FIREHOUSE Software Accounts Receivable User's Guide

Transcription

1 FIREHOUSE Software Accounts Receivable User's Guide

2 Xerox Government Systems, LLC. All rights reserved th St., Suite 309 Urbandale, IA WSpell ActiveX Spelling Checker Wintertree Software, Inc. PDF Rasterizer.NET TallComponents BV FIREHOUSE Software is a registered trademark of Xerox Government Systems, LLC. All rights reserved. Microsoft, MS, MS-DOS, Microsoft Visual FoxPro, and Microsoft Access are registered trademarks. Windows is a trademark of Microsoft Corporation. CAMEO is a registered trademark. ipad is a registered trademark of Apple, Inc. All other products or services mentioned in this manual are identified by the trademarks or service marks of their respective companies or organizations. Xerox disclaims any responsibilities for specifying which marks are owned by which companies or organizations. FIREHOUSE Software is protected by the copyright laws that pertain to computer software. It is illegal to make copies of the Software except for backups. It is illegal to rent, lease, sublicense, or otherwise transfer any of the materials. It is illegal to remove or obscure proprietary notices. It is illegal to duplicate and distribute the Software by any other means, including electronic transmission. To protect trade secrets contained in the Software, you may not decompile, reverse engineer, dissemble, or otherwise reduce the Software to human perceivable form. You may not modify, adapt, translate, rent, lease, or create derivative works based upon the Software or any part thereof. Xerox warrants the original media are free from defects in material and workmanship, assuming normal use, for ninety (90) days from the date of purchase. Except for express warranty of the original media set forth above, Xerox grants no other warranties, express or implied, by statute or otherwise, regarding the media related materials, their fitness for any purpose, their quality, their merchantability, or otherwise. The liability of Xerox, under the warranty set forth above, shall be limited to the amount paid by the customer for the product. In no event shall Xerox be liable for any special, consequential, or other damages for breach of warranty Xerox Government Systems, LLC.- Printed in the United States. All rights reserved. No part of this work covered by copyright hereon may be reproduced in any form by any means -- graphic, electronic, or mechanical -- including photocopying, recording, taping, or storage in any information retrieval system, without the written permission of the copyright owner. ii FIREHOUSE Software Accounts Receivable Installation and User's Guide

3 Technical support FH Technical Support: Phone: , option 2 [email protected] Sales contacts Jim Brandariz Phone: , Fax: [email protected] AZ, CA, NV, OR, WA Mike Rogers Phone: , Fax: [email protected] AR, KS, LA, MO, MS, OK, TX Peter Eleftherakis Phone: , Fax: [email protected] CT, MA, ME, NH, NY, RI, VT, Ontario Forest Nace Phone: Fax: [email protected] DE, IN, KY, MD, NJ, OH, PA, VA, WV Roger DeDoncker Rebecca Sanger Phone: , ext. 1 Fax: [email protected] AK, AL, CO, GA, FL, HI, ID, IA, IL, MI, MN, MT, NC, ND, NE, NM, SC, SD, TN, UT, WI, WY, International FIREHOUSE Software Accounts Receivable Installation and User's Guide iii

4 Table of Contents Introduction 1 Activate FH Accounts Receivable 2 Configure FH Accounts Receivable 4 Assign security 4 Set administrative options for accounts, invoices, and billable events 6 Add account and invoice lookup codes 8 Add payment adjustment lookup codes for collections 8 Add invoice item lookup codes 10 Add remaining account and invoice lookup codes 16 Work with account records 17 Add a new account record 18 Open an existing account record 20 Add phone numbers, addresses, and Internet URLs to an account record 22 Add phone numbers 23 Add addresses and URLs 24 Add supplemental history to an account record 25 Work with account contacts 27 Add a contact to an account record 27 Open an existing contact on an account record 29 Edit or delete a contact on an account record 31 Add notes to a record 32 Add custom data user-defined fields to a record 33 Enter custom data in user-defined fields for a record 35 Add attachments and signatures to a record 37 Review the modification history of a record 39 Add payment responsibility to an account record 41 Add, edit, or delete an invoice on an account record 44 Add or edit a payment or refund on an account record 46 Lock an account record 48 Print an account record 49 Delete an account record 51 Merge two account records 51 Create an account record from an occupancy record 53 iv FIREHOUSE Software Accounts Receivable Installation and User's Guide

5 Install the Occupancy to Account Migration Wizard 53 Create an account record with the wizard 56 Work with invoices 59 Add a new invoice 59 Add an invoice item 61 Open an existing invoice 62 Edit or delete an invoice 64 Edit or delete an invoice item 65 Access an invoice item's billable event 66 Lock an invoice 67 Void an invoice 68 Batch-generate invoices 69 Batch-generate regular invoices 69 Batch-generate invoices with late fees 73 Automate invoice batch generation 77 Enable the automated task processor 81 Generate late fee invoices for a single account 82 View a late-fee invoice 86 View a late-fee invoice item 87 Print a single invoice 88 Print multiple invoices 89 Review the print and payment history of an invoice 91 Change an invoice's status to Open without printing 91 Send an unpaid invoice to collections 92 Recall an invoice from collections 93 Work with accounts and invoices from within billable events 94 Start from an incident or aid-given billable event 94 Start from an EMS billable event 96 Start from an occupancy billable event 99 Start from a training billable event 102 Start from a hydrant billable event 104 Work with accounts and invoices from within billable events 107 Add staff activities as billable events 110 Work with payments, credits, and refunds 111 FIREHOUSE Software Accounts Receivable Installation and User's Guide v

6 Add or edit a payment or credit adjustment 111 Open an existing payment or credit adjustment record 114 Delete a payment record 115 Print a payment record 117 Return a payment 118 Void a payment 122 Apply a refund 124 Open an existing refund record 127 Edit a refund 127 Void a refund 128 Apply a payment from collections 130 Review collection payments 132 Reconcile/close an accounting period 133 vi FIREHOUSE Software Accounts Receivable Installation and User's Guide

7 Introduction The FIREHOUSE Software Accounts Receivable User's Guide is designed to help you install, configure, and manage account, invoice, and payment records related to FH activities. The FH Accounts Receivable module consists of three parts. Account records, which contain contact information about the entity owing money to your department, and a record of money owed and paid by the entity. Invoice records, which detail the amount of money owed to your department. All invoices relate to a specific account record. Payment and credit records, which list financial adjustments applied to an account. Payment can be applied to one or more open invoices. Once the FH Accounts Receivable module is installed, you can use FH as normal, adding occupancy inspections, hydrant activities, incidents, and so forth. You can generate invoices as activities are added or through a batch-generation feature, print them, and send them to the account contact. When payments are received, you can apply the payments to the account. You can also create reports at a variety of points in the process. FIREHOUSE Software Accounts Receivable Installation and User's Guide 1

8 Activate FH Accounts Receivable Caution: If you purchased FH Accounts Receivable when you purchased FH, you can skip the steps below and continue with Configure FH Accounts Receivable, on page 4. Note: If you purchased your FH Accounts Receivable module after purchasing FH, you were sent a license activation code for Accounts Receivable through or regular mail. You will need that activation code to complete the instructions below. 1. Log in to FH as an administrator. 2. Choose Administration Activate or Update Features Online System Activation. A dialog box appears. 3. Select Enter Activation Code, and then click OK. 2 FIREHOUSE Software Accounts Receivable Installation and User's Guide

9 The Confirm Feature Activation dialog box appears. 4. In Serial Number and Activation Code, enter the serial number and code listed in the top of the license activation code document you were sent when you purchased FH Accounts Receivable. 5. Click OK. A confirmation dialog box appears, informing you that your license information has been updated. 6. Click OK. A second confirmation dialog box appears, informing you that the feature was successfully updated. 7. Click OK. 8. Continue with Configure FH Accounts Receivable, on page 4. FIREHOUSE Software Accounts Receivable Installation and User's Guide 3

10 Configure FH Accounts Receivable Once the Accounts Receivable module is activated in FH, you need to assign security, set administrative options, and add lookup codes for accounts and invoices. Assign security 1. Choose Administration Users and Security. The Feature Update dialog box may appear. If the Feature Update dialog box does not appear, the Users and Security dialog box appears. 2. (If the Feature Update dialog box appeared) Click OK. 4 FIREHOUSE Software Accounts Receivable Installation and User's Guide

11 The Users and Security dialog box appears. 3. Under User Name, select the name of a user you want to have access to the FH Accounts Receivable module, and then click Properties. The User Setup dialog box appears. 4. Click the Modules tab. 5. Under Tables, scroll down to the Invoicing and Accounts Receivable area. 6. Select or clear options for each of the rows as appropriate for that user. Information on each of the rights listed in the table is available in the FIREHOUSE Software User Guide. 7. Click Save. 8. In the Users and Security dialog box, click Close. 9. Continue with Set administrative options for accounts, invoices, and billable events. FIREHOUSE Software Accounts Receivable Installation and User's Guide 5

12 Set administrative options for accounts, invoices, and billable events 1. Choose Administration Administrative Options. The Administrative Options dialog box appears. 2. Click the Invoicing tab. 3. Under General Account/Invoicing Options, select or clear options as needed to affect all invoices in all account records. Select this Allow Modification of Open Invoices (Does not allow changes affecting dollars) To indicate this The basic invoice information can be modified, but invoice items cannot be modified after an invoice has an Open status. Note: You are not able to change any dollar amount details. Allow Modification of Notes for Invoices marked VOID or Sent to Collection Allow Modification of Notes for Payments marked VOID or Returned Notes on invoices can be modified, even if an invoice has been voided or sent to collections. Notes on payments can be modified, even if a payment has been voided or returned. 6 FIREHOUSE Software Accounts Receivable Installation and User's Guide

13 Select this Allow Application of Payments and Credits on Invoices Sent to Collection Use Account Data for EMS Billing Lookup Prompt to add Insufficient Funds Fee item when Payment marked as Returned Prompt to apply unapplied payment account or credit to new invoice To indicate this Payments and credit adjustments can be applied to an invoice even if it has been sent to collections. Partial payments leave a balance due on the invoice, until the invoice is resolved in full. The patient account number in the Patient/Victim Information dialog box is linked to account records and can be used to create invoices for EMS patient activities. An automatic prompt appears when a payment is marked as returned for insufficient funds, asking whether an insufficient fund fee should be applied. The insufficient funds invoice item appears on the invoice where the payment attempt was applied. An automatic prompt appears when a new invoice is generated on an account, and the account has a payment or credit overage on it that could be applied to the new invoice. 4. In Default Item Code for Insufficient Funds Fee, type an invoice item code, or click the lookup button and select a code from the dialog box that appears. 5. Under Require Account Responsibility for Event Types, select or clear billable event types that you want to require an account payment responsibility for. When an event type is selected, the record can not be saved unless there is a payment responsibility linking an account record with to the event record. Only select a billable event type if that event type always results in an invoice. 6. Click OK. 7. Continue with Add account and invoice lookup codes, on page 8. FIREHOUSE Software Accounts Receivable Installation and User's Guide 7

14 Add account and invoice lookup codes You can use account and invoice lookup codes to organize your account receivable information. Add payment adjustment lookup codes for collections If you will send unpaid invoices to collections, you need to add payment adjustment codes to track deductions from payments that go to outside agencies, such as collection agencies. 1. Choose Tools Lookup Tables. The Lookup Tables dialog box appears. 2. Expand Invoicing and Accounts Receivable Codes, and then select Account Collection Payment Adjustments. 3. Click Setup. The Lookup - Account Collection Payment Adjustments dialog box appears. 8 FIREHOUSE Software Accounts Receivable Installation and User's Guide

15 4. Click New. The Code for Account Collection Payment Adjustments dialog box appears. 5. In Code, enter a short text and/or number combination that is meaningful to you. 6. In Description, enter a description for the code. 7. Select Default this code in the adjustment list to default this code in the paid collection records. 8. In Adjustment % (of balance due), enter a value. Note: If there is a flat fee associated with this code, leave the value at zero and add the flat fee later when you apply payment from collections. Information on applying the payment is available in Apply a payment from collections, on page Click Save. 10. Repeat steps 4-9 for any other payment adjustment codes you would like to add. 11. Continue with Add invoice item lookup codes, on page 10. FIREHOUSE Software Accounts Receivable Installation and User's Guide 9

