt, if needed, even if no cash has been applied. 3. In the Cash Receipt Selection window, do one of the following: Select a receipt to view in the Cash Receipts window. Note: When you select an entry in a closed G/L period, a warning displays and the receipt information is available in view-only mode. When you select an entry that is not in a closed period, the receipt displays in edit mode. Click Cancel to return to the Cash Receipts window without selecting a receipt. Click New to create a new receipt. Click Display All to show all receipts available for that customer. By default, the system displays only the most recent fifteen receipts. 4. Review or edit the information for the invoice, as needed. Column Invoice #* Status Open Amount* Discount Date* Description A number that identifies an open invoice. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount Epicor Software Corporation. All rights reserved. 23

30 Solar Eclipse Accounts Receivable Rel Column Discount Available* Discount Freight* Handling* Tax* Cash Balance* Note Description The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it. *View-Only Note: The transactions listed reflect their status as of the payment date, not the current date, so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date and the system does not display these entries. If you intend to edit the original posting, use the A/R Inquiry window to check the status of the transactions in question. 5. Do any of the following, as needed: To... clear the window for the next entry delete a transaction view a list of changes made to the cash receipt adjust A/R amounts for a selected invoice view the sales order for a selected invoice enter or edit a note attached to a selected invoice view a list of transactions for the customer Select this menu option... File > Next Item File > Delete Confirm the deletion at the prompt. File > Change Log The Change Log Viewing window displays. Invoice > Adjustments The A/R Adjustments window displays. Invoice > View The Sales Order Entry window displays in view-only mode. Invoice > Edit Note The Notes for <invoice #> window displays. View > A/R Ledger The A/R Ledger window displays with this cash receipt transaction highlighted Epicor Software Corporation. All rights reserved.

31 Rel Accounts Receivable To... review or edit additional information Select this menu option... View > Change View A list of column views displays. Select an option. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 25

32 Solar Eclipse Accounts Receivable Rel Viewing Changes to Cash Receipts Use the Change Log Viewing window to view a history of all activity related to the cash receipt selected in the Cash Receipts window. This window is view-only. To view changes to a cash receipt: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Display a cash receipt transaction. From the File menu, select Change Log to display the Change Log Viewing window. 3. View the following information for each entry: Column User ID Date Time Port Comment Description The ID of the user logged onto the terminal from which the log entry was made. The date on which the log entry was made. The time at which the log entry was made. The terminal port from which the log entry was made. A description of the event that generated the log entry. Note: The receipt transaction number and ship date or invoice number display at the bottom of the window. 4. Do any of the following, as needed: To... view a selected cash receipt Select this menu option... File > View The Cash Receipts window displays in view-only mode. Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode. edit a selected cash receipt view changes to a different order generation or invoice File > Edit The Cash Receipts window displays. File > Change Ship Date / Invoice # The Select Ship Date / Invoice # window displays. Select an option. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

33 Rel Accounts Receivable Changing Display Options for Cash Receipts Use the Cash Receipts Options window to change the display options for cash receipts transactions. You can sort invoices by invoice date or customer P/O number. This option is only available after you enter customer information. You must set the Cash Receipts Display Primary Ship-To's Invoices Only control maintenance record before using this window. To change display options for cash receipts: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. From the Options menu, select Sort/Selection to display the Cash Receipts Options window. 3. In the Sort Selection field, select one of the following to determine how to sort the transactions: By Date By PO# By Invoice# Note: This field defaults to the last selection you made. For example, if you last selected By PO# for this field, then the next time you display the screen, the system populates this field with By PO#. 4. In the Display field, select one of the following to determine what type of information to display: Bill To and Ship To's Ship To Only 5. Click OK to return to the Cash Receipts window Epicor Software Corporation. All rights reserved. 27

34 Solar Eclipse Accounts Receivable Rel Changing Cash Receipt Column Views You can display a variety of information about your open invoices by changing the column view. For example, to view open invoices by the customer's purchase order number, select a column view that includes the Customer PO# column. To change column views: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt. 3. From the View menu, select Change View to display a list of possible column views. 4. Select one of the following to display the corresponding columns in the Cash Receipts window: Invoice# / Stat / Open Amt / Discount Date&Amt Column Invoice #* Status Open Amount* Disc...* Disc Avail* Discount Cash Balance* Note Description A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount. A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Customer PO# / Stat / Open Amt / Discount Date&Amt Column Customer PO#* Description A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount Epicor Software Corporation. All rights reserved.

35 Rel Accounts Receivable Column Status Open Amount* Disc...* Disc Avail* Discount Cash Balance* Note Description A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Due Date / Open Amt / Discount Amt Column Invoice #* Due Date Open Amount* Disc Avail* Discount Cash Balance* Note Description A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date by which you must receive the invoice for the customer to avoid finance charges. The amount of the invoice that the customer has not yet paid. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only 2011 Epicor Software Corporation. All rights reserved. 29

36 Solar Eclipse Accounts Receivable Rel Invoice# / Invoice Date / Open Amt / Discount Amt Column Invoice #* Invoice Date Open Amount* Disc Avail* Discount Cash Balance* Note Description A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Customer PO# / Open Amt Column Invoice #* Customer PO# Open Amount* Discount Cash Balance* Note Description A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. A number that identifies the invoice using the customer's purchase order. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Epicor Software Corporation. All rights reserved.

37 Rel Accounts Receivable Customer PO# / Due Date / Open Amt Column Customer PO#* Due Date Open Amount* Discount Cash Balance* Note Description A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date by which you must receive the invoice in order for the customer to avoid paying finance charges. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Customer PO# / Invoice Date / Open Amt Column Customer PO#* Invoice Date Open Amount* Discount Cash Balance* Note Description A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only 2011 Epicor Software Corporation. All rights reserved. 31

38 Solar Eclipse Accounts Receivable Rel Release # / Due Date / Open Amt Column Release#* Due Date Open Amount* Discount Cash Balance* Note Description A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. You can also use this field to search for an open amount. The date by which you must receive the invoice in order for the customer to avoid paying finance charges. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustments. Any additional information about the cash receipt or invoice. *View-Only Release # / Invoice Date / Open Amt Column Release#* Invoice Date Open Amount* Discount Cash Balance* Note Description A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Old Invoice# / Stat / Open Amt / Discount Date&Amt Column Old Invoice #* Description A number that identified this open invoice on your previous system Epicor Software Corporation. All rights reserved.

39 Rel Accounts Receivable Column Status Open Amount* Disc...* Disc Avail* Discount Cash Balance* Note Description A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. The amount of the invoice that the customer has not yet paid. The date by which the customer must pay the invoice to receive a discount. The discount to which the customer is entitled if they send payment before the expiration date. The amount of the available discount applied to the invoice. You can override this amount, if needed. The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments. The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts. Any additional information about the cash receipt or invoice. *View-Only Invoice# / Invoice Date / Open Amt / Branch Column Invoice# Invoice Date Open Amount* Branch Description A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid. The branch number from which the order originated. Release# / Branch / Invoice Date / Open Amt Column Release# Branch Invoice Date Open Amount Description A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match. The branch number from which the order originated. The date you sent the invoice to the customer. The amount of the invoice that the customer has not yet paid Epicor Software Corporation. All rights reserved. 33

40 Solar Eclipse Accounts Receivable Rel Applying Cash Using Auto Suggest If you receive a payment for which no open invoice is an exact match, you can use the Cash Receipts Auto Suggest window to have the system suggest invoices for cash application. The auto suggest program looks for an exact match, and, if it does not find one, it looks for a combination of invoices that match the payment amount, beginning with the oldest invoices. If the system does not find an exact match, it stores the remaining payment amount as unapplied cash. To apply cash to suggested invoices: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter the payment information. 3. From the Apply menu, select Auto Suggest to display the Cash Receipts Auto Suggest window. 4. Select or deselect the following check boxes, as needed: Use Credits - Suggests invoice matches for all of the customer's outstanding credit/unapplied cash transactions. Use Discounts - Includes discount amounts when suggesting invoice matches. 5. Click Advanced to display the Cash Receipts Auto Suggest window. 6. In the Enter accuracy percentage field, enter a number that represents how accurate you want the system to be when suggesting invoice matches. To match exact invoice amounts, type Select or deselect the following check boxes in the Include Ages area, as needed: Future - Includes the part of the customer's balance that is due but that has not yet appeared on a statement. Current - Includes the part of the customer's balance that you have billed and that is due in the current period Includes the part of the customer's balance that is between 31 and 60 days overdue Includes the part of the customer's balance that is between 61 and 90 days overdue Includes the part of the customer's balance that is between 91 and 120 days overdue. Over Includes the part of the customer's balance that is over 120 days overdue. 8. Select or deselect the Use Unapplied Amount check box, as needed. If you select the check box, the system uses the amount in the Unapplied Amount window on the Cash Receipts Auto Suggest window. If you deselect the check box, the system uses the amount in the Amount field on the Cash Receipts window. 9. Click OK to return to the Cash Receipts Auto Suggest window. 10. Click Update to run the selection program. The suggested invoices display. 11. Click Apply to apply the cash to the invoices and return to the Cash Receipts window. 12. Continue applying cash receipts, as needed Epicor Software Corporation. All rights reserved.

41 Rel Accounts Receivable Applying Unapplied Cash to Invoices If you enter a payment against a customer's account, but are not certain to which open invoices to apply the amount, you can tell the system to post the payment as unapplied cash. You can then return to the account later and apply the cash. Note: You must be assigned the CR.CREDIT.ALLOWED authorization key to apply credit to receipts, including those in a closed G/L period. To apply unapplied cash to invoices: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose unapplied cash you want to apply. If more than one customer matches your entry, a list of matching customers displays. Click the customer name to display the Select Cash Receipt window. 3. Click the unapplied cash receipt to return it to the Cash Receipts window. The window displays in Correction mode. 4. Apply the cash to the open invoices. To apply unapplied cash while entering a new cash receipt: 1. Enter the payment information for the new cash receipt. 2. From the Apply menu, select Apply Credits. The system adds any unapplied cash to the amount in the Unapplied Cash field. 3. Apply the cash to the open invoices Epicor Software Corporation. All rights reserved. 35

42 Solar Eclipse Accounts Receivable Rel Adjusting Invoice Amounts Use the A/R Adjustments window to display current general ledger credit distributions that correspond to the debit to the A/R account for the transaction indicated by the cursor in the Cash Receipts window. When you access this window from Cash Receipts, you can use it to make adjustments for the day-to-day write-offs of A/R amounts such as service charges, freight, handling, or tax. For example, if you charged sales tax to a tax-exempt customer, you can adjust it by entering a credit to the appropriate sales tax account. You can adjust only those accounts flagged as C/R Adjustment Allowed in G/L Account Maintenance. You cannot adjust Cash Box and Cash accounts. To adjust an invoice amount: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt. 3. Select the invoice to adjust and, from the Invoice menu, select Adjustments to display the A/R Adjustments window. The system populates all fields in this window, including existing postings made on previous dates. 4. In the G/L Account field, enter the name of the account to which to post the adjustment. 5. In the Sub G/L Account field, enter the name of the G/L sub account to which to post the adjustment. 6. In the Amount field, enter the adjustment amount. One of the following occurs: A negative entry debits the G/L account and credits (decreases) the A/R account. A positive entry credits the G/L account and debits (increases) the A/R account. 7. To enter additional information about the adjustment, click Detail Notes to display the Detail Notation window. Click OK to save the note and return to the A/R Adjustments window. 8. Click OK to update the Open Amount and Balance columns in the Cash Receipts window. 9. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

43 Rel Accounts Receivable Reconciling Your Cash Box The Cash Box general ledger account represents the amount of money in your cash drawer (cash box) at any moment in time. As you enter orders and payments throughout the day, the amount in your actual cash box goes up, and the Cash Box general ledger balance goes down. When you deposit money from the cash box into the Cash in Bank account, record a miscellaneous cash receipt. Before you do this, however, reconcile the money in the cash drawer to the system totals to ensure they match. Different companies have different philosophies regarding their cash box. The following procedure is only a sample of how you might reconcile the cash box. To reconcile your cash box: 1. Determine the amount of money to keep in the cash drawer for making change the next morning. For example, when you take money out of the cash drawer, you might leave $50.00 in smaller bills in the cash drawer. The system deducts this amount from your totals. 2. If you also use the cash drawer as your petty cash source, write a receipt for any amount you take from the drawer during the day. Count the receipts as cash at the end of the day. For example, if a driver comes in to be reimbursed for $9.45 worth of tolls, write a receipt for $9.45, including the reason for the receipt, and give the driver the money. 3. Gather the money and receipts from the drawer and leave the starting amount determined in step one, in this example, $ Count the total amount you received in cash, checks, credit card payments, and your total receipts for the day. Count it again to verify that your calculations are correct. 5. At the end of the work day, run the Cash Box Journal Report in wide format, sorted by customer. Running the report in wide format displays the payments received in cash, by check, and credit in separate columns. 6. Verify the grand total on the report with the actual total from step 4. If they match, go to step 12; otherwise, continue with the next step. 7. Verify the checks you received during the day. Match the totals on the checks taken from the drawer to the transaction amounts shown in the Cash Box Journal Report. If the totals match, continue with step 8. If you cannot find a corresponding journal entry for a check, try to find a similar amount and review the sales order. If the company on the check matches the company on the order, correct the online total; otherwise, keep reviewing sales orders until you find a match. 8. Verify the credit card slips you ran during the day. Review the credit card slips taken from the drawer and match the totals on the credit card slips to the transaction amounts shown in the Cash Box Journal Report. If the totals match, continue with step 9. If you cannot find a corresponding journal entry for a credit card slip, try to find a similar amount and review the sales order. If the company on the credit card slip matches the company on the order, correct the online total; otherwise, keep reviewing sales orders until you find a match Epicor Software Corporation. All rights reserved. 37

44 Solar Eclipse Accounts Receivable Rel Total the corrected amounts from checks and credit card slips and subtract this amount from the grand total in the Cash Box Journal Report to determine how much cash you should have. 10. Verify the cash you have received during the day. Add up all cash and receipts taken from the drawer and match this total to the total from step 9. If this amount is different, identify sales orders that have incorrect payments and correct them. The easiest way to identify potential data entry problems is to review the amount in the Open Balance field. If any except 0.00 displays in the field, update your cash amount until the open balance is When an order's status is Invoice, this amount should be 0.00, indicating payment was applied. If you have more cash in your cash box than what displays in the Cash Box Journal Report, ensure that all payments for cash sales orders have been entered and applied. If you are unable to find the cash sale tickets to resolve the problem, try running the Invoice Register Report with terms set to COD. 11. Re-run the Cash Box Journal report and return to step Write up a deposit slip for your bank, and settle your credit cards. 13. Post the amount shown in the Cash Box Journal as a Miscellaneous Cash Receipt to debit the bank the money was deposited into and credit the cash box. This increases your Cash general ledger account, and reduces your Cash Box general ledger account. Select the Cash Box general ledger account, and enter the total amount on the Cash Box Journal Report from all the days since your last bank deposit. Create a separate cash receipt enter for credit cards to the appropriate bank. 14. Debit the appropriate expense accounts. Example The following series of calculations shows an example of closing out a cash box: Total Cash Less Drawer Amount Net Cash Net Cash Total Checks Total Bank Deposit Total Bank Deposits Total Credit Cards Totals Total Cash Box Amount Epicor Software Corporation. All rights reserved.

45 Rel Accounts Receivable Posting Miscellaneous Cash Receipts A miscellaneous cash receipt is a journal entry that appears in the Cash Receipts journal so that the deposit amount can be reconciled. Miscellaneous cash receipts unrelated to the A/R ledger post from the Miscellaneous Cash Receipts window. To post a miscellaneous cash receipt: 1. From the A/R menu, select Miscellaneous Cash Receipts to display the New Miscellaneous Cash Receipts window. 2. In the Batch# field, enter a user-defined number to identify the batch into which this receipt is entered, as needed. This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal uses this number to produce audit batch totals. 3. In the Branch field, enter the number that identifies the branch whose G/L account the system credits with the amount of cash entered. 4. In the Bank field, enter the name of the bank to which to deposit the cash. If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to return it to the field. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 5. In the Payment Date field, enter the date you received the payment. The system populates this field with today's date. The payment date cannot be earlier than the G/L closing date for cash receipts or the audit accounting date. 6. Click OK to display the Miscellaneous Cash Receipts window. 7. In the Comment field, enter a comment that references the source of the receipt, such as soda machine cash, or insurance refund. 8. In the Amount field, enter the amount of the cash receipt. The system populates the Apply field with the same amount. The system reduces the amount in the Apply field as it posts amounts to G/L accounts. The system assumes that the debit account for this amount is the specified bank G/L account. All line entries are credits or negative credits. You can post line entries to different branches. 9. In the Branch field, enter the number that identifies the branch associated with the G/L account to which all or part of the cash receipt is being credited. 10. In the G/L Account to Credit field, enter the name of the G/L account to which the system credits all or part of the cash receipt. 11. In the Sub Ledger field, enter the name of the ledger within the assigned G/L account to which all or part of the cash receipt is being credited, as needed. 12. In the Credit Amt field, enter the portion of the cash receipt to credit Epicor Software Corporation. All rights reserved. 39

46 Solar Eclipse Accounts Receivable Rel Do any of the following, as needed: To... clear the window for the next entry save the transaction close the window Select this menu option... File > Next Item File > Save File > Exit At the Save Changes prompt, click Yes. Note: You can view posted miscellaneous cash receipts in the G/L Inquiry window Epicor Software Corporation. All rights reserved.

47 Rel Accounts Receivable Reviewing Cash Receipts Use the Automatic Cash Receipts Review Queue to view information on cash receipts by branch or territory. You can edit and view the cash receipts directly from the queue or delete any of the log entries related to a line item. Note: This queue contains any automatically created cash receipts and the information in this queue is based on the data supplied by Batch Cash Receipts. For more information, see Reviewing Batch Cash Receipts. To view the Cash Receipts Review queue: 1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue window. 2. In the Branch/Territory field, enter the branch or territory for which you want to view cash receipts. 3. To limit the queue, use any of the following options for the header fields: To limit the queue to... a specific customer items in the queue after a specific date items in the queue before a specific date items with a specific batch number Use the following header field... Customer Put on queue after Put on queue before Batch Name Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockbox control maintenance record. However, you cannot use that prefix to search by, the Batch Name field requires an exact match. include only a particular check number items without an ID only items from a specific cash general ledger account Check Number Only items not created Cash G/L Account 4. Click Update. The system populates the window with the following information for each cash receipt as listed during cash receipt entry or batch cash receipt processing. Double-click any line item to view the cash receipt. Column Check Number Cash Receipt Description The check number. The system-assigned identification number Epicor Software Corporation. All rights reserved. 41

48 Solar Eclipse Accounts Receivable Rel Column Batch Name Description The batch number or name, if any. Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockbox control maintenance record. However, you cannot use that prefix to search by, the Batch Name field requires an exact match. Customer Payment Date Check Amount The name of the customer associated with a cash receipt. The date the payment was applied to a cash receipt. The amount of the check. Note: If the customer sends more cash than what the invoice is for, the system displays the entire amount and indicates there is a credit when you drill into that invoice. Discount Amount The amount, if any, applied to a cash receipt. Note: When using Net comparison matching rules, the system applies discounts per invoice, not as a lump sum. Reconciled Difference Assigned User The amount of the reconciled amount of the check. The amount of the difference, if any, between the cash receipt and the reconciled amount. Enter the user to whom the cash receipt resolution is assigned. The system locks that cash receipt for that user and does not allow editing of the receipt by another user. The system prompts you if you reassign a receipt. 5. Save your changes and exit the window. More Options for the Automatic Cash Receipts Review Queue The following options are available on the Automatic Cash Receipts Review Queue window: To... print out or send a printable version of the Automatic Cash Receipts Queue to your Hold file, including any errors print or send a printable version of the Automatic Cash Receipts Posting Exceptions to your Hold file, which contains any errors encountered while posting the transactions. Common errors might be duplicate records or duplicate customer ABA numbers. print out or send to your Hold file the Automatic Cash Receipts Daily Balancing Report, which contains the transactions, by branch, that were posted. display the Cash Receipts window in view-only mode. For more information, see Cash Receipts Overview. display the Cash Receipts window in edit mode. For more information, see Cash Receipts Overview. Use this option... Print > Review Queue Print > Posting Exceptions Print > Daily Balancing View > View Cash Receipt View > Edit Cash Receipt Epicor Software Corporation. All rights reserved.

