Solar Eclipse Accounts Receivable. Release 8.7.2

(1)

(2)

© 2011 Epicor Software Corporation. All rights reserved. Unauthorized reproduction is a violation of applicable laws. Epicor and the Epicor logo are registered trademarks and/or registered service marks of Epicor Software Corporation in the United States and other countries. Epicor Eclipse is a trademark and/or service mark of Epicor Software Corporation. All other trademarks or service marks are the property of their respective owners and should be treated as such.

Epicor ® Eclipse™ 8.7.2 Online Help System

This online help system, as well as the software described in it, is provided under license and may be used only in accordance with the terms of the license. The content provided is for informational use only and is subject to change without notice. Epicor Software Corporation assumes no responsibility or liability for any errors or inaccuracies that may be included in this documentation.

(3)

Accounts Receivable Overview

Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The accounts receivable program is a transactional, real time system It gives you instant access to your receivables information to manage your cash flow and process delinquent accounts. An entry in cash receipts immediately affects a customer's account and credit status. You can view A/R ledger activity for any customer for any date range and drill down from a summary level to transaction level with one keystroke. You will often find Accounts Receivable abbreviated as A/R in the system.

Use the procedures in the following areas to manage your accounts receivables.

Accounts receivable are unpaid customer invoices, and any other money your customers owe you. The system lists the sum of all of your customer accounts receivable as a current asset on your balance sheet. You will often find Accounts Receivable abbreviated as A/R in the system.

Cash Receipts

When you receive a payment from a customer, you can use the Cash Receipts application to record it. This application shows all of the customers invoices, even those received via EDI (Electronic Data Interchange), and provides a variety of ways to apply payments. You can make adjustments or write off bad debt as needed. As soon as you enter a cash receipt, the system posts the amounts to the general ledger, providing you with a constant, up-to-date picture of your accounts receivable.

Inquiries

View A/R activity for a customer, for any range of dates, from A/R Inquiry or the A/R Ledger. You can drill down from summary level data to see transaction level detail. The A/R system provides you with a number of tools to help you manage your accounts receivable:

• The A/R inquiry gives you a complete picture of your customers' accounts, from aging information to credit limits to when they last purchased products from you, as of a particular date, in real time. • The A/R ledger is a real-time record of your customers' charges and payments.

Collections Management

Aged receivables reporting and task automation work queues helps you prioritize collection efforts and minimize write-offs. The A/R collection queue helps you track customers whose invoices are past due, in real time.

You can track your communications with customers, including the last time you contacted them, any conversations you had with them, and whether you have sent them collection notices. You can sort the queue by who owes you the most money, who has owed money the longest, by who is over their credit limit, or by any number of other useful ways. This information is also available in report form.

You can even eliminate proof-of-delivery phone calls by imprinting digital signatures on your customers' invoices, if you use the Signature Capture companion product in conjunction with the Accounts

(8)

Utilities

The system also includes a variety of ways to evaluate your customers in terms of how much business they give you and what kinds of products they purchase most often. You can find out who uses credit cards, which can be useful if you are interested in extending them credit through your company. You can even use an accessory program called ABC (Activity Based Costing) to find out which customers are costing you more money than they spend.

Reports

A number of reports are available for your use. When a customer purchases something, the system

(9)

Setup Requirements for Accounts Receivable

Following are the control maintenance records and authorization keys used for Accounts Receivable.

Control Maintenance Records

Set the following control maintenance records: ACCT AR Default Codes

• Default Customer Activity Source in A/R Inquiry • Default Customer Source in A/R Collection Queue • Default Service Charge Sales Source

• Default Ship Via For Service Charge Tax Code • Service Charge Default Terms

ACCT AR Display Parameters

• Cash Receipts Display Primary Ship-To's Invoices Only • Display Aging Invoices From Balance Forward Perspective • Display Customers/Vendors Who Are Inactive At A Branch • Display Short Description For G/L Accounts in A/R Adjustment • Display Zero Cash Entries In AR Inquiry Last Payment Amt Field ACCT AR General

• A/R Aging Method

• A/R Collection Letter Types

• Apply Batch Cash Exceeded Amount Against Invoice • Auto Prompt For G/L Account Detail Notes

• Automatic Write Off Setup

• Count Last Cash Receipt As Last Payment In A/R

• Disable Customer Branch Authorization In Cash Receipts • Disable Phantom Processing for Credit Sales Orders

• Exclude Postings To These G/L Accts From Commission Report • Generate error report when printing/faxing from A/R Collection Queue • Include Credits In Service Charge Calculation

• Include Service Charges In Service Charge Calculation • Include Tax In Discount Calculation

(10)

• Maximum Collection Days Date • P/O Variance Resolution Reasons

• Post Unapplied Cash Amounts To The Customer's Home Br

• Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts • Taxable Service Charge States