16 Add invoice item lookup codes Invoice item codes help you itemize invoices. Invoice item codes can be linked to event types, so that invoices created from the billable event or created via batch generation include line items and default costs based on the invoice item codes. A single billable event can include multiple invoice item lookup codes. Caution: At a minimum, add one invoice item lookup code for each billable event handled by your department. 1. (If the Lookup Tables dialog box is not already open) Choose Tools Lookup Tables. The Lookup Tables dialog box appears. 2. Under Invoicing and Accounts Receivable Codes, select Invoice Items. 3. Click Setup. The Lookup - Invoice Items dialog box appears. 4. Click New. 10 FIREHOUSE Software Accounts Receivable Installation and User's Guide

17 The Code for Invoice Items dialog box appears, set to the Links To tab. 5. In Code, enter a short text and/or number combination that is meaningful to you. 6. In Description, enter a description for the code. 7. From Group, select the name of the lookup code category you want the new invoice item code to listed under. Example: If you are creating an invoice item code for an activity at an accident scene, this would be considered an emergency medical situation, and you would select EMS to list the new code in the Lookup Tables dialog box under EMS. Note: If you select LATEFEES, the This code is used for Late Fee Invoice Processing option appears below Description, and Automatically add this item to invoices for this type of event based on and its associated menu disappear from the Links To tab. Caution: When you select LATEFEES, FH permits linking only one invoice item code to a specific billable event type, and uses that code when processing late fees for invoices associated to that billable event type. Tip: You can also create an invoice item code that is not linked to a specific billable event type when This code is used for Late Fee Invoice Processing is selected. A "generic late fee" code can be used to create late fees for unpaid invoices associated with billable event types that are not also associated with the invoice item code for late fees. FIREHOUSE Software Accounts Receivable Installation and User's Guide 11

18 8. (If it appears) Select or clear This code is used for Late Fee Invoice Processing, depending on your invoicing needs. 9. (Optional) Specify the event type and value you want to link to the invoice item code. a. Select Links to Event Type. b. From the Links to Event Type menu, select the event type option this invoice item code will link to. This event type option Incident Response EMS Response EMS Procedure EMS Medication EMS Transport Aid Given Occupancy Activity/Inspection Occupancy Inspection Violation Occupancy Permit Hydrant Activity Training Links to this billable event code Incident Type(s) Procedure Code(s) Type(s) of Service Medication Code(s) Transport Destination(s) Incident Type(s) Activity/Inspection Type(s) Inspection Violation Code(s) Permit Type(s) Hydrant Class Training Class c. (Optional) Select Automatically add this item to invoices for this type of event based on, and then do one of the following. To do this Specify the event codes which will add the invoice item code. Do this 1. From the menu, select Specific Codes. A field for the billable event code appears below Automatically add this item to invoices for this type of event based on. 2. In the field, enter or browse for a billable event code for which to add this item to invoices. Specify the condition determining when the invoice item code will be used 1. From the menu, select Custom Condition. The Custom Condition button appears. 2. Click Custom Condition. The Auto-Add Invoice Item Condition dialog box appears. 12 FIREHOUSE Software Accounts Receivable Installation and User's Guide

19 To do this Do this 3. Using this dialog box, construct an expression that will determine when the invoice item code will be used in invoices. 4. Click OK. 10. (Optional) Specify item cost calculation information. a. Click the Cost and Class tab. FIREHOUSE Software Accounts Receivable Installation and User's Guide 13

20 b. Do one of the following to specify what the cost is based on. To base the cost on this Do this A flat amount 1. From Item Cost Calculation, select Use a Specific Unit Cost. 2. In Specific Unit Cost, enter a value. A table of values 1. From Item Cost Calculation, select Calculate Unit Cost from Table. The Cost Table button appears. 2. Click Cost Table. The Item Cost Calculation dialog box appears. The columns for the table in the dialog box vary, depending on the option you selected from the Links to Event Type menu. If you selected EMS Response, EMS Procedure, Aid Given (Response), Occupancy Inspection Violation, or Staff Activity, you cannot specify the cost based on a table of values. If you selected this Amounts are based on Incident Response Property use code(s)and/or square footage EMS Medication EMS Transport Aid Given (Resource) Occupancy Activity/Inspection Dosage and administration route Loaded miles. Resource type code(s) used Property use code(s) and/or square footage Occupancy Permit Hydrant Activity Training Property use code(s) and/or square footage Hydrant activities (flow test, service, inspect, flush, or paint) performed The number of attendees 3. Use the dialog box to define the costs associated with the available values. 4. Click OK. A custom expression 1. Select Calculate Unit Cost from Custom Formula. The Cost Formula button appears. 14 FIREHOUSE Software Accounts Receivable Installation and User's Guide

21 To base the cost on this Do this 2. Click Cost Formula. The Invoice Item Cost Calculation Formula dialog box appears. 3. Using this dialog box, construct an expression that determines an amount. 4. Click OK. Specify the cost per staff hour 1. Select Calculate Unit Cost from Staff Hrs. 2. In Cost per Staff Hr, enter a value. 11. Select Allow Cost Override to allow the item cost value to be modified from the invoice. 12. (Optional) In Select Default Class, enter or browse for the invoice item class code to add for the invoice item. This code is used for tracking cost centers. 13. (If you specified a default class) Select Allow Class Override to allow the class code value to be modified from the invoice. 14. Click Save. 15. Repeat steps 4-14 for any other lookup codes you would like to add to the invoice adjustment class. 16. Continue with Add remaining account and invoice lookup codes, on page 16. FIREHOUSE Software Accounts Receivable Installation and User's Guide 15

22 Add remaining account and invoice lookup codes In the Lookup Tables dialog box, under Invoicing and Accounts Receivable Codes, you need to edit existing codes and add codes to the following lookup code categories as appropriate to your department. Lookup code category Account Contact Types Account History Account Payment Status Does this Classifies contact records added for account records. Classifies account history detail records. Identifies payment record status. Note: These codes are used by FH and you are not able to edit or add to them. Account Payment Type Account Status Invoice Item Class Invoice Status Identifies the type of payment. There are several default values, and additional values can be added. Classifies account record status. Classifies invoice items into different cost centers (revenue centers). This class is useful for reporting invoiced amount totals using printed reports. Identifies invoice status. Note: These codes are used by FH and you are not able to added to them. 1. (If the Lookup Tables dialog box is not already open) Choose Tools Lookup Tables. The Lookup Tables dialog box appears. 2. Expand Invoicing and Accounts Receivable Codes. 3. Select the name of the code category, and then click Setup. The Lookup dialog box for that code appears. 4. Click New. The Code for that code category dialog box appears. 5. In Code, enter a short text and/or number combination that is meaningful to you. 6. In Description, enter a description for the code. 7. Click Save. 8. Repeat steps 4-7 to add additional codes as needed. 9. In the Lookup dialog box for that code category, click Close. 10. Repeat steps 3-9 for the lookup code categories listed above that can be edited and added to. 11. In the Lookup Tables dialog box, click Close. 16 FIREHOUSE Software Accounts Receivable Installation and User's Guide

23 Work with account records Account records contain basic information such as contact names, addresses, notes, attachments, and more. Account records also let you define payment responsibility for the invoices, generate invoices for the billable events, track payments made, and refund overpayments when necessary. You can associate an account record with billable event records. All invoices, payment responsibility, and payments for a billable event must be linked to an account record. Invoices are created using the account record contact information, and are itemized according to the lookup codes for the invoice items. Every billable event must have a payment responsibility assigned to it. Billable events are: Incident responses Occupancy inspections/activities/violations Permit issuance Hydrant activities Training events Staff activities Invoices for an account record can be generated for: Occupancy and multiple-occupancy properties, when incident responses, occupancy activities and inspections, or permits are added to occupancy records. Department/investigating agencies, when mutual aid records are added to NFIRS incident records. Hydrants, when hydrant activities are added to hydrant records. The following entities can be assigned a payment responsibility: An occupancy A multiple-occupancy property A department/agency A hydrant Payment responsibilities can overlap, but only one payment responsibility is used when invoices are created. Payment responsibilities added from billable events take precedence, then other payment responsibilities are used. FIREHOUSE Software Accounts Receivable Installation and User's Guide 17

24 Add a new account record 1. Do one of the following: From the main FH toolbar, click Account. Choose File Accounts. (If already open) At the bottom of the Account dialog box, click New. A blank Account dialog box appears. 2. In Account Name, enter the name of the entity which owes your department money. 3. In Account ID, press the Tab key on your keyboard to have FH automatically generate an ID number for you, or enter an identification number for the account and then press Enter on your keyboard. A message dialog box appears, asking if you would like to created this new record. Note: To affect automatically generated ID numbers, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Database tab, and click the Key Values tab. You can enable or disable automatic generation, and you can change the length and format of the ID number. 4. Click Yes. A new account record is created, and the dialog box fully activates. 5. In Address Line 1, Address Line 2, and Apartment / Room, enter address information for the account. 6. For ZIP code, click the lookup button and select the zip code for the address from the lookup dialog box that appears. 18 FIREHOUSE Software Accounts Receivable Installation and User's Guide

25 City and State automatically populate to correspond to the zip code you selected. 7. (Optional) If you want to keep the record from appearing when you browse for account records, select Hide this account from lookups. Note: To find hidden records when browsing, in the lower left corner of the Query dialog box, select Show Hidden Records. 8. Click the Other tab. 9. In FDID, enter the fire department's ID number, or click the lookup button and use the dialog box that appears to select the ID number. 10. Add any or all of the following to the new account record. To do this Add supplemental history information See instructions in Add supplemental history to an account record, on page 25. Adding supplemental history information lets you track changes or query for the account in the future, based on a history code. Add phone numbers Add phone numbers, on page 23. Add addresses or Internet URLs Add contact information Add invoices and invoice items Add payments and credit adjustments Add addresses and URLs, on page 24. Add a contact to an account record, on page 27. Add a new invoice, on page 59. Add an invoice item, on page 61. Add or edit a payment or credit adjustment, on page 111. FIREHOUSE Software Accounts Receivable Installation and User's Guide 19

26 To do this Add payment responsibility See instructions in Add payment responsibility to an account record, on page 41. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in userdefined fields Add attachments and signatures 11. Click Save. Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Note: You can also add a new account record when you use an FH wizard to Create an account record from an occupancy record, as described on page 53, or when you Work with accounts and invoices from within billable events, as described on page 107. Open an existing account record 1. Do one of the following: From the main FH toolbar, click Account. Choose File Accounts. The Account dialog box appears. 2. At the bottom of the dialog box, click Browse. 20 FIREHOUSE Software Accounts Receivable Installation and User's Guide

27 The Query dialog box appears. 3. Use the dialog box to find and open an account record. The Account dialog box updates with information from the record. 4. Add or update any or all of the following parts of an account record. To do this Add supplemental history information See instructions in Add supplemental history to an account record, on page 25. Adding supplemental history information lets you track changes or query for the account in the future, based on a history code. Add phone numbers Add phone numbers, on page 23. Add addresses or Internet URLs Add addresses and URLs, on page 24. Add contact information Add a contact to an account record, on page 27. Add invoices and invoice items Add payments and credit adjustments Add payment responsibility Add a new invoice, on page 59. Add an invoice item, on page 61. Add or edit a payment or credit adjustment, on page 111. Add payment responsibility to an account record, on page 41. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures View account history modifications Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Review the modification history of a record, on page 39. FIREHOUSE Software Accounts Receivable Installation and User's Guide 21

28 Add phone numbers, addresses, and Internet URLs to an account record 1. (If one is not open already) Open an existing account record, as described on page (If it is not already selected) Click the Basic tab. 3. In the lower left corner of the dialog box, click the Phone Numbers tab. 4. Fill out the information on the tab as described in Add phone numbers, on page In the lower left corner of the dialog box, click the /Internet Addresses tab. 6. Fill out the information on the tab as described in Add addresses and URLs, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

