Accounts Receivable / Credit Management

Transcription

1 Accounts Receivable / Credit Management MaddenCo Inc. Revised March 2014 Copyright 2014 by MaddenCo, Inc All rights reserved. 1

2 Please understand that MaddenCo has expended substantial sums in developing and maintaining its software, systems and related materials, and as a result, it has and will continue to have substantial proprietary interest and valuable trade secrets therein. Also understand that MaddenCo's software, systems, related materials and the ideas represented by software, as well as the physical materials, are valuable trade secrets and are strictly confidential material, and important, and that its confidentiality gravely affects the successful conduct of the business of MaddenCo. 2

3 Table of Contents Introduction... 5 Central Accounts Receivable... 5 Accounts Receivable Menu... 6 Customer Maintenance Menu... 7 Customers Reactivated in Update... 7 Vendor Download... 7 Customer Master File Maintenance... 8 Set Customer Fields Cash Receipts Miscellaneous G/L Receipt A/R Lockbox and Remittance A/R Adjustments A/R Adjustments Edit Register Delivery Receipt A/R Adjustments Customer Inquiries Menu Customer Balance Inquiry Customer Balance Inquiry by Customer Number Customer Aging Inquiry Inquiry by Customer Reference Number Inquiry By Reference Number Invoice History by Invoice Customer Sales Inquiry A/R Report Menu Current A/R Status List A/R Status History Aging Reports A/R Unapplied Report Customer Report A/R Statements Credit Balance Report Credit Limit Report Customer Address Labels Cash Sales and POS Collections Cash Deposit Slip Report A/R Other Options Menu One Line Customer List 8x One Line Customer List Customer Name & Address List Aging As Of Report Detailed Aging As of Report - Summarized Customer List Aging Report Selected Days Detailed Aging By Enterprise One Line Aging by Enterprise Enterprise Customer List Detail Aging - Selected Days Detail Aging by Selling Store - Selected Days Customers with No Activity Customer Address List Service Charges Service Charge Generation Service Charge Generation Register Accounts Receivable Register

4 A/R Balancing Report Service Charge Write Off Service Charge Write Off Register Service Charge Write Off G/L Posting Register Accounts Receivable Register A/R Balancing Report Service Charge General Ledger Postings Automatic End of Month Service Charge Processing A/R Purges A/R EOM Purge A/R Detail History Purge Miscellaneous A/R Functions Received on Account in Point of Sale Post Credit Card Sales to A/R Headquarters Menu Headquarters Work with A/R Adjustments Headquarters Work with Cash Receipts ing Reports Credit Management Work with Outstanding Credit Memos/Messages Outstanding Credit Notes List Credit Authorization Requests Credit Authorizations Reason Messages Work with Credit Authorization Requests Credit Authorizations Inquiry Credit Authorizations Report Password for Credit Approval Number Credit Invoice Approval Report Appendix A Terms Code Maintenance

5 Introduction Accounts Receivable/Credit Management will discuss customer maintenance, cash receipts, A/R adjustments, statements, end of month, end of year, purges and inquiries. If you are not currently using Credit Management, you ll have an opportunity to learn how to set up credit authorizations, memos and credit limits for charge account customers. Central Accounts Receivable The Central A/R feature is used to make customer records available at more than one store. This is especially useful if you have several stores nearby. Your customer can make purchases from any of the centralized stores and receive only one statement at the end of the month. Using a single customer number facilitates setting credit limits and maintaining control over outstanding A/R. Aging reports show all invoices for the customer together under a single customer number. Set Tire System control record CENTCST to Y to begin using this feature. A central store control record CENTC999 (where 999 is replaced with the number of each store to be centralized) is set up for each store. The value of the record is the central store s number. We ll discuss more about how Central A/R is used in the following sections. 5

6 Accounts Receivable Menu We ll start our discussions with the Accounts Receivable Menu, which is located on the Tire System starting menu. 6

7 Customer Maintenance Menu A note about Maintenance options before we get started: maintenance logging, which keeps track of file maintenance changes, is available if control record MAINTLOG is answered Y. Control record MAINTPRG indicates the number of days to retain records of maintenance. These records are extremely valuable when trying to track down changes to customer data. If you are using our Data Exchange module and you want the changes/additions of the vendor's customers and messages received from the vendor to log to the maintenance log set control key MLOGEDIC to Y. You will need Customer Maintenance ACCESS to use this feature. Customers Reactivated in Update You can have a report print during the nightly update to list Customers Reactivated by the update. Set control record UPDCUACT to Y to generate the report. Vendor Download If you are using the Data Exchange Module, customer fields are populated with values when customer information is downloaded from the vendor. Control record +vvvowcd (where vvv is a vendor number) can be answered N to prevent static customer information from being overwritten when national account customers are updated for this vendor. New vendor customers will still be created. 7

8 Customer Master File Maintenance Customer Maintenance is located on the Customer Maintenance Menu. If you have access to multiple stores, the store number screen will appear. Enter the Store Number for the customers you are going to be working with. Remember, all customers at centralized stores are entered in the Central store. If you are using Central A/R, you will need store access to the Central Store identified in the CENTC999 control records to perform maintenance on your customers. 8

9 If you wish to work with an existing customer, enter the first few letters of their name in the Start at Customer Name: (or Number) field to position the list near the customer. If you enter the customer s number, the screen takes you directly into the customer record. If you continue without entering a name, all customers are displayed in Sort Name order. The Show only fields help limit the group of customers displayed. You may enter Active, Inactive, or Both. Active records are shown by default. 9

10 The Tire System Vendor Number is maintained by control record VENDxxx. This is a three-character or number value that uniquely identifies the supplier of one or more of your products. Vendor Number can be assigned in Customer Maintenance to link a particular customer to a national account vendor. It is recommended to use a three digit number for national account vendor. You can Exclude Vendor's Customers with Y or N. A vendor's customer is a customer with a national account customer number. You may enter an N and enter a Vendor s Customer s Vendor Number to see all customers for a particular national account vendor. If you don t know the Vendor s Number, there is a Prompt function to find it. You may set the default answer to the Exclude question in control record MTCSVNEX. Available options include: Edit to change information on an existing customer. Copy to duplicate the information contained in an existing customer record in a newly created record with a new customer number. Display to display a customer s record. Status which toggles a customer s status from active to inactive and back. Although a customer with any information posted within the system cannot be deleted, we can use the inactivate option to flag a dormant customer so they appear in our list only when we Show Only: Inactive customers. Msg Mnt displays the Customer Message Maintenance screen. Customer message maintenance is also available in Customer Maintenance performed from Point of Sale, Order Entry and Salesman Memo Input if control record CMMSGMNT is set to Y. From here you can input two lines of message that will display on the Point of Sale invoice header screen when you start an invoice for this customer. This message will print on the invoice or work order based on control keys. If PRTCSMIN is set to M, customer memos will print on Point of Sale invoices. If set to C, customer messages will print and if set to Y, both memos and messages will print. For workorders, use control key PRTCSMWO. 10

11 Retrd Memo Mnt is available if you are using the Retread module. This is the same screen available in the Retread Maintenance Menu/Customer Memo Maintenance. Retread Customer Memo Maintenance is also available in Customer Maintenance performed from Point of Sale, Order Entry and Salesman Memo Input if control record CMRCMMNT is set to Y. Also, the Retread Customer field should be set to Y or W (for retread workorder customer only.) The A/R Inq option displays the A/R Open Inquiry for the selected customer. 11

12 Credit History and payment details can be viewed. We ll go over this option in more detail later. Occasionally through an abnormal job termination, a customer record can become locked and access is not allowed. If a customer record is locked for maintenance, it can be reset with if you have special authority in your ACCESS control key. Vendor Info option takes the user to the Vendor Information screen. This is the same as the Vendor Info function within the customer record. User Flags option takes us to the User Flag/Field screen. This is the same as the User Flag function within the customer record. Each Flag and Field can be defined with a screen description and then used in customer reports to select information for only the customers with matching information defined here. See the User Flag function section below for more information. The Sel Dealer option is available if control ADBSELDL is set to Y. Control key ASCDLRBL must be set to Y for ADB. See the Associate Dealer Billing software manual for more information. The ADD Customer function takes us to an empty customer record, ready to create a new customer. If control record CSTMTADD is set to N, customers cannot be added from Customer Maintenance. You can set this record up by User id to limit which users can create new customers. The Customer Number is a 7 digit numeric field. The control record NXTCST# contains the next available Customer Number and can be assigned by store. The number is automatically incremented, but can be changed. If you choose to use your own number, it will be validated to ensure it does not already exist before the customer is added. A zero customer number is not allowed. The Bill to Customer can be used to route billing to a second customer. This entry could be used to send bills to a regional office. You can use the Find function to select a customer in the customer file. The Bill To customer number must already exist in the customer file. When a Point of Sale invoice or an Order Entry order is started using the current customer number, that customer's name and address are moved to the Ship To customer fields. The Bill To customer becomes the invoice or order customer. The system will retrieve the Bill to Customer s name and address from their own customer record. 12

13 Enter the customer's Sort Name as the name you will enter when you search by name (Doe John - or Doe Implement). This field may not be blank. Enter the Customer Name in full (John Doe or John Doe Implement). You can also enter the Doing Business As name in the DBA field. The information from the customer file for DBA (Doing Business As) is printed in the customer and ship to address of our standard documents based on control keys. For Point of Sale estimates, workorders and invoices set PRTPSDBA to Y. To print on Delivery Receipts set PRTDRDBA to Y. For Order Entry set PRTOEDBA to Y and for Pick lists set PRTORDBA to Y. The information can also be printed on End of Month Statements by setting STMEDBAN to Y and Past Due Statements by setting STMPDBAN to Y. This information is also displayed on many of the Customer Inquiry screens. Enter the Customer Address to be used for mailings. Enter the customer's City and State abbreviation. If control record VALSTATE is answered Y, the two character state abbreviation entry is validated against control record STEABRxx, where xx represents a state abbreviation. The FIND prompt allows selection of valid state entries. To automatically add the city and state, set control record ZIPCITYN to Y. Set up control record ZIPCODE with the most common Zip Code in your area as the default value for this field. If you have multiple stores, set this record by store - ZIPCD999, where 999 is a store number. With these records in place, you can leave the City/State address line blank. When adding a customer, key the Zip Code in the zip code field. The City and State will automatically be entered from the Zip Code file. When entering the Zip Code, space is available for the entire ZIP+4 Code. This field can be used as selection criteria on certain sales reports to help determine the response to direct mailings and advertisements. For exclusive US zip codes, answer control record ZIPUSAYN with Y. If you need to enter non-us zip codes, answer the control record ZIPUSAYN with N. This turns the Zip Code field into ten consecutive characters. Enter the Contact Name. This person could be the sales Contact, the billing contact or even the nickname the owner goes by. Enter the customer's Business Phone number as an unformatted area code and phone number entry. Enter the customer's Home Phone number as an unformatted area code and phone number. Enter the customer's Fax Number. There is space to enter any codes or dashes that might be needed to fax to this customer; however, these codes will affect how the fax number is printed on reports. The fax number may be printed on your Point of Sale invoice if control record PRTFAXNO is set to Y. If you enter the fax number without dashes or slashes, the number prints unformatted on the invoice. Reports automatically format phone numbers. There are additional phone number fields. The headings for these phone numbers can be entered in control records CSPHEX2H, CSPHEX3H, CSPHEX4H and CSPHEX5H respectively. Currently these do not print on invoices or reports. The Customer Class is used to group customers for summary reporting as well as guiding General Ledger sales postings to specific accounts. These groups might include retail, commercial, wholesale, government, farm, national account and inter company classes. The control record CSTCLSx, where x is replaced with a customer class code, contains the Description for that customer class. Valid customer class codes are A to Z and 1 through 9. Customer class 0 is also available if control record CCLSTST is set to Y. Consider carefully before using customer class zero: our standard select screens default to 0 to indicate no selection has been made. There is no way to select only customer class zero and therefore, no way to report information for only customer class zero. If control record CMNTVAL is set to Y, this 13

14 field will be validated. The Find prompt is available to help you select the correct customer class for your new customer. If the Store Number field is open, enter the Store where the customer is being established. If the customer number will be used by several stores, the customer should be assigned to the central store. This will have automatically been assigned based on the Central A/R control records read as you entered customer maintenance. The Home Store field can be used to restrict customer's to their 'home store'. To make this field available in customer maintenance, answer control key HMESTRYN to Y. This also allows home store as a customer report selection. Enter the home store number in the 'Home Store' field. This home store can be used to print a home store address on statements and in Point of Sale. See Statements later in this document. Set control key HMESTRON to Y for home store checking in Point of Sale. The customer's home store number is checked if it is the same as the store entered for Point of Sale invoicing. When set to Y, you are not allowed to continue. If set to W, a warning is displayed and you can enter to continue. Each Product record contains six selling price fields (plus Actual and Replacement cost). The customer record Price Code field indicates which of those Selling Prices will be used for this customer: selling price 1 thru 6, 7 for Replacement cost, or 8 for Actual cost. The A/R Code may be used to allow posting to multiple General Ledger asset accounts, if control record GLARCOD is answered Y. For example, you may want to separate your customers into asset groups based on Franchise A/R, Inter-company A/R, Vendor A/R or Trade A/R. Using A/R codes complicates your General Ledger, making it somewhat more difficult to reconcile Accounts Receivable and General Ledge postings. This field is typically not used. But if used, the G/L account number for posting is determined by control record GLAXYYYY, where X is the customer's A/R Code and YYYY is a Tender Code (method of payment). This control record contains the General Ledger debit account to which entries are to be posted. Control record GL-A/R9, where 9 is the customer A/R Code, contains the General Ledger account to which cash and A/R adjustment entries are to be posted. The A/R Code could then be used as selection criteria for Accounts Receivable reports and in G/L to have large account A/R and small account A/R post to two separate accounts. If control record CMNTVAL is answered Y, this field will be validated against the control record ARCODx, where x represents the A/R Code. A prompt for this field is available for selection. Auto Bill Codes are used in Point of Sale to automatically bill additional products when a triggering product is sold. For example, you may automatically bill a balance or tire mounting for every passenger tire you sell to select retail customers. The Point of Sale system uses the product Auto Bill Code and the customer Auto Bill Code to determine which add on products should be billed. The Auto Bill Code field on the customer record is an alphanumeric field. This allows more flexibility when assigning auto-bill products. Control record AUTOBIL must be answered Y to use the Auto Billing feature. Set up control record AUT7889 (where 7 is a Customer Auto Bill Code in Customer Maintenance, 88 is the Product Auto Bill Code in Product Maintenance, and 9 is a Sequence Number 1 thru 9, indicating the order in which additional products will appear. The value of the control record is the valid product number you wish to add on. If you assign specific sales people to customers (primarily used in wholesale and commercial sales -- not usually retail) you may enter that Account Salesman s number in the Salesman Number field. This number is validated for existence in the Salesman file. A prompt is available for this field. The Terms Code is a three digit numeric field containing the Terms Code used to automatically calculate the due date for invoices when they are entered. Control record TERM999, where 999 is replaced by a Terms Code, contains the information needed to perform the calculations. If control record CMNTVAL is answered Y, the Terms Code will be validated for existence against control record TERM999. A prompt is available to locate the desired Terms Code. See the Appendix A for more information on how to set up Term Codes. 14

15 The Credit Limit field is used in Credit Limit Checking in the Point of Sale billing process. This field is a whole Dollar Amount, there is no decimal position. For example, a credit limit of $ would be entered into this field as If control key CRLMTCK is set to Y, a warning message is displayed during Invoice Input when a customer's balance exceeds his credit limit. This is a warning message and you may continue processing the invoice after answering the prompt with Y, which indicates to continue. The default answer can be set using control record CRLMTDEF but it can still be changed. See Credit Authorization later in this document for more information. Enterprise Credit Limit Based on control record ENTCRLMT, the credit limit checking feature has been enhanced to allow a single credit limit per Enterprise group. Enter an Enterprise Credit Limit on the Enterprise Customer record. You can also specify individual Credit Limits for any of the customers within an Enterprise group. The Commission Percent field is for information use only. If this customer will require retread work, answer Retread Customer with a Y. Enter the Federal Tax Id # for this customer. If applicable, enter the five-digit National Salesman number for this customer. Enter the seven-digit Enterprise Number for this customer, is they are part of an Enterprise group. This number is validated against the Customer file. The Enterprise number can be used in running sales reports, to show sales for all customers associated with this Enterprise group. For example, if a company has a ship to address (where it is shipped) and a bill to address (a regional office to bill) the Enterprise Number can be used to cover the national sales for regional and ship to accounts of this customer. Sales reports can be printed by the Bill to Customer number, Ship to Customer number or the Enterprise number. Enter the two-digit numeric State Code that represents the state where this customer is located. This field can be used as selection criteria on sales reports. A prompt is available for selection. The State Code is validated against the control record STATExx, where xx represents the State Code entered in this field. The combination of State Code and Taxing Authority must be a valid combination already in the Sales Tax file. The Service Charge Write off Months is a 3-digit numeric field containing the number of months to keep unpaid Service Charges in A/R. Once the number of months is exceeded, the Service Charges are eligible to be automatically written off by the Service Charge Write Off option on the End of Month menu. If this field is left as all zeroes, control record SSCOF999, where 999 is the store number, will be used with the value being the standard number of write-off months for all customers at this store. The Taxing Authority field contains the three digit numeric code for the customer's specific Taxing Authority in the Sales Tax file. If control record SLTAXYN is answered Y, the Taxing Authority is validated for existence in the Sales Tax file for the State Code entered. You can print a listing of current Taxing Authorities from the Sales Tax Menu or a prompt is available for selection, based on the State Code entered. The Tax Exempt Code contains a two digit numeric entry for the type of sales Tax Exemption for this customer. Typical sales Tax Exemptions are for Government, Farm, or Resale. If this field is left blank, the customer will be charged sales tax. You can limit which Tax Exempt Codes can be used for a selected Customer Class by setting control record CMNTVLTX to Y. Add control record CSTTX9xx, where 9 is Customer Class and xx is a Tax Exempt Code, with a value of Y for each Customer Class and Tax Exempt Code combination allowed. If control record SLTAXYN is answered N, the Tax Exemption Code field will not be displayed. If answered Y, this field will be validated against the entry for the State Code in the Sales Tax Exemption file. You can print a listing of your current Tax Exemptions for this state from the Sales Tax Menu or a prompt is available for selection. The combination of State Code and Tax Exemption Code must be a valid combination already in the Sales Tax Exemption file. 15

