What s New in Accounts Receivable! By Mike Ausderan Welcome to What s New in Accounts Receivable; Once again my name is Mike Ausderan, I m a trainer at Britannia. During this webinar we will be covering some of the new features in AR and review other features that aren t exactly new but are very useful, they re just not well known. (Extra Log-In Information).
Webinar Agenda Welcome Areas We ll Explore Payment Window: List Invoices By Due Date vs. Invoice Deposit Report History Search By Invoice Number Contract View/Assign Window Ship-To Address Changes Changes in the Messages Area A Review Of Statement Printing AR Activity Report-New Detail Option Sales Statistics Report Conclusion Once again Welcome! These are the areas we will explore during this Webinar: Payment Window: List Invoices By Due Date vs. Invoice Deposit Report History Search By Invoice Number Contract View/Assign Window Ship-To Address Changes Changes in the Messages Area A Review Of Statement Printing AR Activity Report-New Detail Option Sales Statistics Report During the conclusion I will bring the email addresses back up that I showed you earlier and I ll have a few closing remarks. Well let s start the Webinar!
New Feature Payments: List Invoices By Due Date vs. Invoice Number Press F3 to Activate Options Screen Just a reminder that all of the features I am covering are indeed in the Accounts Receivable menu unless otherwise noted. I will try to mention each key stroke so you can take notes and go in to your own systems after the Webinar and try out some of these features. Most menus in Britnet now have a feature called the local profile. When activated the local profile brings up one or more options for the module you are in. All local profiles are activated by pressing the F3 key, here we see the local profile option in the Accounts Receivable module. I have pressed F3 to activate the local profile.
List Invoices By Due Date vs. Invoice Number Set This to Yes The local profile in AR has one option. Prompt to sort invoice payment window by invoice. It allows you to list your invoices in your payment window either by due date or by invoice number.
List Invoices By Due Date vs. Invoice Number Press Y to Sort Invoices by Invoice Number Once the option is turned on you get this question in the payment window. Do you wish to sort by invoice? (Due Date will default if you say NO to the question). Notice in the upper right hand corner that I have my check number 1111 and check amount in the payment window. I m going say yes to the question and sort my invoices to be paid by invoice number.
List Invoices By Due Date vs. Invoice Number Invoices are now listed by Invoice Number Notice that all the invoices in the invoice column are listed in numerical order. However the due date column is no longer in numerical order. This inconsistency between the two columns can happen as some invoices that have backordered items are not printed until after some higher numbered invoices are printed.
List Invoices By Due Date vs. Invoice Number Invoices are now listed by Due Date Listing invoices by due date may make the job of paying invoices easier because the invoices are listed in numerical order in the payment window and listed in the same format on the customer s check stub.
Deposit Report Press R For Reports The next feature I want to show you is the Deposit report. From the accounts receivable menu press R for reports.
Deposit Report Press P For Deposits Then press P for Deposits. Before we move forward let s take a minute and talk about deposits. Why are deposits useful: If you have a retail store and you have a walk in customer that wants to special order an item and you would like them to pay for the item up front; you can collect a deposit from them. For commercial dealers that sell special order furniture or custom stamps, etc, you may want your customers to at least pay a partial non-refundable deposit that will cover shipping fees etc. in case they cancel their order, then deposits are for you. You may have been reluctant in the past to take deposits because there wasn t a way to track of them, well now you can. This report will allow you to determine the date a deposit was entered and then you can check the status of the open order itself to see why it is delayed.
Deposit Report Highlight a Customer and Press Enter On The First Account To Include On The Report This is a list of all the customers who have open deposits in the system. Notice that Advanced Auctioneers has two open deposits in the system because they are listed twice. I m going to highlight ten press enter on the first deposit I want on my report.
Deposit Report Select the Last Customer To Include on the Report Next I m going to highlight and press enter on the last deposit I want on my report. Of course if I wanted to get a list of all of the open deposits I would have started at the top of the list and gone down to the last deposit on the list.
Deposit Report Here we see the deposit report listing of both of Advanced Auctioners deposits (old deposits I grant you) and that s why the date entered and invoice number is on the report so you can monitor your deposits and check on the open orders.
Customer History Search Available by Invoice Number Enter the Invoice Number You Want to Find Press F4 to Sort by Invoice Number The next feature is the Customer History option by invoice number. We ve had the customer history window in AR for many years. One of the latest enhancements gives you the ability to find customer information by invoice number. (Click) From the AR menu press H for history. By pressing the F4 key I can sort items on the history screen by PN, MFR, DESC, SALE, DATE, and Invoice number. That s how we got to this screen (Click) I m going to enter invoice number 073654.
