Memorized Transactions

CLIENT BOOKKEEPING SOLUTION ACCOUNTS RECEIVABLE Memorized Transactions version 2007.x.x

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Contents Setting Up Memorized Transactions in CBS Accounts Receivable... 1 Receivable Transactions window... 3 Type field... 3 ID / Customer fields... 4 General, Shipping, Items, and Computations tabs... 4 Memorized Transaction tab... 4 ID... 4 Frequency... 5 Base recurrence on... 5 Default for newly selected customers... 5 Set Overrides... 8 Select Customers... 8 Setting up a memorized transaction from an existing transaction... 9 Creating Transactions From a Memorized Transaction... 11 Creating transactions from an On Demand memorized transaction... 11 Using the memorized transaction ID... 11 Using the Create On Demand Transactions command... 11 Creating transactions from a calendar-frequency memorized transaction... 13 Maintaining and Updating Memorized Transactions... 15 Tasks / Receivable Transactions / Memorized Transaction tab... 15 Other tabs in the Tasks / Receivable Transactions window... 15 Voiding or deleting transactions created from a memorized transaction... 16 Customer account status and credit limit... 16 Memorized Transactions in CBS Accounts Receivable iii

Contents iv Memorized Transactions in CBS Accounts Receivable

Setting Up Memorized Transactions in CBS Accounts Receivable You can use the memorized transactions feature in Client Bookkeeping Solution (CBS) Accounts Receivable to set up transaction templates for your accounts receivable transactions. In CBS, a memorized transaction contains information for part of a transaction that you can recall whenever you re entering similar transactions. Following are examples of situations in which you may want to set up memorized receivable transactions. You are a condo association that charges the same amount for dues each month. You have customers who purchase the same goods or services each month, but the quantities or amounts charged for those good/services may change. You charge some customers monthly or quarterly retainers that are always for the same amount. You have an unusual transaction that would benefit from a preset template. Once you set up a memorized transaction, you can have CBS use these memorized transactions to create new transactions based on the frequency you specify, or you can recall the memorized data in the Receivable Transactions window for an On Demand transaction. You can include as much or as little default information as you want in the memorized transaction record. This saves time during data entry and helps prevent data-entry errors because some of the transaction information is already entered for you. To set up a new memorized transaction, follow the steps below. 1. Open the Receivable Transactions window by choosing Tasks / Receivable Transactions. 2. In the Receivable Transactions window, click the Options button or choose Edit / Receivable Data Entry Options. Memorized Transactions in CBS Accounts Receivable 1

Setting Up Memorized Transactions in CBS Accounts Receivable 3. In the Receivable Data Entry Options dialog, click the Memorized option in the Set data entry mode group box. Notes CBS will remain in the Memorized Transaction mode until you close the Receivable Transactions window or until you choose the Normal option in the Receivable Data Entry Options dialog. All transactions that you enter and save while in Memorized Transaction mode are saved as memorized transactions (indicated by an M in the Status column of the Receivables listview pane). Memorized transactions are not available for normal selection, printing, or reporting. You can generate the Memorized Transaction List to view the list of memorized receivable transactions you have set up in CBS. 4. Click OK to return to the Receivable Transactions window. Notice that the window now includes the Memorized Transaction tab. 2 Memorized Transactions in CBS Accounts Receivable

Setting Up Memorized Transactions in CBS Accounts Receivable Receivable Transactions window All of the fields in the Receivable Transactions window are available for memorized receivable transactions. Note: If you select specific quantities or other information on the memorized transaction record, you can change these values as necessary on the transactions that are created from the memorized transaction, as long as you did not mark the Create as final checkbox when you saved the memorized transaction. Type field You can create a memorized transaction for any receivable transaction type. The available types are: I Invoice O COD, payment F Finance charge P Coupon, payment M Credit memo, payment R Credit card, payment C Cash, payment W Write-off, payment K Check, payment Memorized Transactions in CBS Accounts Receivable 3