29 Add phone numbers 1. To the right of the grid, click the add button. A new row appears at the top of the grid. 2. In the highlighted cell in the Type column, enter the appropriate phone number code, or use the lookup button and select the code from the list that appears. The row in the grid populates with data for that code. 3. In the highlighted cell in the Phone Number column, enter the phone number. 4. (If necessary) In the Extension column, enter an extension number. 5. Repeat steps 1-4 for any other phone numbers that should be included on the account record. 6. (If necessary) Delete a phone number. a. Select the phone number you want to delete. b. On the right side of the grid, click the delete button 7. (Optional, if you have multiple phone numbers) Change the order of the phone numbers in the grid. a. Select the phone number you want to move up or down in the list. b. On the right side of the grid, click the up arrow or down arrow as needed to move the phone number up or down in the list. 8. Click Save. FIREHOUSE Software Accounts Receivable Installation and User's Guide 23

30 Add addresses and URLs 1. On the right side of the tab, click the add button. A blue line appears under Address. 2. On the line, type an address or an Internet URL. 3. Repeat steps 1-2 for any other addresses or URLs that should be included on the account record. 4. (If necessary) Delete an address or an Internet URL. a. Select the address or URL you want to delete. b. On the right side of the grid, click the delete button 5. (Optional, if you have multiple addresses or URLs) Change the order of the addresses or URLs in the grid. a. Select the address or URL you want to move up or down in the list. b. On the right side of the grid, click the up arrow or down arrow as needed to move the address or URL up or down in the list. 6. Click Save. 24 FIREHOUSE Software Accounts Receivable Installation and User's Guide

31 Add supplemental history to an account record 1. (If one is not open already) Open an existing account record, as described on page (If it is not already selected) Click the Basic tab. 3. In the center of the dialog box, click Supplemental History. If no supplemental history exists yet for the account record, the Account Supplemental History Detail dialog box appears. Date and Time are automatically populated with the current date and time. If supplemental history already exists for the account record, the Supplemental History dialog box appears, listing the existing history for the account. FIREHOUSE Software Accounts Receivable Installation and User's Guide 25

32 4. (If the Supplemental History dialog box appeared) Click Add. The Account Supplemental History Detail dialog box appears 5. Select or clear Require A/R administrative rights to view to indicate if administrative rights are needed to view the account record history. 6. In Code, enter or use the lookup button to find the code corresponding to the change you are making. 7. (Optional) In Notes, enter any additional text needed to describe the change to the account record. 8. Click Save, and then click Close. The Supplemental History dialog box updates to list the new change to the account record. 9. Click Close. In the Account dialog box, the checkbox next to Supplemental History is selected to indicate that there is history for this account record, and a number appears next to the checkbox to indicate how many history records exist. 26 FIREHOUSE Software Accounts Receivable Installation and User's Guide

33 Work with account contacts You can add, edit, and delete detailed contact information for an account record. You can also attach files and signatures for the contact, add custom data user-defined fields to a contact record, and enter data for the user-defined fields. Add a contact to an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Contacts tab. 3. Near the bottom of the dialog box, click Add. The Contact Detail dialog box appears, partially populated with information from the account record. FIREHOUSE Software Accounts Receivable Installation and User's Guide 27

34 4. In Last Name, First Name, Middle Name, and Title, enter the necessary name information. 5. In Contact Type, enter a contact code or click the lookup button and use the dialog box that appears to select a contact type. 6. (If the contact person is an owner of the occupancy) Select Owner. 7. (Optional) Add any or all of the following information for a contact. To do this See instructions in Add phone numbers Add phone numbers, on page 23. Add addresses or Internet URLs Add addresses and URLs, on page 24. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page In the Account Contact Detail dialog box, click Save, and then click Close. The new contact appears in the list on the Contacts tab. 9. (Optional, if you have multiple contacts) In the Account dialog box, change the order of the contacts in the list. a. Select the contact you want to move up or down in the list. b. Below the list, near the center of the bottom of the dialog box, click the up arrow or down arrow as needed to move the contact up or down in the list. 10. In the Account dialog box, click Save, and then click Close. 28 FIREHOUSE Software Accounts Receivable Installation and User's Guide

35 Open an existing contact on an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Contacts tab. 3. Select the contact record you want to view, and then, near the bottom of the dialog box, click Open. The Contact Detail dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 29

36 4. (Optional) Add any or all of the following information for a contact. To do this See instructions in Add phone numbers Add phone numbers, on page 23. Add addresses or Internet URLs Add addresses and URLs, on page 24. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures View account modification history Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Review the modification history of a record, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

37 Edit or delete a contact on an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Contacts tab. 3. Do one or more of the following. To do this Edit existing contact information Delete a contact Do this 1. Select the contact you want to view or edit from the list. 2. Near the bottom of the dialog box, click Open. The Account Contact Detail dialog box appears, containing the information for the contact. 3. Update the fields in the dialog box as needed. Information on the fields in the dialog box is available in Add a contact to an account record, on page In the Account Contact Detail dialog box, click Save, and then click Close. 1. Select the contact you want to delete from the list. 2. Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the highlighted contact. 3. Click Yes. The contact is removed from the list on the Contacts tab. 4. In the Account dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 31

38 Add notes to a record You can add additional text information to the record for an individual account, contact, invoice, payment or credit adjustment, and refund. 1. (If it is not open already) Open the record you want to add notes to. Open an existing account record, as described on page 20. Open an existing contact on an account record, as described on page 29. Open an existing invoice, as described on page 62. Open an existing payment or credit adjustment record, as described on page 114. Open an existing refund record, as described on page Click the Notes tab. Note: This tab is the same in the Account, Contact Detail, Invoice, Payments & Credits, and Refunds dialog boxes. 3. Click in the large area in the Notes tab, and then type any extra information you want to add to the record. 4. Click Save. 32 FIREHOUSE Software Accounts Receivable Installation and User's Guide

39 Add custom data user-defined fields to a record If your department needs to capture specific data, and if the fields for recording that information are not already provided in FH, you can define additional fields for capturing the data. 1. (If it is not open already) Open the record you want to add user-defined fields to. Open an existing account record, as described on page 20. Open an existing contact on an account record, as described on page 29. Open an existing invoice, as described on page 62. Open an existing payment or credit adjustment record, as described on page 114. Open an existing refund record, as described on page Click the Other tab. Note: This tab is nearly identical on the Account, Contact Detail, Invoice, Payments & Credits, and Refunds dialog boxes. 3. Click User Fields. A prompt dialog box appears, stating that no user fields are defined yet. Note: You can add custom data fields to thecontact Detail dialog box only once. If you discover later that you need to add more custom data fields for contacts, you can add them by choosing Administration User-Defined Fields and using the User- Defined Fields Setup dialog box that appears to add additional custom data fields. 4. Click Yes. FIREHOUSE Software Accounts Receivable Installation and User's Guide 33

40 The User Fields dialog box appears, with the User Fields Toolbar over it. Note: The name of this dialog box varies slightly, depending on what kind of record you are adding fields to. Example: For account contact records, the dialog box is named Account Contact User Fields. For account records, this dialog box is named Account Master User Fields. For invoice records, this dialog box is named Invoice User Fields. 5. Use the User Fields Toolbar to add graphical user interface items for your own userdefined fields to the User Fields dialog box. Note: Information on adding user-defined fields is available in the FIREHOUSE Software Advanced Feature Reference, in "Chapter 6: User-Defined Fields." If you define any of your custom user-defined fields as required, a check appears in the Required column next to User Fields. A check appears in the Completed column if any data is entered in the custom user-defined fields for the current record. 6. Click Save. 34 FIREHOUSE Software Accounts Receivable Installation and User's Guide

41 Enter custom data in user-defined fields for a record Once custom user-defined data fields are added, you can use these fields to enter the custom data you want to capture. Information on adding user-defined fields is available in Add custom data user-defined fields to a record, on page (If it is not open already) Open the record you want to enter custom data in user-defined fields for. Open an existing account record, as described on page 20. Open an existing contact on an account record, as described on page 29. Open an existing invoice, as described on page 62. Open an existing payment or credit adjustment record, as described on page 114. Open an existing refund record, as described on page Click the Other tab. Note: This tab is nearly identical on the Account, Contact Detail, Invoice, Payments & Credits, and Refunds dialog boxes. 3. Click User Fields. Note: If any of the custom user-defined fields are required, a check appears in the Required column next to User Fields. The User Fields dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 35

42 Note: The name of this dialog box varies slightly, depending on what kind of record you are adding fields to. The contents of this dialog box depends on what user-defined data fields were added earlier. 4. Enter data for the fields in theuser Fields dialog box. 5. Click Save, and then click Close. A check appears in the check box in the Completed column next to User Fields. 6. Click Close. 36 FIREHOUSE Software Accounts Receivable Installation and User's Guide

43 Add attachments and signatures to a record 1. (If it is not open already) Open the record you want to add attachments and signatures to. Open an existing account record, as described on page 20. Open an existing contact on an account record, as described on page 29. Open an existing invoice, as described on page 62. Open an existing payment or credit adjustment record, as described on page 114. Open an existing refund record, as described on page Click the Other tab. Note: This tab is nearly identical on the Account, Contact Detail, Invoice, Payments & Credits, and Refunds dialog boxes. If any attachments or signatures are required, a check appears in the Required column next to Attachments & Signatures. 3. Click Attachments & Signatures. FIREHOUSE Software Accounts Receivable Installation and User's Guide 37

44 The Attachments & Signatures dialog box appears. 4. Use the dialog box to select files or signatures to add to the record. Note: Information on attaching files is available in the FH online Help, in the Attach Files topic. Information on capturing a signature is available in the FH online Help, in the About Signature Capture and related topics. 5. Click Close. A check appears in the check box in the Completed column next to Attachments & Signatures. A pair of numbers also appears next to the checkbox; the first number indicates the number of attachments, and the second number indicates the number of signatures attached to the record. 6. Click Close. 38 FIREHOUSE Software Accounts Receivable Installation and User's Guide

45 Review the modification history of a record 1. (If it is not open already) Open the record you want to add history to. Open an existing account record, as described on page 20. Open an existing contact on an account record, as described on page 29. Open an existing invoice, as described on page 62. Open an existing payment or credit adjustment record, as described on page 114. Open an existing refund record, as described on page Click the Other tab. Note: This tab is nearly identical on the Account, Contact Detail, Invoice, Payments & Credits, and Refunds dialog boxes. 3. Click Record Modification History. The Record Modification History dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 39

46 Note: Regardless of whether it is accessed from the Account, Contact Detail, Invoice, Payments & Credits, or Refunds dialog boxes, the Record Modification History dialog box contains the change information for that type of record. Note: If the Record Modification History dialog box does not appear, audit tracking may not be enabled in FH. To enable audit tracking, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Database tab, click the Auditing tab, select Enable detailed audit tracking, and then click OK. 4. Review the information in the dialog box, and then click Close. 5. In the Account dialog box, click Close. 40 FIREHOUSE Software Accounts Receivable Installation and User's Guide

47 Add payment responsibility to an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Payment Responsibility tab. 3. Near the bottom of the dialog box, do one of the following. Add a payment responsibility that is: Do this Not linked to anyone Click Add. Linked to a group 1. Click Add Group, and then select an option from the menu that appears. If you select Department/ Agency, the Lookup - Departments and Investigating Agencies dialog box appears. If you select any of the other options, the Query dialog box appear, filtering the list of records as appropriate for your selection. 2. Select the record or lookup code you need from the dialog box. FIREHOUSE Software Accounts Receivable Installation and User's Guide 41

48 The Account Payment Responsibility Link dialog box appears. If you clicked Add, the Responsibility Link Type is empty. If you clicked Add Group, Responsibility Link Type is already filled in and can not be changed. 4. (If Responsibility Link Type is not filled in) From Responsibility Link Type, select a record type. On the Event Types tab, the billable events for the record type you selected become active. 5. In Linked ID, type the ID associated with the record you want to link the payment responsibility to, or click the lookup button the ID. and use dialog box that appears to select 6. In Responsible From and Through, type the date range that the entity identified in and use the cal- Linked ID is responsible for payments, or click the lookup button endars that appear to specify the dates. Note: Leave Responsible From and Through blank if the entity identified in Linked ID should always be responsible for payments. Caution: If payment responsibility changes from one account record to another (Example: There has been a change of ownership), you need to modify the original account payment responsibility link record. The Through date becomes the last date the original account record is responsible for payments. You will need to add a new 42 FIREHOUSE Software Accounts Receivable Installation and User's Guide