49 Rel Accounts Receivable To... display the Auto Cash Receipts Posting Exceptions Report, which contains any errors encountered while posting the cash receipts. This option is only active when an error report exists for the current line item. Displays the A/R Inquiry window where you can view information about your A/R accounts. For more information, see A/R Inquiry Overview. clear all matching receipts requeue one line item for repayment under certain situations, for example, if there is an error on the line item.. Any cash receipts that were posted without any errors cannot be requeued. Use this option... View > Error Report View > A/R Inquiry Options > Clear All Matches Options > Requeue 2011 Epicor Software Corporation. All rights reserved. 43

50 Solar Eclipse Accounts Receivable Rel Correcting Cash Receipts in Closed Periods You can apply cash to receipts when it has been received either through a lock box process or manually. You must be assigned the CR.CREDIT.ALLOWED authorization key to apply credit to receipts, including those in a closed G/L period. The system reverses the previous cash receipt and opens a new cash receipt on which to apply the credit. To correct a cash receipt in a closed period: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Display the Cash Receipt you want to correct. 3. The system warns you that the receipt is in a closed period. Click OK. 4. From the File menu, select Cash Receipts Correction to display the Cash Receipts Correction window. If you do not select a receipt in a closed period or you do not have permission, this menu option is deactivated. 5. Select the invoice you want to adjust using the Unapply column and click Create Adjustment. 6. Enter the Cash Receipt information for the new cash receipt in the system. The system displays the new sales order and cash receipt tagged to it Epicor Software Corporation. All rights reserved.

51 Rel Accounts Receivable Entering Batch Cash Receipts Use the batch cash receipts function to process your cash receipts when you have large accounts with many open accounts receivables and cash receipts. This function speeds up your processing of these receipts, and provides you with a single receipt for each customer that you enter, regardless of how many invoices that you process for that customer. Note: If you do not have sufficient permission, the cash receipts window opens in viewonly mode. To enter a batch of cash receipts manually: 1. From the A/R menu, select BatchCash Receipts to display the Batch Cash Receipts Entry window. 2. In the Payment Date field, enter the date you received the cash. The system populates this field with today's date. The payment date cannot be earlier than the closed cash receipts or audit accounting date. If the date on the invoice is greater than the payment date of the cash receipt, you receive a warning. Someone may have entered activity against the future dated invoices, and if you are dealing with any of these future dated invoices, the system requests confirmation of the open balances. 3. In the Batch Name field, enter name to identify the batch into which this receipt is entered, such as the user name and the date. Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockboxcontrol maintenance record. However, you cannot use that prefix to search by, the Batch Name field still requires an exact match. The system populates the Batch ID field with a system-assigned batch number that can be used for reporting purposes and recall. 4. In the Branch field, enter the name of the branch whose G/L account the system credits with the amount of cash entered. Any cash left unapplied also goes to this branch. 5. In the Bank field, enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays from which to select. Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account. 6. In the Deposit Amount field, enter the total amount of cash received and press Enter. The system populates the Applied Amount field with the amount that has been reconciled. The system populates the Difference field with the difference between the Deposit Amount field and the Applied Amount field. This field must equal zero before you can post the receipts. You can adjust the amount in the Deposit Amount field, as needed. Note: If the customer sends more cash than what the invoice is for, the system displays the entire amount and indicates there is a credit when you drill into that invoice. 7. Do one of the following: 2011 Epicor Software Corporation. All rights reserved. 45

52 Solar Eclipse Accounts Receivable Rel In the Invoice # column, select the order number or invoice number to which you want to apply the cash. In the Customer column, enter the name of the customer whose cash receipt you want to post. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as! Based on the selection you make, the system populates the remaining columns on the receipt window. 8. Review the column information, as needed, before posting payment. Double-click a line item to view the order payment information. Column Applied Amount Check # Subtotal Freight Handling Tax Disc Avail Disc Date Discount Description The amount of the payment to apply to the invoice. The system populates this field with the invoice amount. The check number entered in the header of the receipt entry. The subtotal due based on the order invoice. The freight charge due based on the order invoice. The handling charge due based on the order invoice. The sales tax due based on the order invoice. Indicates if a discount is available to apply to the invoice. The original discount date. Use this information to aid in determining if the invoice status should be set to Discount. The amount of the discount to apply to the corresponding invoice. The system populates this field with any applicable discount. When you apply a discount amount, the system applies the remaining cash. Open Amount Displays the amount of the invoice that has not yet been paid. An asterisk (*) in this field indicates that this line item has a note attached to it. Balance Status Note Displays the remaining open amount on the corresponding invoice after the discount, cash, and adjustment amounts have been applied. A code that identifies the status of the invoice, for example, on hold. These user-defined codes are set up in the Valid Customer Invoice Status Codes control maintenance record. You cannot select a status of Overpay on an unapplied line item. Double-click this field and enter any notes you want to add to related order. The notes you add are immediately attached to the order, and you can access the notes from the cash receipt and batch cash receipts. You can also add a note by selecting Options > Edit Order Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. An icon displays if the order has a note attached. If you are in view-only mode, you can view the note text, but cannot edit it Epicor Software Corporation. All rights reserved.

53 Rel Accounts Receivable Column C/R Note Description Double-click in this field and enter any notes you want to add directly to the cash receipt. The notes you add are pending on the cash receipt until you save the batch. At that time, the system adds the pending notes to each cash receipt, as required. If there are several notes for more than one cash receipt, they are compiled into one note. You can also add a cash receipt note by selecting Options > Edit Cash Receipt Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. 9. From the File menu, select Post to post cash receipts for each customer on the list. Note: You can review receipts in the Automatic Cash Receipts Review Queue. 10. Save your changes and exit the window. To enter a batch of cash receipts electronically: The system provides a way to process checks with your bank electronically. You can have all remittance checks sent to a designated location, such as a post office box, that is controlled by the bank. The bank then enters the checks into their system and sends you an electronic file to process through Eclipse. When entering checks in electronic batches, the system can process different kinds of files to ensure that your checks coming from the bank are applied correctly. EDI 820 and 823 Electronic Processing - The bank sends an EDI compliant file that Eclipse processes and applies. Monitor exceptions or errors using the Automatic Cash Receipts Review Queue. If you added prefixes to your batch names that further identify what the system receives through the lockbox using the Auto Cash Receipts Multi Lockboxcontrol maintenance record, the system displays those on your EDI 823 document as well. See your inside salesperson for more information about the Electronic Data Interchange companion product. Flat File Processing - The bank sends you a flat file, such as a.txt or.csv file, and you can use Your Hold File to port the data into the system with the Tools > Process option. For more information, see Creating Cash Receipts from Bank Lock Box or EFT Files. More Options The following options are also available from the Batch Cash Receipts window. To... set the check number for multiple invoices, select first line item to include, press and hold the Shift key, select the last line item to include, and view the sales order on which the charge was incurred Select this menu option... File > Set Check# At the Check Number prompt, enter the check number and click OK to populate the selected fields with that check number. Options > View Order The Sales Order Entry window displays in View Only mode Epicor Software Corporation. All rights reserved. 47

54 Solar Eclipse Accounts Receivable Rel To... edit the sales order on which the charge was incurred view a selected customer's receivable information make adjustments for the day-to-day writeoffs of A/R amounts such as service charges, freight, handling, or tax for a selected customer add a note to the related order add a note to the cash receipt view additional information about each open invoice Select this menu option... Options > Edit Order The Sales Order Entry window displays. Options > A/R Inquiry The A/R Inquiry screen displays. Options > Miscellaneous Adjustments The A/R Adjustments screen displays. Options > Edit Order Note The notes you add are immediately attached to the order, and you can access the note from the cash receipt and the batch cash receipts. You can also double-click the note in the table to open it for edit. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. Options > Edit Cash Receipt Note The notes you add are pending on the cash receipt until you save the Batch Cash receipt. At that time, the system adds the pending notes to each cash receipt as required. If there are several notes for more than one cash receipt, they are compiled into one note. You can also double-click the note in the table to open it for edit. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. Options > Chg View Epicor Software Corporation. All rights reserved.

55 Rel Accounts Receivable Reviewing Batch Cash Receipts Use the Cash Receipts Review Queue to view information on cash receipts entered using the batch entry method. The system bases this information on the data supplied by the Batch Cash Receipts function. The header of this window contains the selection criteria and is saved each time the user exits the screen. When the user displays the window again, the system populates the header with the prior selection criteria. For more information about the Cash Receipts Review Queue and the options provided, see Reviewing Cash Receipts Epicor Software Corporation. All rights reserved. 49

56 Solar Eclipse Accounts Receivable Rel Changing Customers on Cash Receipts There may be times when you need different customers to link to the same bank information. When reviewing the cash receipts you receive using a lock box, EDI, or flat file from the bank, you can change the customer, if needed. By changing the customer, you make the chosen customer active for that bank routing number and make the previous customer inactive. The inactive customer is still valid in the system, but does not receive cash receipts in the future for that routing number. If you change a customer, the system unapplies any current cash on a current cash receipts that have not been fully processed from the first customer, and applies that cash to the currently selected customer Epicor Software Corporation. All rights reserved.

57 Rel Accounts Receivable Searching for Cash Receipts From the Batch Cash Receipts Entry you can search for cash receipts that you have already entered or that the system has entered for you. To search for a cash receipt: 1. Display the Batch Cash Receipts window. 2. Click Advance Search. 3. Use the following fields in any combination to find the receipt you want. The system does not search on partial entries. If there are multiple batch IDs connected to an invoice the system displays a list of IDs from which to select. Batch ID - Enter the system-assigned batch ID. This is not the Batch Name field displayed in the Batch Cash Receipts Entry. Check Number - The check number entered by the user. Payment Date - The date on which the payment was made. 4. Click OK to display the cash receipt Epicor Software Corporation. All rights reserved. 51

58 Solar Eclipse Accounts Receivable Rel Changing Batch Cash Receipt Column Views You can display a variety of information about your batch cash receipt transactions by changing the column view. For example, to view transactions by the customer's purchase order number, select a column view that includes the Customer PO# column. To change column views: 1. From the A/R menu, select Batch Cash Receipts to display the Batch Cash Receipts Entry window. 2. Enter a batch cash receipt. 3. From the Options menu, select one of the following to display the corresponding columns in the Batch Cash Receipts window: Invoice #/ Column Invoice # Customer Check # Open Amount Discount Amount Balance Applied Amount Status Description The number that identifies the open invoice in the system. The customer's name whose cash receipts you want to post. Enter part of the name to display a list of matching customers. Click the correct customer name to return it to the field. A number that identifies the payment for reporting and inquiry purposes. The amount from the customer's invoice. The system populates this field. The amount of the discount to apply to the corresponding invoice. The system calculates discounts enter cash receipts. Therefore, you would only enter a discount for override purposes, such as to allow a discount after the discount date. When you apply a discount amount, the system applies the remaining cash. The amount remaining on the open invoice. The amount of the check that you received for that line item. A code that identifies the processing status of the invoice. This field is optional. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes. Customer PO # Column Customer PO # Customer Check # Description The number that identifies the customers purchase order associated with the open invoice. The customer's name whose cash receipts you want to post. Enter part of the name to display a list of matching customers. Click the correct customer name to return it to the field. A number that identifies the payment for reporting and inquiry purposes Epicor Software Corporation. All rights reserved.

59 Rel Accounts Receivable Column Open Amount Discount Amount Applied Amount Balance Status Description The amount from the customer's invoice. The system populates this field. The amount of the discount to apply to the corresponding invoice. The system calculates discounts enter cash receipts. Therefore, you would only enter a discount for override purposes, such as to allow a discount after the discount date. When you apply a discount amount, the system applies the remaining cash. The amount of the check that was received for that line item. The amount remaining on the open invoice. A code that identifies the processing status of the invoice. This field is optional. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes Epicor Software Corporation. All rights reserved. 53

60 Solar Eclipse Accounts Receivable Rel Creating Cash Receipts from Bank Lock Box or EFT Files If you have customers that pay you through electronic fund transfers (EFT) from their banks, the customer's bank sends you a lock box or EFT file as a flat file or as an EDI 823 document. The file includes the Magnetic Ink Character Recognition (MICR) information: check number, check amount, bank account number, and the customer's American Banking Association (ABA) bank routing number. The account and ABA numbers identify the customer at the bank and in your system. The file from the bank can also contain additional information, such as invoice numbers and zip codes. Using the information in this file, you can set up your system to automatically create cash receipts for open A/R balances for the customer, reducing the time it would take to manually create each EFT payment's cash receipt. Complete the following setup before you upload and process a bank file to automatically create cash receipts: For each customer that sends you EFT payments, set the bank account and ABA bank routing number in Customer Maintenance. For more information, see Configuring Customers for Electronic Funds Transfers in the Entity Maintenance documentation. Define bank matching rules in the Automatic Cash Receipt Options control maintenance record. This record determines how the system matches the check amounts in the bank's file to the open A/R balances in your system. For more information about setting up matching rules, see the record's description in the Control Maintenance Record documentation. Complete the following steps to create cash receipts using electronic files: Upload and view the bank file. Process the file. Review the created cash receipts. Uploading and Viewing the Bank File Import a bank file into the system from a folder on your computer or directly from a disk or CD. If the file is in Excel format or is a text file and you did not receive a record layout sheet from the vendor, do not upload it directly from the diskette or CD drive. Copy it to a folder on your workstation, save it in.csv (comma delimited) format, and then upload it from the folder. After you upload the bank file, view the contents of the file to validate that the upload was successful and that the data is correct. Make notes about column widths and column positions for when you process the file. To upload and view a bank file: Note: The Upload function in the Solar Eclipse Report Queue is not yet available. Open the character-based system to complete the following procedure. 1. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 2. Use the Upload hot key, select the bank file, and click Open. 3. In the Enter Spooler Title field, enter a title for the uploaded file and press Enter to display the Spooler Control screen Epicor Software Corporation. All rights reserved.

61 Rel Accounts Receivable A running count of the bytes of data being uploaded displays in the message bar at the bottom of the screen. When finished, the total number of bytes uploaded displays. Note: The messages " 0 bytes Transferred to Host" or "Upload Impossible" display in the message bar when you have entered the path name incorrectly. 4. Press Enter to complete the upload. The file name you uploaded displays at the top of the list on the Spooler Control screen. 5. Select the file in the list and use the View hot key to display the file in the Hold Entry Pre-View screen. 6. Identify the columns in the file to help you complete the processing of the file. If the file is in.csv (variable) format, the data runs together and be separated by commas or another delimiter. If the file is in fixed-width (blocked) format, the data displays in distinct columns. Fixed-width data files are normally accompanied by a specification sheet that identifies the column descriptions and widths. Use this sheet to set the update parameters in the system. 7. Press Esc to return to Spooler Control screen. 8. Continue with the procedures in the next section to process the file. Note: If you do not want to process the file immediately, it remains in your Hold file for the number of days defined in the Minimum Days Before Report Purgecontrol maintenance record. Processing the Uploaded Bank File to Create Cash Receipts When you process the bank file, the system uses the bank mappings set in the Automatic Cash Receipt Options control maintenance to determine how to apply the money for each customer to their open A/R balance. For example, you can set up the mapping to apply the cash amount in the file to the last statement total or to balances that are over 60 days old for the customer. To process a bank file and create cash receipts: Note: The Process function in the Solar Eclipse Report Queue is not yet available. Open the character-based system to complete the following procedure. 1. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 2. Select the file you want to process and use the Process hot key. 3. In the Processing Type field, select Spooler Cash Receipts, and use the Begin hot key to display the Spooler Cash Receipts screen. 4. In the Work ID field, do one of the following. You can use the same work ID for different customers or vendors if several of them send their data in an identical format. Enter a name that identifies the bank who sent the file or the cash receipts information you are creating to create a template for future updates and complete the fields for processing the data in the file Epicor Software Corporation. All rights reserved. 55

62 Solar Eclipse Accounts Receivable Rel Field Desc Branch Start Lngth Dec # Description Enter a complete description for the process that will help you identify it next time you process a file. Enter the branch whose cash receipts information you want to update. Enter All to include all branches. If you enter a branch when setting up the bank mapping options in the Automatic Cash Receipts Optionscontrol maintenance record, the system uses that branch setting. For each data type included in the uploaded file, enter the character position on which the data starts in the file. For example, each lock box or EFT file contains the amount of each check that starts in the same place in each row in the file. In the Start field, enter the starting position, such as 9 to indicate the amount starts on the ninth character from the right in each row of the file. Setting the starting position and the length of each data type tells the system exactly which characters in the file are used for each piece of data. For each piece of data included in the uploaded file, enter the number of characters the column provides for the data. For example, check amounts might start on the ninth character in a row, and the column for check amounts allows up to 10 characters. In this example, enter 9 in the Start field and 10 in the Lngth field next to the Check Amount data format, to indicate that all check amounts in the file start at character 9 and end at character 19. For each numerical data type included in the uploaded file, do one of the following: Enter the number of decimal places if the decimal point is not embedded, but the numeric data contains a defined number of decimal places, such as for cents included in a dollar amount. Leave the field blank if the decimal point is embedded. Use the Rec Layout hot key to identify the cash receipts format of blocked or variable for the file you are importing. For more information, see Changing Cash Receipts Upload Formats. Leave the field blank to process the file without saving the settings as a template. If you choose to not create a template, in the Branch field, enter the branch for which to create the cash receipts and complete the fields for processing the data in the file as described above. Press F10 and select an ID to use an existing template. 5. Use the Test hot key to display the parsed EFT data according to the data layout column positions. Use this hot key to view the column layout and make any adjustments to the positioning to get the data layout set perfectly. 6. After the positioning is set, use the Begin hot key to submit and auto-create the cash receipts. Reviewing the Created Cash Receipts As the system creates the cash receipts for the amounts in the bank file, it records the receipts in the Automatic Cash Receipts Review Queue. Any amounts that the system was unable to apply display in the queue with a reconciled amount of zero and a difference of the amount that was unapplied. For example, if the customer made an EFT payment to you, but your system does not have an outstanding A/R balance for that customer Epicor Software Corporation. All rights reserved.

63 Rel Accounts Receivable From the Automatic Cash Receipts Review Queue, select Print > Daily Balancing to generate the Automatic Cash Receipts Balancing Report to review the transactions posted from the EFT file. The report includes information such as total payments, posted and unposted amounts, along with information regarding freight and handling, tax, and discounts. Select View > Error Report to view the Auto Cash Receipts Posting Exceptions Report, which contains any errors encountered while posting the cash receipts. For more information about using the Automatic Cash Receipts Review Queue, see Viewing the Cash Receipts Review Queue Epicor Software Corporation. All rights reserved. 57

64 Solar Eclipse Accounts Receivable Rel Defining Cash Receipt Update Parameters The information entered in the Spooler Cash Receipts screen determines how the system reads and processes cash receipt information from a vendor. You can create a vendor-specific cash receipt update template that can be used each time you update information from that vendor. To set auto update parameters: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. Note: An asterisk (*) identifies the necessary fields for updating cash receipts. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, select Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, do one of the following: Leave the field blank - Does not save the template after this update. Enter a name that identifies the vendor who sent the file or the cash receipts information being updated. This selection creates a new template for use with future updates. Press F10 and select an ID - Uses an existing template. 6. In the Desc* field, enter a complete description for the update. 7. In the Branch field, enter the branch whose cash receipts information you want to update. Enter ALL to include all branches. If your company uses multiple branches for cash receipts, use this option to select the price sheet by branch. 8. In the Start or Lngth# field of the Data Format section of the screen, scroll down the list to find the data format to match in the update file: Start - Enter the number provided by the customer or vendor for the data format you want to match. Lngth - Enter the corresponding length of the field. 9. In the Dec# field, enter one of the following for numeric data: The appropriate number of decimal places if the decimal point is not embedded, but the numeric data contains a defined number of decimal places. A zero if the decimal point is embedded Epicor Software Corporation. All rights reserved.

