ACCOUNTS
RECEIVABLE
Contents
Introduction
Accounts Receivable Highlights ... 1-3 Accounts Receivable Overview ... 1-5 Accounts Receivable Roadmap ... 1-6 Accounts Receivable Setup Guide ... 1-7
Accounts Receivable Table Files
Option 1: Receivable Control File Maintenance ... 2-5 Option 2: Terms Code File Maintenance ... 2-9 Option 3: Late Charges File Maintenance ... 2-11 Option 4: Accounts Receivables Customer Type File Maintenance ... 2-13 Option 5: G/L Posting File Maintenance ... 2-14 Option 6: Territory Code File Maintenance ... 2-17 Option 7: Salesman Code File Maintenance ... 2-18 Option 8: Bank Master File Maintenance ... 2-19 Option 16: Customer Locks/Inquiry Maintenance ... 2-20 Table File Listing Options ... 2-21 Option 21: Accounts Receivable Control File Listing ... 2-22 Option 22: Terms Code File Listing ... 2-22 Option 23: Late Charges File Listing ... 2-22 Option 24: Customer Type Code File Listing ... 2-22 Option 25: G/L Posting File Listing ... 2-22 Option 26: Territory Code File Listing ... 2-22 Option 27: Salesman Code File Listing ... 2-22 Option 28: Bank Master File Listing ... 2-22
Customer Processing
Option 11: Customer File Maintenance ... 3-4 Option 12: Customer File Inquiry ... 3-16 Option 13: Customer Detail Listing ... 3-26 Option 14: Customer Summary Listing ... 3-27 Option 15: Customer Address Listing ... 3-28 Option 16: Customer Comment Reporting ... 3-29
Accounts Receivable Processing
Option 6: Open Invoice Listing ... 4-21 Option 7: Unapplied Credit Memo Inquiry ... 4-22 Option 8: Unapplied Credit Memo Listing ... 4-23 Option 21: Initial Cash Entry and Distribution ... 4-24 Option 22: Adjustment Entry ... 4-31 Option 23: Cash/Adjustment Edit Listing ... 4-36 Option 24: Post Cash/Adjustments ... 4-37 Option 25: Unapplied Cash Inquiry ... 4-38 Option 26: Unapplied Cash Listing ... 4-40 Option 27: Apply Cash/Credit Memo Process ... 4-41 Option 28: Automatically Apply Cash ... 4-46 Option 31: Transaction Register ... 4-47 Option 32: Aged Trial Balance Detail ... 4-48 Option 33: Receivables Analysis Report ... 4-49 Option 34: Credit Limit Exception Report ... 4-51 Option 35: 3-Up Labels ... 4-52 Option 36: Real - Time Aged Trial Balances Detail ... 4-53
Statement Processing Menu
Option 1: Statement Detail Listing ... 5-4 Option 2: Statements ... 5-5 Option 3: Past Due Notices ... 5-7 Option 4: Statement Posting Process ... 5-8 Option 5: Statement Schedule Listing ... 5-10
Year End Menu
Option 1: Statement History Listing ... 6-4 Option 2: Statement History Purge ... 6-5 Option 3: Re-Calculate Aging Balances ... 6-6 Option 4: Reorganize Physical Files ... 6-7 Option 5: Year - End Closing ... 6-8 Option 10: History Transaction Report ... 6-9
Questions & Answers
ACCOUNTS
RECEIVABLE
chapter 1
Introduction
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Accounts Receivable Highlights
— Customer information screen international phone number and country code capable.
— Last payment date viewable from the customer information screen.
— Due date, discount, and PO information displayed in current and history inquiry.
— View transactions in real-time or static aging mode.
— Run statements for open items only.
— History statements show unapplied cash.
— Cash application allows charge backs.
— Enter adjustments at the same time you apply cash and apply the amount requested as an
adjustment.
— Write off adjustments or age if disallowed.
— Complete customer information, including current, future, and four aging periods.
— Extensive detail and summary analysis reporting.
— Audit reports for all transaction types.
— Calculated credit limits and average days to pay.
— Multiple selection screens for customer reporting.
— Ability to override sales account during Invoice and Credit Memo Entry.
— Handles parent and subsidiary relationships for a customer.
— Batch transaction processing in Invoice Entry, Credit Memo Entry, Initial Cash Entry, and
Adjustment Entry.
— Codes to represent credit terms, late charges, and customer types.
— Provides uncollectible account analysis.
— Capability to maintain two different aging schedules (an aging schedule can be any number
of days you want).
— Generates statements and past due notices for both open item and balance forward
customers.
— Ability to override the adjustment account when adjusting balance.
— Invoices can be entered or brought in from your own invoicing system.
— Extensive discount processing for invoices.
— Cash can be applied to a specific charge or automatically to the oldest balances.
— Supports multiple banks.
— Aging by invoice date or gross due date.
— View aging by next statement date or real-time from customer inquiry.
— Age unapplied credits.
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Accounts Receivable Overview
Flexible Cash Application. N/Compass can automatically apply the cash for your customer accounts or provide the capability to apply it when you enter it or post it.
Accounts Receivable Aging. Choose from two user-defined aging schedules to generate statements and management reports, printable in detail or summary format.
Unlimited Customer Comments. A built-in contact management feature allows you to track comments, complaints, and compliments by type.
Multi-Bank. For the company that operates from several offices, manage receivables from a single bank or multiple banks.
Projected Collectibles. Assign a collectible percentage to each aging period, N/Compass will notify you, in exact percentages or in dollar amounts, of your outstanding receivables as projected collectibles.
Statement Inquiry. Your users have real-time access to customer statements, allowing them to instantly address customer inquiries.
Accounts Receivable Roadmap
You must setup the N/Compass Control Files and Chart of Accounts first. Detailed instructions are provided in the Control Files Manual. The Control Files Manual contains helpful information on how to sign on to the system as well as how to access your live data or the sample data library.
Each company has it’s own Accounts Receivable Control File Maintenance records in the Table Files. You must enter a control record for each company that you have.
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Accounts Receivable Setup Guide
Options 1-8 on the Accounts Receivable Table Files are mandatory.
If you have the N/Compass Billing and it is setup Options 2, 4, 6, & 7 have been completed.
