Knowledge Base. Table of Contents. Customers How Do I?

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Knowledge Base

Customers… How Do I?

Set up a Customer? ...2

Record a payment received from a customer? ...5

Allocate the customer’s payment to an order? ...6

Deposit the customers’ payments? ...8

Reprint Deposit Report? ...9

Use PromoPayment to record credit card payments from my customer?10 Epayment Overview ··· 10

Vaulting ··· 10

Service Provider Setup ··· 10

Payment Method Setup ··· 12

Epayment Credit Card payment ··· 13

Epayment Deposits ··· 16

Correct amount, Invoice, or issue credit? ··· 17

Use Authorize.net to record credit card payments from my customer? …18 Authorize.net Overview………..….18

Service Provider Setup………...18

Payment Method Setup………...……19

Process the credit card? ……….………....19

Receive replies? ……….21

Receive email receipts? ………...22

Process Unposted/Authorized order deposits? ………..…….23

Process credit card charges for invoice balance due? ……….25

Process credit card charges to orders or invoices? ………26

Corporate customer payment paying several customer resources? ...28

Correct wrong check amount entered? ...32

Record a payment from someone who is not a customer? ...33

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Knowledge Base

Customers… How Do I?

Refund customer for damaged goods & print corrected invoice? ...37

Adjust and reprint an invoice? ··· 37

Refund a customer for a credit on their account? ··· 38

Place a credit hold on a customer? ……...……….…..40

Write off a receivable? (bad debt) ……….……….………..41

Write off a customer Invoice due to Barter Agreement? ...42

Handle NSF (Non Sufficient Funds) check from customer? ...47

ASI SmartSales… How Do I?

Describe ASI SmartSales? ··· 1

Access ASI SmartSales from inside ASI SmartBooks? ··· 2

Export ASI SmartBooks customer to ASI SmartSales? ··· 4

Import ASI SmartSales Account to create customer? ··· 6

Vendors… How Do I?

Add a vendor as a decorator? ………..1

Enter a new bill from a vendor? ··· 2

Apply a vendor bill to order(s)? ··· 4

Apply a Freight Distribution? ...6

Apply a vendor bill to a (non-order) ledger account? ··· 7

Record a payment to a vendor? ··· 8

Write a check?··· 9

Change a Pay-to name on a check? ··· 10

Record and pay advance payment to a vendor? ··· 12

Apply an advance to a vendor’s bill? ··· 14

Record a credit from a vendor? ··· 15

Pay a Vendor with a Credit Card? ··· 17

Record Refunds from Vendors to your Credit Card? ··· 19

Write off a vendor’s bill due to a Barter Agreement? ··· 22

Void a check? ··· 24

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Knowledge Base

Vendors… How Do I?

Remove invoice after voiding the check? ··· 26

Determine if I already entered this vendor’s invoice? ··· 27

Correct double entry of vendor’s invoice? ··· 28

Correct bill applied with wrong amount or wrong ledger? ··· 29

Pay Sales Tax? ··· 30

Record Sales Tax Discounts? ··· 33

Print Sales Tax List-Filing Accrual? ··· 35

Create a Cash Basis Sales Tax Payables List? ··· 37

Set up Discounted Terms for Vendor? ··· 39

Company Setup for 1099/1096 Reporting? ··· 40

Setup Vendors or Salespeople for 1099-MISC? ··· 42

Pay Vendors/Salespeople for 1099 Reporting? ··· 42

Adjust 1099-MISC Entries? ··· 44

Creating 1099-MISC Lists? ··· 45

Print 1099-MISC Forms? ··· 46

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asi/30238

Knowledge Base

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Phone: 319-243-2864

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asi/30238

Knowledge Base

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Phone: 319-243-2864 asi/30238

Decide when to Close an Order/Invoice? ···44

Print a list of Orders not yet Invoiced? ···53

Create a Backorder? ···53

Invoice an order? ···54

Create a consolidated invoice? ………..…….55

Process an invoice? ···63

Split Ship an invoice (one order, invoice part now & part later)? ···64

Create a Backorder? ···65

Edit an Invoice? ………...66

Add notes to a quote, order, or invoice? ···67

Correct sales tax on order/invoice? ···68

Issue a Credit Memo? ···70

Determine which invoices have cost variances? ···71

See open orders by vendor? ···72

Select proper window envelopes to mail?···73

ESP… How Do I?

Set up ESP Integration? ··· 1

Set up ESP On-line in ASI SmartBooks? ··· 2

Use ESP in ASI SmartBooks? ··· 3

Products… How Do I?

Add a Product? ………..1

Add Additional Charges? ………...2

Add a Matrix to a Product? ………..3

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Knowledge Base

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Phone: 319-243-2864 asi/30238

Accounting… How Do I?

Use Accounting? ...1

Add a new ledger account? ...2

Reconcile a cash ledger account? ...3

Print or reprint Reconciliation Report? ...6

See Reconcile History? ...……….………..7

Void a Reconciliation? ...8

Import an electronic bank statement? ………..…..9

Setup my Company for Importing Bank Reconciliation? ...9

Reconcile a credit card ledger account? ··· 13

Research A/P out of balance in Ledger Reconcile? ··· 16

Do Month End?··· 19

Tie Trial Balance to Outstanding Bank Activities? ………..20

Create Ledger Entries? ··· 22

Ledger Transaction Security? ··· 22

Change Sales Tax, Commission, or Freight on a Company level? ...23

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asi/30238

Knowledge Base

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Phone: 319-243-2864 asi/30238

Supervising… How Do I?

Figure commission? ··· 1

Change the amount of commission? ··· 2

Record commission payments? ··· 3

Advance Commission Check? ··· 4

Add a new user? ··· 6

Use salesperson security? ……….……..7

Manage Salespersons? ……….9

Create a commission table? ………...…17

Add a commission table? ………...17

Set up a new table? ………....17

Add a table to a Salesperson? ………...…….19

Tools & Controls… How Do I?