• Use Current Balance In Service Charge Calculation • Valid Customer Invoice Status Codes

• Valid Customer Statement Cycles ACCT SALES

• Hit Individual Components G/L Account for Kits

Authorization Keys

Assign the following authorization keys: • APPLY.CR.HKEY • AR.ADJUSTMENT.ALLOWED • AR.ALLOWED • AR.STATEMENT • CR.ALLOWED • CR.CREDIT.ALLOWED • CREDIT.CARD.ACCT • CUST.SALES.HIST.ALLOWED • PHANTOM.THREAD.COUNT • SOE.CLOSED.CANCEL.AR • SOE.CLOSED.ORDER.EDIT • SOE.CLOSED.ORDER.CANCEL • SOE.PRINT.INVOICE

Assign the following authorization keys to allow activation of customers from secondary search lists: • CUST.BR.AUTH.ONETIME

(11)

Cash Receipts Overview

Use the cash receipts application to enter credit and receivables information. For example, you can apply money received against money owed for a specific customer, you can track how much the customer has paid, and you can apply money so that the system pays the oldest transactions first.

Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. In addition, in a closed accounting period, you can view existing cash receipts, but you cannot edit them or enter new cash receipts.

Batch Cash Receipts Entry

Batch receipt entry streamlines your cash entry process by using a common lock box at your bank. They bank enters your receipts for you, then sends you a file to process through the system. After processing, you can reconcile those receipts which have errors using a review queue.

If you have accounts that have multiple open invoices for which you have received multiple payments, you can apply payments in a batch. The system applies the payments beginning from the oldest invoices, and creates a single cash receipt.

Auto Suggest

Auto Suggest is a new feature in Solar Eclipse that you can use to determine to which open invoices to apply cash. With this method, the system reviews the invoices and suggests those whose combined total matches the amount paid, beginning with the oldest invoices first.

Adjustments and Write-Offs

From the Cash Receipts application, you can select an open invoice and adjust the owed amount. If you owed the customer a discount and for some reason missed it, you can deduct that amount, or if all collection efforts have failed, you can write off the open amount as bad debt.

Reconciliation

(12)

Setup Requirements for Cash Receipts

Following are the control maintenance records and authorization keys used for Cash Receipts.

Control Maintenance Records

Set the following control maintenance records: • Account Payment Setup

• Anticipation Credit Percentage • Auto Cash Receipts Multi Lockbox • Auto C/R Default Customer If Not Found • Auto Prompt For G/L Account Detail Notes • Automatic Cash Receipts Options

• Create Anticipation Credit Invoice From C/R

• Display Customers/Vendors Who Are Inactive At A Branch • Do Not Apply Discounts To Cash Receipts

• Number of Records To Save In User Quick Access Lists • Post Unapplied Cash Amounts To The Customer's Home Br • Use Terms Grace Period In Cash Receipts

• User To Get Tracker When An Account Payment Is Made • Valid Customer Invoice Status Codes

Authorization Keys

Assign the following authorization keys:

To use the Cash Receipts or Miscellaneous Cash Receipts functions: • AR.PAYMENT.BY.CC

• CR.ALLOWED

• CUST.SALES.HIST.ALLOWED • SOE.CLOSED.ORDER.EDIT • SOE.CLOSED.ORDER.CANCEL To use the Apply Credit menu option:

• APPLY.CR.HKEY To activate inactive customers:

(13)

(14)

Entering Cash Receipts

Use the Cash Receipts window to apply cash to a customer's open invoices. You can either post your cash receipts to a bill-to or a ship-to account specified in Customer Maintenance. If you use a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you use a ship-to customer, you can apply cash only to that ship-to customer's invoices.

This procedure involves entering payment information and applying payments to open invoices. To enter payment information:

1. From the A/R menu, select Cash Receipts to display the Cash Receipts window.

2. In the Customer field, enter the name of the customer whose cash receipt you want to post. If you do not remember the complete customer's name, do one of the following to display a list to select from:

• Click the Selection List button to display a list of your customers.

• Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, click the Selection List button to display the Customer Primary List (Inactive). The system displays a prompt, asking you to confirm the activation of this customer.

If more than one customer matches your entry, a list of matching customers displays. Click the correct customer name to return it to the field and display the Select Cash Receipt window. Note: The ability to activate inactive customers is based on the setting in the Display

Customers/Vendors Who Are Inactive At A Branch control maintenance record, and the CUST.BR.AUTH.ONETIME and CUST.BR.AUTH.OVRD authorization keys.

3. Click NEW to display the New Cash Receipt window.

4. In the Branch field, enter the branch whose G/L account the system credits with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account.

5. In the Bank field, enter the name of the bank to which to deposit the applied cash.

If more than one bank matches your entry, a list of matching banks displays. Click the correct bank to display it in the field.

Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account.

6. In the Payment Date field, enter the date the payment was received. The system populates this field with today's date.

The payment date cannot be earlier than the cash receipts G/L closing date or the audit accounting date.

(15)

7. In the Batch # field, enter a user-defined number, if needed, to identify the batch into which this receipt is entered.

This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal sorts and subtotals by batch number. 8. Click OK to display a list of open invoices for the selected customer in the Cash Receipts

window.

9. Review the following account aging information at the bottom of the window:

Field Description

Total A/R The total amount the customer owes.

Future The part of the customer's balance that is due but that has not yet appeared on a statement.

Current The part of the customer's balance that you have billed and that is due within the current 30-day accounting period.

31-60 The part of the customer's balance that is between 31 and 60 days overdue.

Over 120 The part of the customer's balance that is more than 120 days overdue.

10. In the Check # field, enter a check number or other payment ID that identifies the payment for reporting and inquiry purposes.

11. In the Amount field, enter the amount of cash received. The system populates the Unapplied field with the same amount.

The amount of cash received that you enter in the Amount field may not be the same as the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice.

If the cash receipt is in a foreign currency, the foreign currency and the current exchange rate display in red in the lower right corner of the status bar at the bottom of the window. You can change the currency you are working with on the Customer Pricing Information window. For more information, see Defining Customer Pricing Options.

12. Do one of the following:

To... Do this...

apply the cash to open invoices Continue with To apply a payment to open invoices. enter the amount as unapplied

cash

From the File menu, select Exit. At the Unapplied Cash prompt, click Yes.

Depending on your Post Unapplied Cash Amounts To The

Customer's Home Br control maintenance record, an additional

prompt may ask whether to apply the unapplied amount to your home branch. If you click No, the unapplied payment posts to the branch where the system records the cash receipt.

(16)

To... Do this...

search for an invoice or open amount

In the Invoice #, Customer PO#, or the Release # field, enter all or a portion of an invoice, customer purchase order, release number, or an open amount and press Enter. The system displays the results in a drop-down list from which you can select the invoice you want to jump to. If your search matches a single invoice, the system jumps directly to that invoice in the list. display only those invoices with a

particular status code, for example, to resolve receipts with a particular variance type

In the Status field in the header section of the window, select the status you want to view. The status field in the table indicates any variances that exist with the invoice.

To apply a payment to open invoices: 1. Enter the payment information.

2. Choose one of the following methods for applying the cash:

Note: When you use any of the options under the Apply menu, scroll down to view transactions on other pages that have received applied cash.

To... Do this...

apply the cash and any discount amount to a specific invoice

Select the invoice and, in the Cash field, enter the amount of the cash to apply.

Note: This field accepts negative amounts.

apply all outstanding credit transactions to the oldest outstanding debit

From the Apply menu, select Apply Credits. apply the cash to the oldest open debit

transactions until the full amount has been applied

From the Apply menu, select Apply Old.

apply the cash to the invoices in a specific aging bucket

From the Apply menu, select Apply Age to display the Choose Age prompt. Enter the age and click

OK.

solicit recommendations from the system for which invoices to apply the cash to

From the Apply menu, select Auto Suggest. The Cash Receipts Auto Suggest window displays.

3. Review or edit the following for each invoice, as needed:

Column Description

Invoice #* A number that identifies the open invoice in the system.

Deposits for the customer are indicated with DEP after the order number. For example, S1586733.DEP. Invoices for service charges include S/C after the order number. For example, S1586733.S/C.

You can change the view to view customer PO number or release numbers using the

View > Change View menu.

(17)

Open Amount*

The amount of the invoice that the customer has not yet paid.

Disc Date* The date by which the customer must pay the invoice to receive a discount.

Disc Avail* The discount to which the customer is entitled if they send payment before the expiration date.

Discount The amount of the available discount applied to the invoice. You can override this amount, if needed.

Freight* The freight charge due based on the order invoice.

Handling* The handling charge due based on the order invoice.

Tax The sales tax due based on the order invoice.

Cash The amount of the cash applied to the invoice. You can override this amount, if needed. The system will update this amount for any discounts or adjustments.

Balance* The remaining open amount on the corresponding invoice after you have applied the discount, cash, and adjustment amounts.

Note An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note.

If you are in view-only mode, you can view the note text, but cannot edit it.

*View-Only

The running totals of the Open Amount, Discount, Cash, and Balance columns display beneath those respective columns.

4. Do any of the following, as needed:

To... Select this menu option...

save the transaction and clear the window for the next entry

File > Next Item

delete a transaction File > Delete

Confirm the deletion at the prompt. abort a transaction after you have applied all

of the cash

File > Exit

At the Save Changes prompt, click No. view the sales order for a selected invoice Invoice > View

The Sales Order Entry window displays in view-only mode.

enter or edit a note attached to an invoice Invoice > Edit Note

The Notes for <invoice #> window displays.