65 Rel Accounts Receivable 10. Use the hot keys listed in the following table, as described. An asterisk (*) identifies the hot keys necessary for updating cash receipts. Hot Key Begin Rec Layout* Delete Test Function Begins processing the upload file. Ensure the update criteria are set properly before using this hot key. Identifies the cash receipts format of blocked or variable for the file you are importing. For more information, see Changing Cash Receipts Upload Formats. Deletes the current work ID. The system prompts you to confirm the deletion. Displays the parsed EFT data according to the data layout column positions. Use this hot key to view the column layout and make any adjustments to the positioning to get the data layout set perfectly. After the positioning is set, use the Begin hot key to submit and auto-create the Cash Receipts. 11. Press Esc to exit the screen. If you created a work ID, the system saves the data as a template Epicor Software Corporation. All rights reserved. 59

66 Solar Eclipse Accounts Receivable Rel Changing Cash Receipts Upload Formats Customers and vendors send cash receipt information in a variety of formats, such as CD-ROM, text file, or Excel spreadsheet. Determine the file format and prepare the system to receive that format. To change the format of the cash receipts update: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, enter Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, enter the work ID for this update. For more information, see Defining Cash Receipt Update Parameters. A work ID can determine a format-specific template for processing a spreadsheet. It does not have to be customer- or vendor-specific. You can use the same work ID for different customers or vendors if several of them send their data in an identical format. 6. Use the Rec Layout hot key to display the Upload File Format screen. 7. In the Record Type field, enter one of the following formats for the update file: Blocked - Fixed-length. Variable - Comma-delimited. Note: Data elements in a blocked record may also be separated by a delimiter. 8. In the Record Length field, enter the number of characters necessary if the vendor specifies a record length. Leave the field blank if the vendor does not specify a record length. Note: This field is accessible only for blocked-type records. 9. In the Delimiter Char field, enter the character that is used between each field as a delimiter. This field is active only for variable record type files. 10. In the Delete Chars field, enter any characters you do not want read as data, such as quotation marks or the dollar sign. The system does not recognize the dollar sign ($) as a numeric value, so enter a dollar sign in this field if the vendor puts a dollar sign in front of prices. 11. Press Esc to save the information and return to the Spooler Cash Receipts screen Epicor Software Corporation. All rights reserved.

67 Rel Accounts Receivable Deleting Cash Receipts Upload Templates A cash receipts template is used to update cash receipt information from a bank. You create cash receipts update templates to use repeatedly when updating cash receipt information. If you no longer need a template, you can delete it as described in the following procedure. To delete a cash receipts upload template: 1. Display the character-based system. Note: The process functionality for documents in your hold entries has not been incorporated into Solar Eclipse as of this release. 2. From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen. 3. Position the cursor on the name of the update file, and use the Process hot key to display the User Defined Upload Processing screen. 4. In the Processing Type field, enter Spooler Cash Receipts and use the Begin hot key to display the Spooler Cash Receipts screen. 5. In the Work ID field, enter the work ID that identifies the template to delete. 6. Use the Delete hot key to display the delete prompt. 7. In the Type DELETE to Confirm field, type delete. The system deletes the update template. 8. Press Esc to return to the Spooler Cash Receipts screen Epicor Software Corporation. All rights reserved. 61

68 Solar Eclipse Accounts Receivable Rel Anticipation Credit Overview Anticipation credit is a reward that selected customers can receive if they pay an invoice before it is due. The system bases this credit on a fixed percentage of the amount paid and the number of days before the invoice is due that the customer paid it. When the system calculates anticipation credit, the credit can be applied against the customer's open accounts receivable balance to reduce their debt overall. The system calculates anticipation credit and applies it when a user completes a cash receipts entry, provided that the user requests that the system check for it, and that the following invoice eligibility criteria are met: The invoice amount is greater than zero. Invoice terms are not listed in the Terms Code To Exclude From Anticipation Credit Eligibility control maintenance record. The invoice has not had a previous anticipation credit applied to it. The invoice balance is zero because of this payment. The system calculates the amount of anticipation credit given to each invoice using the following algorithm: [Invoice Amount - (Discount taken + Miscellaneous Adjustments)] x Anticipation Credit Percentage x # of Days Early / 365 The following table describes how the system arrives at each value: Value Invoice Amount Discount Taken Miscellaneous Adjustments Anticipation Credit Percentage Description The amount of the purchase, including tax, shipping, handling, and others. The discount amount established for the customer in Terms Maintenance. Any adjustments made to the invoice. The discount amount established in the Anticipation Credit Percentage control maintenance record. # of Days Early The number of days before a discount expires or the net due date is reached that the customer paid the invoice in full. 365 The number of days in a year. Example of How the System Calculates Anticipation Credit Assume that you have set up the Anticipation Credit Percentage in the customer's maintenance record as 0.1%. In addition, assume that the Discount Taken terms are as follows: 15 days from invoice date = 2.75% discount 45 days from invoice date = 2% discount 75 days from invoice = net payment due In this example, your customer, Loomis Siding, has purchased $100 worth of drywall. After tax and handling, the total invoice comes to $ The purchase was made on the 18th of January and comes due on the 7th of March Epicor Software Corporation. All rights reserved.

69 Rel Accounts Receivable Scenario One Loomis Siding pays the total invoice when they pick up their drywall. What sort of anticipation credit should they get, considering that they paid 15 days before the first discount date? Following the algorithm given above, their anticipation credit would be 52 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 15/365 = $0.52 Scenario Two Loomis Siding pays the total invoice on the 28th of February. This pay date falls after the first discount date, but still qualifies for the second discount date. Specifically, the pay date is five days before the second discount date. The anticipation credit would be 17 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 5/365 = $0.17 Scenario Three Loomis Siding pays the total invoice on the 31st of March. This pay date is not eligible for a discount, but it is 2 days early on the net due date, so the anticipation credit of 7 cents is applied. This is how the system calculates the anticipation credit: [ (0 +0)] x.10 x 2/ 365 = $0.07 In order to use anticipation credit, do the following: Set up the system to calculate anticipation credit for the customer. Apply anticipation credit to the customer's cash receipts Epicor Software Corporation. All rights reserved. 63

70 Solar Eclipse Accounts Receivable Rel Setup Requirements for Anticipation Credit Following are the control maintenance records and authorization keys used for anticipation credit, along with additional setup requirements. Control Maintenance Records Set the following control maintenance records: Apply Batch Cash Exceeded Amount Against Invoice C/R Anticipation Credit Invoice Product Create Anticipation Credit Invoice From C/R Terms Code To Exclude From Anticipation Credit Eligibility Authorization Keys Assign the following authorization key: CR.ANTICIPATION.CREDIT Additional Setup Before you can use anticipation credit, you also need to: Create a miscellaneous charge product. The system uses this product to determine the anticipation credit percentage. You must assign this product to the C/R Anticipation Credit Invoice Product control maintenance record. Fore more information, see Product Maintenance Overview. Override the customer's branch settings, if needed. You might do this if the customer is assigned to a home branch, but you want to apply anticipation credit at a different branch. Fore more information, see Customer Maintenance. Then, activate anticipation credit Epicor Software Corporation. All rights reserved.

71 Rel Accounts Receivable Setup Requirements for Invoice and Statement Processing Following are the control maintenance records and authorization keys used for invoice and statement processing. Control Maintenance Records Set the following control maintenance records: Valid Customer Statement Cycles Default Invoice/Statement Sort Print Paid-In-Full Invoices Valid Invoice Select Codes Authorization Keys Assign the following authorization keys: AR.STATEMENT INV.INV.STAT SOE.PRINT.INVOICE SOE.SINGLE.INVOICE 2011 Epicor Software Corporation. All rights reserved. 65

72 Solar Eclipse Accounts Receivable Rel Anticipation Credit Basics Anticipation credit is a reward that selected customers can receive if they pay an invoice before it is due. The system bases this credit on a fixed percentage of the amount paid and the number of days before the invoice is due that the customer paid it. When the system calculates anticipation credit, the credit can be applied against the customer's open accounts receivable balance to reduce their debt overall. The calculation of anticipation credit takes place behind the scenes. This credit is applied when you complete a cash receipts entry and enter Y when prompted to check for anticipation credit. An anticipation credit will only be applied when the following criteria is met for invoice eligibility: The invoice amount is greater than zero. Invoice terms are not listed in the Terms Code To Exclude From Anticipation Credit Eligibility control maintenance record. The invoice has not had a previous anticipation credit applied to it. The invoice balance is zero because of this payment. The system calculates the amount of anticipation credit given to each invoice using the following algorithm: [Invoice Amount - (Discount taken + Miscellaneous Adjustments)] x Anticipation Credit Percentage x # of Days Early / 365 The following table describes how the system arrives at each value: Value Invoice Amount Discount Taken Miscellaneous Adjustments Anticipation Credit Percentage Description The amount of the purchase, including tax, shipping, handling, and others. The discount amount established for the customer in Terms Maintenance. Any adjustments made to the invoice. The discount amount established in the Anticipation Credit Percentage control maintenance record. # of Days Early The number of days before a discount expires or the net due date is reached that the customer paid the invoice in full. 365 The number of days in a year. Example of How the System Calculates Anticipation Credit Assume that you have set up the Anticipation Credit Percentage in the customer's maintenance record as 0.1%. In addition, assume that the Discount Taken terms are as follows: 15 days from invoice date = 2.75% discount 45 days from invoice date = 2% discount 75 days from invoice = net payment due Epicor Software Corporation. All rights reserved.

73 Rel Accounts Receivable In this example, your customer, Loomis Siding, has purchased $100 worth of drywall. After tax and handling, the total invoice comes to $ The purchase was made on the 18th of January and comes due on the 7th of March. Scenario One Loomis Siding pays the total invoice when they pick up their drywall. What sort of anticipation credit should they get, considering that they paid 15 days before the first discount date? Following the algorithm given above, their anticipation credit would be 52 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 15/365 = $0.52 Scenario Two Loomis Siding pays the total invoice on the 28th of February. This pay date falls after the first discount date, but still qualifies for the second discount date. Specifically, the pay date is five days before the second discount date. The anticipation credit would be 17 cents. This is how the system calculates the anticipation credit: [ ( )] x 0.10 x 5/365 = $0.17 Scenario Three Loomis Siding pays the total invoice on the 31st of March. This pay date is not eligible for a discount, but it is 2 days early on the net due date, so the anticipation credit of 7 cents is applied. This is how the system calculates the anticipation credit: [ (0 +0)] x.10 x 2/ 365 = $ Epicor Software Corporation. All rights reserved. 67

74 Solar Eclipse Accounts Receivable Rel Activating Anticipation Credit Before you can use the anticipation credit feature, you must set up eligible customers for it. Use the Credit Control Parameters window to activate it. To activate anticipation credit for a customer: 1. From the Maintenance window, select Customer to display the Customer Maintenance window. 2. Display a customer's record. 3. From the Pricing menu, select Credit Controls to display the Credit Control Parameters window. 4. Click the Additional Information tab to display additional credit parameters. 5. Select the Anticipation Credit Invoice check box. Note: If you do not select the check box, the system uses the setting in the Create Anticipation Credit Invoice From C/R control maintenance record. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

75 Rel Accounts Receivable Applying Anticipation Credit After you have determined that a customer is eligible for anticipation credit and have set up the customer to use it, you still have the option of deciding whether or not to apply this credit each time you enter a cash receipt for that customer. To apply anticipation credit: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter a cash receipt. 3. From the File menu, select Exit. At the Check for Anticipation Credit prompt, click Yes to apply anticipation credit to the cash receipt, if applicable; otherwise, click No. One of the following occurs: If the invoice is eligible for anticipation credit, the system provides access to the credit so that you can adjust the invoice. In addition, the credit now includes a listing of every invoice included in the credit and the amount of credit applied to each invoice. If the invoice is not eligible for anticipation credit, the following message displays: No Invoice Eligible for Credit Epicor Software Corporation. All rights reserved. 69

76 Solar Eclipse Accounts Receivable Rel A/R Inquiry Overview The system provides several programs to help you manage your receivables. You can view transactions, aging information, account balances, general ledger distributions, and a variety of other information. Use the A/R Inquiry to manage your receivables. Instead of printing a report, you can view information about any customer using the A/R Inquiry program, not just for the current account balance, but also for any information related to that customer's business dealings with your company - past, present, or future. Access the A/R Inquiry program when you initiate contact with the customer, and in the course of other data entry activities, such as sales order entry. From A/R Inquiry, you can access other information, such as notes you have recorded while working the customer's account, aging information for a specific transaction, the customer's sales history, and open orders and bids. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents Epicor Software Corporation. All rights reserved.

77 Rel Accounts Receivable Viewing Customer Receivable Information Use the A/R Inquiry window to view information about a customer, for example, the amount of money the customer owes, how many sales have been made to the customer, and the customer's available credit limit. This information is available in real-time, based on the as-of date, which determines the data provided for all aging information, balances, and transaction amounts. To view customer receivable information: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. In the Customer field, enter the name of the customer for which to display accounts receivable information. If multiple customers match your entry, a list of matching customers displays from which to select. Parent customers are indicated in the customer short description. 3. To view transactions and aging information as of a date prior to today's date, in the As of field, enter that date. 4. Review the information, as needed: Field Start As of Contact/Phone Future Current Description The date the customer account was opened. The date that determines what transactions to list and the aging of all account balances displayed. The first two contacts and associated phone numbers from the Customer/Phone field in the Customer Maintenance window. The part of the customer's balance that is due but that has not yet appeared on a statement. The part of the customer's balance that you have billed and that is due in the current period The part of the customer's balance that is between 31 and 60 days overdue The part of the customer's balance that is between 61 and 90 days overdue The part of the customer's balance that is between 91 and 120 days overdue. Over 120 Total Deposits Orders MTD Sales YTD Sales 6 Month Avg/12 Month Avg The part of the customer's balance that is over 120 days overdue. The total balance due from the customer. The total of all deposits made by the customer against open orders. The dollar value of material that has been ordered but not yet shipped to the customer. The customer's month-to-date sales total. The customer's year-to-date sales total. The average balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program (A/R > Utilities > Credit Statistics Calculations). To view the 12-month average, from the Options menu, select 12 Month View Epicor Software Corporation. All rights reserved. 71

78 Solar Eclipse Accounts Receivable Rel Field 6-Month High/12 Month High Payment Days Description The highest total balance due from the customer over the six or twelve months before the last running of the Credit Statistics Calculation program. To view the 12-month high, from the Options menu, select 12 Month View. The average of the number of weighted days to pay since the last time the customer had a zero balance. This number is based on data from the previous six months, and is calculated when the Credit Statistics Calculation program is run. For example, if the transaction includes three cash receipts for an invoice of $400, the receipts might be laid out as follows: $100 is paid seven days from the invoice date $200 is paid 14 days from the invoice date $100 is paid 21 days from the invoice date The formula for calculating the average days to pay for all three invoices works as follows: [(100 x 7) + (200 x 14) + (100 x 21)] / 400 = 14 days. Note: Cash receipts entered after the As of Date are excluded from the payment date calculation. Last Sale Date Last Payment Date Prior Payment Date Last Sale Amount Last Payment Amount Prior Payment Amount Discounts Taken YTD Discounts Last Year Terms Credit Limit Available Total Discount Available Balance after Discount The date of the last sale to the customer. The date of the customer's last payment. The date of the payment made before the last payment. The amount of the last sale to the customer. The amount of the customer's last payment. This field only reflects actual cash receipts, not zero dollar cash receipts that you enter to adjust an account. The amount of the payment made before the last payment. The amount of any discounts the customer has received so far this fiscal year. The amount of any discounts the customer received last fiscal year. The customer's payment terms. The system populates this field with information from the Terms Code field in the Customer Maintenance window. The customer's credit limit. The system populates this field with information from the Credit Limit field in the Customer Maintenance window. The difference between the customers Credit Limit and Total balance due. The addition of lot items to open orders and the invoicing and payment of lot items can affect this amount. The amount of the discount available to the customer if they pay future balances on or before the due date. The amount of payment due if the customer pays off future balances on or before the due date and the system applies the discount Epicor Software Corporation. All rights reserved.

79 Rel Accounts Receivable Note: For more information about how the system calculates aging buckets, see.a/r Aging Methods and Examples. 5. Review the columns for each transaction, as needed. Column Reference # Branch Date Amount Payment Payment Date Balance Age Invoice Status Description The sales order number, check number, or cash payment number of the transaction. The branch that receives credit for the transaction. The posting date of the transaction. The amount of the transaction. The amount that was applied to the original transaction. The date the payment was made. The remaining balance for the transaction. The aging category to which the transaction belongs. A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record. 6. Do any of the following, as needed: To... record any conversations or contact with the customer regarding their account view the order, the cash receipt, or payment information for a selected transaction edit the order or cash receipt information for a selected transaction view aging information for a selected transaction view the balance due and aging buckets for both bill-to and ship-to customers, as well as pay-to and ship-from vendors view every transaction that has affected this customer's A/R balance view a list of open orders for this customer view a list of outstanding bids for this customer Select this menu option... File > Enter A/R Note The Call Tracking Entry window displays. File > View Order Displays a window that corresponds to the type of transaction, such as Sales Order Entry, Payment Viewing, or Cash Receipts in view-only mode. File > Edit Order Displays a window that corresponds to the type of transaction, such as Sales Order Entry or Cash Receipts. File > Audit Order The A/R Item Audit window displays. Inquiries > A/R Summary The A/R Summary window displays. Inquiries > A/R Ledger The A/R Ledger window displays. Inquiries > Open Orders The Sales Inquiry window displays in open orders mode. Inquiries > Open Bids The Sales Inquiry window displays in bid mode Epicor Software Corporation. All rights reserved. 73

80 Solar Eclipse Accounts Receivable Rel To... determine how much doing business with this customer costs your company compare this year's and last year's sales history for this customer view or edit the customer's maintenance record view how this customer's payment habits compare to those of other customers view a list of activity log entries for this customer change the currency viewed on this window view information for the bill-to account only Select this menu option... Inquiries > Activity Based History The Activity Based Customer Sales History window displays. Inquiries > Customer Sales History The Customer Sales History window displays. Inquiries > Customer Maintenance The Customer Maintenance window displays. Inquiries > Customer Rank The Customer Ranking window displays. Inquiries > Activity Log The Customer Activity Log Viewing window displays. Options > Change Currency A prompt displays. Type the new currency and press Enter. For more information about exchange rates, see the Foreign Exchange Rates Overview. Options > Bill-To Only A checkmark displays next to the menu selection. Select Bill-To Only again to return to view all mode. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

81 Rel Accounts Receivable Customer Ranking Details Use the Customer Ranking screen to view and compare the performance of one customer to another. The system bases this ranking method on definitions set on the Customer Product Ranking window. Running the Customer Ranking program selects the ranking methods and updates the ranks, for example, at the end of each month. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To compare customers' performance: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Customer Rank to display the Customer Ranking window. 4. View the following information, as needed: Field Name Rank Ranking Method Date Time User ID Description The customer for whom the system displays the ranks, based on the name in the Customer field on the A/R Inquiry screen. The rank assigned to the customer for the designated ranking method, based on when the Customer Ranking program was last run. The ranking method associated with the designated rank. The date on which the Customer Ranking program was last run. The time at which the Customer Ranking program was last run. The user ID of the person who last ran the Customer Ranking program. 5. Press Esc and return to the A/R Inquiry window. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 75

82 Solar Eclipse Accounts Receivable Rel Viewing Customer Sales Histories Use the Customer Sales History window to view a customer's sales dollars and your gross profit percentages by month for two consecutive years. The window displays the difference between the two years in gross profit percentages, and you can move forward and backward through the years of sales history for a customer. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view customer sales history information: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Customer Sales History to display the Customer Sales History window. 4. Review the following information for each month, as needed: Column (First Year) GP% (Second Year) GP% Diff% Description The sales made during the first year. If you have not changed the year, this is last year's sales. The amount of profit your company made from the first year's sales. If you have not changed the year, this is last year's gross profit percentage. The sales made during the second year. If you have not changed the year, this is this year's sales, to date. The amount of profit your company made from the second year's sales. If you have not changed the year, this is this year's gross profit percentage, to date. The difference in gross profit percentage between the two years displayed. If the sales amount for the same month each year is zero and the gross profit for the same month each year is zero, this column displays %. 5. To view the sales history for different years, from the Options menu, select one of the following: To view the sales history for an earlier year, such as 2001, select Previous Year. To view the sales history for a later year, such as 2004, select Next Year. 6. From the File menu, select Exit to return to the A/R Inquiry window. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

83 Rel Accounts Receivable Viewing Activity Based Customer Sales Histories Use the Activity Based Customer Sales History window to view information about sales, cost, and gross profit information for a customer as it relates to various expense categories you have set up in activity based costing. You can use this screen to drill down to view the individual activities that make up the figures for the Expense categories and G/L Pools. For more information, see Activity Based Costing. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view activity based customer sales history: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Activity Based History to display the Activity Based Customer Sales History window. 4. Follow the procedure for Viewing ABC Customer Sales Histories Epicor Software Corporation. All rights reserved. 77

84 Solar Eclipse Accounts Receivable Rel Viewing A/R Balance Summaries Use the A/R Summary window to show a summary of the balances on accounts for a bill-to customer without needing to call up each individual account. In this window, you can view a breakdown of each ship-to customer associated with the original bill-to customer, as well as view the details for each ship-to account. This is a view-only window. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view a summary of A/R balances: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select A/R Summary to display the A/R Summary window. The system populates the window with the following view-only information: Review for each account, as needed: Column Parent / Bill-To Customer Balance Current Description Indicates that this is a parent or a bill-to only customer. Displays the corresponding customer name for the Parent / Bill-To column. The total outstanding balance owed for the customer, including the amount in the Current column, as well as all aging buckets. The balance that has been invoiced less than 30 days and is not yet past due. 30 PD (Past Due) The invoiced balance that is at least 30 days past due but is less than 60 days past due. 60 PD (Past Due) The invoiced balance that is at least 60 days past due but is less than 90 days past due. 90 PD (Past Due) The invoiced balance that is at least 90 days past due but is less than 120 days past due. This amount is the same as the combined amounts in the and Over 120 aging buckets in the Account Information area in the A/R Inquiry window. Future The invoiced balance that is over 120 days past due. Note: For more information about how the system calculates aging buckets, see Understanding A/R Aging Methods. 4. Do any of the following, as needed: To... print the summary information print the A/R Aging Report Select this menu option... File > Print The Print Table window displays. Select whether to print the report in portrait or landscape orientation and click OK to send the report to your hold file. File > A/R Aging Report The A/R Aging window displays Epicor Software Corporation. All rights reserved.