1. Receivables Control File Maintenance: Table Files Option 1. Determine if Receivables will interface with GL, assign a GL source code to all entries from AR (optional), debit AR & credit GL during invoice entry, generate GL entries even if you do not have N/Compass GL, choose cash or accrual accounting, open item detail, age by invoice or due date, age unapplied credits, print future invoice totals on statements, print unapplied credits on statements, include a comment to appear on statements, and aging period comments.
2. Terms Code File Maintenance: Table Files Option 2. Define payment terms.
3. Late Charges File Maintenance: Table Files Option 3. Based on past due balance & any late charges.
4. Customer Type Code File Maintenance: Table Files Option 4. Group customers by type for reporting.
5. G/L Postings File Maintenance: Table Files Option 5. Enter the G/L account numbers for each company.
6. Territory Code File Maintenance: Table Files Option 6. Setup territory code & description.
7. Salesman Code File Maintenance: Table Files Option 7. Setup GL posting levels.
ACCOUNTS
RECEIVABLE
chapter 2
Table Files Menu
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Accounts Receivable Table Files
Purpose: The Accounts Receivable Table Files contains the files that are used to drive the Accounts Receivable application. Allows you to list and maintain control files, codes and G/L interface tables for the accounts receivable system. After completing this section, you will be able to set up the N/Compass Accounts Receivable system by adding customers, entering invoices and cash, and processing aging reports. Accounts Receivable Table Files must be set up before you begin any Accounts Receivable processing procedures. After you set up the Table File Options, you can run the Table File Listings to verify the information.
In this menu you set up the following: • Terms codes
• Late charge codes
• Default general ledger account numbers • Sales rep codes
• Accounts Receivable bank numbers • Customer Type Codes
• Territory Codes
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Option 1: Receivable Control File Maintenance This option is mandatory
Description: The Control File contains information used to identify certain values for the Accounts Receivable system as well as the set up for the aging schedules. Each customer must be assigned to an aging schedule. The Accounts Receivable system supports two aging schedules. The information entered in the control file is used to run statements and calculate your customer’s aging balances.
Interface With G/L, Y/N: If you are not using the N/Compass General Ledger package and want to generate a General Ledger report listing of the accounts that were debited and credited during posting, enter ‘Y’ here. If you do not want to generate a General Ledger report upon posting, enter N here (This option prints a report ‘RCP042T’ if not using N/Compass General Ledger, regardless of the flag setting).
If you are using the N/Compass General Ledger package, the General Ledger posting journal is generated regardless of your entry. General Ledger transactions will not be taken to the G/L files if the flag is ‘N’.
Invoice Entry G/L Interface Y/N: If you want to credit the N/Compass General Ledger sales account and debit the Accounts Receivable account during invoice entry, you must enter a Y. If you do not want to debit and credit these accounts during invoice entry, enter an N. If you have the N/ Compass Billing system, the General Ledger sales account is credited and the Accounts Receivable account is debited when you run the Billing Update Process (Billing Processing Menu Option 8). Cash/Accrual Basis C/A: Enter ‘C’ for cash basis accounting or ‘A’ for accrual basis accounting. For more information on the difference in posting to the General Ledger for Cash and
Accrual basis accounting, see G/L Posting File Maintenance.
Open Item Detail: This field determines whether all open transactions are displayed in detail. You can view applied credit detail on charges until the invoice is fully paid, or only show the remaining balance after posting statements. This field only applies to those customers that are open item customers. Customer File Maintenance and Customer File Inquiry (Processing Menu Options 11 and 12) allow you to see whether a customer is open item or balance forward. Note: This option has no effect on Balance Forward customers.
0 Shows only the new balance for open charge items. Applied credits are not shown as applied to the invoice after statement posting.
1 Keep credit transaction detail for open charge items. All applied credits are displayed until the item is paid in full.
Age by Invoice or Due Date: Determine whether you want your Accounts Receivable aging based on invoice date or due date. The invoice aging method is used when producing statements and generating Aged Trial Balance Reports (Processing Menu Options 32 and 36).
Age Unapplied Credits: Enter a ‘Y’ to age the unapplied credits. If you enter an ‘N’, unapplied credits are not included on the Aged Trial Balance reports. Unapplied credits are credit memos that have been applied to a customer instead of an invoice through Credit Memo Entry (Processing Menu Option 2).
Statements Print Future: Enter a ‘Y’ to print future invoice totals on the statements. Enter an ‘N’ if you do not want to print future invoice totals on statements. Future invoices are invoices that have been entered and have an invoice date that falls after the statement date you are processing. The next statement date determines whether it is a future invoice. Receivables Control File Maintenance (Table Files Option 1) allows you to view the next statement date.
Print Unapplied Credits: Enter a ‘Y’ to print unapplied credits on statements. Enter an ‘N’ if you do not want to print unapplied credits on statements. Unapplied credits are credit memos that have been applied to a customer instead of an invoice through Credit Memo Entry (Processing Menu Option 2).
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Aged Period Comments: There are four aging period comments, each of which represents an aging period (example: over 30 days, over 60 days, and so on). The comment associated with the oldest aging balance on the customer file is printed on the statement. If a customer’s oldest balance is for aging period 2, for example, the comment entered on age 2 is printed on the statement. Likewise, if a customer’s oldest balance is for age period 4, the comment entered on age 4 is printed on the
statement.
The following fields are maintained for both schedule 1 and schedule 2
You can set up one or two aging schedules. Each schedule can have a different number of days included in the aging period. For example: you can send statements monthly to some customers and bi-weekly to others. Note: A customer can be assigned only one of the two schedules.
Next Statement Date: Enter the next date (in MMDDYY format) that the statements will be run. You are required to enter the statement date for schedule 1. Schedule 2 is optional. Make sure you do not enter a statement date that has been posted. If you enter a previously posted statement date, you will receive the error message “RHHEADL attempts to write a duplicate a record.” This means that when the system tried to run the Statement Posting Process (Statements Menu Option 4), it found that information already existed in the file with the date you were trying to process. This will halt the posting job and cause incomplete data to be entered in your files. The next statement date is also used in determining the aging periods for invoices when running Re-Calculate Aging Balances (Year - End Menu Option 3).
Aging Period Days or Monthly Y/N: The number of days for each aging period (example: 30 for monthly, 7 for weekly, and so on). If you plan to run monthly statements on a certain day of the month, enter a ‘Y’ in the “Monthly Y/N” field. Enter an ‘N’ if you do not plan to run monthly statements. Monthly statements can either be the last day of the month or the same day each month (the 15th for example).
