Ideal Online Documentation

25656 A/R MAINTENANCE
AR4-09 Transaction Type

 

PURPOSE

 

The transaction types maintenance program is used to add, modify and delete A/R transaction types. Transaction types are specified during A/R cash receipts entry to determine general ledger codes affected and are also used automatically by other programs. Although, some transaction types do not affect general ledger accounts, the setup of your general ledger system includes setting up account codes for your transaction types.

 

Transaction types are also used to associate descriptions with various invoice transactions which are displayed in the A/R ledger inquiry. These can be modified, but you will probably find the initial settings adequate.

 

You may not require all the preconfigured transaction types, but do not delete any without first consulting with Ideal. Some transaction types may be non-conspicuous but essential to the proper functioning of your system.

 

Transaction Type Maintenance is accessed from:

  • A/R Maintenance menu

 

PROCEDURE

 

When you select Transaction Type Maintenance at the Accounts Receivable Maintenance menu the A/R transaction type maintenance screen displays.

 

A/R TRANSACTION TYPE MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/17/07                    D E M O   C O M P A N Y                             â”‚
│                        A/R TRANSACTION TYPE MAINTENANCE                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          TRANSACTION TYPE              __                                      â”‚
│        1 LONG DESCRIPTION                                                      â”‚
│        2 SHORT DESCRIPTION                                                     â”‚
│                                                                                â”‚
│        FOR CASH RECEIPT SOURCE TYPES ONLY:                                     â”‚
│                                                                                â”‚
│        3 USUAL SIGN (+,-,N)                                                    â”‚
│        4 G/L ACCOUNT                                                           â”‚
│        5 APPLICABLE CURRENCY CODE                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

TRANSACTION TYPE

 

Enter the transaction type you wish to add, modify or delete.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 


[F2] to display next code on file.

 

[F4] to exit and return to the A/R maintenance menu.

 

[F5] to display transaction types for selection.

 


ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code the following prompt is displayed.

 

** ENTER FIELD # TO MODIFY, D=DELETE, CR=CONTINUE:

 

[Enter] to clear the display and return to the CODE field.

 

Enter the number of the field you wish to modify.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] when modifications are complete.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel changes and return to CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

Example A/R Transaction Types Maintenance Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/17/07                    D E M O   C O M P A N Y                             â”‚
│                        A/R TRANSACTION TYPE MAINTENANCE                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          TRANSACTION TYPE              PR                                      â”‚
│        1 LONG DESCRIPTION              PAYMENT FROM OTHER THAN TILL            â”‚
│        2 SHORT DESCRIPTION             PAYMENT                                 â”‚
│                                                                                â”‚
│        FOR CASH RECEIPT SOURCE TYPES ONLY:                                     â”‚
│                                                                                â”‚
│        3 USUAL SIGN (+,-,N)            +                                       â”‚
│        4 G/L ACCOUNT                   01-1000      BANK ACCOUNT               â”‚
│        5 APPLICABLE CURRENCY CODE      CN           CANADIAN FUNDS             â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** FIELD NUMBER TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:  _                    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

FIELDS

 

TRANSACTION TYPE

 

Enter a two character code.

 

See TRANSACTION TYPE SUMMARY below for more information.

 

 

LONG DESCRIPTION

 

Enter an up to 30 character description.

 

This description is displayed during A/R cash receipt entry program.

 

 

SHORT DESCRIPTION

 

Enter an up to 10 character short description.

 

This description is displayed in the A/R ledger inquiry program.

 

 

USUAL SIGN (+,-,N)

 

"+" if transactions are normally positive.

 

"-" if transactions are normally negative.

 

"N" if transactions are normally neither.

 

G/L ACCOUNT

 

Enter the affected general ledger account.


[F5] to display G/L account codes for selection.

 

See TRANSACTION TYPE SUMMARY below for more information.

 

 

TRANSACTION TYPE SUMMARY

Code

Description

Sign

Summary

AD 

Invoice

N

General Ledger code: N/A.

  • Used to describe invoices that are posted through the direct billing program. 

AO

Invoice

N

General Ledger code: N/A.

  • Used to describe invoices generated the sales order entry program.

BD

Bad Debt

N

General Ledger code: required and should be set to your BAD DEBT G/L account.

  • Can be specified as a payment type in the A/R cash receipt entry program.

BF

Bal/Fwd

N

General Ledger code: N/A.

  • Used for balance forward (as opposed to open item) type customers only to describe the balance forward entry in the A/R ledger inquiry program. 

DI

Discount

N

Genera Ledger code: N/A.

  • Used to identify discounts taken in the A/R cash receipts entry program.

RJ

Adjustment

N

Genera Ledger code: N/A.

  • Used to identify entries made through the A/R adjustments program.

SC

Serv. Chrg

N

Genera Ledger code: N/A.

  • Used to identify service charges that are calculated through the interest calculation program.

PC

Pay Cshr

N

General Ledger code: required and should be set to CASH TILL PAYMENT HOLDING G/L account.

  • Used during Cash Receipt posting to apply a "cash till" customer payment.
  • A cash till customer payment is one which has been processed through the cash till sales entry program.
  • Refer to 25563 Cash Receipt Entry for more information.

PR

Payment

N

General Ledger code: required and should be set to your BANK General Ledger account.

  • Used during Cash Receipts posting to appy a "regular" customer payment.
  • A regular customer payment is one which has not been processed through the cash till sales entry program.

WO

Write Off

N

General Ledger code: required and should be set to your WRITEOFF G/L account.

  • Can be specified as a payment type in the A/R cash receipt entry program.