Search within List Images?··· 1

Manage Company information/defaults? ··· 2

Add multiple logos? ……….…..3

Understand Payment Method Resource? ...4

Use a zip code table? ………....5

Setup SMTP for email? ...6

Set up Email Template to accompany emailed forms? ...7

Print the same message/information at the bottom of all my forms? ··· 10

Backup/Restore ASI Smartbooks? ··· 11

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asi/30238

Knowledge Base

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Phone: 319-243-2864 asi/30238

Conversion from ProfitMaker to ASI SmartBooks… How Do I?

Make an adjustment to a converted entry? ··· 1

How Are We Doing?

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How Do I Set up a New Customer?

Short answer: Customer, New.

New Customer: Allows you to enter all the Customer information. This information will default into the Customer

orders, quotes, invoices and receipts.

1. Enter a Code for the Customer. This can be a number, letters, or alpha-numeric; and should be unique to each customer.

2. Enter the Customer name.

3. Open the Company Expander to enter the Terms, Credit Limit, Discount (if applicable), Pay With; as well as the address, phone and email for the Company.

Customers...How Do I?

From the Ribbon Menu:

Tab: Customer

Control Group: Customer Option: New

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Customers...How Do I?

How Do I Set up a New Customer? Continued...

4. The Company Expander also allows you to apply the correct tax rate to a customer by choosing “Add Tax”, and choosing the correct tax amount from Company Setup. If the Customer is tax exempt, then this option can be chosen, as well as adding the Sales Tax Exemption Certificate information.

5. The Contacts Expander allows the user to put in contacts for the New Customer. These can be added for Acknowl-edge, Bill, Ship, and Web contacts. More than one contact can be entered for each Contact type; however, only one can be the Primary for that contact type, and will be in color. This can be changed by clicking on the contact to change whom the Primary is.

6. A Salesperson can be added if the Customer has a designated Salesperson. More than one can be added, if needed. The primary salesperson will be designated by the icon being in color.

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Customers...How Do I?

How Do I Set up a New Customer? Continued…

7. The Other Expander is a useful tracking tool; and also used for storing Customer information.

Document Folder: Used to hold Customer logos, documents, and other files related to the Customer. Industry, Origin, and Region: These can be used for tracking purposes to determine where your

customers come from.

First Contact: The date that they first became your Customer. (this does default to current date but can

be changed).

Main Customer Code: If you have more than one subsidiary of a Main Customer, it will link them to

that main customer.

ASI SmartSales Row ID: The Customer’s ASI number.

User Defined Fields: Provides the ability to add user defined fields for tracking information you need for your

custom-ers.

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Customers...How Do I?

How Do I Record a payment received from a customer?

Short answer: As a New receipt.

New: “New” is always the first required step. Once this is completed, the funds remain on the customer’s account and are posted to ledger accounts unallocated receipts and un-deposited funds. The check number should be put in the Reference field and the Invoice number this check pays should be put in the Memo field. This will allow you to later see this information on the Deposit Report.

Receipt New allows you to allocate a customer’s payment when you record the receipt of the payment. It is, however,

not required that you allocate all or any of the Receipt New at this time.

Receipt Allocate can be completed at the same time the Receipt New is entered, OR you have the flexibility to allocate

receipts using the icon in the Receipt Group, which allows for a) division of duties, and b) complete deposits before you allocate.

Tab: Customer

Control Group: Receipt Option: New

NOTE: To fully process a customer’s payment there are three steps (New, Allocate and Deposit).

Reference = Check number Memo = Invoice number

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Customers...How Do I?

How Do I Allocate the customer’s payment to an order?

Short answer: As a receipt.

Explanation: Receipt New allows you to allocate your customer’s payment (as described below). If you did not have

the information available to allocate the payment in that step, following is the procedure. Allocate:

1. Select the appropriate customer from the list of receipts yet to be allocated (top of screen).

2. In the Receivables and Orders expander, the allocation list will show all open orders, receivable, and finance charges for this customer. Select the open order this money is to be applied to. Once allocated, these funds flow from unallocated receipts to the ledger accounts receivable.

3. You can also select the Ledger expander and allocate directly to a specified Ledger.

From The Ribbon Menu:

Tab: Customer

Control Group: Receipt Option: Allocate

NOTE: To fully process a

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Customers...How Do I?

How Do I Allocate the customer’s payment to an order?Continued…

Note: ASI SmartBooks is flexible and allows you to deposit then allocate to appropriate order/ledger or allocate and

then deposit.

Tip: If you prefer to complete your deposit prior to allocating receipts, it is recommended you enter the order or

in-voice numbers in the memo field. Then when you process and print your deposit information, the inin-voice numbers will show on the deposit report. You can then use the deposit report to later allocate payments to the orders and invoices using the Receipt Allocate option.

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Customers...How Do I?

How Do I Deposit Customers’ Payments?

Short answer: As a receipt.

Deposit: Once you actually deposit the money in your bank, you can record it as a deposit. Once deposited, these funds flow from un-deposited funds to the ledger account chosen during the deposit. Check the Receipts to include in this deposit. If you check the “Print Deposit” box, You will be prompted to print the deposit slip after you process the deposit.



Receipt-Deposit will show a list of bank accounts with un-deposited funds above the current view of receipts waiting to be deposited. Based on the bank account associated to the Payment Method that was assigned to the receipt during the Receipt-New or Epayment transaction will determine the bank account where these payments will appear.



Receipts can be deposited and then allocated or allocated and then deposited.



Any new deposit allocated to an order that already has invoices will be shown on the next invoice created for the order.

Use the tool tips provided for field by field guidance.

From the Ribbon Menu

Tab: Customer

Control Group: Receipt Option: Deposit

To fully process a customer’s payment there are three steps (New, Allocate and Deposit).

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Customers...How Do I?

How Do I Reprint the Deposit Report?