Note: If you display this window in view-only mode,

this option is not available. view a list of transactions for the customer View > A/R Ledger

(18)

change the columns that display in the detail area

View > Change View

A list of column views displays. Select an option.

5. From the File menu, select Exit. If applicable, check for anticipation credit. At the Save Changes prompt, click Yes to post the receipt.

Note: The system assigns cash receipts a 10-digit number prefixed with a C and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the

(19)

How the System Matches Invoices for Automatic Cash

Receipts

When uploading cash receipts electronically, by default the system uses the following matching rules to apply the incoming checks to the correct accounts and creating cash receipts in batches automatically for review. You can adjust the matching rules, if needed, by using the Automatic Cash Receipts Options control maintenance record.

The system considers the following for initially matching cash receipt data:

• Customer Invoice Number - The system compares only invoices for the customer based on the Magnetic Ink Character Recognition (MICR) data printed on each check. MICR data includes the check number, the bank account, and routing number provided by the American Banking

Association (ABA).

• P/O Number - The system compares open invoices first and then closed invoices. If multiple invoices have the same PO number, the system selects the first one.

• Invoice Number - The system compares all invoices across the system regardless of the MICR or ABA data on the check.

• Formatted Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as 16805 in an S16805.002 order number, then system then adds the order prefix (S16805.002) and the generation suffix

(S16805.002). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice.

Initial Match What the System Compares to Customer Level Compare Order Leave Unapplied? Exceptions Considered Customer Invoice Number

Gross Parent > Bill-to > Ship-to Default is No

Customer Invoice Number Gross with any exceptions

Parent > Bill-to > Ship-to Default is No • Taxes • Discount or Freight • Freight Customer Invoice Number

None Parent > Bill-to > Ship-to Default is No • Short Payment • Duplicate

Payment • Over Payment P/O Number Gross Parent > Bill-to > Ship-to Default is No

P/O Number None Parent > Bill-to > Ship-to Default is No • Short Payment • Duplicate

Payment • Over Payment Invoice

Number

(20)

Initial Match What the System Compares to Customer Level Compare Order Leave Unapplied? Exceptions Considered Invoice Number

None All Default is No • Short Payment • Duplicate Payment • Over Payment Formatted Invoice Number

Gross Parent > Bill-to > Ship-to Default is No

Formatted Invoice Number

None Parent > Bill-to > Ship-to Default is No • Short Payment • Duplicate

(21)

A/R Aging Methods and Examples

The A/R Aging Method control maintenance record determines the method the system uses to move A/R amounts between aging buckets. The record must be set to one of the following nine methods:

Method Description

1 Due Date/Days (one month invoice date)

2 Due Date/30 Day Rolling (30 days from invoice date)

3 Due Date/Calendar Month End

4 Due Date/Fiscal Month End

5 Invoice Date/Days

6 Invoice Date/30 Day Rolling

7 Invoice Date/Calendar Month End

8 Invoice Date/Fiscal Month End

9 Due Date/30 Day Rolling (Version 2)

Methods 1 through 4 and 9 are based on the due date calculated from the terms on the invoice, whereas methods 5 through 8 use the invoice date.

The default method is Method 4 - Fiscal Month End. If you elect to use method 5, 6, 7, or 8, the system does not use the Future bucket.

Use the A/R Aging Bucket Names control maintenance record to modify A/R aging bucket names to suit your industry. For example, if you are using an aging method that uses due dates, then some sites change the name of the Current bucket to be "1-30," since those invoices are 1 to 30 days past due.

Examples

The following tables represent how the system calculates the aging bucket dates for each method, based on the following data:

• Invoice Date: 06/04/10 • Due Date: 07/15/10

• Fiscal Month: Closes on the 25th of each month. Method 1 - Due Date/Days (one month invoice date)

Aging Bucket

Description Example Dates

Future Future through the date before the due date. Anytime through 07/14/2010

Current From the due date through 1 month from the due date. 7/15/2010 - 08/14/2010

30+ From the next day through 1 month from that date. 08/15/2010 - 09/14/2010

60+ From the next day through 1 month from that date. 09/15/2010 - 10/14/2010

(22)

120+ From the next day and later. 11/15/2010 and later

Method 2 - Due Date/30-Day Rolling (30 days from invoice date)

Future Future through the date before the due date. Anytime through 07/14/2010

Current From the due date through 30 days from the due date. 07/15/2010 - 08/13/2010

30+ From the next day through 30 days from that date. 08/14/2010 - 09/12/2010

Method 3 - Due Date/Calendar Month End

Future Future through last of the calendar month before the due date.