85 Rel Accounts Receivable To... locate account summary for a ship-to customer not displayed on the first page view any ship-to customer accounts with zero balances view receivables in detail for a selected customer view transactions on the selected customer's account view the open orders on a selected customer's account view the outstanding bills on a selected customer's account view or edit a selected customer's maintenance record Select this menu option... Edit > Find At the Customer Search prompt, enter the customer name and click OK to move to the customer's summary information. Edit > Show Zeros To hide zero balances, select Show Zeros again to remove the checkmark next to it. Inquiry > A/R Inquiry The A/R Inquiry window displays. Inquiry > A/R Ledger The A/R Ledger window displays. Inquiry > Open Orders The Sales Inquiry window displays. Inquiry > Open Bids The Sales Inquiry window displays. Inquiry > Customer Maintenance The Customer Maintenance window displays. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 79

86 Solar Eclipse Accounts Receivable Rel Viewing Open Sales Orders in A/R Use the A/R Items window to view information on sales orders with unpaid invoices. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To inquire about unpaid invoices: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Orders to display the Sales Inquiry window. 4. From the View menu, select A/R Items key to display the A/R Items view of this window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Address Contact Information Invoice # Customer PO # Branch Balance Posting Date Description The customer account name, based on the information in the Customer field on the A/R Inquiry window. The specific product type, if any, that you want to search on. When you enter a product type in the Product field, the window redisplays, showing only those transactions containing the stated product. To redisplay all of the transactions, clear the Product field. The customer mailing address. The first three contacts listed for this customer, including name and phone number, as designated on the Customer Maintenance window. The invoice number of the unpaid transaction. Invoices are listed according to posting date. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction was posted to the general ledger as shipped. 5. Review the information and exit the window. More Options on the A/R Items View Use any of the following options, as needed: To... display the Open Orders window display the A/R Items window display the Bid window Select the following menu option... View > Open Orders View > A/R Items View > Bids Epicor Software Corporation. All rights reserved.

87 Rel Accounts Receivable To... displays the transaction on which the cursor is positioned in view-only mode display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in edit mode clears the screen and display only those transactions with a credit applied against them Select the following menu option... View > View Item File > Arrange Delivery View > Edit Item View > Credits 2011 Epicor Software Corporation. All rights reserved. 81

88 Solar Eclipse Accounts Receivable Rel Viewing Open Sales Order Bids in A/R Use the Bids window to view information on sales order bids that have not yet been converted to actual sales orders. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view open sales order bids: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Bids to display the Bids view of the Sales Inquiry window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Address Contact Bid # Customer PO # Branch Balance Ship Date Avail Date Status Ship Via Description The customer account name, based on the information in the Customer field on the A/R Inquiry window. The specific product type, if any, that you want to search on. When you enter a product type in the Product field, the window redisplays, showing only those transactions containing the stated product. To redisplay all of the transactions, clear the Product field. The customer mailing address. The first three contacts listed for this customer, including name and phone number, as designated on the Customer Maintenance window. The transaction ID of the designated bid. Open bids are listed in order by transaction number. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction ships. The date that the transaction is available. The status of the transaction. The code for the method of shipment for this transaction, also known as a ship via. This code is designated on the Sales Order Entry window, and defined on the Ship Via Maintenance window. For more on these codes, see Ship Via Maintenance Overview. 4. Review the information and exit the window Epicor Software Corporation. All rights reserved.

89 Rel Accounts Receivable More Options on the A/R Open Bids View: Use any of the following options, as necessary: To... display the Open Orders window display the A/R Items window display the Bid window displays the transaction on which the cursor is positioned in view-only mode display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in edit mode clears the screen and display only those transactions with a credit applied against them Select the following menu option... View > Open Orders View > A/R Items View > Bids View > View Item File > Arrange Delivery View > Edit Item View > Credits 2011 Epicor Software Corporation. All rights reserved. 83

90 Solar Eclipse Accounts Receivable Rel Inquiring About Unpaid Invoices Use the A/R Items window to view information on sales orders with unpaid invoices. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To inquire about unpaid invoices: 1. From the A/R menu, select A/R Inquiry to display the A/R Inquiry window. 2. Populate the A/R Inquiry window. 3. From the Inquiries menu, select Open Orders to display the Open Orders window. 4. From the View menu, select A/R Items to display the Sales Inquiry A/R Items window. Based on the customer in the Customer field on the A/R Inquiry window, the following viewonly information displays: Field Customer Product Contact Invoice # Customer PO # Br Balance Posting Date Description The customer account name and address, based on the information in the Customer field on the A/R Inquiry window. When you enter a product type in the Product field, the window redisplays, with only those transactions containing the stated product. The first three contacts and their phone numbers listed for this customer, as designated on the Customer Maintenance window. The invoice number of the unpaid transaction. Invoices are listed according to posting date. The customer's order number, as designated on the Sales Order Entry Header window. The number of the branch for this transaction. The balance owing on the transaction. The date the transaction was posted to the general ledger as shipped. 5. Save your changes and exit the window. More Options for Unpaid Invoices The Sales Inquiry A/R Items window also offers these options: To... display the Scheduling window for the transaction on which the cursor is positioned display the transaction on which the cursor is positioned in viewonly mode displays the transaction on which the cursor is positioned in edit mode (not in use at this time) Select this menu option... File > Arrange Deliver View > View Item View > Edit Item View > Update Epicor Software Corporation. All rights reserved.

91 Rel Accounts Receivable To... display the Open Orders window displays the A/R Items window display the Bid window clear the window and displays only those transactions with a credit applied against them Select this menu option... View > Open Orders View >A/R Items View > Bids View > Credits 2011 Epicor Software Corporation. All rights reserved. 85

92 Solar Eclipse Accounts Receivable Rel A/R Ledger Overview Use the A/R Ledger to view information about transactions that have affected an account's A/R balance, including aging information, current general ledger credit distributions, and A/R debit amounts by transaction. The customer's entire transaction history is recorded here, and you can drill down into the sales orders to review detailed information. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. Use the following procedures to view information about transactions: Viewing Transactions on Customer Accounts Viewing Aging Information on Customer Accounts Limiting Transaction Displays in A/R Reprinting Invoices Epicor Software Corporation. All rights reserved.

93 Rel Accounts Receivable Viewing Transactions on Customer Accounts Use the A/R Ledger window to view all A/R transactions in chronological order, as far back as your records exist on the system, with the most recent transaction listed at the bottom of the window. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view transactions on a customer's account: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. In the Customer field, enter the name of the customer for which to display accounts receivable information. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to return it to the field. 3. Review the following for each transaction, as needed: Field Reference ID Post Date Branch Information Debit Credit Balance Description The transaction identification number. The date the transaction posted. The branch associated with the transaction. A brief statement that describes the origin of the transaction. The transaction amount, if it is a debit. The transaction amount, if it is a credit. The remaining balance on the account when the transaction was entered. 4. Do any of the following, as needed: To... print the ledger for transactions in a selected range reprint all invoices within a selected date range limit the number of transactions that display remove the values from the A/R Ledger Selection Criteria window review a selected transaction's posting history view aging information for a transaction Select this menu option... File > Print A prompt displays. Enter a date range and click OK. File > Reprint Invoices The Invoice Reprinting window displays. Selection > Select Criteria The A/R Ledger Selection Criteria window displays. Selection > Clear Selection Inquiry > Posting History The A/R Adjustments window displays. Inquiry > Audit The A/R Item Audit window displays Epicor Software Corporation. All rights reserved. 87

94 Solar Eclipse Accounts Receivable Rel To... View order entry, cash receipt, or payment information for a selected transaction Edit order entry or cash receipt information for a selected transaction Select this menu option... Inquiry > View Displays a window that corresponds to the type of transaction, such as Sales Order Entry, Payment Viewing, or Cash Receipts in view-only mode. Inquiry > Edit Displays a window that corresponds to the type of transaction, such as Sales Order Entry or Cash Receipts. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

95 Rel Accounts Receivable Viewing Aging Information on Customer Accounts Use the A/R Item Audit window to view aging information by transaction. This is a view-only window that lists the bill-to and ship-to accounts for a sales order transaction or the pay-to and ship-from accounts for a purchase order transaction. It also lists the original amount and current balance, the posting, discount, due dates, the date period during which the item was considered to be aged as current, the terms code assigned to the transaction, and the user-defined invoice status code, if one has been assigned. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To view aging information on customer accounts: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. View transactions on a customer's account. 3. Select a transaction and, from the Inquiry menu, select Audit to display the A/R Item Audit window. 4. Review the following information, as needed: Field ID Bill-To Ship-To Original Amount Current Balance Posting Date Discount Date Due Date Aged Current Aging Terms Invoice Status Description The transaction for which you are viewing this window. The bill-to customer associated with this transaction The ship-to customer associated with this transaction. The original transaction amount. The current balance of the transaction. The date this transaction posted to the general ledger. If this is a sales order transaction, the date by which customer must pay the invoice in order to qualify for a discount on the balance due. If this is a sales order transaction, the date by which the customer must pay the net amount to avoid paying a service charge. If this is a sales order transaction, the period during which the invoice was considered current. If this is a sales order transaction, the terms code assigned to this transaction, as determined on the SOE or POE Header window. If a status code is assigned to this invoice, this code identifies this invoice as being on hold, disputed, or in some way questionable. A status code is assigned to an invoice in Cash Receipts entry, and defined in by the Valid Customer Invoice Status Codes control maintenance record. 5. Do either of the following, as needed: To... view the current general ledger credit distribution that corresponds to the debit on the A/R account for this transaction Click this button... G/L Postings The A/R Adjustments window displays Epicor Software Corporation. All rights reserved. 89

96 Solar Eclipse Accounts Receivable Rel To... view a listing of the discounts available to the transaction by discount date and discount amount Click this button... Discounts Avail The Discounts Available window displays. 6. Click OK to return to the A/R Ledger window. 7. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

97 Rel Accounts Receivable Limiting Transaction Displays in A/R Use the A/R Ledger Selection Input window to limit the transactions displayed on the A/R Ledger window. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. To limit transaction displays in accounts receivable: 1. From the A/R menu, select A/R Ledger to display the A/R Ledger window. 2. Display transactions for a customer. 3. From the Selection menu, select Select Criteria to display the A/R Ledger Selection Criteria window. 4. Complete any of the following fields, as needed: To... display transactions for a specific order to select a particular purchase order display transactions for a specific check number display transactions within a specific date range display transactions greater than or equal to a specific amount display transactions less than or equal to a specific amount display transactions for a specific general ledger account to select only those transactions associated with a specific branch or territory Do this... In the Order ID field, enter a reference number. Do not include extensions. Do one of the following: Enter an purchase order number to select a particular purchase order. Enter a partial purchase order number and select from the displayed selection list of purchase order numbers that match the criteria you entered. in the Check # field, enter the number that identifies the check. In the Start Date field, enter the first date in a range of transaction dates. If you do not enter an end date, the system displays all transactions from the start date through today's date. In the End Date field, enter the last date in the range of transaction dates. If you do not enter a start date, the system displays all transactions from the date the account started through the specified end date. In the Minimum Amount field, enter a starting amount. In the Maximum Amount field, enter an ending amount. In the G/L Account field, enter part of the account description to display a list of matching accounts. Select an account to return it to the field. In the Branch/Territory field, enter a branch, territory, or all. 5. Click OK to view transactions matching your selection criteria on the A/R Ledger window Epicor Software Corporation. All rights reserved. 91

98 Solar Eclipse Accounts Receivable Rel Do either of the following, as needed, to broaden your search: To delete information from one or more fields, from the Selection menu, select Select Criteria to redisplay the A/R Selection Criteria window. Make the necessary changes and click OK. To remove all selection criteria, from the Selection menu, select Clear Selection Epicor Software Corporation. All rights reserved.

99 Rel Accounts Receivable Reprinting Invoices Use the reprint process to select multiple invoices to reprint, re-fax, or re- to a customer at one time. You can select a specific range of invoices by date, aging buckets, or by selecting from a list of all your open invoices. You must have the SOE.REPRINT.INVOICES authorization key to be able to reprint invoices from the Invoices Reprinting screen. For information about printing original invoices, see Printing Invoices in the Sales Management documentation. To reprint an invoice: 1. From the A/R menu, select either A/R Ledger to display the A/R Ledger window or A/R Inquiry to display the A/R Inquiry window. 2. Display transactions for a customer. Click the Arrow buttons by the vertical scroll bar to view any transactions out of the viewable area. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. 3. Limit the number of transactions that display, if needed. Invoices print for any transactions listed in this window. 4. From the File menu, select Reprint Invoices to display the Invoice Reprinting window. The system populates the Customer field, based on the information in the A/R Ledger window. 5. In the Start Date and the End Date fields, enter the first date and the last date in a range of invoices to reprint. 6. In the Type field, enter one of the following to determine the type of invoices to reprint: All - Includes all invoices within the given date range, including open and closed invoices. Open Only - Includes all open invoices within the given date range. By Age - Includes all invoices within a specific bucket range. If you select this option, two additional fields: Start Bucket and End Bucket, become active. Complete these fields according to the start and end buckets for which to select invoices. 7. In the Start Bucket field, enter one of the following starting aging buckets: Future, Current, 30, 60, 90, or In the End Bucket field, enter an aging bucket later than the entry in the Start Bucket field. For example, if you enter 60 in the Start Bucket field, enter a 60, 90, or 120 in this field. The system reprints only those open invoices within the starting and ending age bucket range Epicor Software Corporation. All rights reserved. 93

100 Solar Eclipse Accounts Receivable Rel Do the following, as needed: To... further limit the number of transactions that print review the list of invoices selected on the A/R ledger screen Select this menu option... Options > Select Invoices The list of invoices from the A/R Ledger window display. To select an invoice, move the cursor to the transaction to include and type press Enter. Return to the Invoice Reprinting window. The word *List* displays in the Type field. Options > A/R Ledger 10. Do one of the following to process the invoices: To... print the selected invoices fax the invoices to the customers the invoices to the customers using the Outbound companion product. Select this menu option... File > Print File > Fax The Fax Memo window displays. File > The Send window displays. Based on your authorization, you might not be authorized to print, fax, or all the invoices in the date range that you specify. The system generates a list of the invoices that you are not authorized to print and sends it to your Hold file. 11. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

101 Rel Accounts Receivable A/R Collections Overview Use the A/R collections functions to manage your collections activities. The A/R Collection Queue is a storehouse of all of your customer accounts that have open balances older than 30 days. It also shows your customers who have exceeded their credit limit. You can sort information in the queue in any number of ways, depending on what kind of activity you are managing. As you contact customers about their accounts, you can document your conversations in a log. The log includes information about when you last contacted the customer, and when you need to contact them again. You can also record whether you sent them a reminder notice. When you record follow up dates, you can choose to view only those customers you need to follow up with on the collections queue Epicor Software Corporation. All rights reserved. 95

102 Solar Eclipse Accounts Receivable Rel Locating Customers with Past-Due A/R Balances Use the A/R Collection Queue Driver to select any customer who has a past due A/R balance. The driver takes the information from the ENTITY file and creates the AR.COLLECTION file. This file enables the system to speed up the real-time process when populating the AR Collection Queue. The queue can be populated only by customers in the AR.COLLECTION file, so we recommend that you refresh this file by selecting the driver to run on a regular basis, such as once a week. If you only use the A/R Collection Queue, and do not use the A/R trend history from within that queue, select to run the driver for only A/R Collections. To locate customers with past-due balances: 1. From the A/R > Utilities menu, select A/R Collection Queue Driver to display the A/R Collection Queue Driver window. 2. Select how you want to run the driver: A/R Collection - Select this option if you only need data for customers with past due balances for viewing and processing in the A/R Collection Queue. A/R Trend - Select this option if you use the A/R trending history within the A/R Collection Queue to drill into payment details for your customers. Both - If you use both the collection queue and trending history, select this option to gather the data for both. Selecting this option does mean that the driver takes longer to run. 3. Click one of the following buttons: Begin - Generates the list of past-due customers. To view the results of the generation, display the A/R Collection Queue. Schedule - Displays the Phantom Scheduler window. For more information on how to use this window, see Scheduling Phantom Processes. Cancel - Exits the window Epicor Software Corporation. All rights reserved.

103 Rel Accounts Receivable Viewing the A/R Collection Queue Use the A/R Collection Queue to review customer accounts with past due balances. You can also view invoices and payments for a specific customer, view customer notes, schedule follow-up actions, edit customer files, and change credit customer statuses. To ensure that you have updated the ENTITY file, which supplies information to the A/R Collection Queue, you should refresh this file by running the A/R Collection Queue Driver for A/R Collections on a regular basis, such as once a week. To view the A/R Collection Queue: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. In the Branch/Territory/All field, enter the branch, branches, or territories for which you want to view the queue. 3. In the Credit Manager field, enter a credit manager's name to display customers assigned to a specific credit manager. Leave the field blank to display all customers. 4. In the Inside Salesperson field, enter an inside salesperson's user ID to display only customers assigned to a specific salesperson. Leave the field blank to display all customers. 5. In the Outside Salesperson field, enter an outside salesperson's user ID to display only those customers assigned to a specific outside salesperson. Leave the field blank to display all customers. 6. In the A/R Terms Code field, enter a customer's terms code to displays only those customers with that terms code assigned to them. Leave the field blank to display all customers. Note: Terms codes are assigned using the Terms Code field in Credit Control Parameters in Customer Maintenance. For more information, see Defining Payment Terms and Credit Control Parameters. 7. In the Customer field, enter a customer's name to displays collection items for only that customer. Leave the field blank to display all customers. 8. In the Max Collection Days field, enter a customer's name to displays only those customers with a particular number of collection days allowed assigned to them. Leave the field blank to display all customers. Note: Collection days allowed are assigned in the Max Collection Days field on the Additional Customer Credit Data window in Customer Maintenance. For more information, see Entering Additional Customer Credit Data. 9. In the With % Credit Limit field, enter a percentage to displays only those customers who have credit balances greater than that percentage of their credit limit. For example, enter 90 to display the customers with credit balances that represent at least 90% of their credit limit. Leave this field blank to display all customers. 10. In the With % Past Due Credit field, enter a percentage to displays only those customers for whom a certain percentage of their credit balance is past due. The system looks at the settings in this field and then compares this information to the customer's past due balances as determined by the parameters you entered in the PastDue Limit and Days fields on the Credit Control Parameters window in Customer Maintenance. Leave this field blank to display all customers Epicor Software Corporation. All rights reserved. 97

104 Solar Eclipse Accounts Receivable Rel Based on the percentage you enter, the system displays only those customers who have past due amounts that are within the percentage range. For example, if a customer has a credit limit of $100, and they have a past due amount of $87.48, then if you enter: 87 in the With % Past Due Credit field, then the queue displays this customer. 88 in the With % Past Due Credit field, then the queue does not display this customer. For more information on past due balances, see Defining Payment Terms and Credit Control Parameters. Note: The information in the PastDue Limit and Days fields might result in a past due credit balance that is different than the amount in the Past Due Bal column on the A/R Collection Queue window. The Past Due Bal column amount is based on the A/R aging bucket amounts. Keep in mind that each line item that displays is based on a variety of parameters, as determined by your other entries on this screen, and not just the amount that a customer is past due. 11. In the Aging field, do one of the following to determine which customers to display in the queue: Press F10 and select an aging bucket - Displays those customers who have credit balances within that aging bucket or invoice date bucket. If you are using a due date based aging method, the columns in the Aging view reflect the aging buckets as assigned in the A/R Aging Method control maintenance record. Press Enter to select the All default - Displays all customers, regardless whether they have credit balances in a particular aging bucket. Note: For more information on aging buckets, see A/R Aging Methods and Examples. 12. In the Type field, press F10 and select one of the following to determine which customers to display in the queue: No Call Logged - Displays only those customers for whom a follow-up call has not been scheduled on the current or future date. Followup - Displays only those customers for whom a follow-up call has been scheduled on the current or future date. Press Enter to select All - Displays all customers, regardless whether a follow-up call has been scheduled. Note: For more information, see Logging Collection Calls. 13. In the Start Date field, enter a date to display customers who have a next call date scheduled after that date. Leave the field blank to display all customers. 14. In the End Date field, enter a date to displays customers who have a next call date scheduled before that date. Leave the field blank to display all customers. Note: To display customers who do not have a next call date scheduled, leave both the Start Date and End Date fields blank. For more information on next call dates, see Logging Collection Calls. 15. Click Update to start the search. The system displays the following information: Column Description Epicor Software Corporation. All rights reserved.