Short answer: Find “Receipts-Deposit” In Ledger transactions (shown here) or customer history.

Explanation: You can find the Receipts-Deposit Entry in the Ledger transactions and search for the entry in the Cash

Account (shown below) . Or if you know a specific customer who had a deposit on this report, you can search that cus-tomer’s history for the same Receipts-Deposit entry.

Click on Receipts-Deposit.

This will open a new tab for Deposit Adjust. Click on Print Deposit, and Process.

Tab: Accounting Control Group: Ledger Option: Transactions

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Epayment Overview

PromoPayment

makes online credit card processing easy by providing everything you need for secure, efficient and cost-effective processing. You will be able to accept and process credit cards for application to orders or payments to open invoices by using the Epayment option in ASISmartBooks. For more information about PromoPayment please contact Sales at: 319-266-7688.

The Epayment function performs both the Receipts-New and Receipts-Allocate transactions. You must still perform the Receipts-Deposit transaction.

How Do I Use Vaulting-Secure Storage of Customer Credit Cards?

When using PromoPayment as the processor, you have the ability to “vault” customer credit cards in a PCI compliant and secure method. Vaulting is the method of safely storing customer credit card details. When processing a credit card using a service provider and a payment method assigned to allow vaulting of credit card information, a reference or token number is assigned for that card’s details. The reference number is stored in the customer resource and can later be selected when processing future payments to the processor without rekeying customer’s credit card details.

How Do I Setup a Service Provider?

A Service Provider Resource is required before processing credit cards using an Epayment method. The Service Provider setup information must include your merchant credentials with PromoPayment. A unique key and login credentials must be entered for each merchant account. Access the Service Provider setup:

Integration

Tab: Tools

Control Group: Financial Option: Service Provider

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How Do I Setup a Service Provider? Continued….

Select New and enter your service provider information:

Name: Enter a unique name that identifies the service provider account. When processing your customer credit cards

you will be able to select the Service Provider account for the credit card type.

Type: Select the Type PromoPayment from the drop down menu. Key: Enter the key provided by PromoPayment.

Integration

Merchant Login (provided by PromoPayment)

User Name: This is your PromoPayment user name. Password: This is your Promo-Payment password.

Level Three: Place a

check-mark here to allow Level Three security which is re-quired to process credit cards.

Place a checkmark here to en-able the customer vault feature. Using this feature requires your PromoPayment account to also be enabled to securely store, or

Vault, your customer’s credit

card information!

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How Do I Setup a Payment Method?

Payment Method Resource must be created for each Service Provider you plan to use in ASI SmartBooks.

Provider Name—When the Credit Card selection is checked, the Provider Name will display. Select the

PromoPayment Service Provider to be utilized with this Payment Method resource.

Integration

Tab: Tools

Control Group: Financial Option: Payment Method

Select New and enter your payment method information.

Type: Select Customer from the Type drop-down list to receive payments

from the Customer.

Description: Enter the description or name for this credit card payment

method.

Account: From your Account list, select the bank account where these

payments will be deposited.

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How Do I Process Epayment Credit Cards?

To process a credit card, select the Service Provider from the drop-down list to be used for this transaction.

Integration

Tab: Customer or Accounting Control Group: Receipt Option: Epayment

Next select the customer for whom you will be applying the credit card payments.

Click Search after selecting the Service Provider and the Customer. All open orders and receivables for the selected customer will then be displayed. NOTE: Fi-nance Charge items will not display and cannot be paid by Credit Card.

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How Do I Process Epayment Credit Cards? Continued…

The Search results will now be displayed. Follow these steps to authorize payments to an order/invoice against the customer’s credit card.

Integration

1

. For an order or invoice, en-ter the amount the customer has authorized into the Amount Authorized field. All or Partial payments are allowed.

2

. Select the Receipt Type (Payment Method) to be used for this transaction. (Only one credit card payment process at a time is intended to occur.)

3. The Coin Icon will appear once the Receipt Type is se-lected. If you select this icon, a PCI compliant window (See step 4) will appear that allows the operator to enter the cus-tomer’s credit card informa-tion and submit the transac-tion.

If there are available customer vault records, this icon will also be displayed in the Actions column. You can select from the customer’s vaulted records to authorize payments, without the need to rekey.

NOTE: When the Service Provider resource selected

has “enable customer vault” checkmarked, the cus-tomer’s credit card information will be automatically “vaulted” for future payments under the Vault Selec-tion . This informaSelec-tion can also be viewed on the Cus-tomer Resource under the Other expander, but without the Submit option.

Select Submit after locating the vaulted record you wish to use for this transaction.

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How Do I Process Epayment Credit Cards? Continued…

Integration

4.

Enter the customer’s credit card information and submit the transaction in the PCI Compliant window.

5.

The status result of the Epayment transaction will be displayed, indi-cating whether the transaction was approved or declined. Once the user selects OK the records in the List will be refreshed with the new amount due. If the record was paid in full then the record will no longer be displayed in the list.

NOTE: If the transaction is declined, an error code will be displayed

that can be used to reference the decline reason at:

www.safesavepayments.com

When the History Icon is displayed in the Action column, select it and review previous credit card transactions that have been processed through the Epayment option for partially paid order/invoice.

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How Do I Deposit Epayment Transactions?

6. The final step when entering Customer Receipts is the Deposit. Due to the fact actual deposits for credit cards are never deposited on the same day as they are processed, use ASI SmartBooks deposit feature to not artificially over-state the true cash on hand until the money is actually deposited in the bank account. Depending on the card is-suer and card type, this will typically take between 2 – 3 business days. The deposit in ASI SmartBooks can be com-pleted either by watching your bank account through your online banking services, or relying on Web Payment Gateway Reporting for deposit notifications to alert you when the deposit has occurred. Then use the deposit proc-ess in ASI SmartBooks to indicate the true deposit date(s).

Integration

Tab: Customer or Accounting Control Group: Receipt Option: Deposit

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How Do I Correct amount, invoice, or issue credit?