Setting Up Memorized Transactions in CBS Accounts Receivable ID / Customer fields If you will use this memorized transaction for a particular customer, select the customer s ID from the ID drop-down list. If you will use this memorized transaction for several different customers, leave the ID field blank. You can select the customer ID when you create the transaction for those customers. If you will use this memorized transaction for a specific group of customers, leave the customer ID field blank and then select the customers by clicking the Select Customers button on the Memorized Transactions tab. General, Shipping, Items, and Computations tabs Use the General, Shipping, Items, and Computations tabs to enter transaction information just as you would for a normal receivable transaction. The program will recall this information when it creates transactions from this memorized transaction. The tabbed pages available in the Tasks / Receivable Transactions window depend on the type of transaction selected and on the tabbed pages you chose to hide (if any) in the Receivable Data Entry Options dialog. If you know that you will not need to modify data in any of the amount fields after the transaction has been created, mark the Create as Final checkbox on the Memorized Transaction tab. CBS will save the transactions as final when it creates them. Memorized Transaction tab Use the fields in the Memorized Transaction tab to enter specific information about how CBS should handle the transactions created from this memorized transaction. This includes selecting the customers for whom the transactions should be created, the frequency at which to create the transactions, etc. ID Use the ID field on the Memorized Transaction tab (as opposed to the ID field at the top of the Receivable Transactions window) to specify a unique ID (up to 43 alphanumeric characters) for this memorized transaction. This ID will be used to identify the memorized transaction. When CBS is in Normal mode (as opposed to Memorized Transaction mode), the MT ID field is available at the top of the Receivable Transactions window. All memorized receivable transactions set up for your company will be included in drop-down list in the MT ID field. 4 Memorized Transactions in CBS Accounts Receivable

Setting Up Memorized Transactions in CBS Accounts Receivable Frequency Select the frequency at which you would like CBS to create a transaction based on this memorized transaction. On Demand. CBS will not automatically create a transaction for you. Use either of the following methods to create a transaction from an On-Demand memorized receivable transaction: Choose Tasks / Create On Demand Transactions / Receivable Transactions. In the Tasks / Receivable Transactions window, select the appropriate memorized transaction ID from the MT ID field, update the transaction as necessary, and then save the transaction. Daily, Weekly, Bi-weekly, Twice Monthly, Monthly, Quarterly, Semi- Annually, or Annually. CBS will prompt you when a transaction is scheduled to be created. Note that if you choose any of the calendar frequencies, you must specify a recurrence date. Base recurrence on Use the fields in this group box to select the criteria on which to base the recurrence. Outstanding Balance. CBS will create transactions at the frequency you specify until the amount in the Unbilled balance field is zero or less than the amount of the transaction being created. Occurrences. CBS will create this transaction at the frequency you specify until the number in the Number remaining field is zero. None. CBS will create this transaction at the frequency you specify indefinitely. Default for newly selected customers Use the fields in the Default for newly selected customers group box to specify the default transaction information. Be sure to set up the default information correctly before selecting any customers for this memorized transaction. Notes When you select a single customer on a memorized transaction record, CBS updates the data in this group box as it creates transactions. When you select multiple customers in the Select customers to use for this template dialog (accessed by clicking the Select Customers button), CBS uses the data in these fields as the initial setup data for the customers. If you modify any of the default information, those changes will appear in the Select customers to create for this template dialog as the program creates transactions. However, the data in these fields on the Memorized Transaction tab will not be updated. Memorized Transactions in CBS Accounts Receivable 5

Setting Up Memorized Transactions in CBS Accounts Receivable Reference #. Enter an alphanumeric reference (up to 30 characters) for the program to use when creating transactions from this memorized transaction. You can also mark the Increment ref # checkbox to have CBS increment the reference number each time it creates a transaction from this memorized transaction. When you use the Reference # and Increment ref # fields together, CBS handles the transactions as described in the table below. Reference # Text only (for example, REFERENCE) Alphanumeric or numeric (for example, Ref 10 or 10) Alphanumeric or numeric (for example, Ref 10 or 10) Increment ref # Marked Clear Marked Result CBS will use the text (REFERENCE) as the reference number for each transaction created from this memorized transaction in every period. CBS will use the alphanumeric or numeric reference number for each transaction created from this memorized transaction. CBS will use the reference number for each transaction created from this memorized transaction in the first period (or the first time created). CBS will then increment the numeric portion of the reference number (Ref 11 or 11) when it generates transactions for the next period and use that number for all transactions created from the memorized transaction that month. Blank Marked CBS will increment the reference numbers sequentially based on the next available reference number. For example, for a memorized transaction with a monthly frequency for 3 customers and the next available reference number of 10, the program would generate transactions for the first month with the reference numbers 10, 11, and 12. For the second month, it would use the next available reference number and sequentially number that month s transaction. Recurrence Date. Enter the date on which you want CBS to start creating the receivable transaction. When CBS creates the transaction, it uses the date specified in this field as the transaction date. 6 Memorized Transactions in CBS Accounts Receivable

