Questions & Answers
DO NOT PROCEED WITHOUT CONTACTING SUPPORT FIRST
1. It is vitally important that you do a back up before you run this process. This is the only way you can retrieve data if you inadvertently delete the wrong data.
2. You delete individual data records through the AS/400 DFU programs. To get into DFU, type STRDFU on a command line and press Enter.
3. Through the DFU process, delete the appropriate records in these files. Use caution to make sure that you delete only the records pertaining to the vendors you want to delete.
The files to DFU are as follows:
• RIFILEP
Voiding a Bounced Check
Question:
How can I void a bounced check?
Answer:
The system provides a way of voiding bounced checks. Follow these steps to process the void:
1. Choose Option 22 (Adjustment Entry) from the Accounts Receivable Processing Menu.
2. Enter the customer number, adjustment date, and posting period.
3. Enter the adjustment comment. It may be helpful to include “Bounced Check” and the invoice number.
4. Enter your cash account number (from the General Ledger) in the DR accrual field.
5. Enter the amount of the bounced check in the charge field next to a line with today’s date and the code AJ.
6. Press Enter and answer the prompt “Do you want to update” by entering a Y.
7. Choose Option 23 (Cash/Adjustment Edit Listing) from the Accounts Receivable Processing Menu to review your adjustment entry. If you see a mistake, correct it through Option 22 (Adjustment Entry).
8. Choose Option 24 (Post Cash/Adjustments) from the Accounts Receivable Processing Menu.
Your adjustment is posted when this option is complete.
Q&A Debit and Credit Entries
Question:
What are the debit and credit entries made to the General Ledger when Accounts Receivable is posted?
Answer:
Each time you post through the Accounts Receivable system, the system automatically posts to the General Ledger system and provides a general ledger posting report for you. The following accounts are affected during the postings depending on which type of accounting basis you use.
Accrual Basis Accounting
CASH A/R INT SALES RETURNS DISCOUNTS (if applicable)
CASH A/R INT SALES RETURNS DISCOUNTS
(if applicable)
Cash:
Payments DR CR DR
Non-A/R DR CR
Recalculating Your Aging
Question:
What can I do if I run the Aged Trial Balance and the aging is incorrect?
Answer:
Re-Calculate Aging Balances (Year – End Menu Option 3) is used to correct all customer aging and aging balances based on the “next statement date” in Receivables Control File Maintenance (Table Files Menu Option 1). There are four reasons why your aging may be incorrect:
—
You brought over your open transactions through an interface program when you first installed the Accounts Receivable system. Open transactions include invoices, credit memos, cash, and so on. The recalculation process allows you to age these transactions and get a trial balance without having to run the statement posting process.—
You changed the number of days in an aging period for one of your schedules. This option can be used to recalculate the transaction balances for the new aging periods. Aging days for your schedules are set up in Receivables Control File Maintenance (Table Files Menu Option 1).—
You manually changed the next statement date (earlier or later). This resets all aging and aging balances based on the new statement date entered in Receivables Control File Maintenance (Table Files Option 1).—
For some reason the aging and/or aging balances do not match the transactions. This process re-ages all transactions for your customers and recalculates the new aging balances.Q&A Running Statements
Question:
Do I have to run statements each month?
Answer:
The Accounts Receivable system does not require that you run statements each month. If you choose not to run statements, we recommend that you run the Statement Posting Process (Statements Menu Option 4) in order to age your receivables and clear all complete transactions off the system. Failure to run the statement posting process results in large trial balance reports, files, and customer
transaction records.
Resolving the “Credits Greater than Charges” Error Message
Question:
What causes the “credits greater than charges” error message and how can I resolve this?
Answer:
The credits greater than charges error message is usually received while in Initial Cash Entry or Adjustment Entry (Processing Menu Options 21 and 22) and is caused by one or more transactions having the same transaction sequence number. For example, if an invoice has a transaction sequence number of 0001 and there is another invoice that has the same transaction sequence number, you will receive this error. The transaction sequence number is a unique number that the system assigns to Accounts Receivable transactions. This unique number is assigned to invoices, balance forward and charge adjustments and is used to identify transactions that have been applied to each other.
Payments, credit memos and credit adjustments will have the same transaction sequence number as the charge to which it is being applied.
When this error is received, the system puts the cursor on the transaction in error. To find out the transaction sequence number on this transaction, press F2 (Fold). After you find the transaction sequence number, you need to change it in the data files. You need to look in the following files (through DFU) for transactions that have same transaction sequence number:
—
RAFILEP: Adjustments File—
RBFILEP: Balance Forward File—
REFILEP: Late Charges File—
RIFILEP: Invoice File—
RMFILEP: Credit Memo File—
RSFILEP: Applied Cash FileIf you find an invoice (with payment applied) and a charge adjustment with the same transaction sequence number, you should change the transaction sequence number of the adjustment. Because the payment is already applied to the invoice, you should not change the invoice’s transaction sequence number.
A qualified data processing person should be the only person changing the transaction sequence numbers.
Q&A Interfacing Your Billing System with the N/Compass Accounts Receivable System
Question:
How can I interface my billing system to the Accounts Receivable system for invoices and credit memos?
Answer:
There a two options for interfacing your billing system with the Accounts Receivable system. Thefirst option is loading your billing invoices and credit memos into the entry files. The second option is loading your billing invoices and credit memos directly into the open files. Each option is outlined below.