1. If I need to charge the customer’s card for 1/2 the order amount for down payment and I accidently pay in full , how do I correct this?

You would need to void or credit the transaction through PromoPayment's web service. You would then need to use the Customer History to zero out the Receipt–New and the Receipt-Allocate. Re-enter the corrected transaction.

2. What if I paid partial payment or incorrect amount to the wrong invoice? (Note: This solution assumes there is still an amount due on the invoice).

A. Receipt-New: Enter a receivable as a positive amount for the mistaken value applied to wrong invoice. B. Receipt-Allocate:

1. Allocate positive amount on the Receipt-New input above

2. Allocate negative amount on invoice that was incorrectly charged. This will net the payment to 0.00 and will not force another deposit.

C. Go to PromoPayment site and enter a manual transaction to either void, refund or credit the transaction. D. Once you’ve received confirmation the monies have been refunded, post a ledger entry between cash and Accounts Receivable.

3. Can I issue a credit through PromoPayment?

Currently ASI SmartBooks only will process a sales transaction, and a sales transactions can only be a positive amount. Therefore, a credit cannot be processed within ASI SmartBooks. Go to the PromoPayment site and enter a manual transaction to the credit card.

Integration

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Overview

Authorize.net is a payment gateway service provider allowing merchants to accept credit card and electronic check pay-ments through their Web site and over an IP connection. Authorize.net also provides a service, Customer Information manager (CIM), enabling merchants to tokenize and store their customer’s sensitive payment information on their secure servers. This service simplifies the PCI DSS compliance as well as the payments process for returning customers and recurring transactions.

How do I set up Authorize.net?

Customers must sign up for Authorize.net and their CIM (Customer Information Manager) service to obtain the following necessary information for ASI SmartBooks setup:

-API Key -User Name

-Transaction Key -Password

How do I set up a service provider?

A service provider resource must be setup with a type of Authorize.net. A type of Authorize.net can only be assigned to one service provider. A validation will be given if a service provider already exists with a type of Authorize.net.

Name– This will appear in the service lookup API Login ID– Your Authorize.net API Login ID

lookup. Merchant User Name– Your Authorize.net user

Type- Authorize.net name

Level Three– Checked Merchant Password– Your Authorize.net Enable Customer Vault– Checked password

Key– Your Authorize.net transaction key

Authorize.net Procedures

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How do I set up a payment method?

At least one Payment Method resource must be set up and designated with the Authorize.net service provider. All credit card types can be processed under the same payment method or multiple payment methods can be setup for each credit card that will be processed through the Authorize.net service provider.

How do I set up my customer?

A default “Pay With” can be setup on the customer resource with the customer’s payment method.

This is not required, but if indicated on the customer resource, this payment method will default into all orders entered for the customer.

Use of Function

How do I process the credit card?

Use this function if the user entering the order will be gathering the credit card information and charging the credit card when entering the order.

Authorize.net Procedures

Type– Customer Account– The bank ledger account for this Description– The description of the payment payment method

Order Resource

When a customer is added to an order, the customer’s default “Pay With” will automatically default. If the Customer resource isn’t set up with a default “Pay With”, the appropriate Authorize.net payment method can be selected. To process a credit card through Author-ize.net, the “Pay With” payment method must be indicated as an Authorize.net provider.

If the customer does not have any existing credit card vault profiles setup, an icon will appear to the right of the “Pay With” .

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How do I process the credit card, cont.

The Authorize.Net Customer Integration Manager will be opened when you click the icon to add a new credit card vault profile for

this customer and order.

This window is maintained by Authorize.net and infor-mation entered here will only be updated or saved to an Authorize.net secure server and will not be updated or saved to any ASI SmartBooks files.

Multiple credit card vault profiles can be set up for a customer.

Only Credit Card is supported by ASI SmartBooks at this time.

If the Credit Card information submitted here is not valid, then no vault profile will be created.

If the customer has existing credit card vault profiles set up, then two icons will appear next to the “Pay With” on the order.

 The first icon will launch the same “Customer Integration Manager– Add new payment method” window as the icon. This is where you can enter additional credit card vault profiles for the customer.

 The second icon will launch the “Vault Selection” window, which will contain the customer’s existing credit card vault profiles.

Authorize.net Procedures

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How do I process the credit card, Cont.

The “Vault Selection” window is divided into two sections– the top section “Vault for Order ####” shows the credit card vault profiles, used for the customer on this order. The bottom section “Vault for Customer ????” shows all the existing credit card vault profiles created (vaulted) for the customer on the order.

Click “Edit’ to change the credit card vault profile that was entered through the “Customer Integration Manager”. Click “Submit” on the desired credit card vault profile to submit a charge for the balance due on the order. Submit does NOT update any ledger accounts in ASI SmartBooks. This posting is done with the Epayment option.

How do I receive replies?

Authorize.net Procedures

 Approved– this will give the amount and the transaction number.

 Declined– this will give a decline reason.

 Line item/Code must have a description– this is due to one of the product lines not containing a value in the product code or description field. These are required from Authorize.net.

 Line number is invalid-this is due to a negative quantity on a product line. Currently this is not allowed by Authorize.net.

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What does an email receipt look like?

An email receipt will be sent to the “Bill to” address email address on the order. This receipt contains transaction detail for the order’s product lines, as well as the amount charged. A valid “Bill to” email address is required.

Authorize.net Procedures

Unposted/Authorized

Submitting a charge within the order does not post to the general ledger. If an order contains Unposted/Authorized charges, then this will be indicated in the Total expander as shown in the image to the right.

There will be a posting routine required in Epayment in order to show this charge as a deposit on the order.

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How do I Process Unposted/Authorized Order Deposits?

Posting to the ledger for credit card charges will be done in Epayment.

Follow these steps to post Unposted/Authorized charges:

1. Provider name– select the Authorize.net service provider resource. 2. Invoices only– leave unchecked.

3. Order vaults only– Check this. 4. Click Search.

This will give you a list of all the orders with Unposted/Authorized amounts.