49 account payment responsibility link record, with the Responsible From date set to the first day the new account record becomes responsible for payments. 7. Under Responsible for payment on the following event types, select or clear active options as necessary. 8. (Optional) Click the Notes tab, click in the large area in the Notes tab, and then type any extra information you want to add to the payment responsibility. 9. Click Save, and then click Close. The new responsibility information appears on the Payment Responsibility tab. 10. In the Account dialog box, click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 43

50 Add, edit, or delete an invoice on an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Invoices (All) tab. 3. (Optional) Near the bottom of the dialog box, from Status or from Pymt Resp, select an option to filter the list of invoices on the tab. The list of invoices updates to display the information that corresponds to your choice. Example: If you choose Status Paid, only invoices which have a status of paid in full are displayed in the list of invoices. Note: Only invoices with a status of Pending can be deleted. 4. Do one or more of the following. To do this Do this Add a new invoice 1. Near the bottom of the dialog box, click Add. The Invoice dialog box appears, partially populated with data from the account record. 2. Fill in the remaining fields in the dialog box as described in Add a new invoice, on page 59. The new invoice appears in the list on the Invoices (All) tab. Edit an existing invoice 1. Select the invoice you want to view or edit from the list. 2. Near the bottom of the dialog box, click Open. 44 FIREHOUSE Software Accounts Receivable Installation and User's Guide

51 To do this Do this The Invoice dialog box appears, containing the information for the invoice. 3. View and update the fields in the dialog box as needed. 4. In the Invoice dialog box, click Save, and then click Close. Delete an invoice 1. Select the invoice you want to delete from the list. 2. Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the highlighted invoice. 3. Click Yes. The invoice is removed from the list on the Invoices (All) tab. FIREHOUSE Software Accounts Receivable Installation and User's Guide 45

52 Add or edit a payment or refund on an account record Note: You are not able to delete a payment from an account record. 1. (If one is not open already) Open an existing account record, as described on page Click the Payments/Refunds tab. 3. Do one or more of the following. To do this Add a new payment Edit an existing payment 1. Under Payments, click Add. Do this The Payments & Credits dialog box appears with a new payment record, partially populated with data from the account record. 2. Fill in the remaining fields in the dialog box as described in Add or edit a payment or credit adjustment, on page 111. The new payment appears in the list on the Payments/Refunds tab. 1. Select the payment you want to view or edit from the list. 2. Near the bottom of the dialog box, click Open. The Payments & Credits dialog box appears, containing the information for the payment. 3. View and update the fields in the dialog box as needed. 4. Click Save, and then click Close. Add a 1. Under Refunds, click Add. 46 FIREHOUSE Software Accounts Receivable Installation and User's Guide

53 To do this refund Do this The Refund dialog box appears with a new refund record, partially populated with data from the account record. 2. Fill in the remaining fields in the dialog box as described in Apply a refund. The new refund appears in the list on the Payments/Refunds tab. FIREHOUSE Software Accounts Receivable Installation and User's Guide 47

54 Lock an account record 1. (If one is not open already) Open an existing account record, as described on page Click the Other tab. 3. Click Record Lock Status. The Record Lock Status dialog box appears. 4. Select or clear Lock Record to indicate the locked status of the account record. Locked Date/Time and Locked By automatically populate with values. 5. Click OK. In the Account dialog box, a check appears in the check box in the Completed column next to Record Lock Status to indicate that the record is locked. 6. In the Account dialog box, click Close. 48 FIREHOUSE Software Accounts Receivable Installation and User's Guide

55 Print an account record 1. (If one is not open already) Open an existing account record, as described on page Near the bottom of the dialog box, click Print. The Output Report To dialog box appears. 3. Specify values in the dialog box as appropriate to your needs. 4. Click OK. The Run Batch or Collated Report dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 49

56 5. (Optional) Under Forms, select or clear forms to indicate what information you want to include in the account information you will print. Tip: Click Select All or Select None to quickly clear or select the entire list of forms. 6. (Optional) Select Use these form selections as default for this type of report to set your current from selections as the default for account record printing. 7. Click OK. The Query Parameters - Account Transactions dialog box appears. 8. In the Beginning date row, in the Value column, enter the beginning of the date range you want to include when printing the account report, or click the lookup? column and use the calendar that appears to select the date. button in the 9. In the Ending date row, in the Value column, enter the end of the date range you want to include when printing the account report, or click the lookup use the calendar that appears to select the date. 10. Click Run Query. button in the? column and If any invoice or payment activity is found in the date range you specified in the Query Parameters - Account Transactions dialog box, a Statement of Account is created for the account record, and sent to the output type you selected in the Output Report To dialog box. If no invoice or payment activity is found, no Statement of Account is created. 50 FIREHOUSE Software Accounts Receivable Installation and User's Guide

57 Delete an account record Note: You can only delete an account record that does not have invoices or payments associated with it. 1. (If one is not open already) Open an existing account record, as described on page Near the bottom of the dialog box, click Delete. A confirmation dialog box appears. 3. Click Yes. The record is deleted from the FH database. Merge two account records 1. (If one is not open already) Open an existing account record, as described on page Choose Form Merge Account Master Records. The Query dialog box appears. 3. Use the dialog box to find and select an account record. The Merge Accounts dialog box appears. 4. Over the account record summaries in the dialog box, select Merge to this account over the record you want the information to end up in. By default, all information from the account record you just selected will be merged with the information in the other account record currently displayed in the Merge Accounts dialog box. If you select Merge to this account over the other account summary, the information in the account record in the Merge Accounts dialog box is merged with the account record you just selected. FIREHOUSE Software Accounts Receivable Installation and User's Guide 51

58 5. Select either Delete this Account or Hide this account to indicate what to do with the account record that is merged. Hidden records can be accessed, by default are hidden from browse and report queries. Deleted account records are permanently removed. 6. Click OK. A prompt dialog box appears, summarizing how the merge will affect the account records. 7. Carefully review the information in the dialog box, and then click Yes. The account records merge. 8. In the Account dialog box, click Close. 52 FIREHOUSE Software Accounts Receivable Installation and User's Guide

59 Create an account record from an occupancy record After you install the Occupancy to Account Migration Wizard, you can create account records from occupancy records. Install the Occupancy to Account Migration Wizard Note: You must have administrative access to install the wizard. 1. (If it is running) Close FH. 2. Insert the FH installation CD into the CD/DVD drive on your computer. The FH installation menu appears automatically. 3. Click Exit. 4. Navigate to the FH installation CD, and open the Tools directory. 5. Double-click fh7wizacc.exe. The Add-Ons & Wizards installation wizard appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 53

60 6. (Optional, if you are sure there is only one installation of FH on the machine) Select Skip automatic search for existing installations. 7. Click Next >. The Select Location screen of the wizard appears. If you did not Skip automatic search for existing installations, the installation path for the Occupancy to Account Migration Wizard is listed. If you did select Skip automatic search for existing installations, a listing of the FH installations on the computer appears. 8. Depending on whether you selected Skip automatic search for existing installations, do one of the following. Did you select it? 9. Click Next >. Do this Yes Select the FH installation directory you want to use. No (Optional) Change the installation directory for the Occupancy to Account Migration Wizard. a. Click Browse. The Select Location dialog box appears. b. Navigate to the location you want to install the Occupancy to Account Migration Wizard to. c. Click OK. 54 FIREHOUSE Software Accounts Receivable Installation and User's Guide

61 The Start Installation screen of the wizard appears, displaying the installation location for the Occupancy to Account Migration Wizard. 10. Click Next. The Installation Complete screen of the wizard appears. 11. Click Finish. FIREHOUSE Software Accounts Receivable Installation and User's Guide 55

62 Create an account record with the wizard Once you install the Occupancy to Account Migration Wizard, you can use the wizard to create account records from occupancy records. 1. Log into FH. 2. Choose Tools Wizards Occupancy to Account Migration Wizard. The Occupancy to Account Migration Wizard dialog box appears. 3. Define the source for creating account records in one of the following ways. Create account records based on the occupancy record 1. Create Accounts using the name and address information from the occupancy record. 2. (Optional) Select Add Contacts from Occup for type. 3. (If you selected Add Contacts from Occup for type) From the menu, select the type of contact in the occupancy record to draw information from for the account record. Example: An occupancy record includes two contacts: the owner of the occupancy, and the superintendent of the occupancy. To use the contact information for the superintendent on the new account record, from Add Contacts from Occup for type, select SUPER. 56 FIREHOUSE Software Accounts Receivable Installation and User's Guide

63 Create account records based on a specific type of occupancy contact detail record 1. Create Accounts based on information from a selected occupancy contact type. 2. From Contact type to convert, select the type of contact in the occupancy record to draw information from for the account record. Example: An occupancy record includes two contacts: the owner of the occupancy, and the superintendent of the occupancy. To use the contact information for the superintendent on the new account record, from Add Contacts from Occup for type, select SUPER. 3. From Select Format, choose First - Middle - Last or Last, - First - Middle to indicate how the account name will be formatted. 4. Select or clear Do not duplicate account names to indicate whether only one account record or multiple account records are created if the same first, middle, and last name is used in multiple occupancies. 5. Select or clear Use business name for account names if available to use the business name (if available) instead of a contact person's name for the occupancy. 4. From Assign default status for all accounts, select that status to apply to account records created by the wizard. 5. Click Next >. A table listing the account records that will be created appears. 6. (Optional) Click in the cells in the table and edit the information if needed. 7. (Optional) Clear the checkbox for a row in the table to exclude the item from account record creation. 8. Click Next >. FIREHOUSE Software Accounts Receivable Installation and User's Guide 57

64 A summary screen appears, listing the number of account records that the wizard will create. 9. Click Finish. A confirmation dialog box appears, informing you that accounts were created. 10. Click OK. 58 FIREHOUSE Software Accounts Receivable Installation and User's Guide

65 Work with invoices Invoices are associated with an account record, and indicate the amount an account owes your department. When an invoice is added, it includes items specified in invoice item lookup codes. Add a new invoice 1. Do one of the following: From the main FH toolbar, click Invoice. Choose File Invoicing and Payments Enter or Update Invoices. (If an account record is open) In the Account dialog box, click the Invoices (All) tab, and then near the bottom of the dialog box, click Add. The Invoice dialog box appears. Note: If Invoice dialog box was accessed from the Account dialog box, some fields are already populated with data from the account record. 2. (If necessary) In Account ID, type the account record number, or click the lookup button and use the dialog box that appears to select the account record the invoice will be associated with. Name populates with the name associated with the account ID you selected. 3. In Invoice No., press the Tab key on your keyboard to have FH automatically generate an invoice number for you, or enter a number for the invoice and then press Enter on your keyboard. FIREHOUSE Software Accounts Receivable Installation and User's Guide 59

66 Note: To affect automatically generated invoice numbers, choose Administration Administrative Options. In the Administrative Options dialog box that appears, click the Database tab, and then click the Key Values tab. You can enable or disable automatic generation, and you can change the length and format of the number on this tab. A dialog box appears, stating that the invoice number is not in the database and asking if you want to create the invoice record. 4. Click Yes. The Invoice dialog box populates with information from the account record. 5. (If necessary) In Invoice Date, type a date or click the lookup button and use the calendar dialog box that appears to select a date. 6. In Bill to Address, enter the address the invoice should be sent to. 7. Do one of the following. a. In Terms, enter the number days until the invoice is due. b. In Payment Due, type a date or click the lookup button and use the calendar dialog box that appears to select a date that payment is due by. 8. (If a purchase order is associated with the invoice) In P.O. Number, enter the number of the purchase order provided by the customer. 9. In Default Class, enter an invoice item class for invoices that will be added, or click the lookup button and use dialog box that appears to select a class. 10. Add any or all of the following to the new invoice. To do this Add invoice items to the invoice See instructions in Add an invoice item, on page 61. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page In the Invoice dialog box, click Save, and then click Close. 60 FIREHOUSE Software Accounts Receivable Installation and User's Guide