% UN - collectable: Enter the estimated percent of past due balances that you consider potentially uncollectible (1% is .01). Generally, there will be a larger percent for older balances. Enter this percentage for each of the four aging periods, if applicable.
Last Invoice Number: The last invoice number used. The system automatically assigns invoice numbers. If you want to start with invoice 1501, for example, enter 1500 here. If the N/ Compass Billing application is installed, the invoice number is maintained in the Billing Control File (Billing Table Files Option 1) and is not displayed here.
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Option 2: Terms Code File Maintenance This option is mandatory
Description: This is where you enter the different terms codes you offer to your customers. Each customer is assigned a default terms code. The terms code is used to calculate the following values: • The discount amount.
• The number of days from the invoice date that the discount can be taken.
• The number of days from the invoice date that the invoice is considered overdue.
• If invoices are due on a specific day of the following month, set the End of Month to ‘Y’ and the Net days to the desired amount.
For example: If you have a customer who does not get a discount, and that customer’s invoices re due net 30, you define the terms code here (see Net 30 terms code below). Enter the terms code in Customer File Maintenance (Processing Menu Option 11). You can override the terms code when you key in an invoice.
Terms Code: Enter any valid number from 01 - 99.
Net Discount %: Enter the rate of the discount (2% is .02). The discount amount is calculated based on this percentage.
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Option 3: Late Charges File Maintenance This option is mandatory.
Description: Late charges are applied to a customer’s file based on the customer’s past due balances and late charge code. Late charges are calculated when you post statements (Statements Menu Option 2) using a percentage of the customer’s past due balance. The late charges that are calculated during the statement posting show up in the customer’s record and will print on the next statement run. Calculating late charges is optional, but each customer must be assigned a late charge code. If you do not assign late charges to your customers, you must set up one late charge code with zeros in the fields.
Late Charge Code: Enter any number from 01 - 99 to designate a late charge code.
Late Charge Percent: This percentage is used to calculate the late charge by multiplying this percentage by the past due balance.
Minimum Late Charge: This amount is used as the late charge if the calculated amount is less than this amount. For example, if the calculated late charge for a customer is $8.50, and the minimum late charge entered here is $10.00, the system applies $10.00 as the late charge.
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Option 4: Accounts Receivables Customer Type File Maintenance This option is mandatory
Description: Customer types are used to group your customers together. You can also specify different Accounts Receivable accounts for each customer type you set up here. You are required to assign a customer type to each customer. Examples of customer types might be distributors,
wholesalers, or retailers. If you have the N/Compass Billing system, the customer types entered here are also used in the Billing system.
Customer Type: This field is an alphanumeric field. Enter in the letter or number you wish to use to represent your customer.
Option 5: G/L Posting File Maintenance This option is mandatory
Description:Whether or not you have the N/Compass General Ledger system, you need to enter the default General Ledger account numbers for each of your companies. The account numbers you enter here are the default account numbers used throughout the Accounts Receivable system. You need to enter your Accounts Receivable banks in Bank Master File Maintenance (Table Files Menu Option 8) before you enter the G/L account numbers here. As you enter invoices, credit memos, or adjustments, you have the opportunity to change the sales account number. If you have the N/ Compass Billing system, the sales accounts are used when you run the Billing Update Process (Billing Processing Menu Option 8).
This screen allows you to add, change or delete your default account numbers.
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1. Interest Revenue Account: This is a revenue account that gets credited when a late charge is generated during Statement Posting (Statements Menu Option 4).
2. Sales Account: This is a revenue account that is credited when an invoice is posted. You have the opportunity to override the sales account for each invoice as it is entered. If you have the N/Compass Billing system, the sales account is determined from the Billing system when you run the Billing Update Process (Billing Processing Menu Option 8).
3. Returns & Allowances Account: This is a contra-account for revenue that is debited for credit adjustments and credit memos when you post invoices/credit memos or post cash/ adjustments (Processing Menu Options 4 and 24).
4. Discount Account: This is an allowance account that is debited to offset any discounts taken against a revenue account.
5. A/R Account: The Accounts Receivable account is debited during invoice posting and credited during cash posting. You need to enter an Accounts Receivable account for each customer type on your system. Customer types are set up in Customer Type Code Maintenance (Table Files Menu Option 4).
Accrual Basis Accounting
CASH A/R INT SALES RETURNS DISCOUNT
Invoices DR CR Credit Memos CR DR Cash: Payments DR CR DR Non-A/R DR CR Adjustments: Credit (-) CR DR Charge (+) DR CR Late Charges DR CR
Cash Basis Accounting
CASH A/R INT SALES RETURNS DISCOUNT
Cash:
Payments DR CR DR
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Option 6: Territory Code File Maintenance This option is mandatory.
Description: The territory codes entered in this option are used to identify territories for your sales people. Each customer is required to have a territory. If you do not use territories, you need to set up one territory code and assign that code to each of your customers. Billing Sales and Profit Analysis reports (Billing Customer & Reports Menu Options 15 and 16) are sorted by territory codes.
Territory Code: Any valid 3-character alphanumeric code. This code is used to identify a sales territory.
Option 7: Salesman Code File Maintenance This option is mandatory.
Description: This option is used to enter and maintain salesman codes and commission percentages. A salesman code is required for each customer. If you do not use sales codes, you need to enter one salesman and use that code as you set up your customers. The commission for the salesman is calculated on the sales that are made to the customer through the N/Compass Billing system. The commission is only calculated if you are using the N/ Compass Billing system to process your sales orders. Billing Sales and Profit Analysis Reports (Billing Customer & Reports Menu Options 17 and 18) are sorted by salesman code.
Salesman Code: Any valid sales representative code from 01 - 99999. This field is numeric only. Name: A 30 - character field is used for the sales representative’s name.
Report Levels: The level 2 (Div) and level 1 (Dept) for which the sales rep works.
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Option 8: Bank Master File Maintenance This option is mandatory.
Description: This is where you set up the bank(s) you are using in the Accounts Receivable system. ach customer is assigned a default bank number. The bank number(s) entered here are used to determine the default cash account when posting Accounts Receivable transactions. You will specify the default Accounts Receivable account numbers in the G/L Posting File (Table Files Menu Option 5). You should set up your bank code(s) for each company before you set up the G/L Posting File (Table Files Menu Option 5).