5. To select all the orders for processing, click the checkbox located in the column heading or select orders one at a time by checking the box to the left of the order.

6. Click Process to post the ledger for the selected orders.

An amount authorized cannot be changed. No further credit card transactions can be made to the order until any ex-isting credit card transactions have been processed. The order cannot be invoiced until any exex-isting transactions have been processed.

Authorize.net Procedures

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How do I Process Unposted/Authorized Order Deposits, Cont. ?

How do I Process credit card charges for invoice balance due?

Once an order containing Authorize.Net charges have been invoiced (Process Invoice) any balance due on the invoice can be charged to the last credit card vault profile charged on the order. Unlike the order in which the credit card can be charged within the order and the ledgers are posted within Epayment, the invoice balance is charged and ledgers are posted in one step within Epayment.

For example if the last credit card vault profile used to put a deposit on the order ends in 1111–any invoice generated from the order will also have an “Order Vault” for 1111. In this way the user does not need to call the customer back to get the credit card again to post the balance of the invoice.

Authorize.net Procedures

The order’s deposit amount now reflects the Unposted/Authorized amount that was processed. The order can now be invoiced or additional order deposits posted to it –if necessary.

Once the order has been processed as an invoice, any balance remaining on the invoices can be processed against the order’s credit card vault profiles. If the balance of the invoice is to be paid through the Receipts-Allocate option, then no further processing is required in Epayment for the invoice.

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How do I Process credit card charges for invoice balance due, Cont. ?

Follow these steps to charge and post the balance due on the invoices to your ledger accounts: 1. Provider Name –Select the Authorize.net service provider resource.

2. Invoices Only –Check this.

3. Order Vaults Only -Leave unchecked. 4. Click Search.

This will give you a list of all the invoices whose orders were charged through the Authorize.net service provider. 5. To select all the invoices for processing, click the checkbox located in the column heading or select orders

one at a time by checking the box to the left of the invoice. 6. Select the Receipt Type for each invoice.

7. Click Process to charge the credit card and to post the ledger for the selected invoices.

Multiple invoices can be processed in a batch. The user will only be required to interact if a charge is declined (that way they know which one and why).

Negative invoices cannot be processed through Epayment and must be done manually on Authorize.net’s website.

How do I Process credit card payments after the order has been entered?

Use this function when applying credit card payments after the order or invoice has been created and not previously charged to a credit card when entering the order.

How do I Process of credit card payments to order and invoices?

Within Epayment, without either checkbox marked, the user can post deposits (full amount or partial) and make payments against invoices (full amount or partial) individually. The same icons apply (the Brown address book, the new payment form and the vault).

Authorize.net Procedures

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How do I Process credit card payments after the order has been entered,

Cont. ?

Follow these steps to charge a partial payment to an order and post to your ledger accounts: 1. Provider Name –Select the Authorize.net service provider resource.

2. Invoices Only –Leave unchecked. 3. Order Vaults Only -Leave unchecked.

4. Select the invoice or order to be charged a partial payment or leave empty for all orders and invoices with a pay with associated to Authorize.Net service provider.

5. Click Search.

The program will find all matching records and display them for you. For each order or invoice: 6. Indicate the amount to authorize (charge).

7. Add the credit card vault profile if it doesn’t already exist for this customer. 8. Select the credit card vault profile to be charged.

9. Click Process to charge the credit card and to post the ledger for the selected orders and invoices.

Authorize.net Procedures

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How Do I Process a Corporate customer payment paying several customer

resources?

Short Answer: As individual Receipts-New entries.

Explanation: At this time the recommendation is to enter the payment as multiple Receipt- New entries. (One entry for each customer on the check) Use the Reference fields in Receipts-New to reference check number plus the original payment amount. Use the Memo field to reference Invoice to pay plus the corporate customer name. You can then always find where the full amount of the check was entered by searching on this value or the corporate name through customer history.

Scenario 1

You receive one check for $375.00 from “Local District Schools” for multiple schools within their district: * High School total $175.00

* Junior High School total $150.00 * Elementary School total $50.00

Continue to Receipt Allocate to allocate to appropriate in-voices for each school.

Customers...How Do I?

Tab: Customer

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How Do I Process a Corporate customer payment paying several customer

resources? Continued…

Scenario 2

* High School total $175.00 * Junior High School total $150.00

* Elementary School has a CREDIT balance of -$50.00

The District would like to use that credit against an invoice for another school. They send a check for $275.00. In the following example, we will apply the credit from Elementary School to Junior High School.

Create a Receipt-New for High School for $175 and a Receipt-New for Junior High School for $100 ($150-$50).

Continue to Receipt Allocate to allocate to appropriate invoices for each school as follows:

Customers...How Do I?

Tab: Customer

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How Do I Process a Corporate customer payment paying several customer

resources? Continued…

Scenario 2 continued...

* High School: allocate total $175.00 against their open invoices.

* Junior High School: allocate $100.00 against $100 of their open invoices. * Junior High School: additional $50.00 will be adjusted off to “reason….” * Elementary School: Adjust -$50.00 to the same “reason…”

High School: allocate total $175.00 against their open invoices. In the memo field, put total amount paid plus Corpo-rate customer name. Click Process.

Junior High School: allocate $100.00 against $100 of their open invoices, leaving a $46.00 balance. In the memo field, put total amount paid plus Corporate customer name. Click Process.

Customers...How Do I?

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How Do I Process a Corporate customer payment paying several customer

resources? Continued…

Junior High School: additional $50.00 will be adjusted off to “reason….”, Change payment amount to zero. You then will be able to use the down arrow on the Reason field and select Cash Short or Over. Click Process.

* High School: allocate total $175.00 against their open invoices.

* Junior High School: allocate $96.00 against $46.00 of their open invoices. * Junior High School: additional $50.00 will be adjusted off to “reason….”

