AMCOM SOFTWARE ACCOUNTS RECEIVABLE DAILY WORK ITEM LEVEL Checklist... 2 General Screen Layout... 3 Enter/Edit Invoices... 4 Enter/Edit CR Memos... 7 Print Invoices... 10 Print Daily Sales... 11 Post Invoices... 12 Enter Payments... 13 Print Pymts Report... 14 Post Payments... 15 List & Post to GL... 15 Amcom Data Processing, Inc. provides the material in this document as is, without warranty of any kind, either expressed or implied. Amcom may make changes and/or improvements in the program(s) described in this document at any time, without notice. This product could contain technical inaccuracies or typographical errors. Changes are routinely made to the information herein, which will be incorporated, into the new editions of the publication. Brand name, company names and product names are trademarks or registered trademarks of their respective companies.
CHECKLIST This checklist is used to track the progress of training. After each section of the booklet is completed, please check off the correct section. This form must be signed by the trainer, and trainee, and returned to Amcom. Enter / Edit Invoices Enter / Edit Cr Memos Print Invoices Print Daily Sales Post Invoices Enter Payments Print Pymts Report Post Payments List & Post to GL Trainer: Date: Trainee: Date: 2 Rev.042105
To get an overview of location of buttons. GENERAL SCREEN LAYOUT Main Menu Items. Clicking on a main menu item, will open the sub-menu item on the left of the screen. Sub-Menu Item. Clicking on a submenu item, will open the entry screen on the software. 3 Rev.042105
ENTER/EDIT INVOICES To enter new customer charges not entered in Daily Books, or to Edit customer charges entered. 2. From the Sub-Menu list single click on Enter/Edit Invoices. If entering a new customer charge continue with step #3 If editing an existing charge skip to step# 17 3. Enter or Search for the Customer Reference. 4. Enter the Date of the charge. 5. Click on the Accept button. 6. Enter or Search for the Sales Category. 7. Type a Description for the charge. 8. Enter a 1 in the Qty Ordered, and Qty Shipped fields. 9. Enter the amount of the charge in the Price field. 10. Click on the Non-stock checkbox. 11. Click the Accept button. 12. Repeat from step #6 for any other charges for this customer. 13. Click on Finish button when all Charges have been entered. 4 Rev.042105
14. Click the Accept button. 15. Click Yes to enter comments that will print on the customers statement, or click No not to enter any comments. 16. Repeat from step #3 for any other charges for a different customer. Note: Steps below are to edit a charge that was already entered. 17. Click on the Find button. 5 Rev.042105
18. From the search window highlight the entry that needs to be edited. 19. Click the Ok button. 20. Click on the 2-Invoice Detail tab at the top of the window. 21. From the bottom selection window, highlight the entry that needs to be changed. 22. Change the amount of the charge in the Price field. 23. Click on the Update button. 24. Click on the Finish button. 6 Rev.042105
25. Click on the Close button. 26. Repeat from step #1 to edit any other charges. ENTER/EDIT CR MEMOS To enter new customer credit memos not entered in Daily Books, or to edit credit memos previously entered. 2. From the Sub-Menu list single click on Enter/Edit CR Memos. If entering a new Credit Memo continue with step #3 If editing an existing Credit Memo skip to step# 17 3. Enter or Search for the Customer Reference. 4. Enter the Date of the charge. 5. Click on the Accept button. 7 Rev.042105
6. Enter or Search for the Sales Category. 7. Type a Description for the charge. 8. Enter a -1 in the Qty Ordered, and Qty Shipped fields. 9. Enter the amount of the credit memo in the Price field. 10. Click on the Non-stock checkbox. 11. Click the Accept button. 12. Repeat from step #6 for any other credit memos for this customer. 13. Click on Finish button when all credit memos have been entered. 14. Click the Accept button. 15. Click Yes to enter comments that will print on the customers statement, or click No not to enter any comments. 16. Repeat from step #3 for any other credit memos for a different customer. 8 Rev.042105
Note: Steps below are to edit a charge that was already entered. 17. Click on the Find button. 18. From the search window highlight the entry that needs to be edited. 19. Click the Ok button. 20. Click on the 2-Invoice Detail tab at the top of the window. 9 Rev.042105
21. From the bottom selection window, highlight the entry that needs to be changed. 22. Change the amount of the charge in the Price field. 23. Click on the Update button. 24. Click on the Finish button. 25. Click on the Close button. 26. Repeat from step #1 to edit any other credit memos. PRINT INVOICES (OPTIONAL) To print a copy of a individual charge receipt for the customer. 2. From the Sub-Menu list single click on Print Invoices. 10 Rev.042105
3. Click on the Generate button. 4. Click on the Print button to print the report to your printer. (make sure you select your printer if needed) 5. Click on the Close button to close the report screen. PRINT DAILY SALES (OPTIONAL) To print a report of individual charges and credits for all customers. 2. From the Sub-Menu list single click on Print Daily Sales. 11 Rev.042105
3. Click on the Generate button. 4. Click on the Print button to print the report to your printer. (make sure you select your printer if needed) 5. Click on the Close button to close the report screen. POST INVOICES To lock customer charges so they print on the customer s statements. Also once posted they can not be changed. 2. From the Sub-Menu list single click on Post Invoices. 12 Rev.042105
3. Click on the Yes button. 4. You will see the screen to the right as the invoices are being posted. To enter payments received from a customer. ENTER PAYMENTS 2. From the Sub-Menu list single click on Enter Payments. 3. Enter or search for the customer s name in the Name field. 4. Enter the date of the payment in the Date field. 5. If available enter the Check Number from the payment. 6. Enter the Amount Paid. 7. Click on the Accept button. 8. Repeat from step# 3 for all payments. 9. When all payments are entered click on the Close button. 13 Rev.042105
To get a report of all payments entered. PRINT PYMTS REPORT 2. From the Sub-Menu list single click on Print Pymts Report. 3. Click on the Generate button. 4. Click on the Print button to print the report to your printer. (make sure you select your printer if needed) 5. Click on the Close button to close the report screen. 14 Rev.042105
POST PAYMENTS To lock customer charges so they print on the customer s statements. Also once posted they can not be changed. 2. From the Sub-Menu list single click on Post Payments. 3. Click on the Yes button to Post your payments. 4. You will see the screen to the right as the payments are posting. LIST & POST TO GL (Only if using General Ledger) To post Accounts Receivable information to your General Ledger. 2. From the Sub-Menu list single click on Post Payments. 15 Rev.042105
3. Click on the Preliminary Listing button. 4. Click on the Print button to print the report to your printer. (make sure you select your printer if needed) 5. Click on the Close button to close the report screen. 6. Click on the Post to General Ledger button. 7. You will see the screen to the right as the information is posting. 8. Click on the Close button when done posting. 16 Rev.042105