16 Control record CSIDHEAD contains an alternate description for the heading of the Tax Exempt No field in Customer Maintenance and on the Customer Listing. This field can contain up to 15 characters and contains the Tax Exempt Number for the customer. You can require an entry in the tax exemption number field when a tax exempt code is assigned by setting control key CMRQTXEX to Y. The Walk-In Cust Y/N field may be answered Y, N or blank. This field should ONLY have a value of Y for a special WALK-IN CASH CUSTOMER. If answered Y, the Ship to Name can be filled in with the customer name in Point of Sale Counter Billing. The Tender Types available in Point of Sale for a Cash Customer are flagged with a Y in the Store Tender Master Maintenance Valid for Cash Walk-In field. Only tenders so flagged are presented on the Method of Payment screen when closing an invoice in Point of Sale for a Cash Customer. If you are using Centralized A/R, CENTCST is answered Y, the same Cash Customer Number can be used for all stores. If you are not centralized, you will need a Cash Customer Number for every store. The Tender Type field contains the default Method of Payment to accept for this customer when closing an invoice in Point of Sale. Tender Types are contained in the Store Tender Master Maintenance File and indicators for protecting the Method of Payment field or whether this Tender Type is valid for a Cash Customer are maintained in this file. A prompt is available for valid selection. This field may be left blank. The Past Due field is maintained by the system if control record PASTDUE is answered Y. During the daily update, each customer is tested to see if their status has changed (current to past due or vice versa) and this flag is changed accordingly with answers of Y or N. If control record PASTSVEX is set to Y, Service Charges are not included in the calculation to determine Past Due status. If the field is answered E, the customer is Exempt from Past Due checking. If answered C, the customer will be considered a Cash Only customer and only cash Tender Types will be allowed when closing an invoice. If answered X, no invoices can be created for this customer. Values E, C and X will not be reset during the nightly update. If a change is warranted, the flag must be removed via Customer Maintenance. In Point of Sale input, if control key PASTPOS is answered Y, each customer is checked for past due invoices. To check for past due invoice in Order Entry, set control key PASTOE to Y. If the account is past due, a warning screen is displayed immediately after the salesperson enters the invoice number and customer number. This is a warning message and you may continue processing the invoice after answering the prompt with Y, which indicates to continue. The default answer can be set using control record PASTDUDF but it can still be changed. The Balance Forward field may be answered Y, R, B, N or Blank. If answered Y or B, this customer will be flagged as a Balance Forward type of A/R account. This means that the only detail that will ever appear on the customer s account will be current month activity and prior end of month Balance Forward records. During the end of month A/R purge, the current activity will be combined into a single record Balance Forward record. The obvious drawback to this type of A/R is that you have NO detail of the make up of the balance, no invoice dates, due dates, payments nor credits. If answered R, this customer will be flagged as a Revolving Charge type of A/R account and the Revolving Charge function is available. This value is only allowed if you are using the Revolving Charge feature, control record REVOLVE is answered Y, of the Credit Management system. If the customer has a balance, the Balance Forward field cannot be changed. If control record BALFWYN is answered N, this field will not be displayed. The Service Charge Exempt field may be answered Y, N or Blank. If answered Y, this customer will be Exempt from service charges. If answered N (or blank), this customer will not be exempt from Service Charges. The Hold Statement field may be answered Y, N, or Blank. If this field is answered Y, no statement will be printed for this customer. The Account Open Date field is maintained by the system. It is reflects the Date the customer was added to the system. 16

17 If control record DISCCNTR is answered Y, the Discount File is accessed by the 7-digit Discount Structure number instead of the regular Customer Number. A prompt is available for valid selections in Customer Maintenance if this control record is answered Y. Using a Discount Structure allows you to set up a discount scheme in Discount Maintenance and assign it to several customers. When control record PRTCTRT is answered with a value of Y, you are allowed to input a Discount Structure number for the customer in Customer Maintenance. When updating customers from your vendors, you can keep a Discount Structure that has been manually input for a customer instead of having it overridden with the default Discount Structure for that vendor. Control record +vvvkpds (where vvv is a vendor) must be set to Y to NOT override the Discount Structure for this vendor s customers. The Route Code identifies which Route a customer is assigned and is validated against the control file. The control record ROUTExx, where xx is the Route Code, contains the description for the route. Currently the Route Code is available for use in Order Entry Load Sheets and to print on the Customer Listing. A prompt is available for selection. The Delivery Sequence field is a three digit field used to identify the delivery truck number the customer is assigned to on a particular route. The truck number can be any number between 1 and 999. Currently the truck number field is used only in customer maintenance to allow input and to print on the customer listing. The Allow Backorders field will disallow backorders for a customer if set to N. This field cannot be changed if the customer is a vendor s national account customer. The Check Can Buy File Y/N field may be answered Y, N, or blank. If this field is set to Y for a customer, during Point of Sale input, all products sold will be validated against the customer s Can Buy or Can t Buy file entry. The Can Buy file must be set up for each customer or customer's fleet of vehicles with products that are approved for purchase. The Can Buy file can restrict sales of products by vendor, by vendor and class, by vendor, class, and type, and/or product number. Sale of a product (or vendor, class, type) can also be set to require a Purchase Order. If this field is answered with Y, a function is available to inquire into the Can Buy file for this customer while in Point of Sale. The Can t Buy file is similar but sets the products the customer cannot buy. See Point of Sale Advanced document for information about implementing this feature. Enter the Officer Name for the customer s company. Bandag s Data Channel is now sending their PeopleSoft number for their national account customers. We are storing that number in the Officer field. Use the Search by Officer function if you want to locate a customer by the PeopleSoft number. The Message field allows you to input a short message here or through A/R Aging Inquiry. The highlighted message is displayed on the Customer Information screen in Point of Sale. This is an excellent way to inform salespeople of a customer s status, especially if you are not allowing invoices because of past due or order credit limit standing. If the Move Acct to Selling field on the customer record is set to Y, during Point of Sale, the Account Salesman number will be moved to the Selling Salesman number and the Selling Salesman number cannot be changed. If this field is set to S, the Selling Salesman number is moved to the Account Salesman number in POS and OE. Enter the name of the customer's Employer. The P. O. Required field may be answered Y, N, or blank. If a Y is entered here, you must enter a purchase order number when entering invoices for this customer. Control record POREQ999, where 999 is a store number, contains the default value for the customer PO required flag if none was entered. The Vehicle Required Y/N field may be answered Y, N, or blank. A vehicle will be required to be entered during Point of Sale input if this field is a Y. 17

18 The Brand # Required Y/N field may be answered Y, N, or blank. If this field is answered Y, a Brand number will be required during Point of Sale input whenever a product is sold that contains a B or R in its Track Serial Number field. You must be using the Track Serial Number feature, control record TRACSER# is answered Y. Pickup Y/N field may be answered Y, N or blank. In Invoice and Order input, the Pickup at store field determines how state taxes and exemptions are calculated. When set to Y, which is most cases, control record COSTA999 is read by 999 store to find the state code and tax authority. If set to N, the customer s state code and tax authority are used to calculate sales tax. If control key PKUPCSDF is set to Y, the Pickup Y/N value entered in the customer file will override the value of the Pickup at Store field on the header screen for invoices and orders. To have this work by vendor, control key +vvvpucd should be set to Y. If the customer file value is used, the Pickup at Store field can be protected by answering +vvvppup with the value Y. (vvv represents the vendor) 18

19 Available functions in Customer Maintenance include: User Flag - Customer user flags and fields are for your use. To be defined by you. You will be able to run reports and use these fields as a selection. You can prevent access to this screen by setting control key CMNTEDUS to N. This can be set by user or workstation to limit which users are allowed to set user fields and flags. User Flag 1-15 Be sure to label the user flag using control key CTUSERN9, where 9 represents a user flag number 0 through 9. User flag 10 is identified as 0. Label user flags 11 through 15 with control key CTUSRN99, where 99 represents the user flag 11 through 15. It is important to enter a description for any user flag you will use for a specific purpose and by adding a label to display on the screen, users will know which fields are being used. Otherwise another user may remove or change values of the field you are using. Valid values for these flags can be defined via control records CSTXT9x, where 9 represents user flag 0 through 9 and x represents a valid value. The record value is a description. User flag 10 is identified by 0. Valid values for user flag 11 through 15 are determined with control key CSTX99x, where 99 represents user flag 11 through 15 and x represents a valid value. A prompt of this field is available for selection when validating values. Changes to these fields are written to Maintenance Logging. User Fields 1-12 The screen label for each user field is contained in control key CTUSFD99, where 99 represents a user field number 1 through 12. Enter the 15-character description to display on the screen. Valid values for these fields can be defined via control keys CSUF9xxx, where 9 represents a user flag 0 through 9 and xxx represents a valid value. User flag 10 is identified as 0. Once the control keys have been setup, a prompt for these fields is available for selection. Field 11 and 12 cannot be setup for validated values. Changes to these fields are written to Maintenance Logging. User Date - The screen label for each date field is contained in control key CTUSDT9, where 9 represents the user date field 1-3. Enter the 15-character description to display on the screen. These fields have been added to a selection screen for printing A/R reports. 19

20 Memo - Displays the Memo screen. There are several lines to enter information and keep notes about a customer. A highlighted M will show in the right corner of the customer maintenance screen if a memo has been entered for a customer. Msg Mnt - Displays the Customer Message Maintenance screen. From here you can input two lines of message that will display in Point of Sale for this customer. Retrd Memo Mnt - If the retread module is installed on your system, the Retread Customer Memo Maintenance work panel is available. This is the same as using the Retread Memo option on the Work with all Customers screen. From here you can make the same changes to the retread memo information as you would from taking the option from the Retread menu. These memos are displayed during retread production. Revolving Charge - If control record REVOLVE is set to Y and the customer s BAL FWRD Y/N field is set to R, the Revolving Charge Maintenance will be displayed and you can edit the Customer record there. Assign PIN - Enter this customer's Personal Identification Number for Internet access to your system. This must be a unique entry for each customer. The Password is a mandatory entry and may be changed when the Customer accesses their menu, if this option is included. If you are using the Associate Dealer Billing (ADB), if control key ADBSELDL is set to Y, the Assoicate Dealer function within Customer Maintenance is available to Add and Delete dealers for a customer. Control key ASCDLRBL must be set to Y for ADB. See the Associate Dealer Billing document for more information. The Print function on the Work with all Customers, prints a regular customer listing, vendor customer listing or both can be printed. If you are using the vendor requirements feature, you may choose to print only a report with customers that have vendor requirements information. You will need to be sure to change Exclude Vendor s Customers default answer of Y to N or blank on the customer selection screen. You can choose to print both the regular customer list and the vendor requirements list or either of the reports. This report uses the 1411 control key. The report prints many but not all the customer fields. Recurring Billing function is used to setup the customer for Recurring Billing Invoices in Point of Sale. This feature could be useful for automatically billing charges for items such as monthly charges for an Associate Dealer on your system. See the Appendix in Advanced Point of Sale document for more information. Discount Maintenance function displays discounts for your customer. See Product Pricing manual for more information. 20

21 Address - The Address function from Customer Maintenance will display a list of all addresses associated with a customer. Data Exchange must be installed to use this function. Multiple addresses can be input per customer. These addresses will be used to send automatic s to selected clients when certain events occur, such as an order is shipped or a statement is generated See the Data Exchange Document for more details on setting up and the POS Advanced Document for more information about sending s. Address options include: Edit - Update the contents of the customer's data. Copy - Create a new entry with the field values of an existing entry. If the value of the fields are not changed, a duplicate record is created. This option can be used to copy an existing address to a new document type for customers that will receive multiple types of documents. Delete - Remove the entry from the list. Display - Display the customer information only. The user, date and time the entry was created or changed are displayed. 21

22 Add/Edit Address Address - When the address is entered, validation for general format is performed. Embedded spaces and placement of the dot are checked but the address cannot be checked for existence. Name - Enter the Name of the person to receive the . Entries here are not sorted but the s entered here are used to populate the public list, which is sorted. The name is sorted by lower case and then capital letter with numbers being last in the list. When you have several pages of s some thought needs to given to how to organize the list. Document Type - A Document Type can be entered for each address. The Document Type indicates which documents are to be sent to which addresses. Multiple addresses can receive the same document and multiple Document Types can be sent to the same address. A prompt is available to select valid entries. Valid Document Types are: SHPN for Shipping Notification (use this for invoice print) ORDC for Order Confirmation AORC for Automatic Order Confirmation WRKO for POS Work Order INVC for Invoice copy (Reprint from History) ARSE for A/R EOM statement ARSP for A/R Past Due statement PO for Purchase Order PRCF for Price File Notification LOEI for Invoice copy (Reprint from LOE) DRPR for Delivery Receipts ESTM for POS Estimate APAD for A/P Remittance 22

23 Note there are two Order Confirmation documents. A copy of the Pick List will be sent to all addresses set for the Order Confirmation document when any warehouse order for that customer is created. A copy of the Pick List will be sent to all addresses with the Auto Order Confirmation document set when a warehouse order for that customer is created with a status of Automatic. Orders with a status of Automatic are any orders created by your customer in your system. Sending an electronic Purchase Order could create these orders, as could entering the order via Limited Order Entry or via the Internet. Send Document As - Documents can be sent as plain text (T), as an attached file (A) or as both (B). Typically you will send the as an attachment if the customer has a use for the document in file format. For example, if your customer can import a packing list into his inventory or A/P programs. You can also send a packing list file to your customers. Vendor Information function from the Customer Maintenance record - Allows you to edit vendor information typically maintained by your vendor. If you are using the Data Exchange Module, customer fields are populated with values when customer information is downloaded from the vendor. Control record +vvvowcd (where vvv is a vendor number) can be answered N to prevent static customer information from being overwritten when national account customers are updated for this vendor. New vendor customers will still be created. If the control record VNDREQYN is answered with a Y, you are allowed to input a Vendor for the customer. This is a three-digit number that uniquely identifies the supplier of one or more of your products. This Vendor number will display as the Vendor on the Vendor Requirements header screen in Point of Sale. This Vendor is used to determine which requirement codes will display in Point of Sale for the customer and is also used when transmitting Point of Sale information to a Vendor. If control record CMNTVAL is answered Y, the Vendor Number entry will be validated against the control file record VENDxxx. A prompt is available for selection. The Vendor Customer Number is a seven-character number, which represents a Vendor's National Account Customer. It is used by the Vendor Requirements feature to identify this customer s Vendor's Customer Number on the vendor's system. 23

24 The Non-Sig Number is the Vendor's Vendor Number and is used in the Vendor Requirements feature in Point of Sale to transmit invoice information to the vendor. The Non-Sig number is a 12-character entry. The Parent Number is a 12-character field used by Bridgestone and is the parent number for all associated children. Used in Bridgestone inquiry. The Location Number is a 12-character field used by Bridgestone inquiry. Also used by Bandag. G3 Customer Type is a one character field used by Goodyear. Associated Dealer Contract # is a 15 character field used by Goodyear. G3 Xpress Dealer NonSig is a 12 character field used by Goodyear. Exclude from TIMS field excludes this customer from TIMS. The Ask for Price Support field is used to determine whether to create a price support invoice for this customer. If answered Y, a work panel is presented asking if you want to create a price support invoice when closing an invoice for this customer. The Add/Edit Order field can prevent any Order Entry order from being modified or added to for this customer when set to N. The order can be shipped but cannot be edited. These orders will typically be orders that were input via the Internet or from a vendor. This field is protected and cannot be changed if the customer is a vendor s national account customer. Check Tire Quantity Limit field is set to Y if this vendor requires a quantity limit on each invoice. Enter the value in the Quantity Limit field. Control key LMTQTYYN must be set to Y to prevent closing a ticket that exceeds the limit. Use +vvvlmtq to check by vendor, where vvv represents the vendor. Quantity Limit contains the maximum value of quantity allowed on an invoice. The message Quantity Ordered exceeds Customer's Authorized quantity of value is displayed when exceeded. 24

25 Tax Exempt by State function from within the customer maintenance record - Allows you to enter a tax exempt code by state for customers that will need an exempt code for a specific state. Only one exemption code can be used for each state. When an invoice or order is input this file is read to find the exemption code to plug in for the customer. The state code and tax authority is determined from the control record COSTA999, where 999 is the input store number. The same state code is used to find the tax exempt code, if any is available for the customer. Any changes to this file are written to the Maintenance Log located on the System Menu. The file name is TMCSTE. The Start at State Code selection allows you to find an entry for a particular State Code. If this field is blank, all entries will be displayed. Available Options: Edit allows you to edit the exempt code or federal id. Delete allows you to delete an entry in the list. 25

26 The Add function is used to start a new entry. Enter the State Code. The Prompt function displays a list of valid state codes to select. Control keys STATE99 is read to find state codes. These are preloaded on your system but they can be changed. Once you have entered the state code, enter the Exempt Code. The Prompt can be used again. These codes must be setup in the Tax Exempt file. Enter the customer s Federal Id code if provided by the customer. The tax exemption code entered in this file will override the customer s tax exemption code when entering a ticket in Point of Sale. The state code will determine what exemption is used. 26

27 Set Customer Fields Set Customer Fields, on the Customer Maintenance Menu allows you to change the value of certain fields in the customer master file to a value you specify. This procedure does not change any values in history files. The select screen narrows the scope of customer records that will be affected by the changes you are about to make. You can select a group of customers based on any of the Customer record fields shown. Be very careful in selecting what group of customers will be changed because there is no easy way to undo the maintenance. If you meant to change only customers in Class 1, but fail to enter a value in Customer Class Low and High, all customers will be changed. Customer maintenance on individual customer records would have to be performed to correct each wrong entry. 27

28 User Flags and Field selections are also available to use in selecting which customers get changed. A Prompt function can be used for selection if the control keys that contain specific user values have been setup. All User Flags, User Fields and User Dates have been moved to one screen. To select a field, enter the new value you wish to store in the Change To column beside the desired field and enter Y in the Y/N column beside the value. To set a field to blank, leave the Change To column blank and answer Y/N with Y. The program is submitted to the job queue and the fields are changed immediately. 28

29 This customer screen addresses the Vendor Information in customer record. If no changes are input, you will get an error message. 29

30 Cash Receipts The Cash Receipt menu option is used to post payments from your A/R customers or for a miscellaneous cash entry. If control record SYSDATE is set to N, the input date screen will be displayed. This Transaction Date defaults to the system date and your current Transaction Year/Period. You may enter a different date and year/period. The Transaction Date is in the format MMDDYY. Enter the Transaction Year/Period in 30

31 the format YYYY PP, where YYYY is the four-digit year and PP is the numeric period. The Year/Period must agree with the Transaction Date entered. This screen shows the cash receipt entries input for this store in customer number order. The check number, amount, and status are displayed. The Show only selection for Customer will list only the selected customer s entries. A Prompt function is available to select valid customers. If this field is blank, all customers will be displayed. The Created or last changed by user selection lists only entries made by the User Name entered. If this field is blank, all customers will be displayed. This is useful if you have several people entering cash and they are keeping separate batch totals. A new Change View function will also toggle the views to display each entries user id. Exclude processed receipts: If set to N, all Processed (posted) transactions are displayed. Control record KEEPARTR contains the number of days to keep these transactions. The default is 7 days. A Show only date allows the list to be displayed for a specific date. The only options that can be performed on Processed transactions are Display and Print. You can use the Print function to obtain a print out of postings for a specific date. The Start at checks selection allows you to find an entry for a particular Check Number. If this field is blank, all checks will be displayed for the selected store. Available Options: Edit allows you to edit the check number, check amount or discount amount previously entered. You can restrict users to only be able to edit entries they created by setting control key CSHRECRU to Y. Hold allows you to set the Status of an entry to hold so it will not update. Delete allows you to delete an entry in the list. 31