Bank Number: Any valid bank number from 01 - 99.
Bank Account Number: The bank account number for the cash checking account. This should not be confused with the cash account from the General Ledger Chart of Accounts.
Bank Name and Address: The name and address of your bank. Telephone Number: Enter the telephone number and extension. Fax Telephone Number: Enter the fax number.
Contact Name: Enter the main contact at your bank.
Option 16: Customer Locks/Inquiry Maintenance This option is used to clear customer locks off the system.
Description: Use this option to clear locks on your customer records. A lock can occur if a user had an abnormal system exit. Things that may cause a customer lock include turning off the terminal while in a customer record or a power outage that caused your AS/400 to go down. If you have a customer lock, you will get the message, “Customer in use by another update process.”
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Table File Listing Options
The following options (21 through 28) generate report listings for each of the previous Table File
Option 21: Accounts Receivable Control File Listing
Lists General Ledger interface options, statement schedules, statement uncollectables, and comments for each aging period.
Option 22: Terms Code File Listing
Lists Terms codes and descriptions with discount days, net days, and discount percentages.
Option 23: Late Charges File Listing
Lists late charge codes and descriptions with late charge percentages, minimum late charges, late charge balances, and the period due.
Option 24: Customer Type Code File Listing Lists all customer types and descriptions.
Option 25: G/L Posting File Listing
Lists accounts that will debited and credited when posting Accounts Receivable transactions. It also includes Accounts Receivable accounts by customer type.
Option 26: Territory Code File Listing Lists all territory codes and descriptions.
Option 27: Salesman Code File Listing
Lists all salesman codes and names along with the level 1 and level 2 assigned to the salesman. The report also shows the commission percentage.
Option 28: Bank Master File Listing
ACCOUNTS
RECEIVABLE
chapter 3
Customer Processing
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Customer Processing
Purpose: In this chapter, you set up and maintain all customer information for the N/Compass Accounts Receivable system. These options allows you to do the following:
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Add, change, and delete your customer records—
Inquire into customer records—
Produce customer reportsOption 11: Customer File Maintenance
Description: In Customer File Maintenance, you will enter and maintain your customers in the Accounts Receivable system. This process requires you to enter information on one main screen. You also have access to function keys to add multiple ship-to addresses and comments for your customers. This section is broken down into a section for each screen. You should have already completed Chapter 2, “Accounts Receivable Table Files” before you begin this option or any other processing option. If you have the N/ Compass Billing system, the customers you enter into Customer File Maintenance (Billing Customer & Reports Menu Option 1) are transferred to the Account Receivable Customer File. The three screens include the following:
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General customer information—
Additional ship-to addresses—
Customer commentsIf you are adding a new customer, press the F9 key for add mode. If your customer already exists on the system, press F10 for change mode. If you choose to delete press F11.
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Screen 1: Customer File Maintenance
Description: On this screen, you set up basic information for a customer. Both Accounts Receivable and the Billing systems share the customer file, so if you change information in one system, it is automatically changed in the other.
Some of the information on this screen is specific to the Billing application, and is only displayed on the screen if you have the N/Compass Billing system installed.
Bill-To Customer Name: A 30-character field to identify the customer name. Bill-To Contact Name: A 30-character field to identify customer contact name.
Bill-To Address Lines 1 and 2: Enter the customer’s street address for billing purposes.
Bill-To City,St.,Cntry: Enter the city, state, and country to which the bill should be mailed. Update country code in the Control Files option 12, Country Code File Maintenance.
Bill-To Zip Code 1 &2: Enter zip code and 4-digit extension for billing purposes.
Ship-To Address: Enter the ship-to address only if it is different than the bill-to address. If you leave this field blank, the system uses the bill-to address as the ship-to address. The address entered here is used as the shipping address in the Billing system. You can enter multiple ship-to addresses for the customer by pressing F5.
Multiple ship-to addresses are only used for the N/ Compass Billing system.
Cust. Phone No. & Extension: Enter the customer contact phone number from left to right in the spaces provided for: international code (if applicable), area code, phone number, and extension.
(international#) area code/prefix-number Ext. extension (111) 111 / 111-1111 Ext. 1111
Fax Number: Enter the fax number to be used for general correspondence. You do not need to include the dashes as part of the fax number. A long distance number should be entered as 3174690923.
Invoice FAX Number: Enter the fax number to be used when faxing billing invoices. The fax product allows you to automatically fax your invoices directly from the system without printing them. Enter the fax number, as you would dial it (913174690923, for example). This field is used if you have the N/Compass Billing application and a Fax Server application and/or software.
Invoice Auto - Route Code: This code determines automatic processing of invoices for the customer. This code determines how you want invoices to be handled when you are ready to print them. This code notifies the system if you want to interface with the Fax Server/401 application. This is functional only when the N/Compass Billing application and a Fax Server application and/or software installed. The three options you can enter are:
0 Print paper copy of invoice.
1 Fax invoices, do not print paper copy.
2 Fax and print paper copy of invoices for this customer.
Customer Type: Enter the appropriate customer type for the customer. The customer type is used to group customers and also determines the Accounts Receivable account number that is used.
Customer types are set up in Customer Type Code File Maintenance.
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Accounts Receivable Table Files Option 4—
Billing Table Files Option 5C us to m er P ro ce ss ing
Price Code: Enter the price code to represent the Billing discount/mark-up percents table. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Discount/Mark Up % File Maintenance (Billing Table Files Menu Option 7). See the Billing/ Order Entry section for detailed information.
Salesman Code: Enter the code to identify the salesman for this customer. The salesman codes are entered in Salesman Code File Maintenance.
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Accounts Receivable Table Files Option 7—
Billing Table Files Option 3Territory Code: Enter a 3-character code to identify the territory code for this customer. The territory code reflects sales territories. You establish territory codes in Territory Code File Maintenance (Table Files Menu Option 6).
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Accounts Receivable Table Files Option 6—
Billing Table Files Option 2Misc-1 Code & Misc-2 Code: Two 10-character fields to be used for any purpose. This field could be used to track additional information that is not maintained in the system. This information can be easily accessed through Query or iSeries Navigator.
Partial Ship, Y/N: Enter Y if your customer allows partial shipments. Enter N if your customer does not want partial shipments. A warning message appears in Billing/Order Entry if partial stock is being shipped. This field only appears if the N/Compass Billing system is installed. Refer to the Billing/Order Entry section for detailed information.