67 Add an invoice item 1. (If one is not open already) Open an existing invoice, as described on page On the right side of the dialog box, next to the item list, click the plus button to add a new invoice item. The Invoice Item dialog box appears. 3. In Item Quantity, enter the number of items this invoice refers to. Example: If the invoice covers the flow testing of two fire hydrants, in Item Quantity, enter In Item Code, enter the code for the invoice item, or click the lookup button and use the dialog box that appears to select an invoice item lookup code. The Invoice Item dialog box populates with information from the item lookup code. 5. In Item Notes, click in the large area and type any additional information the invoice item needs. 6. Click Save. The invoice item appears in the list in the Invoice dialog box. 7. (Optional) Click New to start another invoice item, and then repeat steps Click Close. 9. Repeat steps 2-6 as needed to add other items to the invoice. FIREHOUSE Software Accounts Receivable Installation and User's Guide 61

68 Open an existing invoice 1. Do one of the following: From the main FH toolbar, click Invoice. Choose File Invoicing and Payments Enter or Update Invoices. The Invoice dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an invoice record. The Invoice dialog box updates with information from the record. 4. Depending on what you want to do, continue with one of the following. To do this See instructions in Edit an invoice Edit or delete an invoice, as described on page 64. Delete an invoice Edit or delete an invoice, as described on page 64. Print an invoice Print a single invoice, as described on page 88. Review the history of an invoice Change an invoice's status Review the print and payment history of an invoice, as described on page 91. Change an invoice's status to Open without printing, as described on page 91. Void an invoice Void an invoice, as described on page 68. Lock an invoice Lock an invoice, as described on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

69 To do this See instructions in Add an invoice item Add an invoice item, as described on page 61. Edit an invoice item Edit or delete an invoice item, as described on page 65. View a late-fee invoice Delete an invoice item View a late-fee invoice, as described on page 86. Edit or delete an invoice item, as described on page 65. Add notes Add notes to a record, as described on page 32. Custom data fields (user-defined fields) Data in user-defined fields Attachments and signatures Review the invoice modification history Add custom data user-defined fields to a record, as described on page 33. Enter custom data in user-defined fields for a record, as described on page 35. Add attachments and signatures to a record, as described on page 37. Review the modification history of a record, as described on page 39. FIREHOUSE Software Accounts Receivable Installation and User's Guide 63

70 Edit or delete an invoice You can edit or delete an invoice unless: Payments have been applied. Once an invoice is paid, the invoice record cannot be modified unless the payment is marked as returned. The setting to allow modification of open invoices is disabled, and the invoice has been printed. Information on changing the setting for allowing the modification of open invoices is available in Set administrative options for accounts, invoices, and billable events, on page (If one is not open already) Open an existing invoice, as described on page Do one or more of the following. To do this Edit an invoice Delete an invoice item Do this Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the invoice. 2. Click Yes. The invoice item is deleted from the FH database, and the Invoice dialog box becomes blank. 64 FIREHOUSE Software Accounts Receivable Installation and User's Guide

71 Edit or delete an invoice item 1. (If one is not open already) Open an existing invoice, as described on page Do one or more of the following. To do this Edit an invoice item Do this 1. Select the invoice item you want to edit from the list. 2. On the right side of the dialog box, next to the item list, click the edit button. The Invoice Item dialog box appears. 3. Update the fields in the dialog box as needed. Note: To modify the total amount due, you need to add, modify, or delete individual invoice items in the dialog box. Information on the fields in the dialog box is available in Add an invoice item, on page In the Invoice Item dialog box, click Save, and then click Close. Delete an invoice item 1. Select the invoice item you want to delete from the list. 2. On the right side of the dialog box, next to the item list, click the minus (delete) button. A confirmation dialog box appears, asking if you are sure you want to delete the highlighted invoice item. 3. Click Yes. 3. Click Save, and then click Close. The invoice item is removed from the list in the Invoice dialog box. FIREHOUSE Software Accounts Receivable Installation and User's Guide 65

72 Access an invoice item's billable event Once an invoice item is linked to a billable event, you can access the billable event from the invoice item. 1. (If one is not open already) Open an existing invoice, as described on page Select the invoice item you want to view the billable event for. If the invoice item is linked to a billable event, an icon representing the event appears at the lower right corner of the invoice item list. If an icon does not appear, the invoice item is not linked to a billable event. The icon which appears corresponds to the icons in the main FH toolbar. Example: If the selected invoice item is linked to a hydrant inspection, the same fire hydrant icon seen on Hydrant in the main toolbar appears at the lower right corner of the invoice item list. If the selected invoice item is linked to an occupancy inspection, the same house icon seen on Occup in the main toolbar appears at the lower right corner of the invoice item list. 3. Hover the mouse pointer over the icon at the lower right corner of the invoice item list. A tool tip appears, containing a summary of the billable event record. Note: You must have the appropriate security settings for the billable event module to view the tool tip. 4. Click the icon. A dialog box containing the details of the billable event appears. Note: You must have the appropriate security settings for the billable event module open the dialog box with the billable event details. 5. (Optional) Edit the billable event record as needed. 6. In the billable event dialog box, click Close. 7. In the invoice dialog box, click Close. 66 FIREHOUSE Software Accounts Receivable Installation and User's Guide

73 Lock an invoice 1. (If one is not open already) Open an existing invoice, as described on page Click the Other tab. 3. Click Record Lock Status. The Record Lock Status dialog box appears. 4. Select or clear Lock Record to indicate the locked status of the account record. Locked Date/Time and Locked By automatically populate with values. 5. Click OK. In the Invoice dialog box, a check appears in the check box in the Completed column next to Record Lock Status to indicate that the record is locked. 6. In the Invoice dialog box, click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 67

74 Void an invoice 1. (If one is not open already) Open an existing invoice, as described on page Choose Form Mark Invoice As VOID. A confirmation dialog box appears, warning you that you will not be able to undo the void status change. 3. Click Yes. That status of the invoice is changed to "void," and the invoice can no longer be modified. Note: If future payments are applied toward this invoice, you will be warned that payment details will be removed. An outstanding balance for the account will be added for the amount of payments applied toward the voided invoice. 4. Click Close. 68 FIREHOUSE Software Accounts Receivable Installation and User's Guide

75 Batch-generate invoices Batch-generation lets you create a number of invoices at one time, instead of manually creating them individually. You can batch-generate regular invoices, and you can batch-generate invoices with late fees added to them. You can also add an automated task in FH to run the batch generation of invoices at regular intervals, instead of running the generation manually. Batch-generate regular invoices 1. Choose File Invoicing and Payments Batch Generate Invoices. The Batch Generate Invoices wizard appears. 2. Select the billable events that you want to review for invoice activity. 3. Under Generate invoices for qualifying unbilled events in this date range, enter the begin and end dates for the range, or click the lookup button and use the calendar dialog box that appears to select a date that payment for the invoice is due by. 4. Click Next >. FIREHOUSE Software Accounts Receivable Installation and User's Guide 69

76 If any billable events are found in the date range you specified, they are listed in the next screen of the wizard. 5. (Optional) Do any of the following. To do this See that invoice before it is officially generated View the billable event the invoice is linked to Do this 1. Select a billable event and click Preview Invoice. The Invoice dialog box appears, and you can review information that would be seen with the invoice. 2. Click Close. 1. Select a billable event and click Open Item. The dialog box corresponding to the billable event appears. 2. (If necessary) Make changes to the invoice. 3. Click Save, and then click Close. 6. In the Invoice? column, select or clear the billable events listed, to indicate which events you want to generate an invoice for. 7. Click Next >. 70 FIREHOUSE Software Accounts Receivable Installation and User's Guide

77 The next screen of the wizard appears, listing additional options you can select for the invoices you are generating. 8. Select or clear If a pending invoice already exists for the account, add items to that invoice to indicate whether the billable events should be added to an existing invoice with a status of pending. Note: If not selected, the billable events are added to a new invoice even if a pending invoice already exists. 9. (Optional) Select or clear Automatically apply any outstanding payments or credits to generated invoices to indicate whether payments or credits should be applied. Outstanding balances could exist for an account if the account has paid too much for previous invoices, or if credit memos have been previously issued. 10. Do one of the following. Select Generate Next Available Invoice Number to automatically pick the next sequential number. In Starting Invoice No., enter an invoice number. 11. In Default Terms, enter the number of days until the invoice is due. 12. In Default Item Class, enter the class for the invoice items, or click the lookup button and use the dialog box that appears to select an invoice class. Note: This value is disregarded if the class is already specified by the invoice item lookup codes. 13. Click Finish. FIREHOUSE Software Accounts Receivable Installation and User's Guide 71

78 A confirmation dialog box appears, indicating that billable events have been selected for invoice generation. 14. Click Yes. A second confirmation dialog box appears, indicating that the invoices were successfully generated. 15. Click OK. A second Batch Generated Invoices dialog box appears, listing the invoices that were generated. 16. Click Finished. 72 FIREHOUSE Software Accounts Receivable Installation and User's Guide

79 Batch-generate invoices with late fees If you set up invoice item codes to apply late fees to unpaid invoices that have exceeded their payment due date, you can generate a number of invoices with late fees associated with them at one time, instead of manually creating them individually. Information on setting up invoice item codes to apply late fees is available in Add invoice item lookup codes, on page Choose File Invoicing and Payments Batch Generate Late Fee Invoices. The Batch Generate Late Fee Invoices wizard appears. Note: The wizard appears only if there is at least one invoice item lookup code configured for late fee invoice processing. 2. Select the billable events FH should check for invoices that need late fees assessed. The invoice item code used for processing late fees for each billable event appears to the right of the event in the dialog box. 3. Click Next >. FIREHOUSE Software Accounts Receivable Installation and User's Guide 73

80 The next screen of the wizard lists all invoice records that qualify for late fees. 4. (Optional) Do any of the following. To do this Indicate which invoices to include when batch-generating late fee invoices View an invoice listed in the wizard Display the calculated amount of the late fees on the invoice Do this Select or clear the checkbox in the first column of the wizard for each invoice listed. 1. Select the invoice you want to view, and then click Open Item. The Invoice dialog box appears, displaying information about that invoice and its items. 2. (If needed) Update the fields in the Invoice dialog box, and then click Save. Information on the fields in the dialog box is available in Add a new invoice, on page Click Close. 1. Select the invoice you want to view, and then click Preview Invoice. The Invoice PREVIEW dialog box appears, displaying how the late fee invoice will appear when generated. 2. Click Close. 5. Click Next >. 74 FIREHOUSE Software Accounts Receivable Installation and User's Guide

81 The next screen of the wizard lists the number of invoices selected for late-fee processing, and the proposed number to start generating invoices with. 6. (Optional) In Specify Invoice No., enter a different invoice number to start generation from, or select Generate Next Available Invoice Number. 7. Click Finish. A confirmation message appears, listing the number of invoices selected for processing. 8. Click Yes. For active accounts with unpaid balances, FH reviews all invoices that do not have a late fee assessed, which have an open status, and in the billable event types selected on the previous screen of the wizard. A second confirmation message appears, informing you of the number of late fee invoices that were successfully generated. FIREHOUSE Software Accounts Receivable Installation and User's Guide 75

82 9. Click OK. The Batch Generated Invoices dialog box appears, listing the invoices that were created with late fee processing. 10. (Depending on whether you want to batch-generate more late fee invoices) Click either Finished or Return to Wizard. If you selected Return to Wizard, a confirmation dialog box appears asking if you would like the generate additional invoices. 11. (If the confirmation dialog box appears) Click Yes. The first screen of the wizard reappears, so that you can generate additional invoices. 76 FIREHOUSE Software Accounts Receivable Installation and User's Guide