32 Display is a view only display. All invoices the check is posted against are displayed along with the Origin; whether it is manual input or created from A/R Remittance or Lock Box. Release sets the status of the entry to ready. Available Functions: Print Receipt prints a receipt for cash payment or miscellaneous G/L entry using control record CASHPRTX for the print program name. The standard print program is PTCRPRT0 in library GPCUSTOM. Control record CSHR contains printer control information. If control record CSHPRTDT is answered Y, details about the invoices paid and the amount applied to each will print on the receipt. Cash Deposit Slip prints a list of all cash receipts entered for the day. You can select a printer and the report. The report prints in order by Store and User and in the order that the checks were entered. The Add function is used to start a new entry. Enter the Customer number for this entry. A Prompt function is available to find the correct customer number. If you are using centralized A/R (control record CENTCST is answered Y), the central store number is found in control record CENTC999, where 999 is replaced by the posting store number. This store is either entered on the first screen during input or is assigned to the user/workstation doing posting. The customer entered must be set up in the input store or that store s central store. A cash receipt cannot be entered for the corporate store. If the customer's store number is not equal to the store number in control record CORPSTOR, an error message is displayed. Enter the Check number for this entry. Duplicate check numbers for a customer cannot be used. 32

33 Enter the Check Amount for this entry. Enter the Discount Amount for this entry in dollars. Cash receipts input has the ability to prevent a user from entering a cash receipt based on the customer s tender type. The message Not allowed to enter Cash Receipts for this customer as shown above is displayed. Control key CSRTxxxx, where xxxx represents a tender type, can be set to N to prevent any customer with this tender type from having a cash receipt entered. Tender type is assigned in customer file maintenance and should be a valid tender from Store Tender Master Maintenance. 33

34 You may add a memo to the Cash Receipt using the Memo function. After you enter a memo, an M is displayed in reverse image in the upper right corner of screen. Using the Memo function again will allow you to edit the existing memo. If the customer is a Revolving Charge customer as indicated by an R in the Balance Forward Y/N field in customer maintenance and you are using the Revolving Charge feature (control record REVOLVE is answered Y), an open payment is added for revolving charges. 34

35 For a regular A/R customer, we are ready to apply the cash to invoices. The Show only selection for Open A/R Items Y/N can limit the invoices displayed to only those with open balances. You may set the default answer (Y or N) to this question with control record CSHARODF. If this control record is not on file, the field is blank and the screen shows both open and paid invoices. If you are using the Show only Selling Store feature in Cash Receipts Input (CSHSSELL set to Y) you can also protect this field and not allow the user to change the Show only Store number by setting control record CSHSSLPR to Y. There is also a Start at selection for Invoice number. This allows you to position the display to a particular invoice number. If this field is blank the oldest invoice is shown first. Transaction Types for A/R items include PM for payment, AJ for adjustment, CR for credit, I for invoice, SO for service charge write-off, SV for service charge and BF for balance forward. Enter an amount to apply to an invoice in the list. At the bottom of the screen, the Amount Remaining to Apply is adjusted as dollars are applied to invoices. If the entry is ended before the entire amount of the check is applied, the entry will have an Out of Balance status, if control record CSHRAOPN is answered with an N. If this record is set to Y, an open payment is created for the Amount Remaining to Apply. Other functions include: Open Payment - applies the payment to the customer s account, but not to a specific invoice. This will reduce the customer s overall balance and allow you apply the payment to an invoice at a later time thru Cash Receipts or A/R Adjustments. Auto Post automatically applies the check amount to invoices, starting with the oldest. If control record CSHRACRD is answered Y, all existing credits (open payments) are automatically applied first when auto posting. After entry is completed, use the End Check function to close the entry. 35

36 When the cash receipt is ended, if control record CASHPRT? is answered Y, a screen is displayed asking whether to print a Cash Receipt. Answer Y to print. You may set the default answer for this prompt with control record CSHPRTDF. If this control record is not on file, the default value is Y to print. After the Cash Receipt has printed, the screen returns to the Work With Cash Receipt Entry screen. The receipt just entered appears with a status of Ready. All entries with a status of Ready will be updated during the Tire Dealer System nightly update. An entry may show the status of Out of Balance if the entire amount of the check is not applied to invoices. The entry can be edited, the remaining dollars applied and ended again. The status then changes to Ready. An entry on Hold (placed on hold) will not update until it is released with the Release option. Once released, the entry s status changes to Ready. 36

37 A status of InUse refers to an entry that is being input or edited by another user, or one that was abnormally ended. You need to have special authority to to reset an In Use transaction. Inquiry Window allows use of available inquiries such as A/R Status, Customer Balance inquiry or Invoice History inquiry. The window is maintained through Control File Maintenance using control keys Q%99. The Print function generates the Cash Receipts Edit Register. This report breaks by input date and prints the customer, check number, the payment amount and the invoice number the amount is applied to, the open amount remaining for the customer, the check amount, any discounts entered and the status of each entry. The report prints for all entries in the list and uses the printer control record

38 Miscellaneous G/L Receipt Add Misc G/L function is available if control record CSHMISC is set to Y. A Miscellaneous G/L Receipt posts to a General Ledger account, rather than an A/R item. Enter the Check Number for the receipt. The check number is 15 characters and can contain numbers or letters perhaps the date, or other significant designation. Enter the Check Amount for this entry. If a discount is to be applied for this entry, enter the Discount Amount. The discount is not immediately reflected but is taken during the update. Enter the G/L account, division and department number for this entry. A Prompt function is available to select valid accounts. You may attach a Memo to this posting using the Memo function. You may print a receipt for this entry as you exit. 38

39 The screen shows the G/L account number used for the posting instead of a customer number. The entries will be in Ready status and will update during the Tire Dealer nightly update. 39

40 A/R Lockbox and Remittance The A/R Remittance Menu is located on the Data Exchange Menu. This feature allows you to create a Cash Receipt from Remittance Advice information. This remittance can be created from an A/R lock box file, a remittance sent from your customer or if your customer is currently using the MaddenCo system, the A/R Remittance can be created when the customer pays your invoice from their A/P system. Control record ARRMRTYN must be set to Y and the Data Exchange module must be installed to use this feature. This feature is also covered in the Data Exchange document. For payments sent from another Maddenco customer, remittance information can be written to a Data Exchange file during their Accounts Payable check update. When the TOMCI Data Exchange processing routine runs, it sends this A/P remittance information to you. On your system, an A/R remittance is created. To use this feature, your vendor record in your customer s A/P Vendor Maintenance must be flagged to Suppress Check Stubs. 40

41 The Suppress Check Stub Print field can be set to E indicating not to print checks but to write to an EDI file instead. This field should be set to P to print the checks and write the rest of the information to an EDI file. Answer B to print all the information and write all information to the EDI file. A Prompt function is available for valid selections. If this field is left blank, checks are processed in the normal fashion. In order to write the information to an EDI file, control record +EDICHKS must be answered Y. When a check is issued to a flagged Vendor, Data Exchange processing is triggered for that transaction. Control record VSUPR999, where 999 is a store number, contains the default value at a particular store for the Suppress Check Stub Print field when performing Vendor Maintenance from within Accounts Payable invoice input. The field is displayed but is protected. More information about setting up EDI transactions can be found in the Data Exchange document. On your side, an A/R remittance received from a customer must be directed to a valid store or it cannot be accessed. If the store number sent does not exist or is not setup in the Store Cross Reference, a default store can be used from the control record ARRMSTR. User will see entries for all stores if they are allowed access to all stores. When an A/R remittance is received, it will be validated. Up to 5 users can be notified if errors occur during the validation process. The control records ARRMEUS9, where 9 is a number 1-5, contains the user id of those to notify when validation errors have occurred. To notify users that A/R remittances have been received and passed the validation process, the control record ARRMNOTI should be set to Y. The users to notify are identified by the control records ARRMNUS9, where 9 is a number 1-5. If a transaction fails validation, further steps need to be taken. The A/R Remittance Menu is located on the Data Exchange Menu, found on the Tire Dealer System, More Options Menu. 41

42 The A/R Remittance Maintenance option allows you to correct remittances that have failed the automatic validation process. Users will need A/R Remittance access for this menu. However, Cash Receipts option uses the Cash Receipt access and allows A/R Remittance access from there regardless. Notice the Show only: selections. You may choose to see only a single Customer s entries and/or entries from a Date or date range or only entries with a particular Status. You can position the list of entries using the Start at field. Remittances can be viewed by Reference number or by Customer. The Search By function toggles the screen between the two choices. 42

43 Enter Y in the Exclude Processed Remittances field to see only remittances needing attention. Options include: Select - takes you to Cash Receipts A/R Remittance function. Edit - Allows the invoices to be changed. Delete - Removes the remittance. Display - Shows the invoices and amounts. Validate Validates the customer and invoices exist. Reverse Remittance Used to reverse a processed remittance. Use this to correct an invalid selection. This will put the remittance back into Cash Receipts with a negative amount. You can select to apply to their account. A remittance will have a Warning status if sent for invoices that do not exist in the A/R file for the customer. The remittance can be edited to change the invoice number. A remittance with a Warning status can be turned into a Cash Receipt without modification; however, a remittance with a Failed status must be corrected before a Cash Receipt can be created. Use the Edit option for correction. Use the Edit option to correct the remittance. 43

44 Enter the correct invoice number and count. Only invoices for this customer can be input. The remittance is automatically validated after it has been edited. An A/R remittance may contain a customer that does not exist in your system. This remittance cannot be turned into a Cash Receipt until a valid customer is input. The Find function is available to find the correct customer number. The remittance will automatically be re-validated after editing. 44

45 The valid A/R remittances can be processed automatically during the MaddenCo FROM/TO background jobs if control record ARRMCSHA contains a value of Y. There is also a menu option that can be taken to process the A/R remittances that are available. There are two types of A/R remittances that can be received, one from another MaddenCo client and the other from an A/R lock box upload. The origin of the A/R remittance for remittances created from another MaddenCo client is R, the origin flag for the remittances received from a lock box upload is L. The control record ARRMSTSx, where x is the origin flag, allows you to set the status of the Cash Receipts created from an A/R remittance. Set to H for On Hold or R for Ready. For example, if you want the cash receipts created from another MaddenCo client to be placed on hold when they are created, control record ARRMSTSR would need to be added with a value of H. 45

46 The Validated A/R remittance can also be turned into a Cash Receipt from the Cash receipts function. The A/R Remittance function allows us to work with A/R Remittances. 46

47 A list of the validated remittances is presented. Enter the Select option to flag an entry for processing. Control record ARRMSTAT contains the status of the Cash Receipt that is created. Valid values are R for Ready, H for Hold and W for Waiting for Approval. You may take the Display option to view an entry. 47

48 If control record ARRMEDIT contains a Y, you will be taken directly into editing the Cash Receipt. From here the Check Amount, Check Number and Discount Amount can be modified. The amount to apply can be changed to post to other invoices or as an open payment. In this example, the invoice number did not exist for this customer, so the amount was applied as an open payment. If the amount received from the remittance is greater than the amount remaining for that invoice, if control record ARRMAMTR is answered Y, only the amount remaining on the invoice will be applied, the remaining will go into the open payment amount. By answering control record ARRMAOPN 48

49 with Y, any amount remaining will be posted as an open payment. When answered with an N, if there is an amount remaining the Cash Receipt will be Out of Balance. When payment for an invoice is remitted, it s possible it will not be enough to completely pay off the invoice. By answering control record ARRMSELA with Y, the full amount of the invoice will be applied, even if the vendor did not send the full amount of the invoice. In A/R, an invoice can be split into multiple payments. We use the invoice count field to identify each invoice split. Some vendor may not send the invoice count, but by answering control record ARRMNCNT with Y, we can have the amount of the payment apply to any invoice splits that have an amount remaining. If a cash receipt is deleted, the A/R remittance will only be set to a Ready status (to be processed again) if control record ARRMTRST is answered Y. All Cash Receipts are added to the Point of Sale cash drawer amount and therefore are included in store totals, if control key POSY/N is set to Y. In early 2007, a change was made to the Cash Receipts update. Cash Receipts now post to the G/L account identified in control record GLARCASH. The new control record will automatically be created from the GLCASH# record when this new version of the software is loaded on your system. When using the lock box feature to create A/R remittances, it is possible for the lock box file to be applied to a specific invoice split. Control record WFLBSPLP must contain a value of Y. The bank or facility creating the lock box file, must send the split payment invoice count number. The count number is sent right after the invoice number in record type 4. The invoice count number has to be captured on their side prior to the file being sent to your system. For example, if an invoice is split into three payments, and in the lock box file a payment for invoice split 002 is specified, the payment will be applied to invoice split 002 when the remittance is created. The size of the check number field has been increased from 7 characters to

50 A/R Adjustments A/R Adjustments is used to adjust the outstanding A/R balances on open A/R items. The Show only Customer selection displays a single customer record. The Prompt function is available to locate the customer s number. If this field is blank, all customers will be displayed. Exclude processed receipts: If set to N, all Processed (posted) transactions are displayed. Control record KEEPARTR contains the number of days to keep these transactions. The default is 7 days. The only options that can be performed on Processed transactions are Display and Print. Start at Ref # selection positions the listing at a particular reference entry. If this field is blank, all entries for the current store will be displayed. Available options include: Edit - the reference number or amount. Hold - sets the status to Hold. An entry on hold will not be updated. Delete - an entry from the list. Display - is view only. All invoices and the G/L account that the check amount is applied to are displayed. Release sets the status on the entry to ready. Functions include: Print a list of all adjustments. 50

51 Add a new adjustment. Enter the Customer number for this entry. A prompt for customer name entry is available to select valid customers. Enter the seven-character alpha-numeric Reference Number for this entry. Enter the Adjustment Amount. Available functions include: Use the Memo function to key an unlimited number of memo lines for this entry. The A/R adjustment will display a highlighted M at he top of the input screen if a memo has been entered for this transaction. 51

52 The screen shows a list of invoices for the selected customer with the Invoice Date, Due Date, Amount Remaining, the Amount Applied and the applied G/L Number. The Amount Remaining to Apply appears at the bottom of the screen. Each entry adjusts the remaining amount. If the entire amount is not applied before ending the transaction, the adjustment is set to Out of Balance status. 52

53 Available options include: Apply Adjustment - Select the invoice(s) to which you wish to apply the adjustment. Enter the Amount to be applied to this invoice. If control record POSTGL is answered Y, enter the G/L account number. A Prompt function is available to locate an account number. G/L Posting: You can limit the G/L accounts that can be used in A/R Adjustments and NAB input by user. Set control record ARJVLGL to Y to use this feature. Identify each account that is not allowed with control record JGL99999, where is the G/L account number. Answer with N if the account is not to be used. When adjusting a Service Charge transaction, transaction type 'SC', you can assign the G/L account to be used with control key ARJSCGL#. If this control key contains a G/L account, the G/L entry field on the screen is protected and cannot be changed. 53

54 Notice our adjustment with Amount Applied, now showing the G/L Number used in the posting. The Change View function toggles between the G/L number and reference number view. Unapply Adjustment option allows you to change a transaction if you have selected the wrong invoice to adjust. You may unapply an adjustment while you are in the original entry or you may edit a previously entered transaction and then unapply the adjustment. 54

55 Answer Are you sure you want to unapply this entry? Y/N. This field defaults to Y. Answer N, if you have selected the wrong adjustment entry to unapply. On occasion, it may be necessary to adjust an A/R account without having an invoice to post against. You may create an open item using the Open Adjustment function. This adjustment is not associated with a particular invoice. The adjustment affects the customer s balance and allows you apply it to a specific invoice at a later time. 55

56 Notice there is no invoice number associated with this entry. The Prompt function is available to find a G/L account number. The Open Adjustment amount appears at the bottom of the screen along with the G/L number it is posted against. A/R Adjustments Edit Register The Print function lists the adjustments from the Work with A/R Adjustment Entries screen. 56

57 Delivery Receipt A/R Adjustments Occasionally, an Error Reject is received for a Delivery Receipt and it is determined that credit for this transaction is not going to be received from the vendor. If the Error Reject is voided in Point of Sale, an A/R Adjustment can automatically be created to settle the open A/R balance on the Delivery Receipt. Answer control record DRADJVER with Y to use this new feature. You must also have ACCESS. A new function, Error Reject A/R Adj, has been added to the user ACCESS control record. When the void confirmation screen appears, answer the Do You Want To Void This Invoice - Y or N prompt with Y. A window is displayed, with the Create and A/R Adjustment to Clear Off all A/R for this D/R? (Y/N). Answer Y to create the A/R adjustment. The A/R adjustment is created using the Delivery Receipt number as the Reference Number. Control record DRADJSTS defaults to W, setting the status of the adjustment to Waiting for Approval. Answer the control record with R to set the status of the Adjustment to Ready. Should an error occur during the creation of the A/R Adjustment (such as an invalid G/L account), the status of the A/R adjustment will be Error. 57

58 Control record GLDRADJ contains the G/L account number to be used for the detail lines of the adjustment. The G/L account can be identified by individual vendor using control record +vvvdraj. In the past, when an Error Reject was voided, the Reversal invoice would also be voided (if it had not already been updated control record IHCLSREJ is set to N.) Now, if control record DRVOIDRV is set to Y, the user voiding an Error Reject will be asked whether or not they wish to void the Reversal as well. The user must answer N for the Reversal NOT to be voided. 58

59 If you are clearing all invoices for this Delivery Receipt, you probably want the Reversal to update, so it washes the original invoice; however, some thought should go into this decision. If the Reversal is updated, this effectively reverses the original transaction. Inventory is incremented (and now overstated) and the original sale offset. Perhaps this is what you want. But in this case, no additional A/R adjustment would be necessary. The A/R adjustment is only necessary if a Reversal is not going to be updated. The Reversal will be updated to A/R during the daily update. Note: If you edit the A/R Adjustment before the Reversal has been updated to A/R, the Reversal will not appear in the list of available invoices to apply (because is has not yet been updated.) However, in the flow of the update, the Reversal will update prior to the A/R Adjustments insuring no errors in the Adjustment update. 59

60 If you log D/R transactions with the D/R Tracker (control record DRTMSTMP is set to Y), the A/R Adjustment will be recorded. 60

61 Customer Inquiries Menu Customer Balance Inquiry Customer Balance Inquiry allows you to view detailed A/R information for your customers. 61

62 The Customer Balance Inquiry shows the customer's balance, credit limit, and their available credit. If control record CBLQPDVW is set to Y, an additional change view is displayed showing the customer's last update balance, credit limit and total past due amount. The Start at Customer Name field positions the list to begin with the entered customer. If this field is blank, all customers will be displayed for the selected store in customer sort name order. The Show only Exclude Vendor s Customers can be answered Y to omit national account customers from the list displayed. If this field is answered N, you may also specify a Vendor number to limit the list to only that Vendor s Customers. The Show only (Active, Inactive or Both) field allows you to display only A -Active, I Inactive or B both Active and Inactive customers. Answer the Show only Customers with a balance field with Y to see only customers with an outstanding balance. The default is N, to show all customers. If this field is blank, all customers will be displayed for the selected store. You may also Exclude vendor s customers with the default value of Y for this Show only field. Change this value to N to see vendor customers. To display a particular vendor s customers, set the Show only vendor s customers field to the desired vendor number. Search by Customer Number function is available, if you already know the customer s number you wish to work with. The list is set to begin with the customer number entered. In any customer inquiry function, customers with an X in their Past Due field will be excluded from the Customer Inquiry screens, if control record IQCSEXPD contains a Y. If you use Credit Management, Customer Balance Inquiry indicates an outstanding To Do item in Credit Management with a highlighted CrM on the right side of the customer s line. 62