105 Rel Accounts Receivable Br Customer Print Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is included in the queue. (View Only) Enter one of the following, then use the File > Print/Fax menu option to determine the method by which the collection information is delivered to the customer: Total A/R Credit Avail Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N - None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) Past Due Bal Displays the customer's past due balance based on the 31-60, 61-90, , and Over 120 aging buckets from the A/R Inquiry screen. (View Only) The displayed amount is the sum of the selected aging bucket, based on your setting in the Aging field, plus all older aging buckets. This amount does not include the amount in the Current aging bucket. For more information, see A/R Aging Methods and Examples. Note: This is the default view. For additional views, use the Change View menu option. 16. Save your changes and exit the window. More Options For Viewing the A/R Collection Queue The A/R Collection Queue window also offers these options: To... send the displayed collections information to your hold file print, fax, or open invoices or statements to customers flagged for printing or faxing (print status of P or F) log follow-up calls made to a selected customer, other collections information, or schedule the next date to call enter information about the customer and any account activity that occurred Select this menu option... File > Hold File > Print/Fax File > Log Call The A/R Collection Queue Log window displays. File > Notes The Call Tracking Entry window displays Epicor Software Corporation. All rights reserved. 99

106 Solar Eclipse Accounts Receivable Rel To... view or update a customer's credit information change the print status of all displayed customers change the way the customer's credit information displays view a list of activity log entries for this customer review receivable information for a selected customer review the transactions on a selected customer's account view the whole credit picture for both the bill-to and ship-to customers, and drill down further into A/R information view a list of open orders for a selected customer view a list of outstanding bids for a selected customer compare this year's and last year's sales history for a selected customer determine how much doing business with a selected customer costs your company review or edit a selected customer's maintenance record Select this menu option... Edit > Credit Control The Credit Control Parameters window displays. Edit > Set Print Status A prompt displays. Enter the print status and click OK. Change View > Credit/Past Due Aging Credit Limits Note: For more information on the views available on this window see, Changing Collections Queue Column Views. Inquiries > Activity Log The Customer Activity Log Viewing window displays. Inquiries > A/R Inquiry The A/R Inquiry window displays. Inquiries > A/R Ledger The A/R Ledger window displays. Inquiries > A/R Summary The A/R Summary window displays. Inquiries > Open Orders The Sales Inquiry window displays in Open Orders mode. Inquiries > Open Bids The Sales Inquiry window displays in Bids mode. Inquiries > Customer Sales History The Customer Sales History window displays. Inquiries > Activity Based History The Activity Based Customer Sales History window displays. Inquiries > Customer Maintenance The Customer Maintenance window displays Epicor Software Corporation. All rights reserved.

107 Rel Accounts Receivable Changing Collections Queue Column Views You can display a variety of information about your open invoices by changing the column view. For example, to view credit availability information, select a column view that includes the Credit Avail column. The following views on this window are: Credit/Past Due Aging Credit Limit A/R Trending To change column views: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. Display customers with past due balances. 3. From the Change View menu, select one of the following options to display alternate columns: Credit/Past Due View Column Br Customer Print Description Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. Total A/R Credit Avail P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) 2011 Epicor Software Corporation. All rights reserved. 101

108 Solar Eclipse Accounts Receivable Rel Column Description Past Due Bal Displays the customer's past due balance based on the 31-60, 61-90, , and Over 120 aging buckets from the A/R Inquiry screen. (View Only) The displayed amount is the sum of the selected aging bucket, based on your setting in the Aging field, plus all older aging buckets. This amount does not include the amount in the Current aging bucket. For more information, see A/R Aging Methods and Examples. Aging View Column Br Customer Print Description Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Total A/R Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the amount that is between 31 and 60 days past due. (View Only) Displays the amount that is between 61 and 90 days past due. (View Only) Displays the amount that is between 91 and 120 days past due. (View Only) Over 120 Credit Limit View Displays the amount that is over 120 days past due. (View Only) Column Br Customer Description Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) Epicor Software Corporation. All rights reserved.

109 Rel Accounts Receivable Column Print Description Displays the method by which the collection information is delivered to the customer when you use the File > Print/Fax menu option. Enter any of the following: Total A/R Credit Avail Credit Limit Note: You must select the collection item that you want to fax or print before you use the File > Print/Fax menu option. P- Print - Prints the information so that it can be mailed to the customer. If you enter P in this column and then use the Print hot key, the system displays a prompt to confirm sending the information to your Hold file. For more information, see Viewing Reports on the Spooler. F- Fax - Faxes the information to the customer. If you enter F in this column and then use the Print hot key, the system displays the Fax Memo screen so that you can review or edit the faxing parameters that the system uses. Any changes you make at this time will not override the standard Fax Memo settings. For more information, see Sending Faxes. N None - Neither faxes nor prints the information. Displays the customer's total accounts receivable balance. (View Only) Displays the customer's available credit. (View Only) Displays the amount of credit your company has authorized this customer to use. (View Only) % Limit Displays the percentage the customer is over or under the established credit limit. (View Only) A/R Trending Column Br Customer Sales to AR % Description (View Only) Displays the branch to which the customer is assigned. (View Only) Displays the name of the customer whose A/R information is displayed. (View Only) The relationship of sales to A/R outstanding. For example if sales were going down and A/R were going up. This calculation is the ratio between the difference in sales month to month divided by the difference in A/R month to month. Then the system uses this value and subtracts the ratio of last month to the month before to see if they are trending down (A/R going up faster than sales) or up (A/R going down faster than sales) Epicor Software Corporation. All rights reserved. 103

110 Solar Eclipse Accounts Receivable Rel Column Turns Past Due Past Disc Status Trend Description (View Only) This shows how many days it takes to turn the current A/R balance. For example: Current A/R Sales A/R Turns $ $ $ $ $ $ The system calculates turns as follows: A/R Turns (in days) = Total Outstanding A/R / (Last Month s Sales / 30) (View Only) Dollars outstanding and due to you that are outside the normal Days to Pay cycle. (View Only) Number of discounts taken past the available date. (View Only) Status of your customer based on the criteria you set. (View Only) Indicates which direction the customer is trending: down (A/R going up faster than sales) or up (A/R going down faster than sales). This data is based on the past three years of customer cycles Epicor Software Corporation. All rights reserved.

111 Rel Accounts Receivable Logging Collection Calls Use the A/R Collection Log Call window to log a collection call, schedule a future calling date, and record other collection activity made to a customer, for example, you can log that you sent a collection letter. You can also enter comments related to your collection activity. To log a collection call: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue window. 2. Display customers with past due balances. 3. Select the customer for whom you want to log a collection call, then, from the File menu, select Log Call to display the A/R Collection Queue Log window. The system populates the following view-only fields: Field Customer Last Call Date Description Displays the name of the customer on which the cursor was positioned on the A/R Collection Queue window. Displays the date of the last collection call, or other collection activity, for the customer. If you have not scheduled a followup call for this customer, this field reflects the current date. 4. In the Next Call Date field, enter a date to determine when you want to make a collection call. This date must be greater than or equal to the current date. If the date in the Next Call Date field is greater than the current date, the system creates an ABC log using the COSCHCL (collection schedule future call) auto group code. For more information on auto groups, see Creating Activity Codes. 5. In the Mailed Letter field, enter one of the following to indicate whether or not you mailed a collection letter: Yes - Yes, you mailed a collection letter. No - No, you did not mail a collection letter. When you enter information in this field, the system creates an ABC log using the COLETTER (collection letter) auto group code. For more information on auto groups, see Creating Activity Codes. 6. In the Type field, do one of the following to indicate the type of collection letter that you mailed: If you entered Yes in the Mailed Letter field, press F10 and select the type of letter that you mailed. If more than one collection letter has been mailed, indicate the type of the most recent letter that you sent. Letter types are defined in the A/R Collection Letter Types control maintenance record. If you entered No in the Mailed Letter field, leave this field blank. Note: The system does not generate, print, send, or store collection letters. The system only lets you record that a letter has been sent and its type Epicor Software Corporation. All rights reserved. 105

112 Solar Eclipse Accounts Receivable Rel In the Comment field, enter any relevant comments about the call or about any followup action that occurred. The system saves this information in the activity log for this customer. 8. Click OK to save your changes. The system displays the Call Tracking Entry window. Add information to this tracker, as needed, and add yourself to the Forward list. For more information, see Appending Comments to Trackers Epicor Software Corporation. All rights reserved.

113 Rel Accounts Receivable Setting A/R Trending Parameters Use the A/R Trending Settings to establish a range for when to consider a customer's account is in trouble. A customer's status can be green, yellow, or red. By default, a customer's status is green. Set the trending parameters to indicate when a customer's status should be set to yellow or red. If one of the criteria is met, the customer's status changes. The status values and colors display on the A/R Collection Queue. Note: The system uses the parameters for all customers. You cannot apply different criteria to different customers. To set A/R trending parameters: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue. 2. From the Options menu, select Trend Status Settings to display the A/R Trending Settings. Note: You do not have to populate the queue to access the A/R Trending Settings. 3. Enter ranges in the following fields to indicate when a customer should enter yellow or red status: Field Sales to A/R Percentage A/R Turns Invoice dollars older than average days to pay Description Ratio between the difference in sales month to month divided by the difference in A/R month to month. Enter the percentage by which, if the customer's ratio has dropped, you want the customer to be in a yellow or red status. The number of days it takes to turn the current A/R balance. The calculation reads: A/R Turns (in days) = Total Outstanding A/R / (Last Month s Sales / 30) Enter the number of turns at which you want the customer to be in a yellow or red status. The dollar total of invoices dollars due that is longer than Average Days to Pay for this customer. If the customer normally pays on average every 45 days but they currently have $10,000 in invoices over 60 days then they have $10,000 in A/R that is older (15 days older) than it usually gets - this customer is breaking their normal behavior. Enter the number of dollars overdue at which you want the customer to be in a yellow or red status. For example, you have your A/R Turns set to Yellow if the customer is greater than 4 and Red if a customer is greater than 6. Any customer that has an A/R turn of 5 or 6 is in Yellow status. 4. Click View Log to see how the A/R Trend Settings have been changed. 5. Click Save to keep the current settings or any changes and return to the A/R Collection Queue Epicor Software Corporation. All rights reserved. 107

114 Solar Eclipse Accounts Receivable Rel Viewing Customer A/R Trend History Use the Customer A/R Trend History graphing utility to drill into payment details for your customers. This tool can help you identify which customers are late on their payments and for which customers this behavior is unusual. This type of analysis can help you negotiate with your customers, as needed, and help your customers fulfill their financial obligations. To view A/R trending history, you must run the A/R Collection Queue driver using the A/R Trend or Both option. To view A/R trend history for a customer: 1. From the A/R menu, select A/R Collection Queue to display the A/R Collection Queue. 2. Enter the parameters to populate the queue, as needed, and click Update. 3. If you want to see the trend information before launching a graph, from the Change View menu, select A/R Trending to change the columns displayed. 4. From the Inquiries menu, select A/R Trending History to display the Customer A/R Trend History window. 5. Use the following check boxes to change the graph layout to include or exclude the data: Total A/R - The total value of A/R the customer has paid. Total Sales - The total sales amount received from the customer. $Past ADTP - The dollar total of invoices dollars due that is longer than Average Days to Pay for this customer. Sales to A/R Percentage - Ratio between the difference in sales month to month divided by the difference in A/R month to month. A/R Turns - The number of days it takes to turn the current A/R balance. 6. Modify the chart display, as needed, to show the data differently. 7. To view the values the system bases the graph on, click the Details tab Epicor Software Corporation. All rights reserved.

115 Rel Accounts Receivable Handling Checks Returned from the Bank The system provides resources for handling checks returned from the bank due to non-sufficient funds (NSF). Through cash receipts you mark a receipt for NSF and the system creates an order with the original order amount, plus the NSF charge to go back to the customer. The order includes a comment with the original sales order number and the ship date. The generated invoice contains the same information. After NSF charges are handled with the customer, you can unapply the NSF charge, if needed. Before using the NSF functionality, you must setup NSF charges using the NSF Setup control maintenance record. Note: You must be assigned level 2 or higher of the CR.ALLOWED authorization key to handle NSF charges. To apply the NSF charge: 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you need to mark for NSF. 3. From the File menu, select Non-Sufficient Funds. The system displays the Bank and NSF information used to create the sales order. 4. Click Create NSF. The system displays the sales order in view-only mode with the NSF line items marked as shipped. 5. Close the sales order to return to the cash receipt. The system adds NSF to the status bar at the bottom of the window to indicate there is a problem with the receipt. 6. Save your changes and exit the window. Note: All changes to cash receipts using NSF menu options are recorded in the maintenance log. To unapply the NSF charge: Note: You cannot unapply NSF charges to orders in closed accounting periods. The system displays an error if the order is in a closed period. 1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. In the Customer field, enter the name of the customer whose cash receipt you need to remove the NSF status. 3. From the File menu, select Remove Non-Sufficient Funds Status. The system asks you to confirm that you want to cancel the NSF order. If you select Yes, the system removes NSF from the status bar, and displays Correction to indicate the NSF resolution. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 109

116 Solar Eclipse Accounts Receivable Rel Note: All changes to cash receipts using NSF menu options are recorded in the maintenance log Epicor Software Corporation. All rights reserved.

117 Rel Accounts Receivable Service Charges Overview Use the Post Service Charges function to charge service charges on your past-due accounts. Then, run the service charges program to apply service charges to accounts that are past due and to invoices paid after the service charge date. The program also generates service charge invoices, which you print up using the Print Invoices program. For more information, see Print Invoices. To set up your system to apply services charges and send service charge messages to your customers, do the following: Set up Service Charges Create Service Charge Products Create Service Charge Messages When you are ready to apply service charges, see Posting Service Charges to Past Due Accounts Epicor Software Corporation. All rights reserved. 111

118 Solar Eclipse Accounts Receivable Rel Setup Requirements for Service Charges Following are the control maintenance records for Service Charges, along with additional setup requirements. Control Maintenance Records Set the following control maintenance records: ACCT AR Default Codes Default Service Charge Sales Source Default Ship Via For Service Charge Tax Code Service Charge Default Terms ACCT AR General Include Credits In Service Charge Calculation Include Current On-Acct Payments/Deposits in Service Charge Calc Include Service Charges In Service Charge Calculation Use Current Balance In Service Charge Calculation Valid Customer Statement Cycles ACCT Print Show Detail On Service Charge Invoice Additional Setup Before you can apply service charges to past-due invoices, you also need to: Create a service charge product in Product Maintenance. Create the message to print on service charge invoices. See Also: Service Charges Overview Epicor Software Corporation. All rights reserved.

119 Rel Accounts Receivable Creating Service Charge Products Use the Product Maintenance window to create a service charge product. Use service charge products to bill your customers for service charges. The steps in this procedure refer to creating a service charge product. For more information on creating products, see Product Maintenance Overview. To create a service charge product: 1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. From the File menu, select New. The system creates a new record. 3. In the Description field, enter Service Charge. This description displays in the Product field on the Service Charge Setup window and prints on the invoice sent to the customer. 4. In the Status field, enter MiscChrg, capitalized as shown and with no spaces. 5. In the GL Account/Product Type field, enter the G/L code that you have designated for service charges. 6. From the Notes menu, select Reminder to display the Order Entry Reminder window. In this window, you can enter a message that displays if a sales representative selects this product during order entry, cautioning against using this product in order entry. For more information, see Creating Order Entry Reminders for Products. 7. From the File menu, select Exit to display a prompt. Click Yes to save the note and return to the Product Maintenance window. 8. Save your changes and exit the window. See Also: Service Charges Overview 2011 Epicor Software Corporation. All rights reserved. 113

120 Solar Eclipse Accounts Receivable Rel Creating Service Charge Messages Use the Service Charge Setup window to create additional service charge messages associated with your service charge product. This message prints on invoices along with the description from the Product file. For more information, see Product Maintenance Overview. To create a service charge message: 1. From the System > System Files > Customer/Vendor Control menu, select Service Charge Setup to display the Service Charge Setup window. Note: If prompted, log on to the character-based system. 2. In the Product field, enter the service charge product ID. Only a product with a status of Misc Crg is accepted by this program. 3. In the Post A/R to Sales Branch (Y/N) field, enter one of the following to determine how to break out service charges to branches: Y - Posts the service charge to the home branch of the customer and credits the income generated to the sales branch that generated the original invoice. This selection overrides the branch specified in the Posting Branch field on the Post Service Charges screen. N - Post the service charge to the home branch of the customer and credits the income generated to the branch specified in the Posting Branch field on the Post Service Charges screen. 4. In the Message field, enter the message that you want to appear on the customer's invoice. For example, you might have the following message: "This finance charge is being applied to your account in an effort to collect your outstanding balance." 5. When you are finished creating a service charge message, press Esc to save the information and exit the screen Epicor Software Corporation. All rights reserved.

121 Rel Accounts Receivable Posting Service Charges to Past-Due Accounts Run the service charges program to apply service charges to past-due accounts and to invoices paid past the service charge date. When you use this window to apply charges, it calculates the service charge based on the parameters that you define, posts the charges to the appropriate accounts, and generates service charge invoices. The Print Invoices program handles the actual printing of the service charge invoices. For more information on how to set up your system to print invoices, see the Printer System Overview. To post service charges: 1. From the A/R menu, select Post Service Charges to display the Post Service Charges window. 2. In the Branch/Territory field, enter the branch, branches, or territories for which to apply service charges. The system reviews any customer who has one of the designated branches identified as its home branch for potential service charges. This setting is determined on the Accessible Branches screen in Customer Maintenance. For more information, see Defining Customer Branch Override Capabilities. 3. In the Posting Date field, enter the date to post the service charges. The system populates this field with the month-end date for the previous month, but you can change it, if needed, including entering a variable date if you want to schedule the process. 4. In the Posting Branch field, enter the branch to which the service charge invoices post. 5. Do one of the following to determine to which customers to apply service charges: To generate service charges for a specific customer, in the Customer field, enter that customer's name. To apply post service charges to customers with a particular statement cycle, in the Statement Cycle field, enter a user-defined statement cycle code or select from a list of cycle codes. To apply more than one type of statement cycle, in the Statement Cycle field, use the Multiple Items button to create a list of statement cycle codes, and then press Esc. The system populates the field with the word *Multi* to indicate that more than one cycle code has been selected. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Customer Maintenance. 6. To post an individual service charge for each ship customer that has a past due balance, select the Post at Ship-To Level check box. To post a single service charge for the bill-to customer for the sum of all service charges for the bill-to customer's assigned ship-tos with past due balances, leave the Post at Ship-To Level check box deselected. 7. In the Print Flag area, select one of the following options to determine how an invoice prints: Batch Print - Makes the invoice eligible for the Print Invoices program to select for batch printing. Detail Invoice Preview Report - Makes an invoice eligible for the Detailed Invoice Review Report Epicor Software Corporation. All rights reserved. 115

122 Solar Eclipse Accounts Receivable Rel No Print - Sets the service charge invoice not to print. 8. To increase the processing speed for posting service charges to past-due accounts, from the Options menu, select Thread Work Load to display the Maximum Thread Workload field. We recommend not setting this for more processors than your machine has. For example, if you have four processors, set the workload to 4. The system should process four times faster than if this was set to Use any of the options under the File and Options menus, as needed, to post the service charges Epicor Software Corporation. All rights reserved.