83 Automate invoice batch generation You can set up an automated task in FH to generate invoices at a specific time and day. 1. Log into FH as an administrator. 2. Choose Administration Automated Tasks. The Automated Task Setup dialog box appears. 3. Click New. The Automated Task Properties dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 77

84 4. From Tasks to Perform, select Batch Generate Invoices. In Automated Task Name, the task name is set by default. 5. (Optional) In Automated Task Name, edit the default task name. 6. From Run How Often, select the option corresponding to how frequently you want the invoice generation task to run. Depending on which option you select, additional options may appear to the right of Run How Often. Example: If you select Weekly or Monthly, the Day and Time of Day options appear. If you select Timed, the Every option appears. 7. (If additional options appear) Specify values appropriate for the additional options. 8. The Batch Generate Invoices - Automated Task Setup wizard appears. 9. Select the billable events you want to generate invoices for during the automated task. 10. Set the date range for the automated task to run. a. Under Generate invoices for qualifying unbilled events in this date range, for the first date in the range, click the lookup button. b. In the Calendar dialog box that appears, select Dynamic Date. 78 FIREHOUSE Software Accounts Receivable Installation and User's Guide

85 The fields below Dynamic Date activate. c. Select Beginning of, and then select an option from the menu to the right of the Beginning of. d. Click OK. e. Repeat steps a-d for the second date in the range, but select End of when the fields below Dynamic Date activate. 11. Click Next >. The second screen of the wizard appears. 12. Select or clear If a pending invoice already exists for the account, add items to that invoice to indicate whether the billable events should be added to an existing invoice with a status of pending. Note: If not selected, the billable events are added to a new invoice even if a pending invoice already exists. 13. (Optional) Select or clear Automatically apply any outstanding payments or credits to generated invoices to indicate whether payments or credits should be applied. Outstanding balances could exist for an account if the account has paid too much for previous invoices, or if credit memos have been previously issued. 14. Do one of the following. Select Generate Next Available Invoice Number to automatically pick the next sequential number. In Starting Invoice No., enter an invoice number. 15. In Default Terms, enter the number of days until the invoice is due. 16. In Default Item Class, enter the class for the invoice items, or click the lookup button FIREHOUSE Software Accounts Receivable Installation and User's Guide 79

86 and use the dialog box that appears to select an invoice class. Note: This value is disregarded if the class is already specified by the invoice item lookup codes. 17. Click Finish. 18. In the Automated Task Properties dialog box, click Save, and then click Close. A dialog box prompting you to start the automated task processor appears. 19. Click No. 20. In the Automated Task Setup dialog box, click Close. 21. Continue with Enable the automated task processor, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

87 Enable the automated task processor Caution: To prevent problems with automated tasks, perform the steps below on a computer that is not normally used for normal FH data entry. 1. Choose Tools Workstation Options. The Workstation Options dialog box appears. 2. Click the Other tab, and then the Automated Tasks tab. 3. Select either Auto-Load on FIREHOUSE Software Startup or Auto-Load on Windows Startup. Auto-Load on FIREHOUSE Software Startup runs the automated task processor when someone is at the FH login screen or logged into FH. Note: If you set the automated task up as a timed task, you must select Auto-Load on Windows Startup. WARNING: Auto-Load on Windows Startup does not run the automated task processor the way a Windows task service runs. For this option, the FH automated task requires that a user always be logged into Windows on the machine running the FH task processor. 4. Click OK. 5. (If you chose Auto-Load on Windows Startup) Log off and restart your workstation, and then log in again. FIREHOUSE Software Accounts Receivable Installation and User's Guide 81

88 Generate late fee invoices for a single account Note: Accounts must be active and have open invoices that qualify for late fee invoice processing to generate invoices with late fees. The invoice items must permit adjustments and voids. 1. In the main FH toolbar, click Account. The Account dialog box appears. 2. Near the bottom of the dialog box, click the Browse, and then use the dialog box that appears to select an account record to display in the Account dialog box. 3. Choose Form Generate Late Fee Invoices. The Generate Late Fee Invoices wizard appears, listing all invoice records that qualify for late fees. 82 FIREHOUSE Software Accounts Receivable Installation and User's Guide

89 4. (Optional) Do any of the following. To do this Indicate which invoices to include when batchgenerating late fee invoices View an invoice listed in the wizard Display the calculated amount of the late fees on the invoice Do this Select or clear the checkbox in the first column of the wizard for each invoice listed. 1. Select the invoice you want to view, and then click Open Item. The Invoice dialog box appears, displaying information about that invoice and its items. 2. (If needed) Update the fields in the Invoice dialog box, and then click Save. Information on the fields in the dialog box is available in Add a new invoice, on page Click Close. 1. Select the invoice you want to view, and then click Preview Invoice. The Invoice PREVIEW dialog box appears, displaying how the late fee invoice will appear when generated. 2. Click Close. 5. Click Next >. FIREHOUSE Software Accounts Receivable Installation and User's Guide 83

90 The next screen of the wizard lists the number of invoices selected for late-fee processing, and the proposed number to start generating invoices with. 6. (Optional) In Specify Invoice No., enter a different invoice number to start generation from, or select Generate Next Available Invoice Number. 7. Click Finish. A confirmation message appears, listing the number of invoices selected for processing. 8. Click Yes. For active accounts with unpaid balances, FH reviews all invoices that do not have a late fee assessed, which have an open status, and in the billable event types selected on the previous screen of the wizard. A second confirmation message appears, informing you of the number of late fee invoices that were successfully generated. 84 FIREHOUSE Software Accounts Receivable Installation and User's Guide

91 9. Click OK. The Batch Generated Invoices dialog box appears, listing the invoices that were created with late fee processing. 10. (Depending on whether you want to batch-generate more late fee invoices) Click either Finished or Return to Wizard. If you selected Return to Wizard, a confirmation dialog box appears asking if you would like the generate additional invoices. 11. (If the confirmation dialog box appears) Click Yes. The first screen of the wizard reappears, so that you can generate additional invoices. FIREHOUSE Software Accounts Receivable Installation and User's Guide 85

92 View a late-fee invoice Once you have generated a late-fee invoice, you can view it but not change the information on it. Information on generating invoices with late fees is available in Batch-generate invoices with late fees, on page 73, and in Generate late fee invoices for a single account, on page (If one is not open already) Open an existing invoice, as described on page 62. The Invoice dialog box appears. A late-fee invoice is differentiated from regular invoices with marked with the blue text **Late Fee Invoice** in the upper right corner of the dialog box, and a No. field which displays the number of the most recent late fee assessment for the invoice. The Total, Amt Paid, and Bal Due fields display only the late fee assessment amounts, and do not include balances from the original unpaid invoice. The invoice item for the late fee is added to the list of items from the original invoice. 2. (Optional) Select the late fee invoice item in the list, and then click the LF icon that appears in the lower right corner of the dialog box. The original invoice the late-fee invoice was generated from appears. If you hover over the LF icon and do not click it, a tool tip appears displaying showing the invoice number and dates from the invoice used to create the late-fee invoice. 3. Click Cancel, and then click Close. 86 FIREHOUSE Software Accounts Receivable Installation and User's Guide

93 View a late-fee invoice item After you generate invoices which qualify for late-fee processing, you can view the late-fee invoice items added to the list of items on the original invoice. Information on setting up invoice item codes for creating late-fee invoice items is available in Add invoice item lookup codes, on page 10. Information on generating invoices that contain late-fee invoice items is available in Generate late fee invoices for a single account, on page 82, and in Batch-generate invoices with late fees, on page (If one is not open already) View a late-fee invoice, on page On the right side of the dialog box, next to the item list, click the edit button. The Invoice Item dialog box appears, displaying the details of the late-fee invoice item. Note: You are not able to edit any of the fields in the late-fee invoice item. 3. Click Close. 4. In the Invoice dialog box, click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 87

94 Print a single invoice 1. (If one is not open already) Open an existing invoice, as described on page At the bottom of the dialog box, click Print. The Reports dialog box appears. 3. Under Invoicing and Accounts Receivable Reports Invoice and Statement Print Form Sets, select the type of invoice print from to use. 4. Click Run. The Output Report To dialog box appears. 5. Click OK. The invoices is printed, and then assigned an "open" status. 6. In the Reports dialog box, click Close. 7. In the Invoice dialog box, click Save, and then click Close. 88 FIREHOUSE Software Accounts Receivable Installation and User's Guide

95 Print multiple invoices 1. Choose Reports Invoicing and Accounts Receivable Reports. The Reports dialog box appears. 2. Under Invoicing and Accounts Receivable Reports, expand Invoice and Statement Print Form Sets. 3. Select Invoices (First Printing) - Batch, and then click Run. The Output Report To dialog box appears. 4. Under Select Output Type, select an option other than Screen. FIREHOUSE Software Accounts Receivable Installation and User's Guide 89

96 5. Click OK. The Query Parameters - Invoice - First Printing - Batch Print dialog box appears. 6. Click Run Query. All invoices with a status of "pending" are printed, and the status is changed to "open and printed." 7. In the Reports dialog box, click Close. 90 FIREHOUSE Software Accounts Receivable Installation and User's Guide

97 Review the print and payment history of an invoice 1. (If one is not open already) Open an existing invoice, as described on page Click the Print & Payment History tab. 3. Under Invoice Print History, review the complete print history for the invoice. 4. Click Close. Change an invoice's status to Open without printing 1. (If one is not open already) Open an existing invoice, as described on page Choose Form Mark Invoice As Open and Printed. That status of the invoice is updated. 3. Click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 91

98 Send an unpaid invoice to collections When an invoice is not paid after a period of time, you may need to use a collections agency to collect payment. If successful, the collections agency usually retains a percentage of the payment for their services. If you receive a normal payment from the account, you must enable the Administrative Option setting Allow Application of Payments and Credits on Invoices Sent to Collection to process the payment. You can still add or modify the notes on an invoice record after the invoice is sent to collections. Caution: Once a payment is sent to collections, only an Accounts Receivables administrator or a user with FH administrative access can recall the invoice from collections. 1. (If one is not open already) Open an existing invoice, as described on page 62. WARNING: Select the invoice carefully. Once a payment is sent to collections, administrative access is required to reverse the status. 2. Choose Form Mark Invoice As Sent to Collection. A warning dialog box that the payment is about to be sent to a collection agency appears. 3. Click Yes. The Date Sent to Collection and Agency File No. fields appear in the upper right corner of the Invoice dialog box. 4. (Optional) Change the date to the left of Date sent to Collection, or click the lookup button and use the calendar that appears to select the date. 5. In Agency File No., enter the number assigned to the invoice by the collection agency. 6. In the Invoice dialog box, click Save, and then click Close. 92 FIREHOUSE Software Accounts Receivable Installation and User's Guide

99 Recall an invoice from collections Caution: Once a payment is sent to collections, only an Accounts Receivables administrator or a user with FH administrative access can recall the invoice from collections. Note: The invoice must have the status of "open" to be recalled. 1. (If one is not open already) Open an existing invoice, as described on page Choose Form Mark Invoice As Recalled from Collection. The field Date Recalled from Collection appears in the upper right corner of the Invoice dialog box. 3. (Optional) Change the date to the left of Date Recalled from Collection, or click the lookup button and use the calendar that appears to select the date. 4. In the Invoice dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 93

100 Work with accounts and invoices from within billable events When you have a billable event record open, you can: Create an invoice for the billable event Access the account with payment responsibility for the billable event Assign the payment responsibility to an existing account Create a new account and assign the payment responsibility to it Remove the payment responsibility for the billable event from the currently responsible account Start from an incident or aid-given billable event 1. In the main FH toolbar, click Incident. The NFIRS Incident Report dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an incident record. 94 FIREHOUSE Software Accounts Receivable Installation and User's Guide

101 The NFIRS Incident Report dialog box updates with information from the record. 4. Click the Other tab. Note: Near the bottom of the dialog box, a button named either Linked Account or Linked Invoice appears. If the button is named Linked Account, no invoice has been created yet for the billable event. If the button is named Linked Invoice, an invoice exists for the event. 5. Depending on the name of the button, do one of the following. To do this Work with the invoice linked to the billable event Link to or work with an account and payment responsibility for the billable event 1. Click Linked Invoice. Do this The Invoice dialog box appears, populated with data related to the billable event. 2. Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page 59. Continue with Work with accounts and invoices from within billable events, on page 107. FIREHOUSE Software Accounts Receivable Installation and User's Guide 95