Anytime through 06/30/2010

Current During the calendar month in which the due date falls. 07/01/10 - 07/31/10

30+ In the next calendar month. 08/01/10 - 08/31/10

60+ In the following calendar month. 09/01/10 - 09/30/10

90+ In the following calendar month. 10/01/10 - 10/31/10

120+ in the following fiscal calendar month and later 11/01/10 and later

Method 4 - Due Date/Fiscal Month End

Future Future through last date of the fiscal month before the due date.

Anytime through 06/25/2010.

Current During the fiscal month in which the due date falls. 06/26/10 - 07/25/10

30+ In the next fiscal month. 07/26/10 - 08/25/10

(23)

Method 5 - Invoice Date/Days

Future Future through the date before the invoice date. Anytime through 06/03/10

Current From the invoice date through one month from the invoice date.

06/04/10 - 07/03/10

30+ From the next day through one month from that date. 07/04/10 - 08/03/10

Method 6 - Invoice Date/30 Days Rolling

Future _{Future through the date before the invoice date.} Anytime through 06/03/2010

Current From the invoice date through one month from the invoice date.

06/04/10 - 07/03/10

120+ 121 days past the due date and beyond. 10/02/10 and later

Method 7 - Invoice Date/Calendar Month End

Future Future through the last date of the calendar month before the invoice date.

Current During the calendar month in which the invoice falls. 06/01/10 - 06/30/10

30+ During the next calendar month. 07/01/10 - 07/31/10

Method 8 - Invoice Date/Fiscal Month End

Future Future through the last date of the fiscal month before the invoice date.

(24)

30+ During the next fiscal month. 06/26/10 - 07/25/10

Method 9 - Due Date/30 Day Rolling Version 2

Description Dates

Future Future through the day before the due date. Anytime through 07/15/10

Current From the day after the due date for the next 30 days. 07/16/10 - 08/14/10

30+ From the next day through 30 days from the date. 08/15/10 - 09/13/10

(25)

Receiving Payments for Accounts

Customers can make payments on their accounts for outstanding bills at any time. The system provides a process to accept payment by cash, check, or credit card for these transactions. The system creates a sales order behind the scenes using a miscellaneous charge product and applies the cash to the account to the account. The payment displays in A/R Inquiries and A/R Summaries.

Before receiving a payment on an account, complete the following setup:

• Create a miscellaneous charge product item to use as a placeholder product for payments. The system uses the product on the sales orders it creates for payments. The product typically has a price of $0.00.

• Set the Account Payment Setup control maintenance record to define the miscellaneous charge product to use and the percentage fee you want to charge back to customers for credit card processing.

• Set the User To Get Tracker When Account Payment Is Made control maintenance record to identify in accounts receivable the system should notify when a payment is made.

To change the processing fee set for a credit card payment, you must be assigned the

AR.PAYMENT.BY.CC authorization key. To enter a negative payment for an account balance, enter a sales order with a line item comment and take the negative payment that way. The Account Payment window does not accept negative amounts.

To receive a payment for an account:

1. From the Orders menu, select Account Payment to display the Account Payment window. 2. In the Customer field, enter the customer who wants to make a payment on their account. 3. In the Collection Branch field, if needed, change to the branch that gets credit for the payment.

If the terminal you are working at has a defined price branch, the system defaults to that branch. If the terminal does not have a price branch defined, you can enter the branch that receives credit for the payment here. You can only enter branches for which you are authorized.

4. In the Collection Location field, if needed, change the location, such as Counter, to indicate which cash box the payment is being placed in. This could also be the site or store location at which payment was made, depending on your site setup.

5. Do one of the following based on the payment method:

To... Do this...

accept a cash payment 1. In the Payment Method field, select Cash.

2. In the Cash Amount field, enter the amount the customer is giving you in cash.

3. Click Pay On Account to create the sales order for the payment.

(26)

To... Do this...

accept a check payment

1. In the Payment Method field, select Check.

2. In the Check Number field, enter the number on the customer's check. 3. In the Check Amount field, enter the amount for which the customer

has written the check.

4. Click Pay On Account to create the sales order for the payment. accept a credit card

payment

1. In the Payment Method field, select Credit.

2. In the Payment Amount field, enter the amount the customer wants to pay towards their account balance.

Based on the Account Payment Setup control maintenance record, the system calculates the processing fee associated with the credit card payment and displays it in the Processing Fee field. Override the processing fee if necessary.

3. In the Total Amount Charged field, the system adds the processing fee to the payment amount and displays the entire amount being charged to the credit card. You can adjust this amount, if needed. The system recalculates the processing fee and payment amount.

4. Click Pay On Account to display the Credit Card Authorization window and populate the Credit Card information, as required.