63 A Prompt function is available to help locate a customer record. When using the Customer Inquiry to locate a vendor s customers, there are several functions available to help you locate a particular customer: Search by Loc allows you to search for the value entered in the Vendor Location field in a customer s record. The Vendor Location is used with the Data Exchange module and is provided by your vendor. See the Vendor Info option in Customer maintenance. Search by Officer/Alt Name allows you to search for the value entered in the Officer Name field in a customer s record. The value can be a word or even a common numbering system that would select only customer(s) matching that value. Search by City/State allows you to search by City. Search by Parent allows you search for the children of a particular customer if the Show only: Vendor's customers field is set to the vendor number for Bridgestone and control record IQCSBRGP is answered with Y. Search by VndrCust is available when control record VRQCSTVN is set to Y. The Customer Inquiry by Vendor's Customer is displayed and you may Start at a Vendor Customer Number and narrow the list displayed with the Show only: NonSig number field. If control record VRQCSTVN is set to N, the Customer Name Inquiry is displayed. Search by AssocDlr allows you to Start at an Associate Dealer Number. There is a Show only: Vendor's customers to limit customers to those associated with the entered Vendor. 63

64 Edit allows you to edit customer records in Customer Maintenance. You will need Customer Maintenance ACCESS in order to perform maintenance. Display - shows detailed information about the customer. This screen displays information from the customer maintenance file and the sales file. The Customer number, name, address, and phone numbers, last activity date, MTD, YTD sales, service charges and discounts are displayed. This information can only be viewed. 64

65 A/R Open Inquiry option Current A/R items along with their balances are displayed for the selected customer. The Show only Unpaid select defaults to N, showing paid as well as open items. You can set the default value for this field in control record ARIQSOUP. Show Only Store selects the customer s store. If control record CENTDSS is answered Y and you are using Centralized A/R, this control record allows the selling store number to be defaulted for the Show Only Store number. If access to all stores is allowed, you may enter Store 000 to view entries for all stores. You can set the default Show Only store using control record ARIQSOST. Start at (MMDDYY) sets the list to begin at the invoice date selected. If this field is blank, entries for all dates will be displayed for the selected customer. Start at Invc sets the list to begin at the Invoice Number entered. If this field is blank, all invoices are displayed for the customer. 65

66 Available A/R Open Inquiry options from within Customer Balance Inquiry include: Display Detail shows the transaction type, invoice number and date, reference number, selling store, and the debit and credit amounts. Display Detail option on the A/R Detail posted to screen displays the invoice number, customer number original A/R amount, invoice date, reference number, G/L posting reference number, transaction type, program code and store number. 66

67 Information at the bottom of the screen includes the user, date and time the entry was created and changed. The Memo Option on the A/R Detail posted to screen displays a memo associated with the entry. You may edit, add to or create a memo associated with the transaction. Display by Reference # option in the A/R Open Inquiry displays the A/R Inquiry by Reference Number screen. The Show Only Dates selection allows you to enter a date range to view. Enter the transaction date in the format MM/DD/YY. The transaction type, customer number, name (displays as many characters as possible in the space available), invoice number, the invoice count number, selling store and the debit and credit amounts are displayed. Option M is available to display an associated Memo. Display Invoice option from the A/R Open Inquiry shows the selected invoice in Invoice History. Detailed Invoice History information is displayed on this screen. The Memo option presents a page of text lines where memos can be reviewed or added. Any documentation concerning an invoice can be entered here and viewed from several different inquiries. This could assist anyone trying to obtain information concerning an entry or payment for an invoice. Display by Reference # option from the A/R Open Inquiry in Customer Balance Inquiry allows you to display the detail behind a reference number. This is the same option from the A/R Detail screen. This will typically be a posting from A/R adjustments. 67

68 The option from the A/R Open Inquiry in Customer Balance Inquiry allows you to copies of invoices. The Option will be available only if you have Data Exchanged installed and you have authority to send s. Control Record EMREPORT must be set to Y and the customer you are viewing must have an address(s) set up for Invoice History Copy (INVC) documents in customer maintenance. An of the invoice will be sent to each address set to receive copies of invoices. 68

69 Available Functions in the A/R Open Inquiry from Customer Balance Inquiry include: Change View function toggles between the Original Amount/ Current Amount. and the Debit Amount/ Credit Amount. 69

70 Print a Report generates an A/R Status Report for the selected customer. Show History displays the customer s invoices that have been purged to history during the A/R End of Month Purge. Reset History Status. This function displays a new Option: Reset History Status. Use this option reset an item to display with the current A/R items in the A/R Open Inquiry. The History Purge flag for this A/R item is reset to N. You must have Reset A/R History access to use this feature. If a payment had been entered incorrectly, this option would allow access to the item once again to make corrections. The resetting of an item can be written to the maintenance log if control record MAINTLOG is answered Y. The change is written to the TMAROP file. 70

71 If control key ARQCSTIN is set to Y the Customer Info function is available from the A/R Open Inquiry screen. If you are using the Credit Management module, Credit History function is available from both A/R Open and A/R Open History Inquiries. This function displays the customer's current balance, credit limit, and their available credit. An end of month summary is displayed for each period, along with the customer s aged balance. 71

72 Display shows details collected at every end of month the account had activity or a balance. These details include the customer s current salesman, class, price code, and credit limit, along with the last payment date and amount, month to date sales, cash discounts taken, service charges applied, current balance and an aging as of the end of month date. Edit Credit Info will be discussed in Credit Management. Credit Management Notes is available if you are using the Credit Management module. This function displays the customer s credit memos along with their status. We ll discuss this feature in Credit Management. To aid in the credit decision process, if control record ARQDSPLS is set to Y, the customer's Last Year Sales amount is displayed on the A/R Open Inquiry screens. 72

73 Allow Due Date Change function toggles the display of another option Due Date Change. Change Due Date allows to you change an open item s due date. Enter the new Due Date. 73

74 A/R Status Inquiry function displays the A/R detail in invoice number order and shows all activity associated with each invoice. Reverse Order function will display the A/R detail in reverse date order, so that the newest entries are listed first. From this screen you can use the previously discussed, Show History function. This displays activity from the A/R History file. You can also use the Print function and print a report with date ranges. 74

75 Returning to the Customer Balance Inquiry, for additional options to review. A/R Aging option allows viewing of customer aging. The Aging Date defaults to the current date, but may be changed. Future, current, 30, 60 and over 60 day aging columns are displayed along with payment activity and balance totals. If you are using Credit Management, the following Customer Balance Inquiry options are available: Credit History option displays the customer's available credit along with their monthly aging and balance. Customers with Credit Management Notes will have a highlighted CrM under the Credit heading on the Customer Balance Inquiry. During the End of Month procedure, information is saved for each customer with a balance or activity during the month. Data includes: Current salesman Customer class Price code Credit limit Last payment date and amount Month to date sales, cash discounts taken, and service charges applied Current balance 75

76 The Show only: History from and thru fields can be used to select a date range for the transactions to be included in the aging. From within the Credit History Inquiry, detail information for the customer s credit history can be viewed using the Display option. The customer class, last paid date, service charges, discounts, high balance and end of the month balance can be viewed. The Change View function toggles between the column heading Balance and High Balance. 76

77 Available on the Credit History Inquiry and various other inquiry screens is Edit Credit Info function which allows input of information used to determine the credit worthiness of a customer. Review Credit Request option accesses a feature used in POS for customers who are over their credit limits or are past due who are seeking additional A/R credit. Credit can be denied or authorized for a given amount. To use this feature, control record CRAUTHOR must be answered Y. You will also need access to view or approve a credit request. This feature is covered in detail in the Credit Management section of this document. Credit Management Notes option displays credit management memos for a customer. 77

78 The first view presented is All memos most recent first. The Change View function displays in turn, Need to do memos only; All with a do by date; All memos most recent first; then returns to the first view. Customers credit limits, net worth, net income, and last statement date are displayed. You may edit a memo using the Edit option. Edit Credit Info option allows input of information used to determine the credit worthiness of a customer. This is the same Edit Credit Info option on the Customer Balance Inquiry screen. Add a Message function allows you to create a new entry for this customer. The Regarding text, To be done date and Done on date can be input along with a text message. Use the Display option to see a particular memo. 78

79 Available functions are Edit and Set as Done. You will need access in order to view credit memos and edit messages. Set as done moves the Done date to the current date. 79

80 Enterprise Customer Inquiry Customers can be linked to a larger group by entering an Enterprise Number on their record in Customer Maintenance. From the Customer Balance Inquiry, you can view all the customers associated with an Enterprise customer. The highlighted E to the right of a customer entry indicates they are linked to others in an Enterprise group. If the Enterprise Customer listed on this screen is not for your store or your central store, the options will not be available for use. 80

81 Option Enterprise, displays a list of customers associated with the selected Enterprise Customer. The enterprise number (the customer number that links all the enterprise customers) is listed at the top of the inquiry. You can also specify individual Credit Limits for any of the customers within the Enterprise group. When looking at the A/R Inquiry by Enterprise, each of the customers in the group is listed and a total for the entire Enterprise group is listed at the bottom of your screen. You may view Open A/R items using the Open A/R option. 81

82 You can Show only unpaid and Show only a selected store. You can enter a Start at Date or a Start at Customer number. Returning to the Customer Balance Inquiry by Enterprise, for the A/R Aging option. All of the aging for an Enterprise Customer group will be added together to give you a single total for the Enterprise. The Aging Date can be changed and the totals will be recalculated. 82

83 Enterprise Credit Limit As mentioned in the Customer Maintenance section, control record ENTCRLMT allows the Credit Limit checking feature to apply a single Credit Limit to an entire Enterprise group. When checking the Credit Limit for any customer associated with the Enterprise customer, the outstanding balances (and possibly on order amounts) for each customer in the Enterprise group will be added together. This total amount is checked against the Enterprise customer s Credit Limit. If control record CRLMINCO is set to Y, any outstanding work orders with an A/R tender method will be included in the total balance checked against the Credit Limit. 83

84 Customer Balance Inquiry by Customer Number This screen will numerically display all customers on file. You can begin your search by entering a customer in the Start at Customer #. If central stores are being used, the customers for the central store are included in the list. You can use the Find function if you don t know the customer number. 84

85 The View option displays sales, payment status and vendor information about the customer. Customer Memos and Message functions are available to view current messages. Users can Edit the memo if they have Edit Memo Access. If the customer has discounts setup and control key CIQDSCIQ is set to Y, the View Discounts function allows the maintenance to be displayed. 85

86 Customer Aging Inquiry This is the same program as the Aging Inquiry option in Customer Balance Inquiry. 86

87 Inquiry by Customer Reference Number The Inquiry by Customer Reference Number allows you to inquire on a specific reference number. Enter the Customer number and the Reference number. 87

88 The details regarding this transaction are displayed. The Memo option is used to display a memo associated with the entry. 88

89 Inquiry By Reference Number This option allows you to display all occurrences of a reference number across multiple customer numbers and multiple files. The Show only dates field allows you to limit the displayed records to those created within the entered range. Enter the invoice date in the format MM/DD/YY. 89

90 The Start at Reference # field allows you to position the list beginning with a particular reference number. If these fields are blank, all entries will be displayed for the selected store. The customer s Purchase Order number can be used as the A/R reference number, if control record ARPOREF is set to Y and the invoice Reference Number and/or DR Number fields are blank. The Reference Number and store are displayed, along with the type of transaction for the reference. Types are listed in the WHERE column to indicate the source of the transaction. Reference numbers are listed from the A/R Open file - O, the A/R History file - D and A/R transactions to be posted T. Available options are to Display Detail, Memo, and Display by Reference #. The views and functions of this inquiry are the same as from the A/R Open Inquiry program. 90

91 The Display Invoice option allows you to display all lines of an invoice. This inquiry is discussed next and uses the same views and functions. Invoice History by Invoice The Invoice History by Invoice Inquiry allows you to enter the Invoice Number you wish to display. This is the same inquiry available on the Invoice History Menu. Invoices can also be reprinted from this inquiry. 91

92 Enter the invoice in the Start At if you know the invoice number you wish to display. You can use the Customer Search function to search by customer name or date range. Display option shows the invoice details. The highlighted s designates a signature file is associated to this invoice. The file name is displayed. Page down to see tendering information. Page down again for more invoice information such as vehicle information or vendor requirements. 92

93 Page down again to view Credit Authorization Information. Note the salesman who requested Credit Authorization, the date and time the request was made and the reason for the credit exception. The person granting approval is noted, along with the date, time and amount. Line items detail and message lines can be displayed. The last changed by user, date and time are displayed at the bottom of the screen. 93

94 Customer Sales Inquiry Enter your selection criteria to display sales. A customer number must be entered. 94

95 A/R Report Menu Current A/R Status List. This option allows you to print a report of each customer's unpaid invoices, payments, credits, service charge information and total balance. This report also prints the total Accounts Receivable due for each store by month, when run from the A/R Report Menu. The standard store select screen is used if access is granted to more than one store. Enter 000 for all stores or enter a specific store number. Next is the Report Message Screen. This is standard for most all reports and will not be discussed again. 95

96 This is the standard report option for all A/R reports and this screen will not be presented again in this section. This screen is used to input report parameters which are either displayed or used as control values for the report. The report message is a free form comment line that appears at the top of the following screens. It also appears at the top of each page of the report as part of the header information. The message may be left blank or you may enter the sort and selection options as a reference for future use. Report date is the date the report is run. Enter the date that you want to appear in the report headings. The system date appears on the screen as the default value. This date will be used in any calculations performed in this report. Spacing is the line spacing used by the report. Enter the number of lines you want to be placed between each line of information on the report. 96

97 This is the standard sort for all A/R reports and this screen will not be presented again in this section. Enter the order you want the information to print. If Store/Customer is chosen for the sort order, totals will be printed for each store. If the Centralized A/R feature is being used (control record CENTCST is answered Y) the selling store number will print. This is the standard selection for all A/R reports and this screen will not be presented again in this section. 97

98 The Select screen can be used to narrow the group of records included on the report. Select the information you wish to print. If no selections are made, all information in the file will print. A Prompt function is available for several but not all fields. Exclude vendor s customers defaults to Y and will exclude vendor s customers from the report. Control key RPCSVNEX contains the default value for this selection. You may change the default value that appears on the screen. Enter Y to exclude vendor's customers or an N to not exclude the vendor's customer. You may enter the vendor's customer number as a selection when you answer N. User flags and fields are maintained in the customer file and matching values here will print information for only those customers. 98

99 A Date Range selection screen allows you to limit the report details to a chosen time frame. The Date Range entry is also available from the A/R Inquiry Print option. 99

100 A Current A/R Status List appears below. MADDENCO TIRES Job ID: 09/11/0908:44:49ASP03 User: U003MADDEN Pgm: rtarstat Sys Time: 08:45:36 09/11/09 Sort Order: 10 Customer Number Store Number: 001 Date Range 01/01/07 to 09/09/09 Customer Number Lo: Hi: Exclude Vendor's Customers: Y 09/11/09 A/R Status Report Page 1 Invoice Due Tran Invoice Sell Cash Date Date Type Number Store Ref# Debit Credit Balance Discount Customer JERRI JO BAYS Last Activity: 03/20/09 09/11/08 06/19/08 PM /28/09 03/28/09 I A /28/09 04/28/09 I A /28/09 05/28/09 I A /20/09 10/31/09 PM Customer JERRI JO BAYS 31, Total Receivable Month Due Amount Due , , E N D If control record DISCPRT is answered Y, the allowable cash discount amount will print on this report. If only one store has been selected, the total is designated as the total for one store only. 100

101 A/R Status History The A/R Status History report is available on the A/R Report Menu or by selecting the Print function from A/R Status Inquiry. The report allows you to print a listing of each customer's invoices, the type of transactions for each invoice, debit and credit amount, reference number and total balance. This report also prints the total Accounts Receivable due for each store by month if it is run from the menu. The selling store number prints if you are using Central A/R (control record CENTCST is Y.) If Store/Customer is chosen for the sort option, totals will be printed for each store. If a customer's open invoice amount does not equal the customer's balance an Out of Balance message prints on the report. A Date Range selection screen allows you to limit the report details to a chosen time frame. MADDENCO TIRES Job ID: 09/11/0908:56:58ASP03 User: U003MADDEN Pgm: tarsth2 Sys Time: 08:57:25 09/11/09 Sort Order: 10 Customer Number Store Number: 001 Date Range 01/01/08 to 09/09/09 Customer Number Lo: Hi: Exclude Vendor's Customers: Y 09/11/09 A/R Status History Report Page 1 Invoice Due Tran Invoice Sell Cash Date Date Type Number Store Ref# Debit Credit Balance Discount Customer JERRI JO BAYS Last Activity: 03/20/09 02/28/09 03/28/09 I A /28/09 04/28/09 I A /28/09 05/28/09 I A /20/09 10/31/08 PM Customer JERRI JO BAYS 31, Total Receivable Month Due Amount Due , , If control record DISCPRT is answered Y, the allowable cash discount amount will print on this report. 101

102 Aging Reports Four different Aging Reports are available: Aging Report Detailed This option allows you to print each customer's invoices, aging them by due date into future, current, 30 days, 60 days, 90 days, 120 days and over 120 days past due columns. The items will be aged based on the report date entered on the Report Message screen. The selling store should be entered on the store entry screen. The report prints the customer number, name and phone number along with the date of last activity and the account salesman on the first line. The invoice date, due date, invoice number and the aging columns print below each customer. If control record AGDPCRDL is answered Y, the customer's credit limit is also printed on this report. If control record ARAGDXLN is answered Y, an extra line is printed on the Detail Aging Report containing the customer's last paid amount and date. If control record AGECRCU is answered Y, credits are aged as current. If this record is answered N or is not on file, credits are aged as any other transaction. The total due for the selling store is printed at the bottom of the report. The total service charges due and the total number of accounts are also printed. If a region is selected, a grand total for all stores is printed. An M will print next to the customer s name if there is a memo for this customer. This might be helpful if you put comments about the customer s payments in the memo. 102

103 If control record AGRPFCOL is answered Y, a work panel is presented asking whether to exchange the printing of the future column for a past due over 90 day column. If the prompt is answered Y, the Future column is not printed and any amount Past Due over 90 Days is printed for the customer. MADDENCO TIRES Job ID: 09/10/0916:37:54ASP03 User: U003MADDEN Pgm: rtcagrp2 Sys Time: 16:38:25 09/10/09 Sort Order: 10 Customer Number Store Number: 001 Customer Number Lo: Hi: Exclude Vendor's Customers: Y Aging Report Detailed Page 1 Date: 09/10/09 Invoice Due Invoice Sell Past Due Past due Past due Date Date Number Store Future Current Over 61 Total Due JERRI JO BAYS M 812/ (Last activity 03/20/09) Acct salesman: /07/08 06/07/ /09/08 07/09/ /09/08 07/09/ /04/08 12/04/ /28/09 03/28/ /28/09 04/28/ /28/09 05/28/ /20/09 10/31/ Total Due (Store # 1) Service charges due Total number of accounts Grand total due % 1.00 % 0.00 % % Grand total srv charges due Total number of accounts This report uses the printer control record