Shipping Inst Code: Two-character field from 01 - 99 used to define specific shipping instructions for this customer. Examples of shipping instructions are: ASAP Delivery, General Delivery. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Shipping Instruction Code File Maintenance (Billing Table Files Menu Option 10). See the Billing/Order Entry section for detailed information.
Taxable Y/N: Enter Y if orders for this customer are taxable. Enter N if the orders are not taxable. This field is used in the Billing system to determine whether tax needs to be calculated. This field only appears if the N/Compass Billing system is installed.
State Tax Code: Enter the state tax code that should be used to calculate state tax on items sold to this customer. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in State Tax Code File Maintenance (Billing Table Files Menu Option 12). See the Billing/ Order Entry section for detailed information.
Local-2 Tax Cd: Enter the local tax 2 code that should be used to calculate local 2 tax on items sold to this customer. This field only appears if the N/Compass Billing system is installed. Valid codes are set up in Local 2 Tax Code File Maintenance (Billing Table Files Menu Option 14). See the Billing/ Order Entry section for detailed information.
Credit Rating: Enter a user-defined value to define the customer’s credit rating. Examples of credit ratings are excellent, good, fair, and poor, and so on. This field is for informational purposes only and is not used to determine whether this customer should receive credit. See the Credit Limit field that follows to set a credit limit for the customer.
Invoice Terms Code: Enter the appropriate terms code to identify the terms you have offered to the customer. The terms code is used to determine due dates and potential discounts during Invoice Entry (Receivables Processing Menu Option 1). Invoice Terms Codes are set up in Terms Code File Maintenance.
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Accounts Receivable Table Files Option 2—
Billing Table Files Option 4Late Charge Code: Enter a late charge code to identify how a customer is charged for unpaid past due balances. Late charges are calculated when you post statements (Accounts Receivable
Statements Menu Option 2) using a percentage of the customer’s past due balance. The late charges that are calculated during the statement posting show up in the customer’s record and will print on the next statement run. Late charge codes are set up in Late Charge Code Maintenance (Accounts Receivable Table Files Menu Option 3).
Aging Schedule, 1/2: Specify the aging schedule that applies to this customer. Valid aging schedules are 1 or 2. Refer to Receivable Control File Maintenance (Table Files Menu Option 1) for detailed information on aging schedules. Aging schedules are also used to age the customer balances during the Statement Process (Accounts Receivable Statements Menu Options 2 and 4).
Open Item or Bal Fwd, O/B: Enter O for an open item type customer or B for a balance forward type customer. If you specify O for open item, you can elect to show only the new balance for open charge items or to keep credit transaction detail for open charge items. You do this by entering a 0 or 1 in the Open Item Detail Field in Receivables Control File Maintenance (Table Files Menu Option 1). Balance forward keeps only current detail while summarizing each aging period balance. Print Statement Y/N: Enter Y if you want to generate a statement for this customer. Enter N if you do not want to generate statements for this customer. Running Statements (Accounts Receivable Statements Menu Option 2) generates customer statements.
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Last Pay Date: When you post cash / adjustments (Receivables Processing Menu option 24), the last payment date will update and display in month/day/year format, i.e. 02/14/04.
Last Invoice Date: The field displays the last date and invoice was entered for this customer. The system automatically maintains this field, and you cannot change it.
Credit Limit: You can enter a credit limit for the customer. If a customer has a balance that exceeds this limit, you are notified when you enter an order through Order Entry (Billing Processing Menu Option 1). You can run the Credit Limit Exception Report (Receivables Processing Menu Option 34) to find all customers that are over their credit limit.
Sales This Year: The system accumulates year-to-date sales based on invoices (accrual basis) or entered cash (cash basis). If you are entering customers that have existing activity, enter the customer’s sales balance here. Override Adjustments in this field, if necessary. The year-to-date figures in this field are transferred to sales last year field when you run Year-End Closing (Accounts Receivable Year- End Menu Option 5).
Screen 2: Ship-To File Maintenance (F5 key)
Description: You can enter a default ship-to address on the first screen of the Customer File
Maintenance. If you have customers with more than one ship-to address, use F5 (Multiple Ship-To F/ M) to enter and maintain all ship-to addresses for a customer. Ship-to addresses are used in the Billing system to determine the address where the order should be shipped. You need to complete this section if you have the N/Compass Billing system and have multiple ship-to addresses. Press Enter to proceed to the next screen.
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Press Enter to update the ship-to address.
View all existing Ship-to addresses in change mode (F10).
Screen 3: Customer Comments (F6 key)
Description: The N/Compass Accounts Receivable system allows you to enter and maintain a record of internal comments for your customers. Each customer has their own comment file, and these comments can be accessed from Accounts Receivable and Billing any time you are in a processing option that has the comment function key available. You can use these comments to track things such as records of calls that were made to the customer, additional credit information, and follow-up dates. The comments are for internal use and are not printed on customer statements. Comment types are set up in Comment Type Code Maintenance (Control Files Menu Option 8).
To enter or look at a comment, press F6 (Comments) from any of the customer screens. You are then prompted to enter a comment type and date.
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Comment Type: If you want to display comments for only one comment type, enter the comment type code here. Leave blank to display all comments. You must set up comment type codes in Comment File Maintenance (Control Files Menu Option 8).
Date: Defaults to the current date. This date is the date given to any new comments. You can change the date by pressing F5 (Change Date).
Press Enter to display existing comments The most recent page of comments is displayed. Use the Page Up key to display previous comments. To add comments, use the following fields.
Type: Enter the comment type code you want to classify this comment under. The comment type code entered must be set up in Comment File Maintenance (Control Files Menu Option 8). If you selected a comment type at the top of the screen it will default here, but can be changed to any other valid comment type code.
Comment: Enter your comment. You may use as many lines as needed. You can delete comments by clearing the line on which it appears.
Use the function keys at the bottom of the comment entry screen to do the following: F5 (Change Date): Press F5 to change the date of new comments added.
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F7 (Print Comments for Type Code): Press F7 to print only the comments with the comment type code entered at the top of the screen.