Elementary School: In Receipt-Allocate, adjust the credit amount of $50.00 to the same “reason…” (Customer Refund). Change the payment amount to be zero. You then will be able to use the down arrow on the Reason field and select Customer Refund. Click Process.

To View through Receipts made for this one check through Customer History:

Customers...How Do I?

Tab: Customer Control Group: List Option: History

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How Do I Process a Corporate customer payment paying several customer

resources? Continued…

Type the dollar amount in the Search field. (or you could use Check #)

How Do I Correct wrong check amount entered?

Short answer: Correct the Receipts-New entry in customer history.

Select Customer from this list. Click on the Receipts-New link for the deposit needing correcting. A new tab will open labeled Receipts Adjust. Correct the amount of the check and click Process. NOTE: If you have already done the Re-ceipts-Allocate and/or Receipts-Deposit for this check, the difference will be waiting for you to Allocate/Deposit.

Customers...How Do I?

Tab: Customer

Control Group: Customer Option: Views/History

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How Do I Record a payment from someone who is not a customer?

Short Answer: As a ledger entry

Explanation: The ‘Receipt-New’ option requires a customer and the ‘Receipts-Allocate’ requires the receipt be

ap-plied to an order or invoice. A non-customer payment does not meet these requirements and should be entered as a ledger entry.

On the Accounting tab select the option for New under the Ledger group. Use the tool tips provided for field by field guidance.

Customers...How Do I?

Tab: Accounting Control Group: Ledger Option: New

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How Do I Issue a customer refund for Order deposit/On Account amount?

Short Answer: Receipt-Allocate with ledger distribution with no invoice.

Explanation: This option allows customer funds to be allocated to a ledger account.

Examples:

 Funds on account that need to be refunded back to the customer

 An existing invoice that needs to be adjusted off to an account (other than those already listed)  Funds from non-customers applied to the appropriate expense account

 Refund from UPS

 Reimbursement from employees

1. In Receipt-Allocate, A. Select the Customer. B. Open the Ledgers expander. C. Add Ledger

D. Process

Customers...How Do I?

Tab: Customer

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How Do I Issue a customer refund for Order deposit/On Account continued…

2. In order for you to write a check, the customer needs to be setup as a vendor. This can be done through

Vendor-New or Vendor Manager.

3. Create a New Bill using the customer set up as a vendor, enter the amount. In the reference field enter the cus-tomer name or invoice number and the word refund.

4. In Bills Apply, allocate the amount, as non-order, to your Accounts Receivable ledger (116).

Customers...How Do I?

Tab: Vendor

Control Group: Vendor Option: New or Manager

Tab: Vendor Control Group: Bill Option: New

Tab: Vendor Control Group: Bill Option: Apply

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How Do I Issue a customer refund for Order deposit/On Account continued…

5. In Bill Pay, select the appropriate vendor, write the check. Select the proper check from the list and click Process.

6. In Bill Checks, select the appropriate bank account that the check is issued from . Check the box for the corresponding check to print, and then Process.

Customers...How Do I?

Tab: Vendor Control Group: Bill Option: Pay

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How Do I Refund customer for damaged goods & print corrected invoice?

In order to try to cover all scenarios, the answer to this question will be divided into 2 different Question/Answer.

1. How Do I Adjust and reprint an invoice?

Short Answer: Modify the invoice and print a new one.

Explanation: Open the invoice through Invoice Manager. Correct the amount and “Process the Invoice”. Change the

View to “Send” and Print a new invoice. This will reflect changes made.

1. If the customer has not paid the invoice- the updated amount due is showing correctly on their account

2. If the customer has already paid the invoice short- do nothing else, the amount due now equals the amount paid. 3. If the customer has already paid the invoice in full- there will be a credit on their account. Continue on to

Part 2 on “How do I refund a customer for a credit on their account?”.

Customers...How Do I?

Tab: Customer Control Group: Invoice Option: Invoice Manager

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How Do I Refund a customer for damaged goods & print corrected invoice? Continued…

2. Refund a customer for a credit on their account?

Short Answer: Leave it on account or Refund customer by writing the customer a check.

Explanation: In this scenario, the customer has been invoiced. If you feel you will be invoicing this customer soon, you

can leave it on account and they can use it later by paying another invoice short for that amount.

If you need to issue a refund check, follow these steps:

1. Because you have adjusted the invoice, there will be amount for this customer to Allocate.

Please note, if you do not see the customer in this list, be sure the ‘Unallocated’ column is not filtered (filter is yellow): If Filter is Yellow, click filter and then click “Clear Filter”

Select the invoice with the refund amount, and change Reason to be Customer Refund, and Process.

2. In order for you to write a check, the customer needs to be setup as a vendor. This can be done through Vendor -New or Vendor Manager.

Customers...How Do I?

Tab: Customer

SELECT your customer from the List.

Tab: Vendor

Control Group: Vendor Option: New or Manager

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How Do I Refund a customer for a credit on their account? Continued...

3. Create a New Bill using the customer set up as a vendor, enter the amount. In the reference field enter the

cus-tomer name or invoice number and the word refund.

4. In Bills Apply, allocate the amount, as non-order, to your Customer Refunds ledger (246).

5. In Bill Pay, select the appropriate Pay To (if this was used), write the check. Select the proper check from the list and

click Process.

Customers...How Do I?

From the Ribbon Menu: Tab: Vendor

Control Group: Bill Option: New

Tab: Vendor Control Group: Bill Option: Apply

Tab: Vendor Control Group: Bill Option: Pay

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Place a Credit Hold on a customer?

User Manage– Now has a check box to indicate if the user is a credit manager.

 When a customer is placed on a hold status, orders and quotes that are entered for that customer will also be placed on hold. The user that is entering the order will be notified that the order is being placed on hold, when it is saved.

 The hold status can only be added or removed by a credit manager.

 If a quote is on hold and you try to create an order, you will receive a message that this is not allowed.