123 Rel Accounts Receivable Printing, Faxing, and ing Statements Overview Use the Print Statements program to print and mail, fax, or statements to your customers. Be sure that you are enabled to send faxes using Eclipse. Also, keep in mind that when you are faxing statements, you are still printing copies for your own records. For more information, see Assigning Fax Devices Overview. The Outbound companion product is required to send statements using . Before you print, fax, or statements, you need to: Define the Valid Statement Cycles control maintenance record. Define the Default/Invoice Statement Sort control maintenance record. Set the AR.STATEMENT authorization key. Setting up customers to receive faxed statements is a two part process. First, you need to prepare the customer records so that they can receive faxes. Second, you must define the parameters as to how they will receive fax statements. You must perform the following procedures: Defining Customer Records for Faxed Statements Defining Fax Statement Parameters When you have set up your customers to receive faxed statements, use the following procedures to send out faxed statements: Faxing or ing Single Statements Faxing Multiple Statements Creating or Editing Customer Statement Lists 2011 Epicor Software Corporation. All rights reserved. 117

124 Solar Eclipse Accounts Receivable Rel Defining Customer Records for Faxed Statements Set up your customers to enable them to receive faxed statements. The following procedure describes how to populate the Contact/Phones area on the Customer Maintenance screen and the Customer Pricing/Printing screen that are specific to this task. For more information on how to populate the remainder of these screens, see Creating Customer Records and Defining Customer Invoice Printing Options. To define a customer record for faxed statements: 1. From the Maintenance menu, select Customer to display the Customer Maintenance window. 2. In the Customer/New field, enter part of the name of the customer whose file you want to update to display a list of matching customers. Select the customer from the list to return it to the field and to populate the remaining fields. 3. Under the Phones tab, select a blank line item and, in the Type field, enter one of the following: If a customer has a specific fax number for receiving faxed statements, enter STMT.FAX. If a customer does not have a specific fax number for receiving faxed statements, enter FAX. 4. In the Number field, enter the fax number. Note: If a fax number is defined in the alternative billing address information in Customer Maintenance, the system uses that fax number when sending statements and invoices. 5. From the Pricing menu, select Price Information to display the Customer Pricing Information window. 6. Under the Main tab, in the Batch Statement field, enter Fax. 7. From the File menu, select Exit to display a prompt. Click Yes to save the information and return to the Customer Maintenance window. 8. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

125 Rel Accounts Receivable Defining Fax Statement Parameters Use the Fax Memo window to define the parameters for those customers to whom you plan to send faxed statements. The Fax Memo window is not meant to be used to fax a single statement and we recommend that you do not use this window for that purpose. To fax a statement to a single customer, see Faxing Single Statements. To define fax statement parameters: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. The system displays the following information: Field Customer/Vendor Contact Fax Number Description The name of each customer to which you want to send a fax. To send this fax to a specific customer, type the company name in this field. The name specified as the AP Contact in the customer's maintenance record When you fax the statements, the system populates this field with the fax number specified in the customer's maintenance record. Note: If a fax number is defined in the alternative billing address information in Customer Maintenance, the system uses that fax number when sending statements and invoices. Branch # Header The home branch specified in the customer's record. The system uses this information to determine what fax header text to include on the statement. 4. In the Fax Time field to fax statements at a specific time, enter the time at which you want to fax. To fax statements immediately, leave this field blank. 5. In the Priority field, select one of the following priority levels to display on the cover sheet when the fax is sent: Low, Medium, High, or Urgent. 6. In the Cover Sheet field, select one of the following: W/Document - Sends a cover sheet and a document. This is the default. Only - Sends only the cover sheet. None - Does not send a cover sheet with the document. 7. In the To field, Press Enter to accept the default recipient or type a new recipient. Note: Because this information goes out to all recipients, it should be addressed to a general audience, for example, Accounts Payable. 8. In the From field, indicate the sender of the fax. Press Enter to accept the default sender. 9. In the Msg field, determine what message is included in the cover sheet. Press Enter to accept the default message or type over the message to change it. Note: Because this message goes to all recipients, we recommend that you include a general message, such as "Here is your monthly statement." 2011 Epicor Software Corporation. All rights reserved. 119

126 Solar Eclipse Accounts Receivable Rel Press Esc to return to the Print Statements window.. Note: For an explanation of the menu options on the Print Statements window, see Sending a Fax. 11. From the File menu, select Exit to display a prompt. 12. At the Do you wish to send a fax prompt, click Yes to return to the Print Statements window Epicor Software Corporation. All rights reserved.

127 Rel Accounts Receivable Printing Statements Use the Print Statements window to print single or batch statements to mail to one or more customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. If you plan to fax statements, rather than mailing them, be sure that you have enabled up your customers to receive faxed statements. Statements run specifically for ship-to customers print the bill-to name and address on the left of the header, and print the ship-to name and address on the right side of the header. This includes ship-to customers that are flagged as separate A/R. To print statements: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter either the fiscal end-of-month date or the statement date. The system populates this field with today's date, but you can change it, if needed. This field accepts variable dating. Note: If you enter a date that is for the 25th or less, the system uses this date for the previous balance. If you enter a variable date, the system uses the fiscal end date of the previous month for the previous balance. If you enter a date that is for the 26th through the 31st, the system uses the G/L end of month date to get the previous balance. 3. In the Age as of field, enter the date from which to age the invoices. The system populates this field with the date from the Data Through field, but you can change it, if needed. For example, if you run a statement for a customer from a prior accounting period, use an earlier date to age the invoices. This field accepts variable dating. 4. In the Home Branches field, enter the number that represents the branch for which to print or fax statements. For example, to print statements for branches 1 and 2, type 1,2. 5. In the Include Blank Home Branch check box, do one of the following: Select the check box - Include all customers who have not been assigned a home branch. This is the default. Do not select the check box - Does not include any customers who have not been assigned a home branch. 6. In the Sale Branches field, do one of the following to determine the branch for which you want to print statements: To include invoices from a specific branch, enter the sale branch. To include invoices from more than one branch, enter branches the sales branches, separated by commas. For example, to send statements to branches 1 and 2, type 1,2. To include invoices from all sale branches, press Enter to select All. This is the default. 7. In the Customer field, do one of the following: To print statements for all customers, leave this field blank Epicor Software Corporation. All rights reserved. 121

128 Solar Eclipse Accounts Receivable Rel To print statements for one customer, enter the customer's name. To print statements for a group of customers, click the Multiple button to display the Customers window. See Common Buttons Used to Search and Select. Note: If a customer is not flagged for batch statements, using the Customer field is the only way to produce a statement for that customer. If you skip the Customer field specify an individual customer in the Statement Options field, the system positions the cursor in the Customer field for entry of a customer bill-to or ship-to name. For more information, see Defining Customer Invoice Printing Options. 8. In the Statement Options field, enter one of the following: Individual Customer - Includes only the customer whose name you entered in the Customer field. All Batch Stmt Customers - Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance. Positive Balance - Includes all customers who have a balance greater than zero and who have an entry in the Batch Statement field in their customer record. Current - Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record Days Past Due - Includes all customer who have a balance that is from 31 to 60 days past due, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. Over 60 Days Past Due - Includes all customers who have a balance that is more than 60 days overdue, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. Negative Balance - Includes all customers who have a credit balance, irrespective of whether or not they have an entry in the Batch Statement field in their customer record. 9. In the Also Print Invoices field, select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices: Batch Ready Invoices - Prints any invoices that are currently ready for batch printing. Invoices that are ready for batch printing have a print status of B. All Open Invoices - Prints all unpaid and partially paid invoices. If you want a copy of invoices for collection purposes or for doing an audit, or you run statements for those customers over 60 days past due, select this option. If you selected All Batch Stmt Customers in the Statement Options field, do not select this option. Statement Month Open Invoices - Prints the customer's current months unpaid and partially paid invoices. These statements will appear on the current month's statement. No - Prints only statements and includes no invoices. We recommend you use this setting. If you print statements and invoices, the batch number includes an S (statement) or an I (invoices), in case you need to re-send them. If you specify an option other than No, and then send the job to the printer, and both forms, invoices and statements, are loaded in the same printer, and each statement is followed by the customer's corresponding invoices before the next statement is printed Epicor Software Corporation. All rights reserved.

129 Rel Accounts Receivable If you specify an option other than No and send the job to the Hold File, two entries appear, one for the statements and one for the invoices, because each print job may be printed on a different form. The Print Open Invoices function only works for customers who are flagged to receive printed statements. If you select to also print invoices, and the customer has the Stmt-Invs lieu of Prt activity trigger set, the system sends both the statement and invoice through to the customer. If you select to also print invoices while you are printing statements, the system changes the print status for the invoices it prints to N. 10. In the Ovrd Cust Batch Stmt Flag field, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing Information window: Select the check box - Overrides the Batch Statement field settings. Do not select the check box - Does not override the Batch Statement field settings. This is the default. Note: Access the Customer Pricing Information window from the Maintenance > Customer > Pricing menu. For more information, see Defining Customer Pricing Options. 11. In the Batch Sort By field, select one of the following options: Zip - Sorts the statements first by zip code, and then in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending statements as presorted first class mail. Name - Sorts the statements in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record. Note: To specify the default entry in the Batch Sort By area, set the Default Invoice/Statement Batch Sort control maintenance record. 12. Do one of the following to determine which customers to fax statements to: To fax statements to a specific customer, enter that customer's name in the Customer field. To fax statements to customers with a particular statement cycle, move the cursor to the Customer Statement Cycle field, select from a list of user-defined statement cycles. To apply more than one type of statement cycle, move the cursor to the Customer Statement Cycle field, click the Multiple Items button to display the Statement Cycles Selection window, where you can create a list of statement cycle codes. When you more than one cycle code, the word **Multiple** displays in the field. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Defining Customer Invoice Printing Options. 13. In the Minimum Balance to Process field, do one of the following to determine whether to allow the system to print statements based on the statement total: Enter an amount - The system prints only those statements that are more than this amount Epicor Software Corporation. All rights reserved. 123

130 Solar Eclipse Accounts Receivable Rel Leave the field blank - The system prints statements regardless of the amount. 14. In the Send via FTP field, enter one of the following: No - Does not send statements via FTP to a billing service. This is the default. Yes - Sends statements via FTP to a billing service. Note: This is an optional field. For more information, see Identifying FTP Access Settings for Statements. 15. In the Statement Message field, enter the message to print on each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 16. Set options, if needed, and print the invoices. The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo screen. For more information, see Setting Up Customer Records for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed. How the System Determines Printer Location for Statements When you print statements, the system determines the printer location in the following way: What the System Checks The user's currently assigned location. Where Identified In the Slave Printer field on the Slave Printer Assignment window. For more information, see Assigning Slave Printers to Terminals Epicor Software Corporation. All rights reserved.

131 Rel Accounts Receivable Faxing or ing Single Statements Use the Print Statements window to fax a single statement to a customer. This is useful if you found you have missed sending a statement to a customer during the process of batch faxing statements at the end of the month. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters. To fax or a single statement: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this. This field accepts variable dating. 3. In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date. This field access variable dating. 4. In the Home Branches field, enter the branch or branches for which to fax the statement. 5. In the Blank Home Branch check box, do one of the following: Select the check box, if your customer has not been assigned to a home branch. This is the default. Do not select the check box, if your customer has been assigned to a home branch. 6. In the Sale Branches field, enter the sale branch for which to fax the statement. 7. In the Customer field, enter the name of the customer to whom you want to fax a statement. 8. In the Statement Options field, select Individual Customer(s) 9. In the Also Print Invoices field, select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices: Batch Ready Invoices - Prints any of a customer's invoices currently ready for batch printing. All Open Invoices - Prints all of a customers unpaid and partially paid invoices. Statement Month Open Invoices - Prints the customer's current month's unpaid and partially paid invoices. No - Prints only statements and includes no invoices. 10. In the Ovrd Cust Batch Stmt Flag field, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing Information window: Do not select the check box - Does not override the Batch Statement field settings. This is the default. Select the check box - Overrides the Batch Statement field settings. Note: Access the Customer Pricing Information window from the Maintenance > Customer > Pricing menu. For more information, see Customer Maintenance Epicor Software Corporation. All rights reserved. 125

132 Solar Eclipse Accounts Receivable Rel Leave the Batch Sort By field blank. 12. Leave the Customer Statement Cycle field blank. 13. In the Statement Message field, enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 14. Use one of the following to send the statement to the customer: From the File menu, select Hold to process the statement. The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo window. For more information, see Defining Fax Statement Parameters. A message displays at the bottom of the window when the statement is faxed. From the File menu, select to send the statement as an attachment to an message. You must have the Outbound companion product to statements. See Sending s for information about sending the with the attachment Epicor Software Corporation. All rights reserved.

133 Rel Accounts Receivable Faxing Multiple Statements Use the Print Statements screen to fax statements to multiple customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters. When you fax statements to multiple customers, the system uses the following hierarchy to check for active, working fax numbers. The system first checks the Customer Maintenance program to determine the appropriate fax number to use for ship-to customers. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message. Then the system checks the Customer Maintenance program to determine the appropriate fax number to use for bill-to customers. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message. If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message. If an alternative fax number is provided in the alternative billing address information in Customer Maintenance, the system uses that fax number for statements and invoices. To fax multiple statements: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this. This field accepts variable dating. 3. In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date. This field accepts variable dating. 4. In the Home Branches field, enter the branch or branches for which to fax the statement. 5. Include Blank Home Branch field, do one of the following: Select the check box - Includes all customers who have not been assigned a home branch. This is the default Epicor Software Corporation. All rights reserved. 127

134 Solar Eclipse Accounts Receivable Rel Do not select the check box - Does not include any customers who have not been assigned a home branch. 6. In the Sale Branches field, enter the sale branch to send the statements to a single sale branch. To send the statements to all sale branches, type All. This is the default. 7. In the Customer field, specify the customers for whom you want to produce statements. Keep in mind the following: To produce statements for all customers, leave this field blank. To produce statements for one customer, enter that customer's name. To produce statements for a specific group of customers, use the Fax Distribution List window. For more information, see Creating Customer Statement Lists. 8. In the Statement Options field, select one of the following to determine the type of statements you want to fax: Individual Customer(s) - Includes only the customer whose name is entered in the Customer field. For more information, see Faxing Single Statements. All Batch Stmt Customers - Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance. Positive Balance - Includes all customers who have a balance due that is greater than zero and who have an entry in the Batch Statement field in their customer record. Current - Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record Includes all customer who have a balance due that is from 31 to 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record Includes all customers who have a balance due that is more than 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record. Negative Balance - Includes all customer who have a credit balance irrespective of whether or not there is an entry in the Batch Statement field in their customer record. 9. In the Also Print Invoices field, select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices: Batch Ready Invoices - Prints any of a customer's invoices currently ready for batch printing. All Open Invoices - Prints all of a customers unpaid and partially paid invoices. Statement Month Open Invoices - Prints the customer's current month's unpaid and partially paid invoices. No - Prints only statements and includes no invoices. 10. In the Ovrd Cust Batch Stmt Flag check box, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing/Printing window: Do not select the check box - Does not override the Batch Statement field settings. This is the default. Select the check box - Overrides the Batch Statement field settings Epicor Software Corporation. All rights reserved.

135 Rel Accounts Receivable Note: Access the Customer Pricing/Printing window from the Files > Customer menu, and select Pricing. For more information, see Customer Maintenance. 11. In the Batch Sort By field, select one of the following to determine how to sort the statements you want to fax: Zip - Sorts the statements first by zip code, and then by the customer name, in alphabetical order as defined in the Sort By field in their Customer Maintenance record. This is the default. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending the statements as presorted first class mail. Name - Sorts the statements by customer name, as defined in the Sort By field in their Customer Maintenance record, in alphabetical order. Note: To specify whether the default entry in the Batch Sort By is either name or zip, you must set the Default/Invoice Statement Sort control maintenance record. 12. Do one of the following to determine which customers to fax statements to: To fax statements to a specific customer, enter that customer's name in the Customer field. To fax statements to customers with a particular statement cycle, move the cursor to the Customer Statement Cycle field, select from a list of user-defined statement cycles. To apply more than one type of statement cycle, move the cursor to the Customer Statement Cycle field, click the Multiple button,and create a list of statement cycle codes. The word *Multi* displays in the field to indicate that more than one cycle code has been selected. Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Setting Up Customer Invoice Printing Options. 13. In the Statement Message field, enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information. 14. Select one of the following options to process the statements: To... generate statements and send them to the Outgoing Fax Status Queue generate statements and send them to the your Hold file schedule statements to be sent, select using the Phantom Scheduler window Use this option... File > Print Note: Changes made to the Fax Memo screen prior to using this option will be saved. File > Hold Opts > Schedule 2011 Epicor Software Corporation. All rights reserved. 129

136 Solar Eclipse Accounts Receivable Rel The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo window. For more information, see Setting Up a Customer Record for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed Epicor Software Corporation. All rights reserved.

137 Rel Accounts Receivable Creating or Editing Customer Statement Lists Use the Customer Selection screen to create or edit or select lists of customers to use when you want to limit the receipt of statements. For example, you can create a list of all of your customers in different areas or states, or who deal with specific types of products. To create a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. In the Contact field, type the name of the customer and press Tab 5. In the Fax Number field, enter the fax number of the customer. 6. Repeat step s 4 and 5 as necessary. 7. When you are finished entering customer names and fax numbers, click Save List to display the Save ID list window. 8. In the Save to File field, enter the name of the distribution list and click OK. 9. The system displays the Fax Distribution List window. 10. Click OK to close the window and return to the Fax memo window. To edit a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. Click Recall List to display the Recall List window. 5. Do one of the following: In the Select Work ID field, enter a name of a distribution list. Click the Selection List button, and select from a list of distribution lists. The name of the distribution list displays in the Select Work ID field. 6. Click OK to display the list. 7. Use one of the following methods to add and edit entries: To add an entry to the list, scroll down to an empty line and type the name of the customer and fax number. To change an entry, type over it. To delete an entry from the list, position the cursor on the entry and press Delete. 8. When you are finished making changes, click Save List to save this list. 9. The Save ID list window displays. Do one of the following Click OK to accept the distribution list ID that displays in the Save to File field 2011 Epicor Software Corporation. All rights reserved. 131

138 Solar Eclipse Accounts Receivable Rel Enter a new distribution list ID, and click OK. 10. Save your changes and exit the window. To select a list of customers: 1. From the A/R menu, select Print Statements to display the Print Statements window. 2. From the File menu, select Fax Setup to display the Fax Memo window. 3. From the File menu, select Distribution List to display the Fax Distribution List window. 4. Do one of the following: In the Select Work ID field, enter a name of a distribution list. Click the Selection List button, and select from a list of distribution lists. The name of the distribution list displays in the Select Work ID field. 5. Click OK to display the list. 6. Click OK to select the list. 7. In the Fax Number field, ***Distribution List*** displays Epicor Software Corporation. All rights reserved.