F9 (Fold/Truncate): Press F9 to display or remove additional information:
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User: The User ID of the user who entered the comment. This defaults to the current user profile. If you want to assign this comment to another user, enter that user here.—
Schedule Date: The date on which the action described on the comment line is scheduled to be done. This is a very useful field for items that you want to follow up on by a certain date. If you discussed late payment with a customer and want to talk with them in a month to conduct a follow up call, for example, you can enter the date that you want to speak with them in this field. You can then run comment reports sorted by schedule date to remind you when you need to follow up on the comment.—
Action Date: Enter the date that the action described on the comment line is actually completed.Option 12: Customer File Inquiry
Description: This option allows you to view customer data on your screen. After you have added a customer to the system, you can view all information that you set up when you were in Customer File Maintenance (Processing Menu Option 11). After you apply invoices, credit memos, and so on to their record, you can see the current balances and aging here. Depending on the information you need, you can directly access the customer information, balances, history, and/or comments. When you choose this option, you see the following selection screen.
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This selection screen allows you to enter the sequence in which you want the customers to be displayed, as well as the range of values you want to have on the screen. After you press Enter you see the customer inquiry screen shown on the previous page, but it will contain only the customers you selected on this selection screen. Use the four options (described on the following pages) to view customer information.
In the preceding example, the total due sequence is selected for customer balances of $2000.00 or greater. Press F2 (Clear Screen) to clear the current values and make a different selection.
If you know part of a customer name use the Name String Search feature to return all customers with that string in their name, i.e. the string side would return Northside Nursery and Wayside
Contracting. See Initial Cash Entry and Distr (Receivables Processing Menu Option 21), in this manual for a screen view.
Inquiry Option 1 - Customer Information
This option takes you into the general information for this customer. From this screen, you can access the history, balance, and comment screens. This screen displays all information you keyed into Customer File Maintenance.
In addition to the information from Customer File Maintenance, the following fields are displayed for you on this screen.
Average Days to Pay: The system calculates and maintains this field based on the total days a customer takes to pay divided by the total number of payments.
Average days to pay is calculated as follows:
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Difference (# of days) between the check date and invoice date = X—
X added to the existing amount in the “Number of Days to Pay” field = Y—
Add 1 to the “Number of Payments” = Z—
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Terms Code: Set up in the Terms Code File Maintenance (Accounts Receivable Table Files Menu Option 2). Entered in the Customer File Maintenance (Receivables Processing Menu Option 11).
Discount %: This is the percentage of the invoice amount calculated for discounts. The percentage is determined from the terms code set up in Terms Code File Maintenance (Table Files Menu Option 2).
Days: The number of days for the discount period. The discount days are determined from the terms code set up in Terms Code File Maintenance. See Table Files Menu Option 2 for more information.
EOM (Y/N): This field will tell you if the terms code is set to calculate due dates on a certain day of the month. See Terms Code File Maintenance (Table Files Menu Option 2) for more information.
Current Statement Date: The date the next statement for this customer will be issued.
Late Charge Code: The assigned late charge code for the customer. Late charge codes are set up in Late Charge Code Maintenance (Table Files Option 3).
%: The percentage used to calculate the late charge.
Min PastDue Bal: The minimum balance the customer must have before a late charge is calculated.
Age Period: Any past due balance on and older than this aging period will be charged a late charge. Valid periods are 1, 2, 3, and 4. Aging periods are set up in Receivables Control File Maintenance (Table Files Menu Option 1).
Min LC: The minimum late due charge that will be calculated for this customer. Late charges are set up in the Late Charges File Maintenance (Table Files Option 3).
F5=History F7=More
F8=Toggle between Real-Time Aging/Static Aging
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Inquiry Option 2 - Balances
You can also access this screen by pressing enter from the Customer’s current activity screen. This option takes you into the current balances for this customer. You can see the total amount due, plus a breakdown of current activity (invoices, credit memos, payments, and so on) that have not been posted through the Statement Posting Process. Use the “position to” fields to position to a certain date, transaction code (such as IV for invoice or CM for credit memo), or invoice number.
The customer’s current balance activity is displayed in the top portion of the screen, and the open
transactions are displayed in the bottom portion of the screen. If you know the transaction date, transaction code, or invoice # you want to see, use the position to fields to find it quickly. By using one of these fields, the entry you select will become the starting entry displayed. The information you see on this screen includes:
Sales This Year: Current year-to-date gross sales. This field is updated during Post Invoices/Credit Memos (Processing Menu Option 4) as well as the Billing Update Process (Billing Processing Menu Option 8).
Sales Last Year: Last year’s sales. This field is updated when you run Year End Closing (Year -End Menu Option 5). The year-end processing transfers sales this year into sales last year. Late Charges Due: Total outstanding late charges due. This field is updated when you run the Statement Posting Process (Statements Menu Option 4). Late charges are calculated when you post statements (Statements Menu Option 2) using a percentage of the customer’s past due balance. The late charges that are calculated during the statement posting will show up in the customer’s record and will print on the next statement run.
Not Yet Due: Total future amount due. A future charge is one that is dated after the current statement date.
Unapplied Cash Total: Total cash that has been entered and posted, but not applied to a charge. Current Period Due: Total due in the current period. The current period is determined by the next statement date and aging period fields in Receivables Control File Maintenance (Table Files Menu Option 1). If the next statement date is 11/01/04 and the aging period days is 15, for example, the current period is from 11/01/04 to 11/15/04.
Past due Period (1): Total due in past due period 1 (aging period 1). The aging periods are defined in Receivables Control File Maintenance (Table File Menu Option 1).
Past due Period (2): Total due in past due period 2. The aging periods is defined in Receivables Control File Maintenance (Table File Menu Option 1).
Past due Period (4): Total due in past due period 4. The aging periods is defined in Receivables Control File Maintenance (Table File Menu Option 1).
Total Amount Due: Total of the current period plus the four past due periods. This field does not include the Not Yet Due amounts, but it does include unapplied credits (if you chose to age your unapplied credits). If you want to age your unapplied credits, enter a Y in the Age Unapplied Credits field in Receivables Control File Maintenance (Table Files Menu Option 1).
All open transactions for a customer are displayed in the bottom half of the screen. To view more transactions use the Roll Up key or the “position to” fields. Valid transactions are as follows.
Charges:
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BF: Balance Forward (applies to customers designated as balance forward)—
IV: Invoices—
LC: Late Charges—
AJ: Adjustments (positive or charge adjustments) Credits:—
AJ: Adjustments (negative or credit adjustments)—
CM: Credit Memos—
PA: Payments (entered cash)F5=History: If you would like to view statement history information for this customer, press F5 (History). You can also access the history information directly by choosing option 3: History from the Customer Inquiry Screen (see the following page for the screen). The next section covers the statement history screens.