104 Aging Report One Line Past Due The One Line Past Due Aging report lists past due customers, their phone number, the amounts due for 30, 60, and over 60 days, the current, future and total amount due and the last activity date. A screen permits you to enter the Number of Days for Aging used to select records to include on the report. If control record AGRPFCOL is answered Y, a work panel is presented asking whether to exchange the printing of the future column for a past due over 90 day column. If the prompt is answered Y, the Future column is not printed and any amount Past Due over 90 Days is printed for the customer. If control record AGECRCU is answered Y, credits are aged as current. If this record is answered N or is not on file, credits are aged as any other transaction. If the total due does not equal the current balance, the message OUT OF BALANCE prints on the report. This report prints totals by store and salesman and shows the total service charges due. The total number of accounts past due are totaled at the bottom of the report. 104

105 MADDENCO TIRES Job ID: 09/10/0916:56:14ASP03 User: U003MADDEN Pgm: rtagrol2 Sys Time: 16:56:56 09/10/09 Sort Order: 10 Customer Number Store Number: 001 Exclude Vendor's Customers: Y Date: 09/10/09 Aging Report One Line/Past Due Page 1 Past Due Past due Past due Last Customer Memo Phone # Future Current Over 61 Total Due Activity WALK-IN CUSTOMER 000/ /24/ BROW--FERRIS INDUSTRIE / /07/ CENTRAL TRANS INC 000/ /09/ LEASEWAY FLEET MGT 000/ /06/ TESLA TOUSTO 812/ /06/ PATTY MILLER 812/ /30/ TOUGH TIRES 812/ /13/ DON EARL M 812/ /24/ BOB JONES 000/ /26/ 09 Total Due (Store # 1) Service charges due Total number of accounts Grand total due % 0.95-% 0.00 % 0.00 % 0.95 % Grand total srv charges due Total number of accounts This report prints using the 1411 printer control record. 105

106 Aging Report One Line The One Line Aging Report lists the customer, their phone number, the amounts due for current, future, 30, 60, over 60 days, and the total amount due. If control record AGRPFCOL is answered Y, a work panel is presented asking whether to exchange the printing of the future column for a past due over 90 day column. If the prompt is answered Y, the Future column is not printed and the amount Past Due over 90 Days is printed for the customer. If control record AGECRCU is answered Y, credits are aged as current. If this record is answered N or is not on file, credits are aged as any other transaction. If control record AR1GXLN contains a Y, an extra line prints the contact name, last payment amount and date, and the credit limit and available credit from the customer file. If the total due does not equal the current balance, the message OUT OF BALANCE prints on the report. This report prints totals by store and salesman and shows the total service charges due. The total number of accounts past due are totaled at the bottom of the report. Control record EXCLSYN contains a Y or N indicating whether to allow exclusion of specific customer classes. If this control record is answered Y, then control record EXCLS should be set up with Y 's corresponding to customer classes, indicating which customer classes are to be excluded. MADDENCO TIRES Job ID: 09/11/0909:36:26ASP03 User: U003MADDEN Pgm: rtcarol2 Sys Time: 09:36:43 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Customer Number Lo: Hi: Exclude Vendor's Customers: Y Date: 09/11/09 Aging Report One Line Page 1 Past Due Past due Past due Last Customer Memo Phone # Future Current Over 61 Total Due Active JERRI JO BAYS M 812/ /20/09 Total Due (Store # 1) Service charges due Total number of accounts Grand total due % 0.29 % 0.00 % 0.00 % 0.29-% Grand total srv charges due Total number of accounts This report prints using the 1411 printer control record. 106

107 Aging Report Extended One Line Aging The One Line Past Due Aging report lists past due customers. The report prints a column for Future, Current, 01-30, 31-60, 61-90, and 121+ days. The report prints an M next to the customer s name if there is a memo for this customer. MADDENCO TIRES Job ID: 09/10/0915:40:49ASP03 User: U003MADDEN Pgm: rtagolr4 Sys Time: 15:41:56 09/10/09 Sort Order: 10 Customer Number Store Number: 001 Class Lo: 1 Hi: 3 Exclude Vendor's Customers: Y Date: 09/10/09 Aging Report One Line Page 1 Past Due Past Due Past Due Past Due Past Due Customer Memo Future Current Over 120 Total Due WALK-IN CUSTOMER TERRI TRENT GEORGE TAYLOR SAM BARKER JOHN AUTHOR M PATTY MILLER ADJUSTMENT CUSTOMER ABE NORRIS M TOUGH TIRES DON EARL M QUINN MALLORY Grand Total Due % % 0.00 % 0.00 % 2.40 % 2.91 % % Grand Total Srv Charges Due Total Number Of Accounts END This report uses the printer control record

108 A/R Unapplied Report The A/R Unapplied Report prints a list of each open payment, credit, or adjustment that has not been applied to an invoice. This report is useful as part of the end of month process to identify and apply any open items so that they will be purged. You may indicate which types of transactions the report will include: Open Payments, A/R Adjustments and Credit Invoices. Notice the default Y answers will include all of these types. The origin destination can also be selected. Enter R for Remittance, L for Lock Box, M for Manual or E for Vendor NAB Credit. Leave the selection blank to select all types. A Prompt function is available. The invoice number, date, due date, and the amount of debit and credit are listed. The total unapplied amount is printed for each customer. Any amount that is not an AJ - Adjustment, C - Credit or P - payment, is totaled in the All Other total column. The last activity date is printed for each customer. If control record CENTCST is answered Y (you are using the Central A/R feature), the selling store number prints. If control record DISCPRT is answered Y, the allowable cash discount amount will print on this report. 108

109 MADDENCO TIRES Job ID: 09/10/0916:17:36ASP03 User: U003MADDEN Pgm: rtaruar2 Sys Time: 16:18:17 09/10/09 Sort Order: 10 Customer Number Store Number: 001 Exclude Vendor's Customers: Y Date 09/10/09 A/R UNAPPLIED REPORT Page 1 Invoice Due Tran Invoice Sell Cash Last Date Date Type Number Store Ref# Debit Credit Balance Discount Activity WALK-IN CUSTOMER 03/24/09 08/24/08 08/24/08 PM /05/08 10/05/08 PM /06/09 05/06/09 I WALK-IN CUSTOMER Total Unapplied Total Of All Other Items BROWNING-FERRIS INDUSTRIE 11/07/08 08/24/09 08/24/09 PM BROWNING-FERRIS INDUSTRIE Total Unapplied Total Of All Other Items CENTRAL TRANSPORT INC 12/09/08 12/09/08 12/09/08 PM CENTRAL TRANSPORT INC Total Unapplied Total Of All Other Items SAMUEL WEST 01/01/ 08 01/01/08 00/08/08 PM SAMUEL WEST Total Unapplied Total Of All Other Items CARL SMITH 01/01/09 05/27/09 06/10/09 BF CARL SMITH Total Unapplied Total Of All Other Items JOHN DAVIS 05/18/08 02/09/08 03/08/08 PM /19/08 05/08/08 PM /24/08 08/24/08 PM /09/09 07/09/09 PM JOHN DAVIS Total Unapplied Total Of All Other Items ADJUSTMENT CUSTOMER 02/16/09 02/10/09 02/10/09 I /10/09 02/10/09 I /12/09 05/12/09 I ADJUSTMENT CUSTOMER Total Unapplied Total Of All Other Items This report uses the 1411 printer control record. 109

110 Customer Report This option allows you to print a report of each customer's balance, their MTD sales, discounts, and service charges, and their YTD sales, discounts, and service charges. Totals are printed for each store. Grand totals are printed when multiples stores are selected or a store sort option is used. MADDENCO TIRES Job ID: 09/11/0909:08:21ASP03 User: U003MADDEN Pgm: rtmncsr2 Sys Time: 09:08:51 09/11/09 Sort Order: 10 Customer Number Store Number: 001 Customer Number Lo: Exclude Vendor's Customers: Y Report Date: 09/11/09 MONTHLY CUSTOMER REPORT Page: 1 CUSTOMER MTD MTD MTD YTD YTD YTD NUMBER CUSTOMER NAME BALANCE SALES DISCOUNT SRV CHG SALES DISCOUNT SRV CHG JERRI JO BAYS 31, , , ======== ======== ====== ====== ======== === ==== ===== GRAND TOTALS: 31, , , End Of Report Hi: This report prints using the 1411 printer control record. 110

111 A/R Statements End of Month Statements This option is found on the A/R Reports Menu and can also be accessed on the Tire Dealer Update and EOM Menu. A/R Statement ACCESS has been added for printing EOM Statements as well as Past Due Statements. Initially this new access will be set the same as A/R Reports. You can then change any user s access that will be allowed to run statements. This option allows you to print statements for all customers, listing their amounts owed for the month. An individual statement will be printed for each account unless the Statement Hold field in the customer record is set to Y. All invoices, payments and adjustments appear along with the invoice number, invoice date and due date. Enter the month end date on the date screen to generate statements aged as of that date. The message line can be used to print a message at the bottom of the statement. The company name and address will be printed at the top of the statement. If you are using a preprinted form and do not want the company address to print, set control record STMECONM to N. The company is the customer's store number. The company name and address is obtained from the System Menu Store Maintenance File. If you are using the customer Home Store feature and would like the customers home store information to print at the top of their A/R Statement, there are some new control keys available. For EOM and Revolving Charge Statements, set new control key STMEHOMS to a value of Y. For Past Due statements set the value of control key STMPHOMS to a value of Y. For A/R Statement mailers set the value of new control key STMMHOMS to a value of Y. Entering a single customer number in the print selection screen will prompt a screen asking whether the customer is an Enterprise customer. If answered Y, a separate statement will print for each enterprise customer. 111

112 The A/R detail reference numbers print if control record STMPRTRN is answered Y. If control record STMPRTPO is answered Y, an invoice s PO number will print as the reference number on End of Month statements. The reference number for an A/R Adjustment is printed on the statement if control key STMADJRF is answered Y. The reference numbers can be used to help customers match their statements with invoices and adjustments. If a customer's balance is less than the dollar amount specified in control record STMBALAM, a statement will not be generated. For example: if you do not want to generate statements for customers with balances less than $10.00, set the value to 10 or Set control key STM0BALA to Y indicating to print a statement for customers with zero balance but had an activity for the month. If you wish to print a statement for customers with a credit balance, answer control key STMPRTCR with a Y. When printing statements, if a customer has a credit balance, you may not want a statement to print for that customer. Currently if you answer control record STMPRTCR with a value of Y, the statement will not be generated for a customer with a credit balance. However, if you would like a statement to print for a customer with activity since the last statement, answer control record STMPRTCA with a value of Y. Activity includes a payment, invoice, or some adjustment to the customer s A/R. The ship to customer can print on the end of month if control record STMPRSHC is set to Y. On the regular end of month statements, the Total Discount by due date can print at the bottom of the statement for each customer. The discount amount is calculated from the first percentage in the TERMS999 control record. If the invoice is split into multiple payments (due on different due dates) the amount of the discount will also be split. Answer control record STMNPRDS with a value of Y to print the Total Discount by due date on the statements. Control key STMEDTTP contains a value that represents the format of the detail line print for statements. If set to the value of 1, the invoice amount and payment amount or credit will print. If set to the value 2, the original amount and amount remaining will print. When printing a Payment/Credit column, STMEDTTP is set to 1, you can print negative invoice amounts under this column instead of the Invoice Amount column by setting control key STMPRNIC. Control key STMEAGTP contains a code indicating the type of aging to print. If set to the value 1, this indicates Future Aged and if set to the value 2, this indicates Past Aged. If future aged is used, the 'Total Owing' amount is printed on the statement. If past aged is used, the amount owed at each aging and the 'Total Due Now' is printed on the statement. You can specify by customer class whether to print the aging on regular end of month statements. Answer control record STMNPRAG with Y s or N s representing each customer class. When answered N, the aging will not print on the statement. If you are not printing the aging on statements, you can use control record STMNPRTD to print the total due on the statement. This control record contains Y s or N s representing each customer class. Answer with Y to print the total due for the Total Owing. After the statements are printed, the statement date is written to the Last Statement Date field in the customer s records. Statements can be ed, printed or both. If control record STMPR&EM is set to Y, End of Month statements that are ed will also be printed. If the record is set to N, customers receiving ed statements will not generate a printed statement as well. When printing End of Month Statements, customers with the Document Type ARSE setup in Maintenance will automatically to customers. Setting control key EMLSTEYN to Y displays a screen giving you the option to whether to send the automatic

113 Answer Y to the statements or N if you do not want the statements to be ed. You might use if this you have to rerun your statements or you just want to reprint a single statement but do not want it ed to the customer. 113

114 This is an example of an EOM statement. S T A T E M E N T WHOLESALE WAREHOUSE 538 INDUSTRIAL DRIVE EVANSVILLE, IN (812) AARON BEAL Page LAYNE BLVD 12/31/10 EVANSVILLE, IN Invoice No. Date Due Date Reference Invoice Amount Payments/Credit /28/10 10/28/10 INVOICE /28/10 11/28/10 INVOICE /28/10 12/28/10 INVOICE Please remit to: PO BOX Future Current Over 61 Total Due Now AARON BEAL End of month statements use printer control record STME. See the Printing Standard Document Manual for a complete list of print options and format examples. 114

115 Past Due Statements This option allows you to print statements for all customers who have past due amounts. If a customer s Statement Hold field in customer maintenance is answered Y, a statement will not print for the customer. Enter the message to print on the Past Due statements. The four lines typed on the screen print on the statement above the area where total amounts due are printed. Enter the number of days for aging. Control record STMPDTTP contains a 1 or 2 indicating what to print in the detail line of Past Due Statements: 1 = invoice amount and payment or credit. The total at the bottom prints the future and current amounts, and the amounts owed for 1 to 30 days, days, and over 60 days will print, along with the total past due. This is the default value. 2 = the original amount and amount remaining. The total at the bottom prints the future and current amounts, and the amounts owed for days, days, and the amount over 90 days will print, along with the total past due. If the record is set to 2, (to print the detailed aging buckets) the ship to customer will not print, despite the value of control record STMPRSHC. There is no room to print both. When printing a Payment/Credit column, STMPDTTP is set to 1, you can print negative invoice amounts under this column instead of the Invoice Amount column by setting control key STMPRNIC. 115

116 When printing End of Month Statements, customers with the Document Type ARSP setup in Maintenance will automatically to customers. Setting control key EMLSTPYN to Y displays a screen giving you the option to whether to send the automatic . Answer Y to the statements or N if you do not want the statements to be ed. You might use if this you have to rerun your statements or you just want to reprint a single statement but do not want it ed to the customer. 116

117 Past due statement: S T A T E M E N T PATSY MILLER Page PRINCETON COURT 12/31/10 EVANSVILLE, IN Invoice No. Date Due Date Reference Invoice Amount Payments/Cred /28/10 10/28/10 INVOICE /28/10 11/28/10 INVOICE /28/10 12/28/10 INVOICE Remit payment immediately to: Madden Store PO Box 1 Evansville, IN Please remit balance by 1/31/11 to avoid service charges Future Current Over 61 Total Past Due PATTY MILLER The company name and address will be printed at the top of the statement, if control record STMPCONM has a value of Y. The company is the customer's store number. The company name and address is obtained from the System Menu Store Maintenance File. If control key STMPTSTM is answered Y, the word 'STATEMENT' is printed in the heading. If you are using the customer Home Store feature and would like the customers home store information to print at the top of their A/R Statement, there are some new control keys available. For EOM and Revolving Charge Statements, set new control key STMEHOMS to a value of Y. For Past Due statements set the value of control key STMPHOMS to a value of Y. End of month statements use printer control record STMP. See the Printing Document Manual for a complete list of print options and format examples. 117

118 Mailer Statements There is a statement format that can print in the form of mailer. To use this format answer control record STMPRTML with a value of Y. When end of month statements are run, you can select to print the statements in the new mailer format or print them in the original format. This is a general example of the standard format. See the Printing Document Manual for a complete list of print options and format examples. The vendor to supply the forms is listed in the manual. The printer control information is contained in the STMM control record. 118

119 Credit Balance Report This option allows you to print one line for each customer who has a credit balance on their account. The report prints each customer's credit limit, balance, last payment date, and last activity date. MADDENCO TIRES Job ID: 09/11/0909:55:42ASP03 User: U003MADDEN Pgm: rtcucrb3 Sys Time: 09:56:07 09/11/09 Date: 09/11/09 Customer Credit Balance Report Page Last Last Payment Activity Cust# Name Credit Limit Balance Date Date THOMAS TAYLOR /01/00 01/01/ TIM STONE /01/00 01/01/ JOHN DAVIS /09/00 05/18/ ADJ CUSTOMER /00/00 02/16/ ABNER NORRIS /24/00 00/00/ QUINN MALLORY /29/00 11/08/ GOODDAY /14/08 09/18/ BEN JOHNSON /00/00 00/00/ JIM WESTFALL /03/00 10/31/ JOHN SMITH /23/03 07/23/ D & M OIL SALVAGE /24/00 02/21/ TIRE & WHEEL, INC /01/00 03/04/ JERRI JO BAYS /20/09 03/20/ J H PROCTOR /14/03 09/10/ MIKE CLARK /22/99 00/00/ ABERCROMBIE CO /19/03 05/19/ MARK ROACH /00/00 09/14/ DOUG HAGMEYER /00/00 02/22/ BROOKLYN TIRE /01/00 04/24/ JULIE SMITH /14/00 12/02/ TAYLOR NIEHAUS INC /21/08 05/21/ SCOFIELD INC /20/08 08/20/ Number of Accounts 22 Credit Total Sort Order: 1 Store; Customer# Store Number: 000 Exclude Vendor's Customers: Y This report prints using the 8x11 printer control record. 119

120 Credit Limit Report This option allows you to print a report for customers with a balance. The report consists of each customer's credit limit, balance, last payment date, and last activity date. This report asks Do you wish to only print customers who exceed their credit limit? Y/N To print all customers, answer N. If a customer's balance exceeds their credit limit, an asterisk will print next to the customer's balance. The customer s phone number can be printed on the report if control record CRLMRXLN is set to Y. MADDENCO TIRES Job ID: 09/11/0910:05:35ASP03 User: U003MADDEN Pgm: rtcucrl2 Sys Time: 10:06:01 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y 09/11/09 Customer Credit Limit Report Page 1 Last Last Payment Activity Cust# Name Credit Limit Balance Date Date 1256 BROWNING-FERRISIE /24/00 11/07/ AARON BEAL /00/00 08/06/ ALBERT /00/00 12/12/ ALLEN PAYNE /00/00 00/00/ ADJ CUSTOMER /00/00 02/16/ QUINN MALLORY /29/00 11/08/ BEN JOHNSON /00/00 00/00/ WASTE HAULERS INC * 00/00/00 08/18/ JIM WESTFALL /03/00 10/31/ JOHN SMITH /23/03 07/23/ JERRI JO BAYS /20/09 03/20/ ARTIC SALE TIRES * 12/30/99 09/26/ J H PROCTOR /14/03 09/10/ HAROLD BROWN * 04/10/08 06/20/ FRED G. WILLIAMS /06/08 00/00/ PAUL COLUMBUS /06/08 02/22/00 The report prints using the 8x11 printer control record. 120