139 Rel Accounts Receivable A/R Utilities Overview A variety of functions within the system help you collect information about your customers that you can use to analyze their sales activity, the type of products they buy, and how much credit income you earn from them. In addition, you can use the utilities programs to view information about customers who owe your company money, and print invoices for pre-authorized credit amounts. For information about credit card-related utilities, see Credit Card Processing Overview Epicor Software Corporation. All rights reserved. 133

140 Solar Eclipse Accounts Receivable Rel Calculating Credit Performance Statistics Use the Credit Statistics Calculations program to calculate and update the three credit statistics that appear on the A/R Inquiry screen for bill-to and ship-to customers. We recommend that you run this program on a monthly basis. This program updates the calculations in the following fields on the A/R Inquiry screen: 6-Mo Avg or 12Mo Avg is the average A/R balance for the account during a period of either 6 or 12 months. 6-Mo High or 12Mo High is the high A/R balance for the account during a period of either 6 or 12 months. Pmt Days is the average number of days between the invoice date and the date the item is paid in full. To calculate credit performance statistics: 1. From the A/R > Utilities menu, select Credit Statistics Calculations to display the Credit Statistics Calculation window. 2. In the As of Date field, enter the cutoff date for the six and twelve month periods to be used in calculating the statistics. The default value for this field is the variable date, but you can enter any other date, usually the end of the most recent month. 3. To process the program, do one of the following: From the File menu, select Begin to run the calculation immediately. From the Options menu, select Schedule to display the Phantom Scheduler screen, where you can schedule the running of the program, usually during the evening following the end of the month and to repeat on a monthly basis. For more information, see Scheduling Phantom Processes Epicor Software Corporation. All rights reserved.

141 Rel Accounts Receivable Ranking Customers The customer ranking program is a sales performance and credit management tool that analyzes customer sales activity and assigns up to seven levels of rank for up to five different ranking methods. In addition, you can use the customer rank to alter a customer's price if you use the customer velocity pricing on a sell matrix. You can save different customer ranking work IDs and either run the process now or schedule it to run on a regular basis, for example, once a month. After you run the program, you can view a customer's ranking information in A/R Inquiry from the Inquiries menu or in Customer Maintenance from the Additional menu. For more information on this screen, see Customer Ranking Details. To rank customers: 1. From the A/R > Utilities menu, select Customer Ranking to display the Customer Ranking window. 2. In the Work ID field, enter a name for the work ID or select from a list of work ID names to display an existing customer ranking work ID. Note: To create a new set of customer ranking parameters, click New Ranking. At the new Work ID prompt, enter the name of the new work ID and click OK. 3. In the Branch/Territory field, enter the branches or territories for which you want to generate a report. Enter ALL to generate reports for all branches and territories. 4. In the Overwrite Manually Set Customer Ranks area, select Yes if you want the ranking utility to overwrite a manually entered rank. Default is No. 5. In the Ranking Method area, in each Rank level field, select one of the following ranking methods: Note: Not all rank fields must be populated. Based on your business needs use up to five ranking methods. Ranking Method Gross Sales $ (12 Mths) Gross Profit $ (12 Mths) Gross Profit % (12 Mths) Avg Weighted Days to Pay Avg AR Balance Transaction Ct (12 Mths) Sorts in... descending order with the greatest dollar amount being given an A ranking and the least amount being given an E or lower ranking. descending order with the greatest dollar amount being given an A ranking and the least amount being given an E or lower ranking. descending order with the greatest percentage being given an A ranking and the least percentage being given an E or lower ranking. ascending order with the lowest number of days being given an A ranking and the highest number of days being given an E or lower ranking. ascending order with the lowest balance being given an A ranking and the highest balance being given an E or lower ranking. descending order with the greatest number of transactions being given an A ranking and the least number being given an E or lower ranking Epicor Software Corporation. All rights reserved. 135

142 Solar Eclipse Accounts Receivable Rel Ranking Method Avg GP$ per Order Avg Sales$ per Order Sorts in... descending order with the greatest dollar amount being given an A ranking and the least amount being given an E or lower ranking. descending order with the greatest dollar amount being given an A ranking and the least dollar amount being given an E or lower ranking. Note: Two of the ranking methods, Average Weighted Days To Pay and Average A/R Balance, are appropriate to credit management. Credit Management should consider devoting one or two of the eight possible rankings to reflect their customers' credit ranking as well as their sales performance. 6. In the Ranking Breakpoints area, starting with the Top field and continuing with successive Next fields, enter the percent of customer activity to assign to the corresponding rank. The percentages must add up to 100. Most distributors use the, standard economic 80/20 rankings shown in the following example: Rank A B C D E Activity First 80% of activity Next 15% of activity Next 4% of activity Last 1% of activity No activity 7. Do any of the following, as needed: To... run the calculation program save the template displayed on the Customer Ranking screen as a Word ID delete the displayed Word ID schedule the program to run later Use this option.. File > Begin File > Save The system prompts you to enter the Word ID. File > Delete The system prompts you to confirm the deletion. Options > Schedule The Phantom Scheduler screen displays. This program is often set up for the evening following the end of the month, and to repeat each month Epicor Software Corporation. All rights reserved.

143 Rel Accounts Receivable Ranking Customer Products Use the Customer Product Ranking program to rank products purchased by a customer. You can rank products by number of hits, amount of gross sales, or by demand, either within a price line or against all other products. After you have established a product's rank, you can view this rank on the Customer/Vendor Part Number Detail window. For more information, see Displaying the Customer/Vendor Specific Part Numbers Window. You can run this ranking program for the following combinations of products: All the products for which the customer has defined customer-specific part numbers. All the products for which the customer has defined customer-specific part numbers, whether or not the product is on their reorder pad. All the products on the customer's reorder pad, including those without a customer-specific part number. Only those products on the customer's reorder pad without customer-specific part numbers. To rank customer products: 1. From the A/R > Utilities menu, select Customer Product Ranking to display the Customer Product Ranking window. 2. In the Ranking ID field, select from a list of ranking ID names or enter a name for the ranking ID to display an existing customer ranking ID. Note: To create a new set of customer product ranking parameters, click New Ranking. At the new Ranking ID prompt, enter the name of the new ranking ID and click OK. 3. In the Customer field, enter the customer's name in the field to rank the products purchased by a single customer. To rank products purchased by multiple customers, click Multiple Items and enter the names of the customers in the Customer Selection window. Note: When you rank products for more than one customer, the word *Multi* displays in the Customer field. 4. In the Price Line field, enter the name of the price line for which you want to rank the products purchased. Use the Multiple Items button and enter the names of the price line in the Price Line Selection window. Note: By default, all price lines display Epicor Software Corporation. All rights reserved. 137

144 Solar Eclipse Accounts Receivable Rel In the Products Without Customer Part Number field, indicate which products to select from the reorder pad that do not have customer-specific part numbers Option Include Exclude Only Description Selects all products for which the customer has defined customer specific part numbers and all the products on the customer's reorder pad, including those without a customer-specific part number assigned. This is the default value. When this utility ranks a customer product without a customer-specific part number, the system assigns it a customer-specific part number, using sign appended to the product's internal ID, and adds it to the list of products displayed on the Customer/Vendor Specific Part Numbers window. If the ranking was done by mistake and you do not want the product to have a customer-specific part number, delete the entry from the Customer/Vendor Specific Part Number's window; otherwise, the product remains in the list with the assigned customerspecific part number. Selects all products for which a customer has defined customer-specific part numbers, and excludes those products on the reorder pad that do not have a customer-specific part number. Selects only those products from the customer's reorder pad that do not have a customer-specific part number. 6. In the Ranking Method fields, for each Rank #, select from the list of ranking methods. Demand - Sorts in descending order with the greatest percentage being given an A ranking and the least percentage being given an E or lower ranking. Gross Sales $ (12 Mths) - Sorts in descending order with the greatest dollar amount being given an A ranking and the least amount being given an E or lower ranking. Hits - Sorts in descending order with the greatest dollar amount being given an A ranking, and the least amount being given an E or lower ranking. 7. In the Global field, enter one of the following to determine whether the program should use a global ranking method: Yes - Ranks products system-wide against all other products, regardless of price line. No - Does not rank products system-wide, instead the system ranks them only against other products in the same price line. 6. In the Ranking Breakpoints area, enter the percent of customer activity to be assigned to the corresponding rank. Start with the Top field and continue with each Next field. The percentages must add up to 100. The following table contains an example of how you might set up your ranking breakpoints. Rank A B C Activity Top 5% of activity Next 15% of activity Next 30% of activity Epicor Software Corporation. All rights reserved.

145 Rel Accounts Receivable Rank D E Activity Last 50% of activity No activity 7. Do any of the following, as needed: To... run the calculation program save the template displayed on the Customer Ranking screen as a Word ID delete the displayed Word ID schedule the program to run later Use this option... File > Begin File > Save The system prompts you to enter the Word ID. File > Delete The system prompts you to confirm the deletion. Options > Schedule The Phantom Scheduler screen displays. This program is often set up for the evening following the end of the month, and to repeat each month Epicor Software Corporation. All rights reserved. 139

146 Solar Eclipse Accounts Receivable Rel Changing Invoice Ship Dates You can automatically change the ship dates of invoiced orders so the orders are not included in reports. For example, if you run a sales report on Friday, but do not want to include certain orders, you can change the ship dates on those orders to the date for Saturday or Monday. Select the invoiced orders by date range, print status, or additional selection input, such as an invoice Batch ID or customer information. The ability to change ship dates is also useful to move certain invoices outside a fiscal or month-end reporting period. On the last day of the month, for instance, you could change the ship dates of some orders into the next accounting period. This is usually done to move exceptional orders, which might distort your reports. Using this feature also sends a Report of Changed Invoice Ship Dates to your Hold file, where you can view or print it. A message lets you know when the report is ready. The report lists the affected invoices, plus the original and new ship dates. It also lists any errors encountered, such as order records that could not be changed. In that case, you can manually edit the orders to change their ship dates. To change an invoice's ship date: 1. From the A/R > Utilities menu, select Change Invoice Ship Dates to display the Change Invoice Ship Date window. 2. In the Branch/Territory/All field, enter the name of which branch or territory to use. 3. In the Start Date and End Date fields, specify the desired calendar date range. Only invoices in this range are selected. The system accepts variable dating. 4. In the New Date field, enter a different calendar date. The date can be today or a future date. The ship dates for the selected invoices change to this new date. The system accepts variable dating. 5. Use the Print Status field to only select invoices with a particular print status, select the P, Q, B, M, or H status. Or enter multiple print statuses, separated by a comma. If no print status is specified, invoices with all these statuses are selected. 6. To further limit the invoices selected, from the Selection menu, select Selection Criteria. This opens an Additional Selection Input window, which you can use to enter other criteria. For example, enter the invoices' Batch ID or enter one or more customers. 7. In the Include Paid Invoices field, do one of the following to determine whether or not to include invoices that have been paid in full: Select the check box - Includes invoices that have been paid in full. Do not select the check box - Does not include invoices that have been paid in full. 8. Do either of the following to process information: To... run the calculation program schedule the program to run Select this menu option... File > Begin Options > Schedule The Phantom Scheduler window displays. This program is often set up for the evening following the end of the month, and to repeat each month Epicor Software Corporation. All rights reserved.

147 Rel Accounts Receivable Loading A/R Balances Manually Use the Manual A/R Balance Loading program to load A/R balances for a customer without converting any history data. To load A/R balances manually: 1. From the A/R > Utilities menu, select Manual A/R Balance Loading to display the Manual A/R Balance Loading window. Note: If prompted, log on to the character-based system. 2. In the Branch field, enter the branch, branches, or territories to which you want the data to post. 3. In the Customer field, enter the name of the customer for which you are manually loading A/R balances. The system displays the customer's full name as well as their address. 4. In the Age from Date field, enter the date used to determine the balances in the aging buckets. For more information on aging methods, see A/R Aging Methods and Examples. 5. In the Payment Terms field, do one of the following to determine the payment terms to apply to the A/R balances: Press Enter to accept the customer's default payment terms with which the system populates this field. This information is determined on the Credit Control Parameters screen in Customer Maintenance. Enter a terms code to override the default payment terms code. For more information, see Defining Payment Terms and Credit Control Parameters. 6. In the Future field, enter the amount of the customer's balance that is due, but that has not yet appeared on a statement. 7. In the Current field, enter the amount of the customer's balance that has been billed and is due in the current 30-day period. 8. In the Days field, enter the amount of the customer's balance that is between 31 and 60 days overdue. 9. In the Days field, enter the amount of the customer's balance that is between 61 and 90 days overdue. 10. In the Days field, enter the amount of the customer's balance that is between 91 and 120 days overdue. 11. In the Over 120 Days field, enter the amount of the customer's balance that is over 120 days overdue. 12. In the Total A/R field, the system populates the total of all the A/R amounts entered. 13. Use the Save hot key to load the data. The balance loading program creates an invoice, using the product assigned to the Conversion A/R Loading Product control maintenance record, for each of the aging amounts entered with 2011 Epicor Software Corporation. All rights reserved. 141

148 Solar Eclipse Accounts Receivable Rel non-zero amounts. This balance loading program makes the customer's A/R aging match the A/R aging balances entered on the screen Epicor Software Corporation. All rights reserved.

149 Rel Accounts Receivable Notifying Customers of Overdue Invoices Use the Overdue Invoice Notification driver to send either s or faxes to customers with overdue invoices. An overdue invoice is determined by the payment terms you have defined and applied to the customer. Define payment terms in Terms Maintenance. Assign a terms code to a customer in the Credit Control Parameters window within customer maintenance. The driver takes the information from the Activity Trigger Maintenance program, and determines which customers not only have the Overdue Invoice trigger assigned to them, but who have open invoices that are overdue. The system then checks to see if notification has already been sent before generating the overdue invoices, thus avoiding duplicate notification. Before you run this driver, you must set the Overdue Invoice trigger in Activity Trigger Maintenance. For more information on how to do this, see Assigning Activity Triggers. To notify customers of overdue invoices: 1. From the A/R > Utilities menu, select Overdue Invoice Notification to display the Overdue Invoice Notification window. Note: If prompted, log on to the character-based system. 2. Use one of the following hot keys: Begin - Runs the program immediately. Schedule - Displays the Phantom Scheduler screen. For more information on how to use this screen, see Scheduling Phantom Processes. 3. When you are finished scheduling the program to run, press Esc to exit the Phantom Scheduler screen. 4. Use the Begin hot key to begin the scheduler Epicor Software Corporation. All rights reserved. 143

150 Solar Eclipse Accounts Receivable Rel Automatically Writing Off Cash Amounts The Automatic Cash Receipt Write Off utility allows you to determine by branch and customer how to write off minimal dollar amounts. For example, you decide to write off any amounts below a dollar to account for changes in taxes or discounts for the previous month to close any remaining invoices. You assign invoice status codes, as set in the Valid Customer Invoice Status Codes control maintenance record, and enter $1.00 in the Maximum Dollar field in the Automatic Cash Receipt Write Off window. In addition, you identify which G/L Account to apply different variances to using the Automatic Write Off Setup control maintenance record. Run the utility periodically to clean up your accounts and write off small dollar amounts. Important: You can set a customer to be excluded from any cash amount write off utility run. Use the Additional Info tab from the Credit Control Parameters window in Customer Maintenance. You must have the APPLY.CR.HKEY and CR.CREDIT.ALLOWED authorization keys assigned to write off cash automatically. Note: This utility does not take the place of the regular over and short parameters that you have set up. To automatically write off cash amounts: 1. From the A/R > Utilities menu, select Automatic Cash Receipt Write Off to display the Automatic Cash Receipt Write Off window. 2. In the Branch/Territory field, enter the branch or territory for which you want to automatically write off amounts. 3. Use the Start Date and End Date fields to define the time frame to which you want to write off amounts. 4. In the Bill-To Customer field, select a customer whose invoices you want to search for write off amounts. 5. Use the following columns to define how you want the system to handle writing off cash: Column Invoice Status Code Maximum Dollar Maximum Percent Description Select the status code that you want to use for logging purposes when the system writes off the cash. Use the Valid Customer Invoice Status Codes control maintenance record to set up status codes, such as limiting the types of invoices for which the code can be used and assigning multiple cash receipt variance types. Enter the maximum amount of dollars you want the system to write off without user intervention. Enter the maximum percent of an invoice that you want the system to write off without user intervention. Note: You can use the Maximum Dollar and Maximum Percent fields independently or together. If you use both, the system respects the smaller of the two amounts. 6. From the File menu, select Begin to run the utility and write off the amounts. You can also schedule the utility to run at a later time, if necessary Epicor Software Corporation. All rights reserved.

151 Rel Accounts Receivable Note: The amounts write off to the G/L Automatic Posting based on the setup you have for the accounts Epicor Software Corporation. All rights reserved. 145

152 Solar Eclipse Accounts Receivable Rel Automatically Writing Off Invoice Amounts The Automatic Invoice Write Off utility allows you to determine by branch and customer how to write off minimal dollar amounts on invoices. For example, you decide to write off any amounts above a invoice ship date or below $1.00. The system creates a cash receipt for the invoices you want to write off. Important: You can set a customer to be excluded from any invoice amount write off utility run. Use the Additional Info tab from the Credit Control Parameters window in Customer Maintenance and select Exclude from Automatic Invoice Write Off. You must have the AR.ADJUSTMENT.ALLOWED authorization key assigned to write off invoices automatically. Note: This utility does not take the place of the regular over and short parameters that you have set up. You must have the sales tax, discount given, freight out, in addition to over and short cash receipts auto posting set up with a valid general ledger account. To automatically write off invoice amounts: 1. From the A/R > Utilities menu, select Automatic Invoice Write Off to display the Automatic Cash Receipt Write Off window. 2. To write off a single invoice, enter or select that invoice in the Invoice # field. To write off multiple invoices at a time, leave this field blank. Note: If you enter a single invoice for write off, the information you enter in the Branch/Territory field and the Status field must match the branch and invoice status from the Header tab of the order for the system to find the correct invoice. The invoice is returned only if all the information matches. 3. In the Branch/Territory field, enter the branch or territory for which you want to automatically write off amounts on invoices. 4. In the Posting Branch Type field, enter the type of branch you want to apply: Ship Branch or Specific Branch. Selecting Specific Branch lets you enter a branch number in the Posting Branch field. 5. In the Posting Branch field, select either a branch number or branch type based on the entry in the Posting Branch Type field. 6. In the Invoices Older Than (days) field, enter the maximum number of days after which you want to write off the invoice. Use in conjunction with the Maximum Dollar Amount field. For example, you want to write off all invoices past 120 days and less than $ In the Invoices Older Than field enter 120. In the Maximum Dollar Amount field, enter 10. The system ignores negative amounts Epicor Software Corporation. All rights reserved.

153 Rel Accounts Receivable 7. In the Write-off G/L Account field, select the account to which you want to apply the write off. Important: The system uses the settings in the Automatic Write Off Setup control maintenance record before any settings in this field. If this control maintenance record is blank, the system writes off all amounts to the selected G/L account on this driver window. In addition, if the system has a partial over payment on an invoice, the over payment is applied to the G/L account selected in the driver. 8. In the Status field, select the Invoice Status Code you want limit the write-off to. The system searches only invoices with that status to write off. 9. In the Maximum Dollar Amount field, enter the highest amount you want to write off for invoices. Use this in conjunction with the Invoices Older Than field. For example, you want to write off all invoices past 120 days and less than $ In the Invoices Older Than field enter 120. In the Maximum Dollar Amount field, enter 10. The system ignores negative amounts. 10. Use the Exclude Service Charge check box if you want to eliminate services charges from the amount write off. 11. Use the Exclude Credits check box if you want to eliminate any credit invoices or invoices that have a credit balance Epicor Software Corporation. All rights reserved. 147

154 Solar Eclipse Accounts Receivable Rel A/R Reports Overview Use the following reports and journals to view information about your accounts receivables. You can review customer receivable information online, using inquiries, or you can print or download the information to a spreadsheet to analyze and manipulate the data. Cash Receipts Journal Use the Cash Receipts Journal to keep track of your company's credits and receivables. You can produce this report in a variety of formats to accommodate different reconciliation procedures. This report shows all of the cash receipts that were posted, by location, for a single business day. This includes payments that were entered via EDI (Electronic Data Interchange), received via mail, collected by your cashiers, or downloaded from bank tapes. Cash Box Journal Use the Cash Box Journal to reconcile automatic postings to actual cash receipts. If your company has a sales counter or showroom where employees take cash payments or deposits from customers, then you need to reconcile their collections to the receipts that the system expects. Detail Cash Application Report. Run the Detail Cash Application Report to list all cash receipts posted for a time period. This report also displays how each cash receipt was applied to any open invoices. A/R Aging Report Run the A/R Aging Report to see how much money your customers owe your company and for how long the money has been owed. This report can also show you the date of the customer's last payment and the amount of that payment. Bank Deposit Summary Report Run the Bank Deposit Summary Report to view a list that summarizes bank deposits by date for each of your cash boxes. This report shows the total accounts receivable receipts and the total miscellaneous receipts for each selected day. Unpaid Invoices Report Run an Unpaid Invoices Report to view all invoices, sorted by customer, that remain unpaid as of a given date. This report is useful if your company uses different terms codes and ship vias because it lists the specific information for each. For example, you can use this report to keep track of invoices that have products shipped via UPS and that have not been paid Epicor Software Corporation. All rights reserved.