F7=More: If you would like to view the check numbers and the credit memo numbers, press F7 (More). The check number and credit memo numbers have also been added to the Statements and the Accounts Receivable trial Balance Reports (Options 32 and 36).
IV: PO#, Gross Due (date), Net Due (date), and Disc (discount) PA: Check No. (number input in initial cash entry)
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F8=Real-Time Aging / Static Aging: Toggle between these options. The screen heading will change to indicate what mode is currently displayed.
You will only be able to view/alter Aging Date when in Real-Time mode.
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Real-Time Aging date will calculate aging on whatever date you input. The default is today’s date.—
Static Aging is calculated as of the last statement date. Inquiry Option 3: Statement HistoryYou can also access this screen by pressing enter from the customer balance screen.
This option takes you to the statement history screen, where you can view statement history records for this customer. This includes all statements that have been posted.
After you enter 1 next to the statement date and press Enter, you see the activity as it appeared on the printed statement. Current activity is displayed first, followed by future (deferred) activity.
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Option 13: Customer Detail Listing
Description: You can use this option to print a listing of customers that have been entered into the Accounts Receivable system. When you run the listing, you can select the sequence you want the report to print in, as well as which customer(s) you want on the report. After you choose this option, you are presented with the following selection screen.
This screen is divided into two sections. The left side of the screen is where you choose the sequence in which you want the report to print. To select the sequence, enter an X next to the sequence. The second portion of the screen contains the selection criteria fields. If you want to see selected customer information, enter the beginning of the range in the “from value” field and the end of the range in the “to value” field. To see one employee, enter that employee number in the “from” and “to” fields. Leave all values blank if you want all customers to print on the report.
The only entry that is required on this screen is an X next to the sequence in the first portion of the screen.
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Option 14: Customer Summary Listing
Description: This report summarizes the information that was entered in Customer File Maintenance (Processing Menu Option 11). The report prints the key customer fields that include the following:
You are prompted with the same selection screen as you were when using the Customer Detail Listing (Processing Menu Option 13).
Option 15: Customer Address Listing
Description: This report lists customer name, address and phone number for the customers you select. This list could be used as a reference listing for any customer in your company.
You are prompted with the same customer selection screen as you were when using Option 13 (Customer Detail Listing).
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Option 16: Customer Comment Reporting
Description: This option allows you to selectively print a listing of customer comments that have been entered into the Comments file. See Chapter 3 for detailed instruction on entering comment information into the file. When you choose this option you are presented with the following screen.
Enter the selection criteria in the top portion of the screen. The criterion entered here deter- mines which comments are printed on the report. Enter applicable selection ranges in one or more of the following fields.
Comment Date: This refers to the date the comment line was entered into the system. Enter a range of dates to include only comments with a comment date in that range.
Schedule Date: This refers to the date on which the actions described on the comment line are scheduled to be done. You can access the schedule date through comment entry by pressing F9 (Fold/Truncate) and entering the appropriate schedule date. If you enter ranges in this field, you get only comments that have a schedule date within that range.
Action Date: This refers to the date on which the action described on the comment line is
Customer Number Range: If you want to print comments for a range of customers, enter the range on this line. If you want to print comments for only one customer, enter the customer number in the “from” and “to” fields.
Comment Type: Enter a valid comment type code to print only the comments that have that type code. The comment type code must be set up in Comment Type Code Maintenance (Control Files Menu Option 8).
User: Enter a valid user if you want to print comments that have been assigned specifically to that user. When you enter a comment, you can specify the user by pressing F9 (Fold/Truncate) and entering the appropriate user. If no user is entered, it defaults to the user that keyed the comment. The bottom portion of the screen is where you specify the sequence in which you want to print the comment report. Enter the appropriate number in the Report Sequence field. You must enter a selection here.
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Accounts Receivable Processing
Purpose: In this chapter, you complete the steps required to enter your Accounts Receivable invoices, credit memos, adjustments, and cash in the Accounts Receivable system. The Accounts Receivable process includes the following options:
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Invoice Entry (Option 1)—
Credit Memo Entry (Option 2)—
Cash Entry and Application (Option 21)—
Adjustment Entry (Option 22)—
Accounts Receivable Trial Balance Reports (Options 32 and 36)Option 1: Invoice Entry
Description: This is where you enter your invoices into the Accounts Receivable system. The N/ Compass Invoice Entry program is designed for basic invoice entry. You have the opportunity to override the sales account for each invoice as you enter it. After the invoices are entered, you can apply cash and age these invoices. If you have the N/ Compass Billing system installed, the invoices from Billing are brought to the Accounts Receivable system as posted invoices when the Billing Update Process is completed.
The invoices are added in batches, which allows multiple users to enter and process their batches
individually. After invoices are entered, you can modify or delete them until you post the batch through Post Invoices/Credit Memos (Processing Menu Option 4). There are two different ways to get to invoice entry. You can create a new batch, or enter invoices into an existing batch. Each of these options is explained in this section, followed by the instructions for entering the invoice and changing the account distribution. Adding a New Batch for Invoices
Press F9 to create a new batch for invoices. You are asked to enter a batch description. The description is helpful in identifying the batch when you run edit listings and post batches. The system assigns the batch number in numeric order. If you need to change an invoice after it is entered, see to the “Change a Batch” section that follows. After you add the batch, proceed to the “Entering an Invoice” section on the following page.
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Changing an Existing Batch (F10)
Entering or changing an Invoice
When you are in a batch, you can add (F9), change (F10), or delete (F11) invoices. The screen you see looks like the one that follows. The screen is divided into two sections. When this screen is displayed, you will see the top portion of the screen.
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Invoice Number: If you are adding a new invoice, the next invoice number is entered for you. If you are changing an invoice, enter the invoice number you want to change.
Customer Number: Enter a valid customer number. If you are not sure of the customer number, press F2 or F4 (Customer Lookup) to find the customer.
Purchase Order Number: Enter a customer P.O. number if applicable. Invoice Date: Enter the date of invoice in MMDDYY format.
G/L Posting Period: Enter the fiscal posting period to which you want this invoice to post. The invoice date must fall within this posting period. Posting dates and periods are set up in Posting Period File Maintenance (Control Files Menu Option 6). For more information on posting dates and periods, see the N/Compass Control Files Manual.