Setting Up Memorized Transactions in CBS Accounts Receivable If you select a calendar frequency for this memorized transaction: You must enter a date in this field. CBS compares this date to the computer s system date. If the recurrence date is on or before the system date, the program displays a message prompt to remind you that recurring transactions need to be created when you open the Receivable Transactions window. CBS updates this field in the Select Customers to Use For This Template dialog each time it creates a transaction. Example: If you enter 05/31/07 in the Recurrence date field and select the Monthly frequency, when the program creates the 05/31/07 transaction, it will automatically update the date in this field to 06/30/07. If you select the On Demand frequency: You do not need to enter a date in this field. You can specify the date for on-demand transactions at the time you create them. If you enter a date in this field, CBS will always suggest that date when you create on-demand transactions and will continue to use that date unless you override it. End of Month. Mark this checkbox to have CBS create the transaction using the last date of the applicable month as the transaction date. This field is available only when you select the Monthly, Quarterly, Semi-Annually, or Annually frequency. Example: If you enter 04/30/07 in the Recurrence date field for the first transaction and you select the Monthly frequency, when the program creates the 04/30/07 transaction, it will automatically change the date in the Recurrence date field to 05/31/07. If you had not marked this checkbox, the program would have changed it to 05/30/07. Days in advance to enter. Specify the number of days prior to the recurrence date that you want CBS to create this transaction. CBS subtracts the value in this field from the Recurrence date to determine the date to remind you to create the transaction. CBS uses the recurrence date as the transaction date. Example: If you enter 07/15/07 in the Recurrence date field but you want to be able to review and print this transaction on 07/10/07, enter 5 in the Days in advance to enter field. When you open the Receivable Transactions window on or after 7/10/07, the program will remind you that the transaction is due to be created, and then it will create a transaction dated 07/15/07. Create as Final. Mark this checkbox to have CBS create each occurrence of this transaction as a final transaction. You will not be able to edit any amounts or fields that would cause an amount to change (total, shipping, sales tax, item quantities/amounts, or discount) on the transaction created from this memorized transaction. To set up a memorized transaction for which you may need to edit quantities or amounts, or if you prefer to review pending invoices before printing or batch finalizing, do not mark this checkbox. Memorized Transactions in CBS Accounts Receivable 7

Setting Up Memorized Transactions in CBS Accounts Receivable The name of the following fields depends on the option you choose in the Base recurrence on group box. Unbilled Balance or Number Remaining. Use this field to enter the balance or the number of recurring transactions remaining for this transaction. CBS reduces the amount in this field each time it creates a transaction from this memorized transaction. CBS creates a transaction only if the amount of the transaction is less than the amount in the Unbilled Balance field. It will not create transactions for partial amounts. Billed Balance or Number Completed. Use this field to enter the balance or the number of recurring transactions already created for this customer s account. CBS increases the amount in this field each time it creates a transaction from this memorized transaction. Lifetime Total. Displays the sum of the Unbilled Balance / Number Remaining and Billed Balance / Number Completed so that you can see the total amount billed or total number of transactions created from this memorized transaction. Note that you cannot modify this number. Set Overrides Click the Set Overrides button to choose the fields for which you want to use the customers data when creating a new transaction, instead of using data recalled from the memorized transaction. By default, the program marks all checkboxes in the Set Overrides dialog and uses the information on the customer record (in the Setup / Customers window), regardless of what you enter in the memorized transaction record. Example: If you mark the Payment Terms checkbox in the Set Overrides dialog and you set up Customer 1 with a payment term that allows a 10% discount and Customer 2 with a payment term that allows a 5% discount, the transaction created from the memorized transaction will use these settings and create transactions with those payment terms instead of the term you select in the Terms field on the Tasks / Receivable Transactions / General tab of the memorized transaction record. Select Customers Click the Select Customers button to open the Select customers to use for this template dialog, where you can select the customers for whom you want to use this memorized transaction to create transactions. As you select customers, the program automatically transfers the data from the Default for newly selected customers group box (in the Memorized Transaction tab) into the appropriate fields in this dialog. When you select more than one customer, as the program creates transactions from this memorized transaction, it updates the data in the Unbilled Balance / Number Remaining, Billed Balance / Number Completed, Recurrence Date, and Ref # fields in this dialog rather than in the Memorized Transaction tab. Click the Add customers button to open the Select New Customers dialog, where you can select one or more customers without having to select them individually from the drop-down list. 8 Memorized Transactions in CBS Accounts Receivable