Note: Due to government regulations, you cannot swipe a card to take

(27)

Resolving Cash Receipt Variances

If you find a discrepancy or variance when working with cash receipts, you can review and resolve them using the Automatic Cash Receipt Review Queue. When a cash receipt is resolved the system logs the user, date, and resolution code. A cash receipt is resolved when the user enters a manual batch cash receipt or cash receipt and when the user removes the cash receipt from the Automatic Cash Receipt Review Queue. The system uses the resolution code MANUAL. The review queue is normally populated by automatic batch cash receipts only.

When using a lock box and automatic batch cash receiving, the system looks at all cash receipts and using predefined matching rules, automatically resolves those receipts that it can. The system checks over and short amounts by percentage and dollars, tax, freight, discounts, and overpayments. All receipts resolved this way display in the Cash Receipts Resolution Report as AUTO. Use the Automatic Cash Receipt Write Off utility to define what amounts you want the system to use.

The system uses the following resolution codes:

• Manual - Used when entering a manual batch cash receipt.

• Unapplied - User deletes a cash receipt from the Automatic Cash Receipt Review Queue leaving a difference amount

• Auto - User deletes a cash receipt from Automatic Cash Receipt Review Queue that never had a difference amount.

• Resolved - User deletes a cash receipt from Automatic Cash Receipt Review Queue that has a zero balance that at one point it did have a difference amount.

To resolve a batch cash receipt:

1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue.

2. Complete the header information to populate the queue.

3. Right-click the cash receipt you want to address and select Edit Cash Receipt.

4. Use the columns to apply the cash or edit the information, as needed, to resolve the differences.

Invoice #* A number that identifies an open invoice.

Status A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record.

Open Amount* The amount of the invoice that the customer has not yet paid.

Discount* The date by which the customer must pay the invoice to receive a discount.

Discount Available*

The discount to which the customer is entitled if they send payment before the expiration date.

(28)

Cash The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments.

Balance* The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts.

Note Any additional information about the cash receipt or invoice.

* View Only

(29)

Editing Cash Receipts

Use the Cash Receipts window to edit cash receipts you applied in error, if, for example, the customer requested that you apply the cash to a specific invoice and you applied it to the oldest invoices in their account, or if you need to adjust an open invoice. You can view and modify a cash receipt entry as long as the original payment date is not earlier than the G/L closing date for cash receipts.

Note: Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. If you do not have sufficient

permission, the cash receipts window opens in view-only mode. To edit a cash receipt:

2. In the Customer field, enter the name of the customer whose cash receipt you want to edit. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to populate the field. If more than one receipt is available for that customer, the Cash Receipt Selection window displays. If not, move to step 4.

If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as !15534.

Note: You can change the customer for the cash receipt, if needed, even if no cash has been applied.

3. In the Cash Receipt Selection window, do one of the following: • Select a receipt to view in the Cash Receipts window.

Note: When you select an entry in a closed G/L period, a warning displays and the receipt information is available in view-only mode. When you select an entry that is not in a closed period, the receipt displays in edit mode.

• Click Cancel to return to the Cash Receipts window without selecting a receipt. • Click New to create a new receipt.

• Click Display All to show all receipts available for that customer. By default, the system displays only the most recent fifteen receipts.

4. Review or edit the information for the invoice, as needed.

Invoice #* A number that identifies an open invoice.

Status A code that identifies the status of the invoice, for example, on hold. Use the

Valid Customer Invoice Status Codescontrol maintenance record to define

these codes.

Open Amount*

Discount Date*

(30)

Discount Available*

The discount to which the customer is entitled if they send payment before the expiration date.

Freight* The freight charge due based on the order invoice.

Handling* The handling charge due based on the order invoice.

Tax* The sales tax due based on the order invoice.

Note An icon displays in this field if the cash receipt has additional note

information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note.

If you are in view-only mode, you can view the note text, but cannot edit it.

*View-Only

Note: The transactions listed reflect their status as of the payment date, not the current date, so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date and the system does not display these entries. If you intend to edit the original posting, use the A/R Inquiry window to check the status of the transactions in question.

clear the window for the next entry File > Next Item

delete a transaction File > Delete

Confirm the deletion at the prompt. view a list of changes made to the cash

receipt

File > Change Log

The Change Log Viewing window displays. adjust A/R amounts for a selected invoice Invoice > Adjustments

The A/R Adjustments window displays. view the sales order for a selected invoice Invoice > View

The Sales Order Entry window displays in view-only mode.

enter or edit a note attached to a selected invoice

Invoice > Edit Note

The Notes for <invoice #> window displays. view a list of transactions for the customer View > A/R Ledger

(31)

review or edit additional information View > Change View

A list of column views displays. Select an option.

(32)

Viewing Changes to Cash Receipts

Use the Change Log Viewing window to view a history of all activity related to the cash receipt selected in the Cash Receipts window. This window is view-only.