102 Start from an EMS billable event Billable events that you can add from an EMS record include response, procedure, medication, and transport. Note: To work with EMS billable events, you must allow account records and invoices to use account data for EMS billing lookups. Information on enabling the EMS billing lookup is available in Set administrative options for accounts, invoices, and billable events, on page In the main FH toolbar, click EMS. The EMS/Search & Rescue Report dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an EMS record. 96 FIREHOUSE Software Accounts Receivable Installation and User's Guide

103 The EMS/Search & Rescue Report dialog box updates with information from the record. 4. Click the Patients/Victims tab. 5. From the Patients/Victims list, select the name of a patient/victim, and then click Open. The Patients/Victim Information dialog box appears. FIREHOUSE Software Accounts Receivable Installation and User's Guide 97

104 6. Click the Other tab. Note: Near the bottom of the dialog box, a button named either Linked Account or Linked Invoice appears. If the button is named Linked Account, no invoice has been created yet for the billable event. If the button is named Linked Invoice, an invoice exists for the event. 7. Depending on the name of the button, do one of the following. To do this Work with the invoice linked to the billable event Link to or work with an account and payment responsibility for the billable event 1. Click Linked Invoice. Do this The Invoice dialog box appears, populated with data related to the billable event. 2. Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page 59. Continue with Work with accounts and invoices from within billable events, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

105 Start from an occupancy billable event Billable events that you can add from an occupancy record include occupancy activity/inspections, inspection violations, and permits. 1. In the main FH toolbar, click Occup. The Occupancy dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an occupancy record. The Occupancy dialog box updates with information from the record. 4. Click the Inspections & Activities tab. FIREHOUSE Software Accounts Receivable Installation and User's Guide 99

106 5. Under Completed Inspections, select an inspection, and then click Open. The Inspection dialog box appears. 6. Click the Other tab. Note: Near the bottom of the dialog box, a button named either Linked Account or Linked Invoice appears. If the button is named Linked Account, no invoice has been created yet for the billable event. If the button is named Linked Invoice, an invoice exists for the event. 100 FIREHOUSE Software Accounts Receivable Installation and User's Guide

107 7. Depending on the name of the button, do one of the following. To do this Work with the invoice linked to the billable event Link to or work with an account and payment responsibility for the billable event 1. Click Linked Invoice. Do this The Invoice dialog box appears, populated with data related to the billable event. 2. Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page 59. Continue with Work with accounts and invoices from within billable events, on page 107. FIREHOUSE Software Accounts Receivable Installation and User's Guide 101

108 Start from a training billable event 1. In the main FH toolbar, click Training. The Training Class dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an incident record. The Training Class dialog box updates with information from the record. 4. Click the Other tab. 102 FIREHOUSE Software Accounts Receivable Installation and User's Guide

109 Note: Near the bottom of the dialog box, a button named either Linked Account or Linked Invoice appears. If the button is named Linked Account, no invoice has been created yet for the billable event. If the button is named Linked Invoice, an invoice exists for the event. 5. Depending on the name of the button, do one of the following. To do this Work with the invoice linked to the billable event Link to or work with an account and payment responsibility for the billable event 1. Click Linked Invoice. Do this The Invoice dialog box appears, populated with data related to the billable event. 2. Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page 59. Continue with Work with accounts and invoices from within billable events, on page 107. FIREHOUSE Software Accounts Receivable Installation and User's Guide 103

110 Start from a hydrant billable event 1. In the main FH toolbar, click Hydrant. The Hydrant dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open a hydrant record. The Hydrant dialog box updates with information from the record. 4. Click the Activities tab. 104 FIREHOUSE Software Accounts Receivable Installation and User's Guide

111 5. Select a hydrant activity, and then click Open. The Hydrant Activity dialog box appears. 6. Click the Other tab. Note: Near the bottom of the dialog box, a button named either Linked Account or Linked Invoice appears. If the button is named Linked Account, no invoice has been created yet for the billable event. If the button is named Linked Invoice, an invoice exists for the event. FIREHOUSE Software Accounts Receivable Installation and User's Guide 105

112 7. Depending on the name of the button, do one of the following. To do this Work with the invoice linked to the billable event Link to or work with an account and payment responsibility for the billable event 1. Click Linked Invoice. Do this The Invoice dialog box appears, populated with data related to the billable event. 2. Update the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page 59. Continue with Work with accounts and invoices from within billable events, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

113 Work with accounts and invoices from within billable events 1. (If you have done so already) Open the billable event you want to work from. Start from an incident or aid-given billable event, as described on page 94. Start from an EMS billable event, as described on page 96. Start from an occupancy billable event, as described on page 99. Start from a training billable event, as described on page 102. Start from a hydrant billable event, as described on page Near the bottom of the dialog box, click Linked Account. The Account Link dialog box appears. If the payment responsibility for the event has not yet been linked to an account, only two options in the dialog box are active. Once the payment responsibility is linked to an account, all the options in the dialog box are active. The payment responsibility is listed near the top of the dialog box. FIREHOUSE Software Accounts Receivable Installation and User's Guide 107

114 3. Depending on what you want to do, continue with one of the following. Note: The tasks below affect the account record with the payment responsibility listed at the top of the Account Link dialog box. To do this Assign the payment responsibility to an existing account Do this 1. Select Create or change the link to an existing account, and then click OK. The Query dialog box appears. 2. Select the account to bill for the event, and then click OK. The Account Link dialog box reappears, and the payment responsibility for the billable event is assigned to a different account. The name of the responsible account appears in the dialog box under The currently linked payment responsibility for this event is. Note: If No Invoice item can be found for this event. Create invoice not available at this time appears at the bottom of the dialog box, no invoice items lookup codes linking the billable event record with invoice items are available. 3. Depending on what you want to do, continue with one another of the options in the Account Link dialog box. Create a new account and assign the payment responsibility to it Create an invoice for this billable event Access the account with payment responsibility for a billable event 1. Select Create or change the link to a new account, and then click OK. A blank Account dialog box appears. 2. Fill out the fields in the Account dialog box as needed. Information on the fields in the dialog box is available in Add a new account record, on page Select Create an invoice to the currently linked account for this event, and then click OK. The Invoice dialog box appears, partially populated with information from the account record that was listed in the Account Link dialog box as having the payment responsibility. 2. Fill out the fields in the Invoice dialog box as needed. Information on the fields in the dialog box is available in Add a new invoice, on page Select View the currently linked account information, and then click OK. The Account dialog box appears, displaying information from the account record that was listed in the Account Link dialog box as having the payment responsibility. 108 FIREHOUSE Software Accounts Receivable Installation and User's Guide

115 To do this Remove the payment responsibility for this billable event from the currently responsible account Do this 2. Review and edit the fields in the Account dialog box as necessary. Information on the fields in the dialog box is available in Add or edit a payment or refund on an account record, on page Close the Account dialog box. 1. Select Remove current account link to this event, and then click OK. Remove current account link to this event becomes inactive in the dialog box, and the Revert Account button appears in the dialog box. If a payment responsibility had been previously established for the billable event, linking it to a different account, the payment responsibility is reset to the previous account. If no payment responsibility had been previously established, only Create or change the link to an existing account and Create or change the link to a new account are active are active in the dialog box, and you need to establish a payment responsibility for the billable event. 2. (Optional) Click Revert Account to restore the payment responsibility to the previous account. 3. Depending on what you want to do, continue with one another of the options in the Account Link dialog box. FIREHOUSE Software Accounts Receivable Installation and User's Guide 109

116 Add staff activities as billable events You can make an individual staff activity a billable event by associating the activity with an occupancy. The occupancy is then associated with an account record, which can have an established payment responsibility. Note: If you perform an inspection on the occupancy, and if you start a staff activity record from the inspection record, the occupancy ID from the inspection record is automatically propagated to the new staff activity record. Information on accessing accounts, invoices, and payment responsibility from within an occupancy record is available in Start from an occupancy billable event, on page In the main FH toolbar, click Activity. The Staff Activity dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open an activity record. The Staff Activity dialog box updates with information from the record. 4. Click the Public Education/Service tab. 5. In Occupancy ID, enter the occupancy ID number you want to associate the staff activity with for billing purposes, or click the lookup button and then use the dialog box that appears to select the occupancy ID number. 6. Click Save. 110 FIREHOUSE Software Accounts Receivable Installation and User's Guide

117 Work with payments, credits, and refunds You can add payments received from entities that owe the department money for services rendered. If a payment that has been made is later rescinded (for example, a check is returned for non-sufficient funds), you can cancel a payment on the account record. You can also do a credit adjustment if an invoice amount needs to be reduced, and you can refund overpayments or unapplied amounts. Accounts can still use unapplied amounts as credit for future use, but credit adjustments cannot be processed as a refund. Add or edit a payment or credit adjustment 1. Choose File Invoicing and Payments Apply Payments and Credits. The Payments & Credits dialog box appears. 2. In Account ID, enter the account ID or click the lookup button and use the dialog box that appears to select the account the payment or credit will be applied to. 3. (If necessary) In Date, enter the date the payment was made. 4. In Amount, enter the payment amount, and then press Tab or Enter on your keyboard. A prompt for creating a new payment record appears. 5. Click Yes. The Payments & Credits dialog box populates with unpaid invoice items. 6. (If this is a credit adjustment) Below Amount, select Credit Adjustment. 7. In list of invoices, in the Apply? column, indicate which invoices to apply the payment or credit adjustment to. FIREHOUSE Software Accounts Receivable Installation and User's Guide 111

118 All the invoice items 1. Select the checkbox of the row listing the invoice number. If the value you specified in Amount meets or exceeds the total amount of all the items on the invoice, all the invoice items are automatically selected. If the value you specified in Amount is less than the total amount of all the items on the invoice, a message asking you to apply the funds to specific invoice items appears. 2. (If the message appears) Click OK. 3. Select the checkboxes for the rows corresponding to the invoice items you want to apply the payment to. A specific invoice item 1. Select the checkbox for a row corresponding to the invoice item you want to apply the payment to. 2. Press the Enter key on your keyboard. The Edit Amount Allocated dialog box appears. 3. In Amount to Apply, specify a value smaller than or equal to the value in Amount, and then click OK. 112 FIREHOUSE Software Accounts Receivable Installation and User's Guide

119 Amount Applied and Amount Left to Apply update automatically. Any value displayed in Amount Left to Apply is an outstanding account balance that can be automatically applied to future invoices created for the account. 8. (Optional) Below the list of invoice items, click Auto-Apply to apply the payment or credit adjustment to the list of invoice items. The payment or credit adjustment is applied to the items in the list from top to bottom, until the amount is exhausted. 9. Below the list of invoice items, in Description, enter text that describes the payment. 10. (If this is a payment) In Type, enter the code describing the type of payment made, or click the lookup button type. and use the dialog box that appears to select the payment 11. (If the payment is by check) In Check No., enter the number on the check. 12. (If the payment is by credit card) In Authorization No., enter the authorization code issued for credit card transactions. 13. (Optional) Add any or all of the following information for a payment or credit. To do this See instructions in Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures View the payment record history 14. Click Save. Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Review the modification history of a record, on page 39. The fields in the Payments & Credits dialog box clear so that you can create the next payment or credit adjustment record. 15. Click Close. 16. In the Account dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 113

120 Open an existing payment or credit adjustment record 1. Choose File Invoicing and Payments Apply Payments and Credits. The Payments & Credits dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. Use the dialog box to find and open a payment record. The Payments & Credits dialog box updates with information from the record. 4. Depending on what you want to do, continue with one of the following. To do this Add or edit a payment or credit adjustment See instructions in Add or edit a payment or credit adjustment, on page 111. Delete a paymment Delete a payment record, on page 115. Send unpaid invoices to collections Send an unpaid invoice to collections, on page 92. Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures View the payment record history Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Review the modification history of a record, on page FIREHOUSE Software Accounts Receivable Installation and User's Guide