Invoice Amount: Enter the total invoice amount.
After you enter this information, press Enter to see the remaining invoice information. The four fields in the lower section of the screen default based on the terms code assigned to the customer. They can be overridden if necessary.
Terms Code: This code defaults from the customer file and can be overridden to any valid terms code. Terms codes are set up in Terms Code Maintenance (Table Files Option 2).
Discount Amount: The discount amount is calculated based on the terms code you entered. Discount amounts are calculated using the discount percentage in Terms Code Maintenance (Table Files Option 2).
Discount Date: The discount date defaults based on the discount days assigned to the terms code. This date can be overridden.
Changing the Account Distribution (F7 key)
You can override your sales account number when you enter an invoice into the system by pressing F7. After you key in the invoice information and press Enter to calculate the due dates, the F7 key is displayed at the bottom of the screen. When you press F7, the following screen appears.
The F14 (Customer Maintenance) CMD key will allow you to change the customer default information from the master file.
The default account number appears on the screen. At this point, you can change the account or add additional accounts. To do this, enter the new information over the old information.
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Option 2: Credit Memo Entry
Description: You use this option to enter credit memos that were not posted through the N/Compass Billing system. You can override the sales account, if necessary. When you enter a credit memo, you can apply it toward an invoice (which makes it an applied credit memo) or apply it to a customer’s account (which makes it an unapplied credit memo). If you enter an unapplied credit memo, you can apply it to an invoice using Apply Unapplied Cash and Credit Memos (Processing Menu Option 27). The credit memos are added in batches, which allows multiple users to enter and process their batches individually. After credit memos are entered, you can modify or delete them until you post the batch through Post Invoices/Credit Memos (Processing Menu Option 4). There are two ways to get to credit memo entry. You can create a new batch, or enter them into an existing batch. Each of these is explained in this section, followed by the information for entering the credit memo and changing the account distribution.
Add a New Batch for Credit Memos
Press F9 to create a new batch for credit memos. You are asked to enter a batch description. The description is helpful in identifying the batches as you run edit listings and post batches. The system assigns the batch number in numeric order. If you need to change a credit memo after it is entered, see the “Change a Batch” section that follows. After you add the batch, proceed to the “Entering or Changing a Credit Memo” section on the following page.
Changing an Existing Batch
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Entering or changing A Credit Memo
When you are in a batch, you can enter (F9) or change (F10) invoices. If you are adding a new credit memo, the next credit memo number defaults for you. If you are changing an existing credit memo, enter the credit memo you want to change. The screen you see looks like the one that follows.
Credit Memo Number: Enter the credit memo number. If you are in ‘add’ mode, the next credit memo number defaults for you. You can override it if necessary.
Invoice Number: If you know the invoice you want to apply this credit memo to, enter it here. If you do not know the invoice number, leave this field blank and enter the customer number in the customer number field. You can enter an invoice number or a customer number but not both. If you do not know the invoice number you want to use, press F5 (Invoice Lookup) for a listing of all invoice numbers. If you apply this to the customer instead of an invoice (unapplied credit memo), the credit memo can be applied to an invoice in Apply Cash/Credit Memo Process (Processing Menu Option 27) after it has been posted.
After you enter the fields from the preceding page, press Enter to continue with credit memo entry. You see the following screen. Depending on whether you are applying this credit memo to an invoice or customer, you see the following fields.
Customer: You see the name and number of the customer regardless of whether you are applying this credit memo to an invoice or a customer.
Invoice Date: The original date of the invoice to which you are applying the credit memo. Original Invoice Amount: The amount of the invoice before any discounts or payments. Invoice Balance: The system calculates the current balance of the invoice based on the original invoice amount less any discounts or credits that have been applied (payments, adjustments, and other credit memos).
You need to enter the following fields:
Credit Memo Date: Enter the date of credit memo in MMDDYY format.
G/L Posting Period: Enter the fiscal posting period for this credit memo. The credit memo date must fall within this posting period. You set up posting dates and posting periods in Posting Period File Maintenance (Control Files Menu Option 6). For more information on posting dates and periods, see the N/Compass Control Files Manual.
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Changing the Account Distribution (F7 key)
You can override the sales account number as you enter your credit memo by pressing F7. After you enter the credit memo information and press Enter to calculate the due dates, the F7 key is displayed at the bottom of the screen. After you press Enter, the following screen appears.
The default account number appears on the screen. At this point, you can change the account or add additional accounts. To do this, enter the new information over the old information.
Option 3: Invoice/Cr. Memo Edit Listing
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Press the F4 lookup key to view all existing batches. From and To Batch:
1. To select an individual batch, enter the batch number in the from batch and the to batch fields. 2. To select a range of batches, enter the beginning batch number in the from batch field and the ending
batch in the to field. Leave blank to select all batches. Example:
from batch to batch
To select batch 2 only 2 2
To select batch 2-5 2 5
Option 4: Post Invoices/Credit Memos
Description: This option posts all invoices and credit memos to the open invoice and credit memo files. The posting process also updates your N/Compass General Ledger accounts if you have entered a Y in the interface with G/L field in Receivables Control File Maintenance (Table Files Menu Option 1) and a ‘Y’ in the Invoice Entry process in a G/L interface. If you are using accrual basis accounting, the Accounts Receivable account is debited and the Sales account is credited for invoices. For credit memos, the Accounts Receivable account is credited, and the Returns account is debited. If you are using cash basis accounting, no entries are posted to the General Ledger. For more details on the accounts that are debited and credited during Accounts Receivable transactions, see the “Question and Answer” section in the back of this manual. We suggest you review your Invoice/Credit Memo Edit Listing (Option 3) closely before selecting this option. After the invoices and credit memos are posted, you cannot change or delete them. If you find errors after posting, you can make changes by entering an adjustment into Adjustment Entry (Option 22).
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This process generates two report listings:
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Receivables Posted Invoices and Credit MemosThis listing shows you all invoices and credit memos that were posted.
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General Ledger Posting JournalThis report shows you all the General Ledger postings that were made during this posting run. If you do not have the N/Compass General Ledger, this listing still prints if you answered Y to the “G/L interface” field in Receivables Control File Maintenance (Table Files Menu Option 1) and a ‘Y’ to Invoice Entry G/L interface.