To view changes to a cash receipt:

2. Display a cash receipt transaction. From the File menu, select Change Log to display the Change Log Viewing window.

3. View the following information for each entry:

User ID The ID of the user logged onto the terminal from which the log entry was made.

Date The date on which the log entry was made.

Time The time at which the log entry was made.

Port The terminal port from which the log entry was made.

Comment A description of the event that generated the log entry.

Note: The receipt transaction number and ship date or invoice number display at the bottom of the window.

view a selected cash receipt File > View

The Cash Receipts window displays in view-only mode.

Note: If the entry you select is in a closed G/L period, a message

displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode.

edit a selected cash receipt File > Edit

The Cash Receipts window displays. view changes to a different order

generation or invoice

File > Change Ship Date / Invoice #

The Select Ship Date / Invoice # window displays. Select an option.

(33)

Changing Display Options for Cash Receipts

Use the Cash Receipts Options window to change the display options for cash receipts transactions. You can sort invoices by invoice date or customer P/O number. This option is only available after you enter customer information.

You must set the Cash Receipts Display Primary Ship-To's Invoices Only control maintenance record before using this window.

To change display options for cash receipts:

2. From the Options menu, select Sort/Selection to display the Cash Receipts Options window. 3. In the Sort Selection field, select one of the following to determine how to sort the transactions:

• By Date • By PO# • By Invoice#

Note: This field defaults to the last selection you made. For example, if you last selected By PO# for this field, then the next time you display the screen, the system populates this field with By PO#.

4. In the Display field, select one of the following to determine what type of information to display: • Bill To and Ship To's

• Ship To Only

(34)

Changing Cash Receipt Column Views

You can display a variety of information about your open invoices by changing the column view. For example, to view open invoices by the customer's purchase order number, select a column view that includes the Customer PO# column.

To change column views:

1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt.

3. From the View menu, select Change View to display a list of possible column views.

4. Select one of the following to display the corresponding columns in the Cash Receipts window: • Invoice# / Stat / Open Amt / Discount Date&Amt

Invoice #* A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

You can also use this field to search for an open amount.

Status A code that identifies the status of the invoice, for example, on hold. Use the Valid

Customer Invoice Status Codescontrol maintenance record to define these codes. Open

Amount*

Disc...* The date by which the customer must pay the invoice to receive a discount.

Balance* The remaining open amount on the corresponding invoice after system has applied the discount, cash, and adjustment amounts.

*View-Only

• Customer PO# / Stat / Open Amt / Discount Date&Amt

Customer PO#*

(35)

Amount*

*View-Only

• Invoice# / Due Date / Open Amt / Discount Amt

Due Date The date by which you must receive the invoice for the customer to avoid finance charges.

Open Amount*

(36)

• Invoice# / Invoice Date / Open Amt / Discount Amt

Invoice Date The date you sent the invoice to the customer.

Open Amount*

*View-Only

• Invoice# / Customer PO# / Open Amt

Customer PO#

A number that identifies the invoice using the customer's purchase order.

Open Amount*

(37)

• Customer PO# / Due Date / Open Amt

Customer PO#*

A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

Due Date The date by which you must receive the invoice in order for the customer to avoid paying finance charges.

Open Amount*

*View-Only

• Customer PO# / Invoice Date / Open Amt

Customer PO#*

A number that identifies the invoice using the customer's purchase order. To search the table for customer PO number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

Open Amount*

(38)

• Release # / Due Date / Open Amt

Release#* A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

You can also use this field to search for an open amount.

Due Date The date by which you must receive the invoice in order for the customer to avoid paying finance charges.

Open Amount*

Balance* The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustments.

*View-Only

• Release # / Invoice Date / Open Amt

Release#* A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

Open Amount*

*View-Only

• Old Invoice# / Stat / Open Amt / Discount Date&Amt

(39)

Amount*

*View-Only

• Invoice# / Invoice Date / Open Amt / Branch

Invoice# A number that identifies an open invoice. To search the table for an invoice number, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

Open Amount*

Branch The branch number from which the order originated.

• Release# / Branch / Invoice Date / Open Amt

Release# A supplementary number on the customer's purchase order. To search the table for a supplementary number on a customer's PO, enter all or a portion of the number in this field and press Enter. The system displays the matches to your search in a drop-down, or jumps to the invoice if there is a single match.

Branch The branch number from which the order originated.

(40)

Applying Cash Using Auto Suggest

If you receive a payment for which no open invoice is an exact match, you can use the Cash Receipts Auto Suggest window to have the system suggest invoices for cash application. The auto suggest program looks for an exact match, and, if it does not find one, it looks for a combination of invoices that match the payment amount, beginning with the oldest invoices. If the system does not find an exact match, it stores the remaining payment amount as unapplied cash.