121 Delete a payment record 1. (If one is not open already) Open an existing account record, as described on page Click the Payments/Refunds tab. 3. Under Payments, select the payment that you want to delete, and then click Open. The Payments & Credits dialog box appears, containing information for that payment. FIREHOUSE Software Accounts Receivable Installation and User's Guide 115

122 4. In the list of invoices, in the Apply? column, clear any invoices which the payment is applied to. 5. Click Save, and then click Close. 6. Under Payments, select the payment that you want to delete, and then click Open again. The Payments & Credits dialog box reappears, and now the Delete button in the dialog box is active. 7. Select the payment you want to delete, and then click Delete. A dialog box appears, prompting you to confirm the deletion. 8. Click Yes. The payment record is deleted. 116 FIREHOUSE Software Accounts Receivable Installation and User's Guide

123 Print a payment record 1. (If one is not open already) Open an existing payment or credit adjustment record, on page Near the bottom of the dialog box, click Print. The Reports dialog box opens, expanded to display the types of payment reports. 3. Under Invoicing and Accounts Receivables Reports Payment Reports, select payments you want to print, and then click Run. The Output Report To dialog box appears. 4. Specify values in the dialog box as appropriate to your needs. 5. Click OK. The FH Report Designer runs, and the report is sent to the output type you specified. FIREHOUSE Software Accounts Receivable Installation and User's Guide 117

124 Return a payment You can cancel a payment that has been received, added, and is then returned (for example, a check is returned for non-sufficient funds). Caution: Do not mark a payment from a client who has overpaid as returned. Overpayments (like duplicate checks sent for one invoice) should be sent back to the client without adding a payment for the invoice, and add notes to the invoice or account record about the returned payment. If a payment is made on the invoice, refund the payment instead of returning it. Information on adding notes to the invoice or account record is available in Add notes to a record, on page 32. Information on refunding a payment is available in Apply a refund, on page Choose File Invoicing and Payments Apply Payments and Credits. The Payments & Credits dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. From Select a Query, choose Find Payment from Account. 118 FIREHOUSE Software Accounts Receivable Installation and User's Guide

125 The Query Parameters - Find Payments from Account dialog box appears. 4. In the? column next to the Value column, click the lookup button and use the dialog box that appears to select an account record. 5. In the Query Parameters - Find Payments from Account dialog box, click Run Query. The Query - Find Payments from Account dialog box populates with the payments made on that account record. FIREHOUSE Software Accounts Receivable Installation and User's Guide 119

126 6. Select the payment you want to cancel, and then click OK. WARNING: Select the payment to cancel carefully. Once a payment is marked as returned, you can not reverse the returned status. If you accidentally select the wrong payment to return, you will need to add new payment for the same amount as the amount you canceled. The Payments & Credits dialog box populates with information about that payment. 7. Choose Form Mark Payment As Returned (Unpaid). A warning dialog box that the payment is about to be marked as canceled appears. 8. Click Yes. Another dialog box appears, asking if you would like to add an insufficient funds fee to the invoice. 9. (If adding an insufficient funds fee) Do the following. a. Click Yes. The Add Insufficient Funds Fee dialog box appears. b. Click Add Fee. 120 FIREHOUSE Software Accounts Receivable Installation and User's Guide

127 The Invoice Item dialog box appears. c. Fill out the fields as necessary to add an insufficient funds fee invoice item. d. Click Save, and then click Close. 10. (If not adding an insufficient funds fee) Click No. A confirmation dialog box appears, indicating that the payment is marked as returned. 11. Click OK. The statement This payment has been marked returned appears in red text, near the top and center of the Payments & Credits dialog box, and the Date Returned field appears. 12. (Optional) Change the date to the left of Date Returned, or click the lookup button and use the calendar that appears to select the date. 13. In the Payments & Credits dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 121

128 Void a payment 1. Open an existing payment or credit adjustment record, on page Choose Form Mark Payment As VOID Payment. A warning dialog box that the payment is about to be voided appears. 3. Click Yes. A prompt dialog box appears, asking if you would like to add an insufficient funds fee item to the invoice. 4. (If adding an insufficient funds fee) Do the following. a. Click Yes. The Add Insufficient Funds Fee dialog box appears. b. Click Add Fee. 122 FIREHOUSE Software Accounts Receivable Installation and User's Guide

129 The Invoice Item dialog box appears. c. Fill out the fields as necessary to add an insufficient funds fee invoice item. d. Click Save, and then click Close. 5. (If not adding an insufficient funds fee) Click No. A confirmation dialog box appears, indicating that the payment is marked as void. 6. Click OK. The statement This payment has been marked VOID appears in red text, near the top and center of the Payments & Credits dialog box. 7. In the Invoice dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 123

130 Apply a refund 1. (If one is not open already) Open an existing account record, as described on page In the lower right corner of the Account dialog box, check the amount listed under Account Balance. 3. (If the amount is negative) Click the Payments/Refunds tab. 4. Under Refunds, click Add. 124 FIREHOUSE Software Accounts Receivable Installation and User's Guide

131 The Refund dialog box appears, and the maximum amount that can be refunded for the account is listed in red text near the top of the dialog box. 5. (If necessary) In Date, enter the date the refund was made, or click the lookup button and then use the calendar that appears to select the date. 6. In Amount, enter the amount to be refunded. A confirmation dialog box appears, asking if you want to create a new record for the refund. 7. Click Yes. The Refund dialog box updates with unapplied payment information. 8. In list of invoices, in the Apply? column, indicate which payments to apply the refund to. 9. Below the list of payments, in Description, enter text that describes the refund. 10. In Type, enter the code describing the type of refund made, or click the lookup button and use the dialog box that appears to select the refund type. FIREHOUSE Software Accounts Receivable Installation and User's Guide 125

132 11. (If issuing the refund with a check) In Check No., enter the number on the refund check. 12. (If issuing the refund to a credit card) In Authorization No., enter the authorization code issued for credit card transactions. 13. Depending on what you want to do, continue with one of the following. To do this See instructions in Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures 14. Click Save. Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. The fields in the Refund dialog box clear so that you can issue another payment, if needed. 15. Click Close. The refund appears on the Payments/Refunds tab. 16. In the Account dialog box, click Close. 126 FIREHOUSE Software Accounts Receivable Installation and User's Guide

133 Open an existing refund record 1. (If one is not open already) Open an existing account record, as described on page Click the Payments/Refunds tab. 3. Under Refunds, double-click the refund record you want to open. The Refund dialog box appears. 4. Depending on what you want to do, continue with one of the following. To do this Edit a refund Edit a refund, on page 127. See instructions in Add notes Add notes to a record, on page 32. Add custom data fields (user-defined fields) Add data in user-defined fields Add attachments and signatures Add custom data user-defined fields to a record, on page 33. Enter custom data in user-defined fields for a record, on page 35. Add attachments and signatures to a record, on page 37. Edit a refund 1. (If one is not open already) Open an existing refund record, as described on page Update the fields in the Refund dialog box as needed. Information on the fields in the dialog box is available in Apply a refund, on page 124. FIREHOUSE Software Accounts Receivable Installation and User's Guide 127

134 Void a refund Note: If the payment that the refund is applied to is set to VOID, the refund is also set to VOID because there is no longer a payment to apply it to. 1. (If one is not open already) Open an existing account record, as described on page Click the Payments/Refunds tab. 3. Under Refunds, select the refund you want to void, and then click Open. The Refund dialog box appears. 128 FIREHOUSE Software Accounts Receivable Installation and User's Guide

135 4. Choose Form Mark Payment As VOID Payment. A warning dialog box that the refund is about to be voided appears. 5. Click Yes. The statement This refund has been marked VOID appears in red text, near the top and center of the Refund dialog box. 6. In the Refund dialog box, click Close. 7. In the Account dialog box, click Save, and then click Close. FIREHOUSE Software Accounts Receivable Installation and User's Guide 129

136 Apply a payment from collections When a collection payment is entered, the invoice is considered to be paid in full and is listed as fully paid in history records. In the Reconcile/Close Accounting Period dialog box, the actual amount of payment from collections is added to the Cash Received calculation and the remaining amount is added to the Adjustments/Credits calculation. 1. Choose File Invoicing and Payments Resolve Collections. The Collection Payments dialog box appears. 2. In the Apply column, select the checkbox for the invoice that payment corresponds to. The Collection Payment Detail dialog box appears. 130 FIREHOUSE Software Accounts Receivable Installation and User's Guide

137 3. In Description, enter text describing the collection payment. 4. In Date, enter the date, or click the lookup button and use the calendar that appears to select the date for the payment. 5. To the right of the Adjustments table, click the add button. A new row appears in the Adjustments table. 6. In the Code column, click in the highlighted field and enter an adjustment code, or click the lookup button adjustment code. and use the lookup dialog box that appears to select the payment Values in the Collection Payment Detail dialog box update to reflect the information related to the code. The collection agency may charge a flat fee, or charge a default percentage of the invoice as a commission. The amount charged is listed in Total Adjustments, and the net received by department appears in Amount Received. 7. (Optional) In the Amount column, click the amount for the adjustment and change the amount, or click the calculator icon new amount. 8. Click OK. and use the calculator that appears to calculate a 9. In the Collection Payments dialog box, repeat steps 2-8 for each of the collection payments listed. 10. Click Save. FIREHOUSE Software Accounts Receivable Installation and User's Guide 131

138 Review collection payments 1. Choose File Invoicing and Payments Apply Payments and Credits. The Payments & Credits dialog box appears. 2. At the bottom of the dialog box, click Browse. The Query dialog box appears. 3. From Select a Query, choose List Payments with No Remaining Balance. The Query dialog box updates to list all paid-in-full invoices. 4. Select the collection payment you want to review, and then click OK. The Payments & Credits dialog box populates with information from the collection payment, and the Collection Detail button appears in the dialog box. 5. Click Collection Detail. The Collection Payment Detail dialog box appears, displaying information about the payment. 6. Click OK. 7. In the Payments & Credits dialog box, click Close. 132 FIREHOUSE Software Accounts Receivable Installation and User's Guide

139 Reconcile/close an accounting period The sum of your payments from all account records, less any withdrawals, are tracked by FH. You should also maintain a record of payments that have been deposited to the a bank. If your department receives a balance statement from the bank, you should reconcile/close an accounting period after all payments have had time to clear. 1. Choose File Invoicing and Payments Reconcile/Close Accounting Period. The Reconcile/Close Accounting Period dialog box appears. 2. (Optional) In Statement Date, enter a date, or click the lookup button and then use the calendar dialog box that appears to select a date. 3. Under Invoices, in the R column, select each of the invoices to reconcile. In the lower right corner of the dialog box, the sum of the reconciled invoices appears in Invoices. The selected invoices are locked from future changes. 4. Under Payments/Credits, in the R column, select each of the payments or credits to reconcile. 5. Review the calculations in the lower right corner of the dialog box. This field Beginning Balance Invoices Cash Received Adjustments/Credits Ending Balance Represents this The balance carried from the last accounting period. The sum total of invoices to reconcile. The sum total payments received to reconcile. The sum total of credit adjustments and amounts written off (for example, money paid to collection agencies). Beginning Balance plus Invoices, minus Cash Received and Adjustments/Credits. FIREHOUSE Software Accounts Receivable Installation and User's Guide 133

140 6. (Optional) Do any of the following. To do this Add a payment 1. Click New Payment. Do this The Payments & Credits dialog box appears. 2. Follow the instructions in Add or edit a payment or credit adjustment, as described on page 111, to fill out the dialog box. Add an invoice 1. Click New Invoice. The Invoice dialog box appears. 2. Follow the instructions in Add a new invoice, as described on page 59, to fill out the dialog box. 7. Click Finish to apply the values in the dialog box. A warning message stating that once the reconciliation statement is saved, it can no longer be modified or deleted appears. 8. Click Yes. Selected invoices and payment/credit records are locked from future changes. Note: If you reconcile a specific invoice and there are outstanding amounts left to pay on it, you must apply the outstanding invoice amount when you Batch-generate regular invoices, as described on page FIREHOUSE Software Accounts Receivable Installation and User's Guide