 If the customer on an existing order is changed to a customer that is on hold, the order will then be placed on hold at the time it is saved.

Customers...How Do I?

Phone: 319-243-2864 [email protected]

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How Do I Write off a receivable? (Bad debt)

Short Answer: Allocate the receivable of the customer

Explanation: This option is used to remove open receivables from a customer’s account without recording a receipt of

payment from the customer. For example, writing off a receivable for bad debt, a small short pay or overage.

Allocate: Select the Customer you wish to make the adjustment. Select the “Reason” from the

Pre-determined list next to the appropriate transaction. Each of these reasons can be set to adjust The balance to a default ledger account under Company Setup-Ledger Defaults.

Available Reasons: Bad Debt

Bank Service Charge Cash Short or Over Credit Card Fee Customer Refund Sales Discount

Customers...How Do I?

Tab: Customer

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How Do I Write off a customers invoice due to Barter Agreement?

Short Answer: Set up Barter ledger and payment method.

Explanation: ASI SmartBooks allows you to set up a Barter account – similar to how you would setup a checking or credit card account. This will provide you the ability to track transactions through the Register and balance the barter account to verify barter transactions through the Reconcile option.

How do I setup procedures for bartering?

Create a new ledger for each bartering agreement. Use "Cash" as the type.

Create a new payment method for bartering. Type is Customer. Use the Ledger created above.

Customers...How Do I?

Tab: Accounting Control Group: Chart of Accounts

Option: New

1.

2.

Tab: Tools

Control Group: Financial Option: Payment Method

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How Do I Write off a customers invoice due to Barter Agreement continued…

How do I write off the customer’s invoice?

Like with any other customer receipt, enter a Receipt New for the amount you are writing off due to bartering. Use the payment method (Receipt Type) set up for "Barter."

Receipt Allocate the payment against the customer invoices that will part of the barter transactions.

In Receipt Deposit, use the ledger you set up for bartering as your Bank Account. Select only the invoices with the Barter payment method and process.

By following these steps, you will be able to see the balance of your Barter Agreement with this customer in the Check

Register options. Simply select the Ledger you set up for the barter agreement. You can also verify the transactions

through the Reconcile option if there is a statement or some other type of register to balance the transactions against.

Customers...How Do I?

Tab: Customer

Control Group: Receipt

Option: New then Allocate then Deposit

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How Do I Handle a NSF (Non Sufficient Funds) check from a customer?

Short answer: As a correction in History.

1. In the Customer’s History, locate the Receipts-Deposit Entry under the “Source” column and click on this blue link.

This will open a new tab titled “Deposit Adjust”. Uncheck the line with the check returned NSF and click

Process. This will remove the cash out of your bank account ledger.

Customers...How Do I?

Tab: Customer

Control Group: Customer Option: Views/History

Explanation: As you may recall, there were 3 steps to receiving this check, New, Allocate, and Deposit. You need go into history and reverse these 3 steps. Once these 3 steps are reversed, ‘REFRESH’ your history screen to see the changes.

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How Do I Handle a NSF (Non Sufficient Funds) check from a customer? Cont.

2. While still in History, locate and click in the “Source” column the blue link for Receipts-Allocate. This will show the

invoice number the NSF check originally paid.

A new tab will open titled “Allocate Adjust”. Uncheck the Order and Process. This will reinstate the invoice as a receiv-able to be paid when you receive new payment from the customer.

3. While still in History, locate and click in the “Source column the blue link for Receipts-New.

Customers...How Do I?

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How Do I Handle a NSF (Non Sufficient Funds) check from a customer? Cont.

A new tab will open titled “Receipt Adjust”. Zero the amount and Process. This will remove any money on account for this customer.

4. Refresh the History Screen.

Once the screen is refreshed, it will be as though a check was not received, however, you can still see the entries with the amount in the reference area for future auditing.

Customers...How Do I?

$0.00

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How Do I Create a statement for a customer?

Short Answer: View option for a customer.

Explanation: Customer statements are unique to each customer. Statements can be sent via email or print.

The Customer Manager window will load. Select the appropriate customer from the list. Once that customer loads in the edit window on the bottom, you can “Preview” the statement or select which option to “SEND” the statement. The available options are to print or email a customer statement.

Customers...How Do I?

From the Ribbon Menu: Tab: Customer

Control Group: Customer Option: Views, then from the Drop Down, select Statement Send.

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Phone: 319-243-2864

ASI SmartSales is a service no longer offered by ASI Central. However, this resource is for those customers who do have ASI SmartSales presently, to assist with questions that they may have. Having ASI SmartSales allows your sales-people to have a contact management software where they can keep notes on their customers. It is designed to help you target the leads most likely to close and generate call lists so you can pay attention to the prospects that matter most to your business.

Customers entered in ASI SmartBooks can be exported to ASI SmartSales. The Customer Resource will only be ex-ported once (this is not a “sync” process). As you continue to build your Customer Resources in ASI SmartBooks, you will want to continue to export to ASI SmartSales. Only new customers will be exported to ASI SmartSales.

Customers entered by your salesperson in ASI SmartSales can be imported into ASI SmartBooks as Customer Re-sources. The customer will only be imported once (this is not a “sync” process). As your salespeople continue to build customers in ASI SmartSales, you will want to continue to import to ASI SmartBooks as Customer Resources. Only new customers will be imported to ASI SmartBooks.

ASI SmartBooks allows you to examine customer information in ASI SmartSales directly from your Customer Resource, Order Resource, or Invoice Resource. Look for this picture Icon:

The following pages will show you what needs to be set up in ASI SmartBooks in order to start using the integration with ASI SmartSales.

If you’d like more information on the advantages, please contact ASI at 800-546-1350, option 2, or email to

[email protected]

ASI

Smart

Sales

Integration

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Tab: Supervise Control Group: User Option: Manage

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[email protected]

Access ASI SmartSales?