To apply cash to suggested invoices:

1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter the payment information.

3. From the Apply menu, select Auto Suggest to display the Cash Receipts Auto Suggest window. 4. Select or deselect the following check boxes, as needed:

• Use Credits - Suggests invoice matches for all of the customer's outstanding credit/unapplied cash transactions.

• Use Discounts - Includes discount amounts when suggesting invoice matches. 5. Click Advanced to display the Cash Receipts Auto Suggest window.

6. In the Enter accuracy percentage field, enter a number that represents how accurate you want the system to be when suggesting invoice matches. To match exact invoice amounts, type 100. 7. Select or deselect the following check boxes in the Include Ages area, as needed:

• Future - Includes the part of the customer's balance that is due but that has not yet appeared on a statement.

• Current - Includes the part of the customer's balance that you have billed and that is due in the current period.

• 31-60 - Includes the part of the customer's balance that is between 31 and 60 days overdue. • 61-90 - Includes the part of the customer's balance that is between 61 and 90 days overdue. • 91-120 - Includes the part of the customer's balance that is between 91 and 120 days overdue. • Over 120 - Includes the part of the customer's balance that is over 120 days overdue.

8. Select or deselect the Use Unapplied Amount check box, as needed.

• If you select the check box, the system uses the amount in the Unapplied Amount window on the Cash Receipts Auto Suggest window.

• If you deselect the check box, the system uses the amount in the Amount field on the Cash Receipts window.

9. Click OK to return to the Cash Receipts Auto Suggest window.

10. Click Update to run the selection program. The suggested invoices display.

(41)

Applying Unapplied Cash to Invoices

If you enter a payment against a customer's account, but are not certain to which open invoices to apply the amount, you can tell the system to post the payment as unapplied cash. You can then return to the account later and apply the cash.

Note: You must be assigned the CR.CREDIT.ALLOWED authorization key to apply credit to receipts, including those in a closed G/L period.

To apply unapplied cash to invoices:

2. In the Customer field, enter the name of the customer whose unapplied cash you want to apply. If more than one customer matches your entry, a list of matching customers displays. Click the customer name to display the Select Cash Receipt window.

3. Click the unapplied cash receipt to return it to the Cash Receipts window. The window displays in Correction mode.

4. Apply the cash to the open invoices.

To apply unapplied cash while entering a new cash receipt: 1. Enter the payment information for the new cash receipt.

2. From the Apply menu, select Apply Credits. The system adds any unapplied cash to the amount in the Unapplied Cash field.

(42)

Adjusting Invoice Amounts

Use the A/R Adjustments window to display current general ledger credit distributions that correspond to the debit to the A/R account for the transaction indicated by the cursor in the Cash Receipts window. When you access this window from Cash Receipts, you can use it to make adjustments for the day-to-day write-offs of A/R amounts such as service charges, freight, handling, or tax. For example, if you charged sales tax to a tax-exempt customer, you can adjust it by entering a credit to the appropriate sales tax account.

You can adjust only those accounts flagged as C/R Adjustment Allowed in G/L Account Maintenance. You cannot adjust Cash Box and Cash accounts.

To adjust an invoice amount:

1. From the A/R menu, select Cash Receipts to display the Cash Receipts window. 2. Enter or view a cash receipt.

3. Select the invoice to adjust and, from the Invoice menu, select Adjustments to display the A/R Adjustments window.

The system populates all fields in this window, including existing postings made on previous dates.

4. In the G/L Account field, enter the name of the account to which to post the adjustment. 5. In the Sub G/L Account field, enter the name of the G/L sub account to which to post the

adjustment.

6. In the Amount field, enter the adjustment amount. One of the following occurs: • A negative entry debits the G/L account and credits (decreases) the A/R account. • A positive entry credits the G/L account and debits (increases) the A/R account.

Solar Eclipse Accounts Receivable. Release 8.7.2

Table Of Contents

Accounts Receivable Overview

Cash Receipts

Inquiries

Collections Management

Utilities

Reports

Setup Requirements for Accounts Receivable

Control Maintenance Records

Authorization Keys

Cash Receipts Overview

Batch Cash Receipts Entry

Auto Suggest

Adjustments and Write-Offs

Reconciliation

Setup Requirements for Cash Receipts

Control Maintenance Records

Authorization Keys

Entering Cash Receipts

How the System Matches Invoices for Automatic Cash

Receipts

A/R Aging Methods and Examples

Examples

Receiving Payments for Accounts

Resolving Cash Receipt Variances

Editing Cash Receipts

Viewing Changes to Cash Receipts

Changing Display Options for Cash Receipts

Changing Cash Receipt Column Views

Applying Cash Using Auto Suggest

Applying Unapplied Cash to Invoices

Adjusting Invoice Amounts