155 Rel Accounts Receivable Running the Cash Receipts Journal Use the Cash Receipts Journal to keep track of your company's credits and receivables. You can produce this report in a variety of formats to accommodate different reconciliation procedures. For example, if your company has a sales counter or a showroom where employees take payments or deposits, you need to be able to reconcile the collections with expected receipts. Each time an employee enters a payment received, this amount shows up in several places. In A/R Ledger, the amount shows as a payment received. In G/L Posting, the amount would show up as a credit to the A/R Ledger, and a debit from the A/R Ledger to the account assigned to the cash box item in the G/L Automatic Postings account. You would run the Cash Receipts Journal to create a summary of all cash received for a certain date and from a certain location. Because users with the proper authority can change closed transactions, the data on this report is subject to change. Therefore, this report is not for audit purposes. To run a Cash Receipts Journal: 1. From the A/R > Reports/Journals menu, select Cash Receipts Journal to display the Cash Receipts Journal window. 2. In the Branch/Territory field, enter the branch or territory for which to review cash receipts. Enter ALL to review cash receipts for all branches and territories. 3. In the Start Date field, enter the first date in a range of dates for which to review cash receipts. The system populates this field with today's date, but you can change it, if needed. 4. In the End Date field, enter the last date in a range of dates for which to review cash receipts. 5. In the Break on Periods field, indicate whether to produce separate reports for each end-ofmonth date that occurs between the start and end dates on this report. No is the default. 6. To run a report for only those cash or miscellaneous cash receipts with a particular batch ID, in the Batch ID field, enter the batch ID here; otherwise, leave this field blank. 7. In the Sort By field, enter one of the following to determine how to sort the report: Date - Sorts the report by the dates of the cash receipts. This is the default. Bank - Sorts the report by the bank to which the cash was applied. 8. To include cash receipts for a specific release number, in the S/O Customer Release # field, enter the number. To include cash receipts for several release numbers, click the Multiple Items button to display the Release Numbers window. For more information, see Common Buttons Used to Search and Select. 9. To include cash receipts for a specific P/O number, in the S/O Customer P/O # field, enter the number. To include cash receipts for several P/O numbers, click the Multiple Items button to display the P/O Numbers window. For more information, see Common Buttons Used to Search and Select. 10. To include cash receipts for a ship-to customer, in the S/O Ship-To Customer field, enter the customer's name. To include cash receipts for several ship-to customers, click the Multiple Items button to display the Customers window. For more information, see Common Buttons Used to Search and Select Epicor Software Corporation. All rights reserved. 149

156 Solar Eclipse Accounts Receivable Rel To include a specific Cash G/L Account, enter the account name in the Cash G/L Account field. This field is validated using the Auto Cash Multi Lockbox control maintenance record when there are multiple lockbox transactions in a day. Leave the field blank to run for all accounts. 12. In the Services Charges field, select whether to include service charges. The default is Include. 13. In the Options area, select one of the following options to determine the type of receipts to include in the report: Regular - Includes all cash receipts. This is the default value. Misc - Includes all miscellaneous cash receipts. Both - Includes all cash and miscellaneous receipts. 14. In the Types area, select one of the following options to determine the level of detail to include on the report: Summary - Shows aging totals for each customer, followed by grand totals for all customers. This is the default value. Detail - Shows all invoices and cash receipts for each customer, followed by the invoice date, check date, aging totals for that customer, disbursements, subledger information, and grand totals for all customers displayed. Totals - Shows only cash receipts that have not been applied to an unpaid invoice. This level of detail does not display unapplied credits. 15. Set options, if needed, and generate the report Epicor Software Corporation. All rights reserved.

157 Rel Accounts Receivable Running the Cash Receipts Resolutions Report The system tracks by user and date, who resolves any cash receipts variances or discrepancy. As a manager, you can view productivity information based on these criterion and view the resolution codes used for each. To run a report for resolutions: 1. From the Reports menu, select Eclipse Reports. The system displays the Eclipse Reports program in your default web browser. 2. Click Create Report to start the report wizard and create a report using the following parameters: Category - Accounting Source - Cash Receipts 3. When you view the report columns for editing, scroll to the right to see the following columns: Date Resolved, User Resolved, and Resolved Code. The Resolved Code is based on the entry in Cash Receipts Entry when managing the variances. 4. Save your report and close the Eclipse Reports window. When your report runs, the system send notification through Eclipse Messaging Epicor Software Corporation. All rights reserved. 151

158 Solar Eclipse Accounts Receivable Rel Running the Cash Box Journal Use the Cash Box Journal to reconcile your cash register, or cash box. If your company has a sales counter or showroom where employees take cash payments or deposits from customers, then you need to reconcile their collections to the receipts expected by the system. After you have run the Cash Box Journal, use the Miscellaneous Cash Receipts program to post your cash to the appropriate bank accounts. You can use the Cash Box Journal to preview invoices for counter sales and pick up orders where EPad is not used. You can drill into the orders from the report and change print flag from Q to P on the status tab. For more information about what is on this report, see What the Report Shows. To run a Cash Box Journal report: 1. From the A/R > Reports/Journals menu, select Cash Box Journal to display the Cash Box Journal window. 2. In the Start Date field, enter the first date in a range of dates for which to reconcile automatic postings. The system populates this field with today's date, but you can change it, if needed. 3. In the End Date field, enter the last date in a range of dates for which to reconcile automatic postings. Note: If you do not populate the End Date field, the system populates it with the date you entered in the Start Date field. 4. In the Start Time field, enter the time to start running the report. The system populates this field with 12:00 am, but you can change it, if needed. 5. In the End Time field, enter the time to stop running the report. The system populates this field with 11:59 PM, but you can change it, if needed. 6. In the Branch/Territory field, enter the branch or territory for which to run the report. Enter ALL to run the report for all branches and territories. 7. In the Location field, to reconcile the receipts from just one location, enter that location here. To reconcile receipts from all locations, leave this field blank. 8. To reconcile the receipts for one employee only, in the User ID field, enter the employee's ID code; otherwise, leave this field blank. 9. In the Journal Format field, enter one of the following: Narrow - Includes the total of all cash receipts and the remaining balance on each transaction involving a receipt. Wide - Includes the total of all cash receipts and breaks them down by cash, check, and credit card receipt amounts, including payment information for credit card receipts. This is the default. Note: When you set this field to Wide, the Payment Info column on the report displays credit card numbers. To determine how many digits of the credit card number actually display, set the CREDIT.CARD.ACCT authorization key. 10. In the Sort By field, enter one of the following to determine how to sort and subtotal the report: Epicor Software Corporation. All rights reserved.

159 Rel Accounts Receivable User - Sorts by user ID numbers. This is the default value. Customer - Sorts alphabetically by customer name. Note: If you are running this journal to reconcile your cash box, use the Wide Journal Format and the Customer Sort by selections. 11. Set options, if needed, and generate the report. What the Report Shows The following information displays on the Cash Box Journal Report: Column Br User Order # Post Date Customer Cash Check CCard GCard Total Open Bal Payment Info Location Description Branch where the transactions occurred. User ID number of the person who ran the report. number assigned to the sales order. date the payment was transferred from the purchaser's account. name of the customer. amount of cash received for this transaction. amount of checks received for this transaction. amount of credit card payment authorized for this transaction. You can compare the total of this column with the total of the Tran Amount column for reconciliation purposes on the Credit Card Summary report. amount of gift card credit used. total amount received on this transaction. money not collected from this transaction. method used to pay on this transaction. If you run process credit cards using Element Payment Services, credit card payments include the card type followed by a pound sign and the last four digits of the masked credit card number. For example, Amex#1004. If you do not use Element Payment Services to process your credit card transactions, credit card payments include a two character credit card code followed by the full credit card masked number. location for which the cash box is being reconciled Epicor Software Corporation. All rights reserved. 153

160 Solar Eclipse Accounts Receivable Rel Running the Detail Cash Application Report Run a Detail Cash Application Report to list all cash receipts posted during a designated period. This report also displays how each cash receipt was applied to any open invoices. To run a Detail Cash Application Report: 1. From the A/R > Reports/Journals menu, select Detail Cash Application to display the Detail Cash Application window. 2. In the Branch/Territory/All field, enter the branch or territory for which to review cash receipts. Enter ALL to review cash receipts for all branches and territories. 3. In the Start Date field, enter the first date in a range of dates for which to review cash receipts. The system populates this field with today's date, but you can change it, if needed. 4. In the End Date field, enter the last date in a range of dates for which to review cash receipts. 5. To run this report for one customer only, in the Customer field, enter the customer name; otherwise, leave this field blank. 6. Set options, if needed, and generate the report Epicor Software Corporation. All rights reserved.

161 Rel Accounts Receivable Running the A/R Aging Report Run an A/R Aging Report to determine how much money your customers owe your company and for how long they have owed it. This report can also show you the date of the customer's last payment and the amount of that payment. Note: If you select a customer that is a parent customer, or has dependent customers, the system displays information for the parent customer and all its dependents. While you would not want to run this report for use as a cash receipts reference tool, you might want to run a file copy after an accounting period has been closed by the auditor, or a review copy for a branch or credit manager. Note: If you run this report frequently, you can save your selections and associate those settings with your user ID. Use the File > Save Settings option to use this feature. When you run the report again, the system displays the selections you made the last time. If there is no default or saved setting, the field is blank. For more information, see How the System Saves Settings on Reports. To run an A/R Aging Report: 1. From the A/R > Reports/Journals menu, select A/R Aging to display the A/R Aging window. 2. Complete the following fields in the General tab to set the basic information to include in the report: Field As of Date or All Dates Age as of Home Branches Description Enter the date to determine which invoices to include in the report. Only invoices dated up to and including this date display on the report. To run the report for all invoices, regardless of their payment date, select the All Dates check box. Running the report for all dates can be faster than running the report for a specific as of date. All Dates is selected by default. If you enter and save your report settings (File > Save Settings) the as of date is saved and the All Dates check box is deselected the next time you run the report. Enter the date to determine at what point to begin aging the invoices. The system populates this field with today's date, but you can change it, if needed. Enter the branch, branches, or territories to determine which home branches you want to include in the report. Note: Customer's home branches are assigned on the Accessible Branches window in Customer Maintenance. For more information, see Defining Customer Branch Override Capabilities. You are only able to report on home branches to which you are authorized. Include Blank Home Branch Sale Branches Enter Yes to include those customers for whom no home branch has been assigned; otherwise, enter No. Enter the number that represents the sale branch, or branches, to indicate where to fax the statements. For example, to send statements to branches 1 and 2, type 1, Epicor Software Corporation. All rights reserved. 155

162 Solar Eclipse Accounts Receivable Rel Field Bill-To Customer Description Do one of the following: To run the report for a specific bill-to customer, enter that customer's name. To run the report for all bill-to customers, leave this field blank. Note: To run the report for multiple customers, credit managers, invoice status codes, or customer terms codes, click the multiple list selection icon. Customer Level Summary/Detail/ Unapplied Select one of the following to determine how customer information displays. Bill-To - Displays information for bill-to customers only, with subtotals for each, and then displays the totals for all bill-to customers. Ship-To - Displays information for ship-to customers only, with subtotals for each, and then displays the totals for all ship-to customers. Enter one of the following to determine the level of detail to include on the report. Summary - Displays aging totals for each customer, followed by grand totals for all customers. This is the default. If you select this option, the system uses the bill-to customer terms code information as defined in Customer Maintenance. If there is no terms code information and the report is run in Summary mode, then the Terms column on the A/R Aging report is blank. Detail - Displays all invoices and cash receipts for each customer, followed by the aging totals for that customer, disbursements, and grand totals for all customers. If you select this option, you can use the Use Terms From Order Level (Y/N) field to determine from where the system should pull the terms code information. Note: When you run this report in Summary or Detail mode, the setting for the Apply credits to oldest bucket when aging account field on the Credit Control Parameters screen takes precedence over the Bucket to use for aging field on the Valid Customer Invoice Status Codes control maintenance record. Unapplied - Displays one of the following, depending on the existence of unapplied cash receipts: If customer have no unapplied cash receipts, the report does not display any information. If customers have unapplied cash receipts, the report displays all unapplied cash receipts, plus invoices and cash receipts so you can determine which invoices to apply the unapplied cash to. This level of detail does not display unapplied credits. Note: The customer's phone number, as defined the Customer Maintenance window, displays in the upper right corner of the report Epicor Software Corporation. All rights reserved.

163 Rel Accounts Receivable Field Sort By Description Indicate which columns to sort by. Customer Future Current Over 120 Deposit Home Branch Sale Branch Balance In Detail mode, if you sort by balance, the report sorts by balances within each entity record, not the grand total for each entity. In Summary mode, balance is the grand total for each entity. Note: The names of these aging buckets reflect the setting of the A/R Aging Bucket Names control maintenance record. Sort Direction Select one of the following to determine in which order to sort the information on the report: Ascending - Sorts the report from smallest to the largest. This is the default. Descending - Sorts the report from the largest to the smallest. 3. Click the Additional tab and complete the following fields to further refine the information included in the report: 4. Set options, if needed, and generate the report. What the Report Shows This report provides the following information: Column Header area ID# and Bill-To Customer Inv Date Future Current 31-60, 61-90, , and Over 120 Description The as of date the report was run for, as well as the branches it was run for, and the order in which the customers and their data are sorted. The identification number and name of the customer, in this case a bill-to customer. You can also run A/R Aging reports for ship-to customers. The date the invoice was entered into the system. Any balances due in the future beyond the standard aging buckets. Any balances due within the next 30 days. The balances that are overdue within each aging bucket. Note: For more information on how the system calculates aging buckets, see A/R Aging Methods and Examples Epicor Software Corporation. All rights reserved. 157

164 Solar Eclipse Accounts Receivable Rel Column Deposits Total A/R Open Orders Last Pmt Date Last Pmt Amount Phone Description The amount of deposits made on that invoice. The total balance due on the invoice. The amount of open orders for that customer. The date on which the customer last made a payment. The amount of the last payment the customer made on an invoice. The phone number for that customer Epicor Software Corporation. All rights reserved.

165 Rel Accounts Receivable Running the Bank Deposit Summary Report Run a Bank Deposit Summary Report to view a list that summarizes bank deposits by date for each of your cash boxes. This report shows the total accounts receivable receipts and the total miscellaneous receipts for each selected day. The report provides the following information: The Date column indicates the date the deposit was made. The Cash Box column indicates the amount of deposit money from the cash box. The A/R Receipts column indicates the amount of deposit money from A/R receipts. The Misc Receipts column indicates the amount of deposit money from miscellaneous receipts. The Totals column indicates the total amount of deposit from the other columns in this report. To run a Bank Deposit Summary Report: 1. From the A/R > Reports/Journals menu, select Bank Deposit Summary to display the Bank Deposit Summary Report window. 2. In the Branch field, enter the branch or territory for which to run this report. Enter ALL to run the report for all branches and territories. 3. In the Start Date field, enter the first date in a range of dates for bank deposits to include in this report. The system populates this field with today's date, but you can change it, if needed. 4. In the End Date field, enter the last date in the range of dates for bank deposits to include in this report. The system populates this field with today's date, but you can change it, if needed. 5. Set options, if needed, and generate the report Epicor Software Corporation. All rights reserved. 159

166 Solar Eclipse Accounts Receivable Rel Running the Unpaid Invoices Report Run an Unpaid Invoices Report to view all invoices, sorted by customer, that remain unpaid as of a given date. This report can be useful if your company uses different terms codes and ship vias because it lists the specific information for each. For example, you can use this report to keep track of invoices that have products shipped via UPS and that your customers have not paid. To run an Unpaid Invoices Report: 1. From the A/R > Reports/Journals menu, select Unpaid Invoices to display the Unpaid Invoices window. 2. In the Branch field, enter the branch, branches, or territories for which you want to review unpaid invoices. 3. To include only those unpaid invoices with a particular terms code, in the Terms Code field, enter the terms code; otherwise, leave this field blank. 4. To include only those unpaid invoices for a particular customer, in the Customer field, enter the customer name; otherwise, leave this field blank. 5. To include only those unpaid invoices for a particular ship via, in the Ship Via field, enter the ship via code; otherwise, leave this field blank. 6. In the Break on Customer field, enter Yes to insert a page break between data for different customers; otherwise, enter No. This is the default. 7. Set options, if needed, and generate the report. What the Report Shows The Unpaid Invoices Report provides the following information: Column Terms Codes Branches Invoice Customer Name Ship Date Terms Ship Via Orig Amt Open Amt Bill Trust FTP Description Payment terms for the invoices on the report. Branches where the invoice originated. Number of the invoice. Name of the customer. Date you shipped the product. Terms applied to each invoice to be paid. Method used to ship the products on each invoice. Amount originally due on the invoice. Amounts still due on the invoice. Open balance for any bill trust invoices Epicor Software Corporation. All rights reserved.

167 Index A A/R about... 1 adjusting amounts aging A/R Aging Report methods and examples on customer accounts cash receipts adjusting auto suggest Cash Receipts Review Queue creating automatically display options editing entering... 8 entering batch miscellaneous reconcilling setup requirements... 6 unapplied cash update parameters upload formats uploading viewing entry... 8 inquiries activity based customer sales histories payment days about calculation unpaid invoices queues A/R Collection A/R Collection driver Automatic Cash Receipts Review reports A/R Aging Automatic Cash Receipts Daily Balancing Automatic Cash Receipts Daily Balancing Report Bank Deposit Summary Cash Box Journal Cash Receipts Journal Detail Cash Application Unpaid Invoices service charges, applying setup requirements accounts receivable... 3 customer records for faxed statements fax memo screen for faxed statements service charges unpaid invoices utilities A/R balances, loading manually A/R Collection Queue driver Cash Receipts Review Queue credit performance statistics customer products ranking customer ranking viewing A/R Collection Queue aging information Automatic Cash Receipts Review Queue Epicor Software Corporation. All rights reserved. 161

168 Solar Eclipse Accounts Receivable Rel change log customer ranking status customer receivable information customer transactions miscellaneous cash receipts A/R Aging Report account payments activity based customer sales history aging A/R Aging Report methods and examples on customer accounts anticipation credit about activating applying Automatic Cash Receipts Daily Balancing Report... 41, 49, 54 B balances, loading manually for A/R Bank Deposit Summary Report bank EFT files, uploading batch cash receipts statements bounced checks C Cash Box Journal cash box, reconciling cash receipts about... 5 batch bounced checks checks bounced NSF returned creating automatically editing entering... 8 journal miscellaneous non-sufficient funds returned checks setup requirements... 6 update parameters upload formats uploading writing off amounts Cash Receipts Journal change logs cash receipts checks bounced non-sufficient funds reconciling bounced non-sufficient funds returned, non-sufficient funds collections A/R Collection Queue about logging calls credit performance statistics customer customer accounts, transactions list of customers for statements ranking customer ranking Epicor Software Corporation. All rights reserved.

169 Index assigning D Detail Cash Application Report E EDI (electronic data interchange) receiving transactions 823 lock box EFT (electronic funds transfers) auto-posting funds for customers F fax system , 131 fax statements customer list multiple customers singe customer I inquiries, A/R L lock box, cash receipts M miscellaneous cash receipts N non-sufficient funds NSF O open bids viewing in A/R P payments on accounts posting miscellaneous cash receipts products ranking Q queues, A/R R A/R Collection A/R Collection Driver Automatic Cash Receipts Review ranking customer products customers receivable information, viewing reconciling cash box reports, A/R S A/R Aging Automatic Cash Receipts Daily Balancing. 49 Automatic Cash Receipts Daily Balancing Report Bank Deposit Summary Cash Box Journal Cash Receipts Journal Detail Cash Application Unpaid Invoices sales history activity inquiry service charges about applying to past due accounts creating a service charge message creating a service charge product setup requirements statements T batch customer lists printing transaction displays, filtering in A/R Epicor Software Corporation. All rights reserved. 163

170 Solar Eclipse Accounts Receivable Rel U Unpaid Invoices Report Epicor Software Corporation. All rights reserved.