121 Customer Address Labels This option allows you to print an address label for any or all customers. Printer control information should be setup in control record LBLS. The printer control record can be set up by user, workstation or store. PATRICK RETTON FALLING CREEK RD. EVANSVILLE, IN BILL SUMMERS BURCH DRIVE EVANSVILLE, IN TOUGH TIRES LINK RD. BOONVILLE, IN KENNY KEYS PRICE ST. HENDERSON, KY For Avery Label 4013 (3 1/2" x 15/16") You may adjust the printing by changing the values of the printer control key. Try the following settings: Lines per page: 8 Forms name or number: LBLS Characters per inch: 10 Lines per inch: 6 Last line to print: 8 Start printing on line: 4 Printer ID: (Your printer) Number of copies: If you want more than 1 copy, enter that value. Maximum chars per line (page width): 80 To print Postnet bar codes on the address labels, control record PSTNETYN must be set to Y. The escape string for your printer must be set up in control records. If your printer does not print bar codes, do not set this record to Y or it will print garbage. The default value is N. See the Printing Document manual for more information non Postnet Bar Codes. 121

122 Cash Sales and POS Collections The Cash Sales & POS Collections Report prints a report based on date ranges. Enter a low and high date range for the report. The listing contains the cash deposit amount and deposit date for a store or a region of stores. The deposit information is gathered from the Point of Sale total file after the Point of Sale update portion of the nightly update has finished. The indicators in Tender Master File Maintenance determine which Tenders are to be included in the cash deposit total. A grand total appears at the end of the report To save totals to a history file, the control record TOTLCASH should answered with Y. You should be keeping cash drawer totals by store (control record STORTOT set to Y) to use this report. Control record TOTLRCON should be answered with a Y to post deposits to the check reconciliation file. MADDENCO TIRES Job ID:09/11/0910:44:38ASP03 User:U003MADDEN Pgm:rTCshSl Sys Time: 09/11/09 10:44:53 09/11/09 Page: 1 Cash Sales Monthly and POS Collections Date Store Cash Sales and Collections 01/16/ /16/ /16/ /16/ /23/ /23/ /23/ /23/ /02/ /02/ /02/ /02/ /06/ /06/ /06/ /06/ GRAND TOTAL: E N D 122

123 Cash Deposit Slip Report This option allows you to print a report of deposits entered in Cash Receipts. The check number, amount, General Ledger account number, customer name, and status (Ready, Out of Balance or On Hold) are printed. Miscellaneous G/L entries are not printed on this report. A total is printed by store number. MADDENCO TIRES Job ID: 09/11/0910:45:16ASP03 User: U003MADDEN Pgm: RTtCsDep Sys Time: 10:45:22 09/11/09 Store Number: 000 Cash Deposit Slip Report Page: 1 Check# Amount Gen Led # Name Status Store Number DAVID WARREN Ready Total 5.00 END This report uses the 1411 printer control record. 123

124 Aging Report By Selling Store If you are using Centralized A/R (control record CENTCST is set to Y), the Aging Report by Selling Store will print customer aging by the Selling Store when this store number is entered on the store input screen. The central store would collectively contain the accounts for all stores. The selling store would contain its own accounts. The grand total printed for the report is based on the central store number. The Aging Report by Selling Store has three print options from which to choose: Detailed Aging One Line Past Due Aging One Line Aging A/R Other Options Menu 124

125 One Line Customer List 8x11 The screen label for this report is the Customer Phone and Activity List. This option allows you to print a report of each customer's phone and fax numbers, their credit limit and their last activity date. MADDENCO TIRES Job ID: 09/11/0910:46:33ASP03 User: U003MADDEN Pgm: RTCuPhL2 Sys Time: 10:46:54 09/11/09 Date: 09/11/09 One Line Customer List Page 1 Credit Last Cust# Name Phone No. Fax No. Limit Activity 1 WALK-IN CUSTOMER 000/ / /24/09 75 JOE CASING JOCKY 812/ / /00/00 80 INTERNATIONL CASE 812/ / /00/ GREG'S TIRE 000/ / /00/ BROWNING-FERRIS 812/ / /07/ CENTRAL TRANS 000/ / /09/ LEASEWAY FLEET 000/ / /06/07 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y This report prints using the 8x11 printer control record. 125

126 One Line Customer List 1411 This option allows you to print a list of each customer's Phone and fax numbers, their Credit Limit, and the Contact for the customer. The listing also includes the value of the customer record Purchase Order Required field, the Tax Exempt Code, and a 15-character customer id field. The customer Class code, customer Price code and the Cash Customer field value are printed under the heading C/P/T. The customer's Terms Code, State tax code and Tax Authority code are printed on the listing. MADDENCO TIRES Job ID: 09/11/0910:46:41ASP03 User: U003MADDEN Pgm: RTCuLnL2 Sys Time: 10:46:57 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y Date: 09/11/09 One Line Customer List Page 1 Cust# Name Phone No. Fax No. Credit Contact PO# Tax Customer Limit Y/N Exm Fed ID # C/P/T TRM St-Ath 1 WALK-IN CUSTOMER 000/ / /1/Y JOE CASING JOCKY 812/ / /1/Y INTERNATIONL CASE 812/ / /1/Y GREG'S TIRE 000/ / /0/ PETE TIRES 000/ / /1/Y BROWNING-FERRIS 812/ / /6/ CENTRAL TRANSPORT 000/ / /6/ LEASEWAY FLEET 000/ / /6/ This report prints using the 1411 printer control record. 126

127 Customer Name & Address List This option allows you to print a list of all customers along with their address and phone number. MADDENCO TIRES Job ID: 09/11/0911:34:49ASP03 User: U003MADDEN Pgm: RTCuNAL2 Sys Time: 11:35:25 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y Date: 09/11/09 CUSTOMER NAME AND ADDRESS LIST Cust# Name Address Address Address ZIP Phone 1 WALK-IN CUSTOMER WALK-IN CUSTOMER EVANSVILLE, IN 000/ JOE CASING JOCKY STREET EVANSVILLE, IN / INTERNATIONL JEFFERSON AVE EVANSVILLE, IN / GREG'S TIRE 2641 N. CULLEN AVE EVANSVILLE, IN / GAS ENGINES 1000 XXX EL PASO / BROWNING-FERRIS 4567 TRASHHEAP ROAD EVANSVILLE, IN / CENTRAL INC P O BOX 7007 HIGH POINT NC, / LEASEWAY FLEET 408 CAPITAL DR EDEN PRAIRIE MN / TERRI TANGIER 2641 N. CULLEN AVE. PO BOX 111 EVANSVILLE, IN / More... This report prints using the 1411 printer control record. 127

128 Aging As Of Report Detailed The Detailed Aging As Of Report prints each customer's individual receivable items, aging them by due date into future, current, 30 days, 60 days and over 61 days past due columns. If control record AGRPFCOL is answered Y, a work panel is presented asking whether to exchange the printing of the future column for a past due over 90 day column. If the prompt is answered Y, the Future column is not printed and the amount Past Due over 90 Days is printed for the customer. The selling store should be entered on the store entry screen. The items are aged as of the date specified on the date entry screen for the selling store. Enter the date in the format MM/DD/YY. The invoice date, due date, invoice number and the aging columns print below each customer for the selling store. Each customer's phone number is also printed. If control record AGECRCU is answered Y, credits are aged as current. If this record is answered N or is not on file, credits are aged as any other transaction. MADDENCO TIRES Job ID: 09/11/0910:46:54ASP03 User: U003MADDEN Pgm: rtcuagas Sys Time: 10:47:12 09/11/09 Sort Order: 1 Store; Customer# Store Number: 000 Exclude Vendor's Customers: Y Date: 09/11/09 Detailed Aging Report Page 1 "As Of" 09/01/09 Invoice Due Invoice Sell Past Due Past due Past due Date Date Number Store Future Current Over 61 Total Due PACK TRUCK LINES 812/ (Last activity 09/14/08) Acct salesman: /22/08 02/22/ /14/08 10/14/ /14/08 11/14/ /14/08 12/14/ /28/09 06/10/ SC /01/09 07/05/ SC Total Due (Store # 3) Service charges due Total number of accounts Total Due (Store # 44) Service charges due Total number of accounts Grand total due % 2.82-% 0.00 % 0.16 % 2.65 % Grand total srv charges due Total number of accounts END This report uses the printer control record

129 Aging As of Report - Summarized The Summarized Aging As Of Report prints a summary of each customer's receivable items, aging their totals by due date into future, current, 30 days, 60 days and over 61 days past due columns. If control record AGRPFCOL is answered Y, a work panel is presented asking whether to exchange the printing of the future column for a past due over 90 day column. If the prompt is answered Y, the Future column is not printed and the amount Past Due over 90 Days is printed for the customer. The selling store should be entered on the store entry screen. The items printed will be aged based on the date entered on the As of date screen. Enter the date in the format MM/DD/YY. The invoice date, due date, invoice number and the aging columns print below each customer for the selling store. Each customer's phone number is also printed. If control record AGECRCU is answered Y, credits are aged as current. If this record is answered N or is not on file, credits are aged as any other transaction. MADDENCO TIRES Job ID: 09/11/0911:35:15ASP03 User: U003MADDEN Pgm: rtcuagas Sys Time: 11:35:34 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y Date: 09/11/09 Summarized Aging Report Page 1 "As Of" 09/01/09 Invoice Due Invoice Sell Past Due Past due Past due Date Date Number Store Future Current Over 61 Total Due WALK-IN CUSTOMER 000/ (Last activity 03/24/09) Acct salesman: BROWNING-FERRIS INDUSTRIE / (Last activity 11/07/08) Acct salesman: CENTRAL TRANSPORT INC 000/ (Last activity 12/09/03) Acct salesman: LEASEWAY FLEET MANAGEMENT 000/ (Last activity 08/06/07) Acct salesman: Total Due (Store # 1) Service charges due Total number of accounts Grand total due % 2.82-% 0.00 % 0.16 % 2.65 % Grand total srv charges due Total number of accounts This report uses the printer control record

130 Customer List This option allows you to print a list of customers. Name, address, phone and fax numbers are printed along with other fields from the customer file. The customer listing prints the account salesman, customer class, store, A/R code, state code, terms code, price code, route code, truck code, vendor's customer, non-sig number, balance forward, credit limit, discount structure, check can buy field, national salesman, enterprise number, tax authority, and the tax exempt code. Control record CSIDHEAD contains the user defined heading for the Customer ID field. If this control record is not found or on file, the default value TAX EXEMPT NO is printed. MADDENCO TIRES Job ID: 09/11/0911:35:53ASP03 User: U003MADDEN Pgm: rtcstlst Sys Time: 11:36:00 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y 09/11/09 Customer List Page Customer # 1 Sort Name: WALKIN Class: 1 Vnd Cst: Natl Slsmn: 0 Walk-In Cst: Name: WALK-IN CUSTOMER Store: 001 Non Sig: Ck Can Buy: Type of Sale: Addr: WALK-IN CUSTOMER A/R Cd: Bal Fwd: Disc Struct: 0 Past Due Y/N: State Cd: 13 Rtd Cst: User Flag1-5: PO # Required: City/St: EVANSVILLE, IN Terms Cd: 00 0 Open On: 00/00/00 Enterprise #: 0 Vehicle Required: Zip: Vendor #: 0 Price Cd: 1 Commiss%: Tax Authority : 000 Brand # Required: Ph Bus: 0 Home: 0 Route Cd: Cr Limit: 0 Tax Exempt Cd: Srv Chg Writeoff: Fax No: Slsmn: 27 Truck Cd: 0 Stmt Hld: Y Tax Exempt No: Srv Chg Exempt: Contact: Auto Bill: 1 Bill to Cst: Federal Tax ID: Move Acct to Sell: Message: Employer: Officer Name: 75 Sort Name: JOE CASING J Class: 9 Vnd Cst: Natl Slsmn: 0 Walk-In Cst: Name: JOE WARD Store: 001 Non Sig: Ck Can Buy: Type of Sale: Addr: A/R Cd: Bal Fwd: Disc Struct: 0 Past Due Y/N: STREET State Cd: 13 Rtd Cst: Y User Flag1-5: PO # Required: City/St: EVANSVILLE, IN Terms Cd: 000 Open On: 00/00/ Enterprise #: 0 Vehicle Required: Zip: Vendor #: 0 Price Cd: 1 Commiss%: Tax Authority: 000 Brand # Required: Ph Bus: 0 Home: Route Cd: Cr Limit: 0 Tax Exempt Cd: Srv Chg Writeoff: Fax No: Slsmn: 1 Truck Cd: 0 Stmt Hld: Y Tax Exempt No: Srv Chg Exempt: Contact: Auto Bill: 9 Bill to Cst: 0 Federal Tax ID: Move Acct to Sell: Message: Employer: Officer Name: This report prints using the 1411 printer control record. 130

131 Aging Report Selected Days This report uses control records to specify the number of days used to define each column. You can use control record AGQRWxHD (where x represents a column from 1 to 9) to specify the headings for the columns. Control record AGQRWxDY (where x represents a column from 1 to 9) defines the aging cutoff for each column. If these records are not found, default values of Current, Future, 30, 60 and 90 days are used. If control record AR1GXLN is answered Y an extra line will print for each customer listing the contact name, last payment date last payment amount, credit limit and available credit. This may be useful to the A/R department for making follow-up phone calls. If control record AGECRCUR is answered Y, credits are aged as current items. If this record is answered N or is not on file, credits are aged as any other transaction. If the EXCLSYN control record has a value of Y certain customer classes can be excluded from this report. The value of the EXCLS control record will determine which customer classes are excluded. The value contains Y 's and N 's corresponding to each customer class. GREGSTIRES Job ID: 02/12/0813:17:20ASP03 User: U003MADDEN Pgm: rtagolsl Sys Time: 13:18:05 02/12/08 Sort Order: 1 Store; Customer# Store Number: 000 Exclude Vendor's Customers: Y Date: 02/12/08 Aging Report One Line Page 1 Customer 15 DAYS 30 DAYS 45 DAYS 60 DAYS 75 DAYS 90 DAYS 105 DAYS Total Due CASH SALE BROWNING-FERRIS CENTRAL TRANSPORT LEASEWAY FLEET COD FOR STORE TOM WARD TEST BILL TO CUST JOHN DAVIS PATTY MILLER SCOFIELD INC MARKELS GLASS FRIDGE-O-MAT FUNDAMENTAL MCDONNELL ZMADDENCO BOB DARNELL, INC SARA LEE CORP Total Due (Store # 1) Service charges due Total number of accounts The report uses control record 1411EXT for condensed print up to 198 characters per line. 131

132 Detailed Aging By Enterprise The customer number and their phone number prints on the first line. The invoice date, due date, invoice number and the aging columns print below each customer If control record AGDRCRDL is answered Y, the customer s credit limit is printed on this report. The account salesman is also printed. If control record ARAGDXLN is answered Y, an extra line is printed on the Detail Aging Report containing the customer s last paid amount and date. Control record AGECRCU, if answered Y, lists credits aged as current. If this record is answered N, or not on file, credits are aged as any other transaction. Totals for customer enterprise numbers are also printed MADDENCO TIRES Job ID: 09/11/0911:36:51ASP03 User: U003MADDEN Pgm: rtardte Sys Time: 11:36:58 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Customer Number Lo: 1 Hi: Exclude Vendor's Customers: Y Detailed Aging Report by Enterprise Customer Page 1 Date: 09/11/09 Invoice Due Invoice Sell Past Due Past due Past due Date Date Number Store Future Current Over 61 Total Due JOHN DAVIS M 812/ (Last activity 05/18/04) Acct salesman: /09/99 00/00/ /19/00 00/00/ /09/00 07/09/ /24/00 08/24/ /24/00 09/24/ /13/01 03/13/ Total Due (Enterprise # ) Service charges due Total number of accounts Grand total due % % 0.00 % 0.00 % % Grand total srv charges due Total number of accounts END This report prints using the 1411 printer control record. 132

133 One Line Aging by Enterprise If control record AR1GXLN is answered Y, an extra line will print for each customer listing the contact name, last payment date, last payment amount, credit limit and available credit. If control record AGECRCUR is answered Y, credits are aged as current. If this record is answered N or not on file then the credits are aged as any other transaction. If control record EXCLSYN has a value of Y, certain customer classes can be excluded from this report. The value of the EXCLS control record will determine which customer classes can be excluded from this report. The value contains Y 's and N s which corresponding to each customer class. MADDENCO TIRES Job ID: 09/11/0911:37:01ASP03 User: U003MADDEN Pgm: rtarole Sys Time: 11:37:07 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Customer Number Lo: 1 Hi: Exclude Vendor's Customers: Y Date: 09/11/09 Aging Report by Enterprise Customer Page 1 Past Due Past due Past due Last Customer Memo Phone # Future Current Over 61 Total Due Active JOHN DAVIS M 812/ /1809/ Total Due (Enterprise# 36115) Service charges due Total number of accounts JIM WESTFALL 812/ /31/ JERRI JO BAYS M 812/ /20/ MIKE CLARK 564/ /00/00 Total Due (Enterprise# ) Service charges due Total number of accounts BELL SOUTH 000/ /30/09 Total Due (Enterprise# ) Service charges due Total number of accounts Grand total due % % 0.00 % 0.00 % % Grand total srv charges due Total number of accounts END This report prints using the 1411 printer control record. 133

134 Enterprise Customer List This report lists all selected Enterprise customers and each customer associated with the Enterprise customers. The Enterprise customer number prints first, identified by an E beside it. All customers in this Enterprise group are printed below. The customer number, name, address and store are printed. The vendor, vendor s customer number and non-sig are printed if you answer N to Exclude Vendor s Customer on the Customer Selection screen when printing the report MADDENCO TIRES Job ID: 09/11/0911:37:22ASP03 User: U003MADDEN Pgm: rtcuels Sys Time: 11:37:29 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Customer Number Lo: 1 Hi: Exclude Vendor's Customers: Y Date: 09/11/09 Enterprise Customer List Page 1 Cust# Name / Address Store Vendor/Vendor's Cst# E A GLICK TRUCK SALES, INC., 48 BRIDGEVILLE ROAD,, MONTICELLO, NY, A GLICK TRUCK SALES #G370, ROUTE 17 EXIT 106,, MONTICELLO, NY, E UPSTATE DISPOSAL SERVICE, PO BOX 6800, RUSH,, NY, UPSTATE DISPOSAL SERVICE, HIGHWAY 39 BOX 6800,, UTICA, NY, UPSTATE DISPOSAL SERVICE, 6800 W HENRIETTA,, WEST HENRIETTA, NY, UPSTATE DISPOSAL SERVICES, 6800 W HENRIETTA,, ROCHESTER, NY, END This report prints using the 1411 printer control record. 134