ASI SmartSales’ Partner ID Setup

Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can export your ASI SmartBooks customers to ASI SmartSales.

Find the ASI field in the System Defaults section and enter your ASI SmartSales Partner ID (ASI #).

User Resource Setup

Continued...

ASI

Smart

Sales

Integration

SmartSales

Tab: Tools

Control Group: Control Option: Company Setup

Add your ASI SmartSales login cre-dentials to your user through the user manager under the supervisor menu.

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[email protected]

ASI

Smart

Sales

Integration

Access ASI SmartSales?, continued...

Access

ASI SmartSales can be accessed from the Home page of ASI SmartBooks. Simply select the menu option under ESP to open your homepage within ASI SmartSales.

ASI SmartSales can also be accessed from a customer, order or invoice resource within ASI

Smart-Books. Whenever you see the SmartSales button you will be able to access ASI SmartSales and

display the corresponding account information for the customer currently being viewed. If there is no corresponding account record, your ASI SmartSales homepage will be displayed.

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Tab: Supervise Control Group: User Tab: Manage asi/30238

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Phone: 319-243-2864 [email protected]

Export?

Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can export your ASI SmartBooks customers to ASI SmartSales.

Salesperson Resource Setup

ASI SmartBooks Export integration with ASI SmartSales is designed to export customer resource records for Sales Reps who will be using ASI SmartSales. Modify your salesperson resource.

Add your sales reps’ ASI SmartSales login credentials to their ASI SmartBooks salespersons resource. This will allow any customer where the sales rep is the primary sales rep to be exported to ASI SmartSales.

Continued...

ASI

Smart

Sales

Integration

SmartSales

Tab: Tools

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Export continued...

Export Procedure

NOTE: Only ASI SmartBooks Administrator users will be to access the export option.

All customers whose primary sales reps contain a valid ASI SmartSales credentials will be ex-ported.

1. Click the ASI SmartBooks Button 2. Click Tools

Understanding the Export Results

 Customer(s) exported—Represents the number of ASI SmartBooks customers that were up-dated to ASI SmartSales. Either as a new account or upup-dated an existing account.

 Customer(s) required no exporting—The number of ASI SmartBooks customers that have not been modified since the last export.

 Customer(s) with no salesperson - Cannot be exported—The number of ASI SmartBooks customers that do not have a primary salesperson.

 Customer(s) not exported - Invalid ASI SmartSales Login on salesperson resource—The number of customer whose primary salesperson resource does not have a valid ASI

Smart-Sales login credentials.

ASI

Smart

Sales

Integration

3. Click Export to ASISmartSales 4. Click Export

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Import ASI SmartSales Accounts

Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can import your ASI SmartSales Accounts to ASI SmartBooks

User Resource Setup

ASI SmartBooks import integration with ASI SmartSales is designed to import account records based on the ASI SmartSales credentials on the user’s resource. To access the user resource, you must be an ASI SmartBooks Administrator user. On the Supervisor tab’s User section, click Manage. Enter the User’s ASI SmartSales Login credentials and save the user resource.

ASI

Smart

Sales

Integration

SmartSales

Tab: Tools

Find the ASI field in the System Defaults Section and enter your ASI SmartSales Partner ID (ASI #)

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Import ASI SmartSales Accounts continued...

Import ASI SmartSales Account information to create new customers in ASI SmartBooks.

On the Customer Resource’s Toolbar actions, Click Import

The import window will open. Click the SmartSales button.

Enter your search criteria to locate ASI SmartSales Accounts and execute the search.

ASI

Smart

Sales

Integration

SmartSales

Tab: Customer

Control Group: Customer

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Import ASI SmartSales Accounts continued...

ASI SmartSales account records are found based on your user ASI SmartSales Credentials.

Any ASI SmartSales account whose name contains the search criteria will be displayed.

If search is executed with no search criteria, all ASI SmartSales Account records for the user will be displayed.

Select the ASI SmartSales record to be imported by checking the record.

Click Import to create an ASI Smart

Books customer from the imported

ASI SmartSales account.

An ASI SmartBooks customer resource will be displayed with the information from the ASI SmartSales account record. Finish completing the customer resource record and click Save.

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Add a Vendor as a Decorator?

A Vendor can be marked as a “Decorator” by checking the “Decorator” checkbox on the vendor resource.

This indicator will mean that this vendor will automatically be included in the “Destination” lookup on Product lines and “Additional Charge” lines. Currently, the vendor must be added to a product line first in order to be included in the lookup. This feature will allow the user to ship the blank goods to a “Decorator” and then add the product line for the decoration.

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Enter a new bill from a vendor?

Explanation: To fully process a vendor’s bill there are four steps (New, Apply, Pay, and Checks).

New: “New” is always the first required step. Once completed, these funds flow into accounts payable and un-applied bills.

Vendors...How Do I?

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Phone: 319-243-2864 asi/30238

Vendor

Continued... From the Ribbon Menu:

Tab: Vendor Control Group: Bill Option: New

Type is either Vendor or

Salesper-son.

Classification is either Invoice or

Advance.

Reference can be the Vendor’s

Invoice number, reference to the advance, Credit Card Statement, Freight Bill, Rent etc.

Due Date and Terms will default

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Enter a new bill from a vendor continued...

NOTE: When processing a Bills-New, the contents of the Reference field will be checked against the vendor’s historical Bill New transactions. If the reference is found, the following message will be displayed: “A bill with this reference already exists for this vendor. Are you sure you want to continue processing?”. Selecting Yes will continue to process and add the bill. Selecting No will take you back to the Bills-New display.

The Bill New function allows you to apply your vendor’s bill to your orders, non-order ledgers, or to freight only when you record the bill. However, it is not required that you apply all or any of the Bill New transaction at this time. This simply gives you the ability to Bill Apply at the same time the Bill New is entered, but still allows the flexibility to apply the bill later if that better fits your standard office procedures.

Vendors...How Do I?

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