Setting Up Memorized Transactions in CBS Accounts Receivable After CBS creates transactions from this memorized transaction, you can add customers to the memorized transaction, but the program will use the default settings from the memorized transaction tab for these customers. Example: If you use a standard contract, you can select the payment term in the memorized transaction. If you add a new customer, the program uses the same contract terms for this new customer. If you do not want to use the default settings for a standard contract for this customer, you need to modify the record after CBS creates the transaction. Setting up a memorized transaction from an existing transaction CBS allows you to use an existing transaction as a template for other transactions. CBS can memorize that transaction and save it as a memorized transaction. 1. In the Tasks / Receivable Transactions window, highlight the existing pending or finalized transaction that you want to memorize. 2. Choose Edit / Create MT template from current Tx. CBS copies information from the highlighted transaction to a new record and opens the Memorized Transaction tab. 3. Follow the steps in the Setting up a memorized transaction in CBS Accounts Receivable section, above, for information on completing the fields in the Memorized Transaction tab. 4. Click the Save button to save the transaction as a memorized transaction. The original transaction will remain unchanged. Memorized Transactions in CBS Accounts Receivable 9

Setting Up Memorized Transactions in CBS Accounts Receivable 10 Memorized Transactions in CBS Accounts Receivable

Creating Transactions From a Memorized Transaction Once you set up a memorized transaction with the appropriate data, you can use it as a template for other transactions. Creating transactions from an On Demand memorized transaction You can create a transaction from an On Demand memorized transaction using either of the following methods. Using the memorized transaction ID In the Tasks / Receivable Transactions window, select the desired memorized transaction ID from the drop-down list in the MT ID field. Using this method, CBS will create one transaction at a time. You can then edit any of the information in the new transaction. If only one customer was selected in the memorized transaction record, CBS will create the transaction for that customer. If multiple customers were selected in the memorized transaction record, CBS will prompt you to select the customer for whom you want to create the transaction. Once you select the customer, the program will create the transaction. Using the Create On Demand Transactions command Using this method, you can create multiple transactions at one time. 1. Choose Tasks / Create On Demand Transactions / Receivable Transactions. 2. In the Create On Demand Transactions dialog, the program automatically selects all memorized on-demand receivable transactions. Remove any transactions you do not want to create at this time. Memorized Transactions in CBS Accounts Receivable 11

Creating Transactions From a Memorized Transaction 3. (Optional) Mark the Log errors and continue creating checkbox to have the program continue the memorized transaction creation process even when it encounters errors. The program will create a log file (Create Memorized ARTx errors.log) that includes detailed information about the transactions that could not be created. The program saves this file in your Workspace folder. (Choose Utilities / Options and then click the CBS Data Folders tab to see where your workspace folder is located.) 4. (Optional) Mark the Allow future period dates for all transactions checkbox to allow the program to create future-dated transactions during the memorized transaction creation process. By default, the program uses this setting for all memorized transactions. You may override this setting in the Select customers to create transactions for dialog for each individual memorized transaction. 5. Click OK. The program opens the Select customers to create transactions for dialog for each memorized transaction you selected to create. You can remove any of the selected customers so that the program does not create a transaction for them. You can highlight a customer and click the Edit button to open the Edit pending customer transaction data dialog, where you can modify the transaction date, transaction reference number, the settings for the create as final, increment reference #, and end of month checkboxes for this customer. These edits will apply to this transaction only and will not change the memorized transaction setup. 12 Memorized Transactions in CBS Accounts Receivable

Creating Transactions From a Memorized Transaction 6. Click OK through all of the Select Customers dialogs. The program creates the transactions and displays a message prompt to notify you when the process is complete. Creating transactions from a calendar-frequency memorized transaction When you open the Tasks / Receivable Transactions window, the program checks to see if there are any memorized transactions scheduled to be created. If the memorized transaction recurrence date is on or before the computer system date, CBS displays a message prompt asking if you want to create the scheduled transactions. (Note that if you entered a number in the Days in advance to enter field, the program will subtract the number of days from the recurrence date to determine when it should display the reminder). 1. Click the Yes button at this prompt to have the program create the transaction. The Select transactions to create dialog opens. In the Selected transactions pane, CBS lists all calendar-frequency memorized transactions that are due to be created based on their recurrence date. Memorized Transactions in CBS Accounts Receivable 13