135 Detail Aging - Selected Days Like the One Line Aging Report Select Days report, Detail Aging Select Days uses control records to specify the number of days used to define each column. This report shows the customer number and phone number prints on the first line along with the account salesman. The invoice date, due date, invoice number and selling store print on the next line. GREGSTIRES Job ID: 02/12/0815:26:57ASPCR03 User: U001MADDEN Pgm: rtagdtsl Sys Time: 15:27:44 02/12/08 Sort Order: 1 Store; Customer# Store Number: 001 Exclude Vendor's Customers: Y Date: 02/12/08 Aging Report Page 1 Invoice Due Invoice Sell 15 DAYS 30 DAYS 45 DAYS 60 DAYS 75 DAYS 90 DAYS Total Total Date Date Number Store Days Days Days Days Days Days Past Due Due BARNARD 000/ (Last activity 01/30/08) Acct salesman: /24/08 08/24/ /05/08 10/05/ /05/09 03/05/ /17/06 09/17/ BARNARD BROWNING-FERRIS INDUSTRIE / (Last activity 08/24/08) Acct salesman: /24/08 08/24/ /24/08 09/24/ See the Aging Report Selected Days entry for the control records governing the report columns. This report prints using the 1411 printer control record. 135

136 Detail Aging by Selling Store - Selected Days Like the Detail Aging Selected Days, the Detail Aging by Selling Store Select Days uses control records to specify the number of days used to define each column. This report prints the customer number and phone number on the first line along with last activity and the account salesman. Invoice date, due date, invoice number and selling store print on the next lines. GREGSTIRES Job ID: 02/12/0815:27:14ASPCR03 User: U001MADDEN Pgm: rtagdtss Sys Time: 15:27:45 02/12/08 Store Number: 000 Exclude Vendor's Customers: Y Date: 02/12/08 Aging Report by Selling Store Page 1 Invoice Due Invoice Sell 15 DAYS 30 DAYS 45 DAYS 60 DAYS 75 DAYS 90 DAYS Total Total Date Date Number Store Days Days Days Days Days Days Past Due Due CASH SALE 000/ (Last activity 01/30/08) Acct salesman: /24/08 08/24/ /05/08 10/05/ /05/09 03/05/ /17/06 09/17/ CASH SALE BROWNING-FERRIS INDUSTRIE / (Last activity 08/24/08) Acct salesman: /24/08 08/24/ /24/08 09/24/ BROWNING-FERRIS INDUSTRIE /20/94 01/20/ SARA LEE CORP Total Due (Store # 001) Date: 02/12/08 Aging Report by Selling Store Page 28 Outstanding invoices are totaled by selling store. See the Aging Report Selected Days entry for the control records governing the report columns. This report prints using the 1411 printer control record. 136

137 Customers with No Activity This report lists customers with no activity within a selected number of days. Activity is defined to be the last positive invoice for this customer. The usual front-end screens are presented, along with an opportunity to enter Number of Days with No Activity. You can select to generate the list as a Report or as customer Labels. 137

138 MADDENCO TIRES Job ID: 09/11/0911:38:12ASP03 User: U003MADDEN Pgm: RTCuNoA Sys Time: 11:38:26 09/11/09 Sort Order: 10 Customer Number Store Number: 000 Exclude Vendor's Customers: Y Date: 09/11/09 Customers with No Activity in 360 days Customer Name Address Slsmn Last Inv Inv Date Inv Amt 75 CASEY JONES STREET EVANSVILLE, IN /00/ NATIONAL TIRE JEFFERSON AVE EVANSVILLE, IN /00/ GREG'S TIRE 2641 N. CULLEN AVE EVANSVILLE, IN /00/ PETE STONE 1000 XXX EL PASO /00/ CENTRAL TRANS IN P O BOX 7007 HIGH POINT NC, /00/ LEASEWAY FLEET THREE CAPITAL DR EDEN PRAIRIE MN /00/ TERRA TRACE 2641 N. CULLEN AVE EVANSVILLE, IN /00/ More... The report lists the customer number, name, address, account salesman, last invoice number, date and amount of the last transaction. If you select Report, printer control record 1411 is used. If you select Labels printer control record LBLS is used. 138

139 Customer Address List A Customer Address List report is available that lists customer number, name, address, document type how the document is to be sent and which module the address has come from. MADDENCO TIRES Job ID: 08/28/0912:43:08ASP02 User: U003MADDEN Pgm: rtcsteml Sys Time: 12:43:52 08/28/09 Sort Order: 1 Store; Customer# Store Number: 000 Exclude Vendor's Customers: Y 08/28/09 Customer List Page 1 Customer # Address Recipient Name Document Type Send As 1 WALK-IN CUSTOMER bongo@aol.com Luke Chastain INVC T Vehc Maint @yahoo.com JOHN SMITH INVC T Vehc Maint joecustomer@alo.com JOE INVC T Vehc Maint dan@losdfhj.com DAN INVC T Vehc Maint 25252@ NONE INVC T Vehc Maint 1256 BROWNING-FERRIS INDUSTRIE TJones@Trash.com Tom Jones ARSE BSmith@Trash.com Bob Smith ARSP MRS PATTY DEAN pattydean@att.com Patty Dean ARSE B D & M OIL SALVAGE ARDept@BandKOilSalvage.com A/R Department ARSE ARDept@BandKOilSalvage.com A/R Department ARSP ARTIC SALE TIRES recv@articsales.com Receiving SHPN B DR. WYATT ALLIS @qgqt.qtq DR. Wyatt Allis INVC T Vehc Maint ABERCROMBIE ASPHALT CO. BWilsom@aber.crombie.com Bret Willson ARSE BWilsom@aber.crombie.com Bret Willson ARSP E N D This report prints using the 1411 printer control record. 139

140 Service Charges Service Charge Generation and Service Charge Write-off are found on the Tire Dealer Update & EOM Menu. Service Charge Generation computes a service charge on customer balances that are not paid by their due dates. Unless you have a custom procedure or an Auto Report set up for end of month, Service Charges Generation should be manually run at month end. Service Charges can be written off after a specific number of months. The Total A/R Report prints with a listing of service charges per invoice per customer and a grand total both during generation and when they are written off. Service Charge percentages may be specified by customer class using control record SRV%%CCx (where x represents the customer class.) Enter the monthly service charge percentage rate in the format For example, enter 2% as Service charges will be excluded when calculating Past Due customers if control record PASTSVEX is set to Y. Service Charges can be viewed in Customer Status Inquiry. Service Charges appear on the A/R Status List, all Aging reports, the Customer Report (month to date and year to date), Statements (depending on your custom program), and the A/R Unapplied Report. Service Charges should be generated prior to running your end of month Statements. The program is normally run as the first end of month step. You will generate Service Charges prior to running the Service Charge Write-Off program, printing end of month reports, executing the end of month option, and finishing with the end of month purges. 140

141 Service Charge Generation A work panel is presented to enter the Transaction Date, and Transaction Year/ Period. Enter the Date in the format month, day, year. Any invoices whose due dates precede or equal the date entered and have not been paid are considered past due. Service Charges are generated for those invoices. The transaction date is displayed in A/R as the invoice date for service charges. Set Tire Dealer Control Record SRVALLCR to Y to include all outstanding credits when calculating service charges, instead of including only past due credits. 141

142 The Service Charge Due Date becomes the date the newly generated Service Charges are payable. Service charges are generated on all non-exempt customers (those whose customer maintenance Service Charge Exempt field is not answered with a Y.) If control record GNSRVSRV is answered Y, Service Charges will be generated on unpaid Service Charges. If answered N, unpaid Service Charges are exempt from further Service Charges. 142

143 Service Charge Generation Register The Service Charge Generation Register is printed with an entry for each customer. The report includes the invoice number, due date, amount remaining on the invoice, the Service Charge rate, and the Service Charge amount. If the calculated charge is zero, No Service Charge is printed in the Service Charge column. A total of all Service Charges per store and a grand total for all stores are printed when generating Service Charges for more than one store. Monthly Service Charges are calculated by multiplying the amount due times the percent rate found in control record SRV%%999, where 999 is a store number. Each store can charge a different service charge rate useful if you have stores in different states with different rates. You may generate Service Charges by customer class using control record SRV%%CCx, where x represents a particular customer class. Enter four digits representing the percent rate, i.e equals 2%. Service Charges can be generated for a minimum dollar amount. If the Service Charge amount is less than the amount in control record SRVMN999, where 999 is a store number, the control record value is used as the Service Charge amount. Each store may have a different minimum Service Charge amount by using control record SRVMN999, where 999 is replaced with a store number. The control record contains the minimum Service Charge dollar amount allowed for Service Charges generated for this store. This control record value is entered as 9999; $1.50 is entered as MADDENCO TIRES Job ID: 02/08/0813:57:37ASP03 User: U003MADDEN Pgm: ptarsrvg Sys Time: 13:58:03 02/08/08 Sort Order: 1 Store Number: /08/08 Service Charge Generation Register Page 1 Invoice Due Amount Srv Chg Service Customer Invoice Date Date Remaining Rate Charge 23 AG PRO-VISION INC /15/08 09/15/ /15/08 09/15/ AG PRO-VISION INC B & B INVESTMENTS INC /17/97 06/17/ B & B INVESTMENTS INC DUBUQUE EXPRESS COMPANY /01/06 02/01/ /01/06 02/01/ Total Service Charges

144 If control record POSTGL is answered Y, G/L posting information is printed including the account number and debit and credit amounts. MADDENCO TIRES Job ID: 02/08/0813:57:37ASP03 User: U003MADDEN Pgm: ptarsrvg Sys Time: 13:58:07 02/08/08 Sort Order: 1 Store Number: 001 Ref# /08/08 Service Charge Generation G/L Posting Register Page 1 G/L Number Yr/Pr Description Debit Credit /06 ACCOUNTS RECEIVABLE /06 Service Charge Income Control record SRVA/R contains the Accounts Receivable General Ledger account number for the debit side of Service Charge entries. Control record SRVGEN contains the General Ledger account number for the credit side of Service Charge entries. If General Ledger account numbers are not found, an error is written to the System Error Log. The General Ledger postings are updated during the next General Ledger update The Customer Balance is updated and Service Charges are added to the Customer Month to Date and Year to Date Service Charge fields. Service Charges are immediately posted to the A/R file as debits with the transaction type SC. In addition to posting the SC transaction to the customer s A/R account, Service Charge Generation has been modified to also create an invoice for the Service Charge, if desired. To use the Service Charge invoice feature, set control record SRVGENIN to Y. In Product Maintenance, create a product to represent the Service Charge. Add control record SRVCHGPD with the value of this Service Charge product number. When you generate Service Charges, an invoice will be created and posted to Invoice History. The Service Charge is added to the customer s A/R account as always, flagged as a service charge SC. If you are using this feature, you will be able to use the Display Invoice option from the A/R Open Inquiry to see a copy of this invoice in history. You would also be able to generate an invoice history report showing the Service Charges by selecting the Service Charge product. If you would like to print a copy of the Service Charge invoice when the generation option is run, add control record SRVCHGPR with the value of Y. 144

145 Accounts Receivable Register An Accounts Receivable Register prints the customer, transaction code SC (for Service Charge), system code SRV (for Service Charge generation), reference or invoice number, total number of invoices that generated a Service Charge, the type of G/L posting (Db or Cr) and the customer balance. MADDENCO TIRES Job ID: 02/08/0813:58:07PTARSCG1 User: U003MADDEN Pgm: TArUp Sys Time: 13:58:08 02/08/08 Store Number: 1 Accounts Receivable Register Transaction Pgm Reference Invoice Due Db/Cr New Customer Code Code Number Number Date Date Amount Balance 23 AG PRO-VISION INC SC SRV /08/08 03/08/ D B & B INVESTMENTS SC SRV /08/08 03/08/ D Net Change to A/R 3.88 D The date of generation, invoice number, year/period, due date, G/L account number, reference number and Service Charge amount are recorded. A/R Balancing Report A total A/R balance sheet prints as part of the Service Charge Generation A/R update. This report reflects the total of Service Charges updated to A/R as the Net Change. MADDENCO TIRES Job ID: 02/08/0813:58:10PTARSCG1 User: U003MADDEN Pgm: TArUpBal Sys Time: 13:58:14 02/08/08 Accounts Receivable Balance Register Total A/R from prior update Plus net change in A/R 3.88 Equals Does above equal Current A/R balance? Current A/R balance END 145

146 Service Charge Write Off The Service Charge Write Off feature allows you to write off unpaid Service Charges after a specified number of months. Service Charge Write Off uses the Srv Chg Write Off Mth field in the customers records to determine how many months to retain an unpaid Service Charge. The number of months contained in this field is subtracted from the input Transaction Date and compared to existing Service Charge transaction dates to determine if it is time to write the Service Charge off. If the Service Charge due date is older than to the calculated write off date, the Service Charges is eligible to be automatically written off by the Service Charge Write Off option. If a customer s Srv Chg Write Off Mth field is zero or blank, the value of control record SSCOF999, where 999 is a store number, is used to determine the standard number of write off months to use in the calculation. If this control record is not on file, the default write off value is 999. The written off Service Charges are immediately posted to Accounts Receivable. The customer Balance Memo field is updated Service Charge Write Off Register A Service Charge Write Off register is printed for each customer that received Service Charge write offs. The register includes a listing of the customers that had Service Charges written off. The Service Charge Write Off date, the Service Charge number and amount to credit, a total of all Service Charges written off per store and a grand total for all stores are printed. MADDENCO TIRES Job ID: 10/17/0711:11:54ASP03 User: U003MADDEN Pgm: ptarscwo Sys Time: 11:12:43 10/17/07 Sort Order: 1 Store Number: /17/07 Service Charge Write Off Register Page 1 Srv Chg Srv Chg Srv Chg Customer Date Number Amount 23 AG PRO-VISION INC 07/01/ B & B INVESTMENTS INC 07/01/ DUBUQUE EXPRESS COMPANY 07/01/ A DUDA & SONS INC 07/01/ GE CAPITAL FLEET SERVICES 07/01/ GTE CORPORATION 07/01/ CENTRAL TRANSPORT INC 07/01/ KELLY AFB EXCHANGE 07/01/ KEESLER AFB EXCHANGE 07/01/ LEASEWAY FLEET 07/01/ A & K RAILROAD MAT 07/01/ Total for Store Total Service Charge Write Off If control record POSTGL is answered Y, Service Charges written off will be posted to the General Ledger. Control record SRVOFF contains the General Ledger account number for the debit side of the Service Charge Write Off entries. Control record SRVA/R contains the credit side of Service Charge Write Off entries. 146

147 Service Charge Write Off G/L Posting Register MADDENCO TIRES Job ID: 10/17/0711:11:54ASP03 User: U003MADDEN Pgm: ptarscwo Sys Time: 11:12:50 10/17/07 Sort Order: 1 Store Number: 001 Ref# /17/07 Service Charge Write Off G/L Posting Register Page 1 G/L Number Yr/Pr Description Debit Credit /09 G/L Account Not Found 9, /09 ACCOUNTS RECEIVABLE 9, , , This report lists the G/L account numbers posted, year period, and the total debit and credit amount of Service Charge Write Offs. If a G/L account is not found, the description for the G/L account is G/L Account Not Found. Accounts Receivable Register An Accounts Receivable Register prints the customer, transaction code OF (for write Off), system code SOF (for Service Charge Write Off), reference or invoice number, the amount written off, the type of G/L posting (Db or Cr) and the customer balance. MADDENCO TIRES Job ID: 10/17/0711:12:50PTARSCW1 User: U003MADDEN Pgm: TArUp Sys Time: 11:12:51 10/17/07 Store Number: 1 Accounts Receivable Register Transaction Pgm Reference Invoice Due Db/Cr New Customer Code Code Number Number Date Date Amount Balance 23 AG PRO-VISION INC OF SOF C B & B INVESTMENTS INC OF SOF PATRICIA QUIGLEY OF SOF C ROGER RANGER OF SOF C DEBBIE HANCOCK OF SOF C Net Change to A/R C A/R Balancing Report An Accounts Receivable Balance Register prints as part of the A/R update. This report reflects the total of Service Charges written off in the net change. MADDENCO TIRES Job ID: 10/17/0711:12:51PTARSCW1 User: U003MADDEN Pgm: TArUpBal Sys Time: 11:12:52 10/17/07 Accounts Receivable Balance Register Total A/R from prior update Plus net change in A/R Equals Does above equal Current A/R balance? Current A/R balance END 147

148 Service Charge General Ledger Postings Control record POSTGL must be answered Y to post Service Charges to General Ledger. System maintained control record GLREFER contains the next general ledger reference number for audit trail purposes. Service Charge Generation Accts Receivable Asset Debit Acct SRVA/R GL Account - Income For Service Charges SRVGEN Service Charge Write Off GL Account Income Service Charge Write-off SRVOFF * Accts Receivable Asset Debit Acct SRVA/R *Probably the same G/L account identified in SRVGEN or it can be different if you prefer. Payment of Service Charges (Cash Receipts) Cash GLARCASH Accts Receivable SRVCHGI ** ** Probably the same G/L account identified in SRVA/R or it can be different if you prefer. Cash Receipts post to the G/L account identified in control record GLARCASH. If this record is not on file, control record GLCASH# is used to identify the default cash account. Automatic End of Month Service Charge Processing If the Service Charge Generation and Write Off programs have been set up in the EOM Auto Report maintenance file and control record EOMAUTO is answered Y, Service Charges can be generated and written off automatically as part of the End of Month function. 148

149 A/R Purges The A/R End of Month Purge is found on the Tire System Update and EOM Menu. This purge along with the A/R History Purge are also located on the Purges Menu, accessed from the Update and End of Month Menu. Once a purge has been submitted, it should never be canceled. You will need Purge access in the ACCESS control record to run purges. A/R EOM Purge The purpose of the A/R EOM Purge is to remove paid items from the Open Accounts Receivable file. Items with zero balance are flagged as records for history and are no longer displayed in Open A/R inquiries and do not appear on statements. These records can still be accessed by displaying A/R History. If a customer is flagged as Balance Forward, any open items are summarized in a Balance Forward A/R record that appears in inquiries along with previous open Balance Forward records. Revolving Charge customers (an R in the Bal Fwrd Y/N field in customer maintenance) accounts that have past due payment amounts will retain all detail. Accounts that have only current payments due will have all detail consolidated into a single Balance Forward entry. Some thought should be given to the timing of this purge: If your regular A/R customers are accustomed to seeing their payments for the previous month appear on their statements, the purge should be run after statements are generated. If you want to shorten the length of statements, showing only remaining open items, run the purge before running statements. In either case, run the purge before updating invoices or payments entered after the A/R Statements are run. The standard Store input screen and Customer select screen are presented. All customers whose store number matches the Store or Region Number entered or match the entry on the customer select screen are read for processing in the purge. This allows you to limit the scope of the purge being performed. 149