Customer History Search Available by Invoice Number Items from selected Invoice # will now be visible. Now, all the items on invoice 73654 are together on the screen. This gives you one more way to pull up invoice information in the system. Maybe you don t want to regenerate the invoice. This gives you an alternative. I could tell the customer for example that they paid.89 for Papermate correction fluid on this invoice. Moving forward.
Contract View / Assign Window From the 2 nd Menu Select a for Contracts The next feature I want to discuss is the Contract View and Assign Window. From the first menu in AR find your customer, then in the second AR menu press A for Contracts. A little over a year ago we developed the option to view contract assignment in AR. As of version 38 we added the ability to assign customers to contracts in AR as well.
Contract View / Assign Window Press F6 to Show ALL Contracts When you first come in to this screen it lists all the contracts the customer is assigned to. If they aren t assigned to any contracts you will see a message stating that fact. (Click) Then, if you want to see a list of all of the available contracts press the F6 key.
Contract View / Assign Window Press F4 to Assign Other Contracts To assign contracts, highlight one at a time and press the F4 key to assign them.
Contract View / Assign Window Assigned Contracts will be indicated in this column Remember, contracts that are already assigned will have a check mark next to them already. So make your assignments as needed. Once you are done assigning press the F10 key to quit out of the assignment window.
Contract View / Assign Window Answer Yes to Save Contract Assignments If you are satisfied with your assignments then say Yes to save them.
Contract View / Assign Window The new Contract is now shown in the list I now have the General Line Level 4 M3 sale catalog contract assigned to this customer. How will this help you: Well when you add new customers you will not have to quit out of AR and go in to the Sales Order Entry menu to assign contracts one at a time. The main assignment window in Order Entry is still useful if you want to mass assign or unassign customers to a contract. And assignments made here in AR transfer over to the main assignment window in order entry. And assignments made in Order Entry transfer over here to AR.
Ship-To Address Info. Changes in the Ship-To Address Window Select T for Ship-To from the first A/R Menu And moving to the next topic: There have been some changes in the ship-to address field I would like to show you. (Click) From the first menu in AR select T for ship-to.
Ship-To Address Info. Select Desired Ship-To OR Press F4 to Add or Edit the Ship-To (Click) First, highlight the ship-to address to work with. I m going to choose the Accounting department. (Click) Then press F4 to bring the ship-to address up on the screen.
Ship-To Address Info. Enter Customer s Email Address Enter the Internal Address Key information The new PID field is utilized by HP Purchase Edge Change to Y if you charge for Freight The e-mail address in a ship-to address is important if the customer uses authorizers in Britlink. So, if the customer goes on line to place an order and their company has been set up to require an authorization before the order can be committed, the order gets parked and this e-mail address is used to send an e-mail to the authorizers letting them know they have an order to authorize. Now, here is the new use for this field: If you e-mail invoices you may now use this e-mail as a viable address to e-mail an invoice to, rather than the main account e-mail address. There is a setting in each customer s account in the General area allowing you to decide which e- mail address to use. So if you have 100 shipping addresses and you want to e-mail invoices directly to each location you can now do this. Previously you had just one e-mail address to send invoices to; the main e-mail address in the Messages area in the main account setting. Remember, the e-mail invoice feature is available to all Britannia dealers. There is no charge and nothing that Britannia needs to turn on. You turn the option on yourself for each customer in the General area in the customer account. (Click) Also, just a reminder about the effectiveness of the Internal Address Key. I will talk about the PID field in a moment. After the PID we will come back and talk about freight charges.
Purchase Edge Log-In Under Dealer Settings on your Britlink5 Site To Get Started I want to talk about the PID field next. PID stands for Purchase Edge Identification Number. Purchase Edge is a Hewlett Packard program. It is an incentive program for your customers to buy more HP products. It builds brand loyalty and it increases your sales. The superstores have had this program for a while, now you can use it too. You also need to turn on an option in dealer settings which will then cause a prompt to appear in Britlink5. The prompt will notify your customers that they can sign up for their PID number through your site. This logs the dealer on to HP s website.
Purchase Edge Log-On Here To Apply for an RID# You, the dealer can sign up for an RID (Reseller ID#). There is a registration area in Britlink5 under dealer settings. This is your identification number with Hewlett Packard.
Purchase Edge Turn on the Purchase Edge Prompt for Customers Here Here is where you turn on the PID option to show up on your website. Once they fill out the information they get their PID number e-mailed to them in about two to three working days.
Purchase Edge Customers can Sign Up for a PID Here Then the next time the customer places an order in Britlink, and they enter their PID number, the PID field in Britnet gets filled out automatically when the Britlink orders are pulled in to Britnet. The customer can also e-mail you or call you with their PID number and you can manually enter it in the ship-to address.
Purchase Edge Here is the screen the dealer fills out to get there PID#. The PID is a tracking number for the customer so they get credit for all of the Hewlett Packard items they purchase. Eventually they can earn enough credits or points that they can redeem them through Hewlett Packard for products like printers, fax machines, copiers, etc.