Creating Transactions From a Memorized Transaction 2. Click OK to have the program continue creating the transactions. As the program creates transactions, it automatically updates information (Recurrence date, Unbilled balance / Number remaining, Billed balance / Number completed, and Reference #) for each customer selected in the memorized transaction record. You can manually create transactions from a calendar-frequency memorized transaction using either of the following methods. Select the memorized transaction ID from the MT ID field in the Tasks / Receivable Transactions window. Choose Tasks / Create On Demand Transactions / Receivable transactions. For detailed information on either of these methods, see the Creating transactions from an On Demand memorized transaction section, above. If you create transactions from calendar-frequency memorized transactions using either of these methods, the program will automatically update the Recurrence date, Unbilled balance / Number remaining, Billed balance / Number completed, and Reference # fields. 14 Memorized Transactions in CBS Accounts Receivable

Maintaining and Updating Memorized Transactions If you need to update information on a memorized transaction record, follow the guidelines discussed in this section. Tasks / Receivable Transactions / Memorized Transaction tab If there is only one customer selected on the memorized transaction record, you can modify the information on this tab and it will take effect the next time the program creates a transaction from this memorized transaction. If there are multiple customers selected on the memorized transaction record, click the Select Customers button to open the Select customers to use for this template dialog and make the necessary changes. To modify information for one customer only, modify the information for that customer. To modify information for all customers, you will need to update each customer individually. If this is not a standard contract and you can make changes to the default information on the Memorized Transaction tab, depending on the number of customers it may be easier to remove all customers from the Select customers to use for this template dialog, reset the defaults on the Memorized Transaction tab, and then select all customers again. Other tabs in the Tasks / Receivable Transactions window If you modify the items, payment terms, or default accounts (as specified on the Accounts Receivable Data Entry tab of the File / Company Properties dialog), the program will prompt you to transfer these changes to your memorized transactions. You may choose to transfer those changes or leave your memorized transactions as is. The program updates only the data that matched your original selection so that it maintains overrides. Example: You have a memorized invoice transaction that includes Item #1 (price is $50.00). If you choose Setup / Invoice Items and change the price to $55, when you save that item CBS will prompt you to update Memorized Transactions. If you click the Yes button, the program will change the price on all memorized transactions for Memorized Transactions in CBS Accounts Receivable 15

Maintaining and Updating Memorized Transactions which Item #1 was selected from $50 to $55. It will not change the price on any transactions already created and finalized from those memorized transactions. Voiding or deleting transactions created from a memorized transaction CBS remembers which transactions were created from a memorized transaction. If you need to void and/or delete transactions that were created from a memorized transaction, CBS will modify the information in the Recurrence Date, Unbilled Balance/Number Completed, Billed Balance/Number Remaining fields on the memorized transaction record. If you choose to void the transaction, CBS will not make any changes to the memorized transaction record. If you choose to void and duplicate the transaction, CBS will increment all fields one cycle. If you choose to delete the transaction, CBS will reverse all fields once cycle. If you choose to delete and duplicate the transaction, CBS will not make any changes to the memorized transaction record. Customer account status and credit limit On the Account Status tab of the Setup / Customers window, you can enter information about the customer s account status. When CBS creates transactions from a memorized transaction it looks at the customer s account status and handles it as follows: Active. All customers with active status are available for selection in the Tasks / Receivable Transactions window. Sales Hold. If a customer s account is on Sales Hold, that customer will be listed in the Select Customers to Use for <memorized transaction ID> dialog, but if you try to try to select that customer, CBS displays a message prompt asking you to select a different customer. CBS does not allow you to create any transactions for a customer on Sales Hold. The program does not include any customers on Sales Hold in the Tasks / Create On Demand Transactions dialog. 16 Memorized Transactions in CBS Accounts Receivable

Maintaining and Updating Memorized Transactions Closed. If a customer s account is closed, that customer will not be available for selection. If the status of a selected customer changes from Active to Closed, the customer will remain in the memorized transaction record, but the program will not create any transactions for this customer in either the Tasks / Receivable Transactions window or the Tasks / Create On Demand Transactions dialog. Credit Hold. If a customer s account has been placed on Credit hold, the program will allow you to select the customer on a memorized transaction record, and it will create a transaction for the customer in both the Tasks / Receivable Transactions window and the Tasks / Create On Demand Transactions dialog. Credit limit. If a customer has a credit limit and has reached that limit, the customer will still be available for selection on a memorized transaction record. If you create a transaction from the memorized transaction by selecting it from the MT ID field in the Tasks / Receivable Transactions window, the program will display a warning prompt telling you that the customer has reached their credit limit, but it will allow you to select the customer and create the transaction. If you create the transaction by choosing Tasks / Create On Demand Transactions / Receivable Transactions, CBS will display a message prompt informing you that the customer has reached the credit limit, and it will not allow you to create the transaction. Memorized Transactions in CBS Accounts Receivable 17