150 The selection screen prompts you for the Purge Date with a format of MMDDYY (month, day, year). All records with a date equal to or prior to the date entered will be purged from the A/R file. If a date is not entered, the current system date is used as the Purge Date. When running the A/R Detail Purge for Revolving Charge, the Purge Date must equal the Revolving Charge EOM date. Running the A/P Purge at any other time during the month will cause errors in revolving accounts. Enter the Type of Customer for whom the purge will be run. Open item refers to regular A/R accounts. 150

151 A/R Detail History Purge The purpose of the A/R Detail History Purge is to delete all A/R Detail History records up to and including the purge date. If this purge is being ran as part of an automatic End of Month Auto Report, control record ARHIST should be set up containing the number of months of A/R history to keep. As with the A/R EOM Purge, all customers whose store number matches the Store or Region Number entered on the Store number screen are read for processing in the purge. The standard customer select screen is also presented. The Purge Date screen is presented. All detail records with a date less than or equal to the Purge Date are flagged to delete from the file. Be very careful and check the date entered above. It is possible to remove current data if you enter the current date. 151

152 Miscellaneous A/R Functions Received on Account in Point of Sale This feature will allow you to enter a payment on a customer's A/R account in Point of Sale input. This Cash Receipt must be entered as an invoice to the appropriate customer using a special Received on Account product number. The tender code used in payment must be a cash type tender (a tender flagged as Valid for Cash Walk-In YN in Store Tender Master Maintenance.) The selected tender could be actual dollars or a credit card. The Received on Account product appears on the invoice, on the update reports and in Invoice History, with the amount received printed or displayed as part of the product description. When the Daily Update is executed, this Received on Account transaction will be turned into an open Cash Receipt for the original customer. If a credit card tender is used as payment, and you are redirecting those postings to a credit card A/R account, an open A/R item will appear on the credit card customer s account (identified in the credit card tender record.) See screen below. This feature could also be used to handle customer deposits. To begin using this feature, complete the following steps: Through Product File Maintenance, add a received on account product at each store, using ROA as the product number. This product should be designated as a non-inventory, tax exempt item, set up in its own unique product class. Add the following control records through Control File Maintenance: Set control key ROAYN to Y indicating that you wish to use this feature. Add control key ROAPROD with the value ROA (Or the product number you have designated as received on account). Add PCLS0xx, where xx represents the ROA product class. The value is the description of the product class. Use Product Class maintenance and add the new class and also fill in the G/L accounts for sales and inventory. See the Point of Sale document on entering invoice using this feature. 152

153 Post Credit Card Sales to A/R In Store Tender Master Maintenance (found on the Maintenance Menu), you may set up multiple credit cards to use as methods of payment when closing an invoice. An A/R posting for a credit card sale started for a Cash Walk-in or A/R customer can be redirected during the nightly update to the A/R Customer Number you designate for a particular tender. The sale is posted under the original customer and the original customer appears in invoice history. However, the A/R is redirected to a different customer s account. You can track the amount that each credit card company owes you and post remittances as they are credited to your bank account. In Store Tender Master Maintenance, set the credit card tender as follows: Enter the A/R Customer Number to receive the A/R posting. Post to A/R YN should be set to Y. Set Credit Card Type YN to Y, as well. 153

154 Headquarters Menu The Headquarters Menu is located on the Tire System Other Options Menu. The Headquarters Menu is used by the main office to review transactions posted at several stores. Our discussion here will only be about A/R Adjustments and Cash Receipts. 154

155 Headquarters Work with A/R Adjustments Personnel at headquarters are not allowed to edit or create A/R Adjustments from this option, but they may Hold, Delete, Display or Release any entry. Headquarters may also - Reset to unlock an In Use entry. You must have ACCESS to all stores to use this feature. 155

156 Headquarters Work with Cash Receipts Personnel at headquarters are not allowed to edit or create cash receipts from this option, but they may the options Hold, Delete, Display or Release for any entry. Headquarters may also Print a Receipt or Reset an In Use entry (using symbol). The Change View function allows the user to toggle between Status and the Date the cash receipt was entered. You must have ACCESS to all stores to use this feature. Note the Exclude processed flag on both the A/R Adjustment and Cash Receipt screens that allows the user to view processed entries. 156

157 ing Reports See the Data Exchange manual for complete system requirements and set up information. Selected reports can be ed if Tire System control record EMREPORT is set to Y. This control record can be set by user, workstation or store, so that only select users have the ability to reports, if desired. An additional screen is presented whenever you run a report if control record EMREPORT is set to Y and Data Exchange is installed. The report will still print on the selected printer, whether ed or not. If you do not want to this report merely press Enter on this panel. If you want to this report you may input an address or select addresses already in the system. The From address of the is contained in control record EMFR. You may want to set this control record by user. A default is used for reports but each form type such as invoice or purchase has its own code to go with this control key. For a complete list of document types see the Find Document Type Popup window in Address Maintenance. If this control record is not found, the value of control record EMFR will be used as the sender s address. The Subject of the will be either the message line you input for this report or, if there is no message, the Title of the Report will be used. Control key EMSB contains the default subject for s and you may want to set it by user. In this example, an A/R Status Report is being run. The same screen is displayed for most A/R, Inventory and Sales reports. A/R Reports ran from the Auto Report System can also be ed. 157

158 Credit Management Credit Management features allow you to track credit history, input credit notes on individual accounts and place customers on credit hold if over limit or past due. You even have the option to approve credit requests for individual Point of Sale work orders and Warehouse orders. The Credit Management Menu is located on the Accounts Receivable Menu. Note: Revolving Charge Menu will not be discussed in this document. For questions on Revolving Charge please contact Maddenco support. 158

159 Work with Outstanding Credit Memos/Messages In Credit Management, you may add notes about collection efforts on A/R accounts through the Work with Outstanding Credit Notes option, if you have access to this feature. The standard Store Number screen appears, if you have access to more than one store. Existing Memos appear. This option allows you to view or input date sensitive memos regarding a customer's account. There are three separate dates associated with these memos. First is the date the memo was entered. The second is the date by which the action is required to be done. Third is the date that the action was completed. These dates are used by the Credit Management reports. When you access this option from the A/R Balance Inquiry, the Need to Do memos are displayed. This screen shows customer Credit Memos that have a due date or have not been completed. Available functions: The familiar Customer Balance Inquiry function allows users to inquire into A/R. The Print function prints a report showing outstanding credit memos. Available options on the Work with Outstanding Credit Messages screen include: Edit allows you to change the text in a customer s memo. The information entered with this option can be viewed from Customer Balance Inquiry. 159

160 Display presents a memo. Set as Done sets the Date Completed as the system date and stores the system time and the User id of the person signed on. Since this screen only displays Credit Memos that have not been completed, the record is then removed from this list. Customer's Memos - allows you to work with all views for Customer Credit Memos. Different views are available for selection including an option for all memos regardless of due date or completed date. From within this screen you can Add a message and enter reminder dates. The Change View function toggles between alternate views of customer messages; To Do memos to All memos, Most Recent first. 160

161 Available functions here include: Edit Credit Info allows you to enter information pertaining to the line of credit to be made available to a customer. The ACCESS control record field Credit Mgmt Info Mnt must be set to Y to use this feature. Enter information into any fields that would enable a credit decision to be made with the information from their financial statement. Type of Business - Corporation, Partnership, Sole Proprietorship. The Prompt function is available for the Type of Business field. To specify the valid values for this field add control records CRMTOFBx, where x is a Type of Business code. Enter the Description of the code as the data value. Net Worth - Net worth of the customer obtained from the financial statement provided. Net Income - Income or Loss obtained from the financial statement. Current Ratio - Ratio of assets/liabilities from the financial statement. Last Statement Date - Date that the last financial statement was received. UCC-1 Date - Date the UCC contract was signed. Security Agreement - Answer Y or N indicating whether an agreement was entered into. Other valid values can be set up using control record CRMSECAx, where x represents a code and the data is the description of the code. A Prompt function is available for selection. COD Code - Answer Y or N if the applicant is required to pay COD. Grade - Grade of credit risk. Employer - Enter the employer name. 161

162 Credit Limit Expiration Date - Enter the date the customer's current credit limit will expire. If control record DSPCLEXD is set to Y, the customer's credit limit expiration date is displayed on the Point of Sale and Order Entry header screens. Social Security# - Social Security Number of the applicant. Co-Applicant - Name of second applicant for joint accounts. Bankruptcy Y/N - By setting the Bankruptcy Y/N field to Y, you can have a message appear on the Point of Sale and Order Entry header screens indicating that this customer is in bankruptcy. Set control record DSPBNKRP to Y to display this message for customers flagged as Bankrupt. Checks Accepted - Enter Y or N whether to allow checks to be accepted as payment. This is informational only. Letter of Credit Expiration Date - Enter the date when letter was sent. Letter of Credit Last Sales Date - Enter the date when letter was sent. A user defined Date field is also available. Set up control record CRMIEXDT with a value of Y in the first position to make this field available on the Update Credit Management Customer Info screen. You can display your own description for this date field using the next 25 characters of the control record. For example, if CRMIEXDT contained YEXTRA DATE, the screen would display the extra date field as EXTRA DATE. Use this field for any date you wish to store. Functions available on this screen include: Credit Dept Notes displays the customer s Credit Memo. Use this space for customer information. It is not displayed in Credit notes or printed on reports. 162

163 More functions for the Customer s Memo option: Here you can enter reminders for managing the account activity of customers. This is a useful tool for keeping instructions from the client regarding their account. You can use the Edit Regarding function to change the Regarding message from the previous screen. You can also use the Insert a Line function to enter messages between other lines. The Set as Done function sets the current system date in the Done on field. The Change View function, on the Work with Customers Credit Messages screen, toggles between alternate views of the customer messages. These views display customer credit information including credit limit, net worth, net income, and last statement date. 163

164 View 1 - All Memos Most Recent First This screen shows the customer selected from the previous screen with all memos and the most recent memo is first in the list. View 2 - Need to Do Memos Only This screen shows only the customers selected from the previous screen with dates of need to do. 164

165 View 3 - All with a Do by Date, Most Recent First. This screen shows all memos that have a due by date for the customers selected from the previous screen. The most recent date is listed first. Functions available while editing include: Edit Regarding - this function is used to change the text that appears on the outstanding memo screen. The Do by and Done on date fields are also accessible. After changing the text, the next Do by date can be set. Insert a line - use this function to insert a line of text in between existing lines of text. Set as done - puts the system date in the Done on field. Outstanding Credit Notes List This report prints a list of all outstanding credit notes by customer. The standard store screen and customer sort/select screens for A/R Reports are available. MADDENCO TIRES Job ID: 09/11/0913:00:30ASP03 User: U003MADDEN Pgm: rtcrmrpt Sys Time: 13:00:57 09/11/09 Sort Order: 1 Store Number: 001 Exclude Vendor's Customers: Y Outstanding Credit Notes Page: 1 Customer Regarding: Date Created To Be Done By JERRI JO BAYS Call for payment 07/20/10 07/30/ ARTIC SALES TIRES didn't pay 03/16/06 03/25/11 The customer number, name, memo associated with the transaction, date the memo was created and the To Be Done By date are included on the report. 165

166 Credit Authorization Requests The Credit Management module must be installed in order to use this feature. The Tire Dealer System can prevent Accounts Receivable billing to customers over their credit limits and/or with past due invoices. The Credit Authorization feature of Credit Management can streamline requests for credit exceptions if a customer s credit sale is denied by the system. Control record CRAUTHOR must be set to Y to indicate you are using the Credit Authorization feature. A salesman can initiate a request for additional credit or a credit exception for a customer invoice using the Request Credit function on the Point of Sale invoice line item screen. A window appears where they can enter the reason for the request. The request message is sent to the user(s) defined by control records CRAU1 CRAU5. Control record CRAU1 should contain the User ID of the credit manager first in line to receive credit request messages. Control records CRAU2 through CRAU5 can be set to the User IDs of additional personnel authorized to grant credit requests. You may set up this feature by store so that the manager of each store receives requests from his own salesmen. Up to five users per store can be notified. Note: These User profiles for users with their own AS400 must have their DELIVERY parameter set to *BREAK to allow the authorization request/approval messages to break onto the user s screen. After making a request, salesmen in Point of Sale may continue to process the invoice; however, they will not be able to close it as an On Account sale unless credit is authorized. Credit Authorizations Reason Messages You can create mandatory credit authorization exception reasons, prompt for them and make them mandatory by setting up some new control keys. 166

167 To use this feature, first set up the reason texts you would like to appear in the Credit Reason Prompt using control keys CRARSN99, where 99 is a number from 01 through 99. Each text can have up to 36 characters. When closing an invoice in Point of Sale, a Prompt function is available in the Credit Authorization Request screen. To begin using it set control key CRARSNYN to a value of Y. 167

168 If you would like the reason text to be protected set the value of control key CRARSNPR to a value of Y. When the value of control keys CRARSNYN and CRARSNPR are set to Y it will be mandatory to use the Prompt function to fill in the reason text. 168

169 Work with Credit Authorization Requests This option allows you to work with credit requests received from Point of Sale and Order Entry. If you are using our Web Services to create orders received via the Internet, a Credit Authorization request is automatically added for an A/R customer, if needed. If you have access to more than one store, the standard store number screen is displayed. You can use the Show Only to narrow the list. The default for Unauthorized is Y but if set to N or blank, all authorizations that have not updated are displayed. 169

170 Available options: Edit/Authorize allows us to review and enter an authorization amount. You may input the dollar amount for which this invoice is approved. Enter a 0 amount if you do not wish to extend any credit on this sale. If control key MCONCRAT is set to Y, the difference in the amount the customer is authorized for credit is automatically calculated and moved to the cash tender field when closing an invoice in Point of Sale. Upon entry of authorized amount, a message is sent to the requesting salesman in Point of Sale or Order Entry, where final disposition of the invoice is made. This message just informs the requestor about the authorization. A function is also available to send a message directly to the requestor (see below). You can automatically send the credit authorization granted message to up to 5 people by setting up control keys CRAG1 thru CRAG5 by store for each store. The value of these control keys will be the user id of the person to receive the message. All other options have already been covered earlier in this document. Available Functions here: Edit Customer - takes the user into Customer Maintenance. This maintenance was covered earlier in this document. The credit limit could be revised from here. A/R Inquiry - takes the user to the A/R Open Inquiry. This inquiry was covered earlier in this document. This will show what the customer currently owes. 170

171 Send Message to Requestor - This feature allows you to send a message to the person requesting the Credit Authorization. Enter the message to reply to the requestor. The user that will receive the message is displayed at the top of the screen. Memo - If control key CRPOSMMO is set to Y, you can view and enter memos associated with the Point of Sale ticket. You will need Edit Memo access to change the memo, otherwise the user can only add to the memo. This control key can be setup by user/workstation and/or store. Display Invoice From the Credit Authorization screen this option allows you to display the invoice that is requesting authorization. 171

172 Credit Authorizations Inquiry In addition to the options on the Credit Management Menu, there are several useful Credit functions in Invoice History. The Credit Authorizations Inquiry displays the Credit Requests and Authorizations updated to Invoice History. You can Start at an Invoice Number. 172

173 The Display option shows the Authorization information. The Invoice option displays the actual invoice in History. The Change View function toggles between the Requested and the Authorized amounts, user-ids and dates. It is possible that no Authorization was given and the invoice was tendered out using a different pay method. If an invoice has been voided, the customer name will show as VOID. The Invoice option displays the actual invoice in History. 173

174 Credit Authorizations Report You may print a Credit Authorizations Report from the Invoice History Report Menu. GREGSTIRES Job ID: 02/01/1116:18:52DKASP02 User: U003MADDEN Pgm: rtihcra Sys Time: 16:19:10 02/01/11 Sort Order: 1 Invoice Number Store Number: 000 Date Range 01/01/10 to 01/31/11 02/01/11 CREDIT AUTHORIZATIONS REPORT Page: 1 R E Q U E S T E D A U T H O R I Z E D INVOICE DATE STR CUSTOMER INV TOTAL DATE TIME USER AMOUNT DATE TIME USER /30/ JOHN SMITH /30/10 11:18:14 KATHY /00/ /25/ JANE ZIMMERMAN /04/10 14:50:02 U003MADDEN /00/ /21/ TRENT CO /21/10 14:40:48 U003MADDEN /00/00 test /25/ FRANK SMITH TRU /25/11 17:09:04 U003MADDEN /25/11 17:11:10 Needs to purchase now and pay later. Will mail check. The Credit Authorization function can also be setup as an option in the Operations Window. See the System Operations manual for more information on setting up Operations Window functions. 174

175 Password for Credit Approval Number If you are using the feature to ask for an Approval Number for credit invoices (CREDAPRQ is set to Y), you can now require a Salesman Number and Password to be input along with the Credit Approval Number before a credit invoice can be closed. The credit approval Password is stored in the CRA99999 control record (where is the Salesman Number). If a Salesman and Password are required, these are stored in the Invoice History file. Control record CREDAPMN contains the minimum dollar amount a credit invoice can be to NOT require input of a Salesman Number and Password. Control record CREDAPMX contains the maximum amount a credit invoice can be closed for by a user or store. If the amount of the credit invoice is greater than this maximum amount, the user will not be allowed to close the invoice. The minimum and maximum amounts can be input as positive dollar amounts up to 9 digits long. Approval information including the invoice, customer, amount, salesman and user id that approved the credit appears on the Invoice History Credit Authorizations Report. Credit Invoice Approval Report You may print a Credit Invoice Approval Report from the Invoice History Report Menu. GREGSTIRES Job ID: 02/01/1116:33:49GMCIDK01 User: U003MADDEN Pgm: rtihcri Sys Time: 16:34:14 02/01/11 Sort Order: 1 Invoice Number Store Number: 000 Date Range 01/01/01 to 12/31/10 02/01/11 CREDIT INVOICE APPROVALS Page: 1 A P P R O V A L INVOICE DATE STR CUSTOMER INV TOTAL DATE USER WRKST SLSMN /20/ JERRI JO BAYS /20/10 15:56:16 U /30/ JOHN SMITH /30/10 11:18:14 U /25/ JANE ZIMMERMAN /04/10 14:50:02 U003MADDEN END 175

176 Appendix A Terms Code Maintenance Terms are entered in control record TERM999, where 999 is replaced by the customer's terms code and contains information about the customer's terms. This control key cannot be specified by user/workstation or store. Control record TDSC999, where 999 is replaced with the Terms Code, contains the Description of the Terms Code. The above displays Net 30 without a cash discount. The Cutoff Day can be the 1st to the 31st. If a Cutoff Day is specified, then an extra month will be added to the due date of the invoice if the transaction date is past the Cutoff Day When an invoice is updated to A/R, the Terms Code used for the posting can be the Terms Code found on the Tender record s A/R customer. This allows A/R invoices to be moved to National Account or credit card company A/R accounts with more appropriate due dates for these types of transaction. To use this feature, set control record ARTNDTRM to Y. The terms consist of: percent of discount 999 number of invoices 99 number of months until first payment 99 day of month of payment 999 number of days until first payment 99 cutoff day (1st to 31st day of month) 999 days til 2nd payment 999 days til 3rd payment 999 days til next payment 999 days discount allowed 176