Purchase Edge When the Customer Gets Their PID# They Can Enter it Here Then the next time the customer places an order in Britlink, and they enter their PID number, the PID field in Britnet gets filled out automatically when the Britlink orders are pulled in to Britnet. The customer can also e-mail you or call you with their PID number and you can manually enter it in the ship-to address. Call our Support at 1-800-274-5245 for more information about the Purchase Edge program. (Click)
Ship-To Address Info Set Up Your Freight Charge Parameters I also want to talk about the freight charge prompt in the ship-to address. The key word is prompt or prompted. Once these parameters are set up you will be prompted with a freight charge notification; you can accept it or not. I ve set up a minimum late charge of $2.00. However, I really want to charge 5% of the sale amount. I only want to be prompted with the freight charge if the order is between $0.00 and $50.00. Of course all of these parameters can be changed as needed. Let s move on to changes in the messages area.
Other New Features Changes in the Messages Area The next features I would like to cover are the changes in the Messages area.
The Messages Area Press E for Edit From the first AR menu press F to find a customer then press E for edit.
The Messages Area Press M for Messages Then press M for messages.
The Messages Area This is a NEW option within Messages! We have had the messages area for a long time. It s best known feature allows you to enter special messages that will appear at the bottom of Invoices and/or Packing list for the customer you have selected. (Click) What is really new is the Statement Message area. This is just for this customer, the customer you have on the screen. If you put something in this field this will print at the bottom of this customer s statement no matter what other statement message options are out there. Also, just a reminder, we talked about the option to e-mail invoices to customers. We discussed using the e-mail address in the ship-to address area. The e-mail address in the messages area here is the alternate location to pull an e-mail address from to e-mail an invoice.
The Messages Area Press M for Maintenance Utilities to set up a global statement message (Click) Let s look at another area where you can set up messages to print on customer statements. From the main system menu press M for Maintenance Utilities.
The Messages Area Press S for System Set Up Then press S for System set up.
The Messages Area Press P for Invoice Printing Options Then press P for Invoice Printing Options.
The Messages Area Set to Y to use Global Message on Statements Press enter through all the options until you get to this question Use global message in place of overdue message on statements. (Click) Say yes to use the global message on statements.
The Messages Area Enter your Global Message Enter your global message. So you can either have a special statement message for a customer as we saw in the previous area and/or we can have a global message. If you have both set up the message in the customer account will override the global message.
Statement Printing Other Features Let s see how using a global message at the bottom of your statements can affect you statement printing.
Statement Printing Press S for Statements From the first AR menu press S for Statements.
Statement Printing Select Batch Print Select Batch Print
Statement Printing This prompt will only appear if you DO NOT have a Global Message set up for your statements Pause, If you have set up a global statement message you will not see this prompt during statement batch printing: Do you want Overdue Message to Print on Overdue Statements? There is only so much room at the bottom of statements and the late message and the global message cannot both appear together. Late fees that have been posted will still appear on the statements, but the overdue message will not be available if you set up a global statement message.
Other New Features Changes to the AR Activity Report The next new feature is a change to the AR Activity Report.
AR Activity Report Press R for Reports From the first AR menu press R for Reports
AR Activity Report Press A for AR Activity Report (Click) Press A for AR Activity Report. This report can be printed after you make payments/ apply credits etc. after you quit out of AR. You can also reprint the report as needed here in AR.
AR Activity Report Press D for Detailed output Press D for Detailed
AR Activity Report Set to Y for Single Customer Enter Date Range (Click)I could even print the report for a specific customer. I m going to say no to that question. (Click) I can also put in a date range. I could just enter one day or one week, I m putting in the month of February.
AR Activity Report Select which invoices you wish to show (Click) What s new here is the ability to print multiple variations of the report not just all activity at one time.you can narrow down your choices. For example, maybe I just want to print a list of the payments and leave out misc. credits and debits. It just gives you more flexibility when you print the report.
Other New Features The Sales Statistics Report Let s look at the Sales Statistics Report next.
Sales Statistics Report Go in to the desired customer account and press H for History. Before version 39 you could only view this report.
Sales Statistics Report Press R for Reports From the 1st menu in AR press R for reports.
Sales Statistics Report Press T for Sales Statistics (Click) Then press T for sales statistics.
Sales Statistics Report And there it is. The report that you could previously only view on the screen can now be printed. This is the first step towards a customer report card. This will allow you to rank your customers taking criteria like sales, credits, GP, and average discount in to consideration.
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Conclusion New Training Topics? Comments? Please email: Training@Britanniainc.com Questions about today s presentation? Please email: MikeWebinar@britanniainc.com Thank you!! New Training Topics/Other areas you would like to see covered by Webinars.