IdealWare Online Users Manual

AR2-01 A/R PROCESSING
25562 Account Adjustments

 

PURPOSE

 

The A/R account adjustments program is used to make adjustments to customer A/R balances. Postings are done in batches and each entry in the batch is assigned a sequence number.

 

Adjustments are typically made to adjust specific customer invoices, but the program can also be used to post balance forward balances when initially setting up the system.

 

NOTES

 

The program automatically debits/credits the accounts receivable G/L account and creates offsetting G/L entries to the G/L accounts that are entered in the adjustments program.

 

A/R Adjustments Entry processing consists of:

  1. BATCH CREATION/ACCESS
  2. DATA ENTRY
  3. REGISTER PRINTING
  4. UPDATE

 

POSTING BALANCE FORWARDS

 

If using this program to post opening balances, these steps are advised:

  1. Setup a clearing account in your general ledger.
  2. Perform a G/L journal entry to clear out any amount that is in your accounts receivable G/L account and use the clearing account for the offsetting entry.
  3. Have your Ideal consultant set the general ledger initialization account to the clearing account that you are using (parameter AR16).
  4. Enter your balance forward A/R adjustments. The clearing account will automatically be used.
  5. Once you have updated all of your balance forwards, have your Ideal consultant turn off the general ledger initialization account.

Once your balance forward adjustments are entered and updated, the amount in your accounts receivable G/L account will equal the amount that you posted through the A/R adjustments program. The clearing account amount will represent the difference between what was originally in the accounts receivable G/L account and what you posted through the A/R adjustments program (ideally this amount would equal zero).

 

When posting your balance forward amounts for each customer, you might choose to enter each outstanding invoice into the system or you might choose to enter in totals for each customer. If you choose to enter in totals for each customer, it is suggested that you do so based on the amounts owed by the customer in each aging category. Refer to the REF# and DATE field information for more information.

 


PROCEDURE - BATCH CREATION/ACCESS

 

Select Account Adjustments from the A/R Processing menu.

 

You are taken to the batch selection screen. If there is an open batch at this terminal it will be displayed; to create a new batch you must first either update or abort the existing batch (see PROCEDURE - REGISTER PRINTING & UPDATING).

 

If you are creating a new batch:

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│08/07/07 Tm6      ***** TERMINAL DEPENDENT BATCH SELECTION *****          PRCODE│
│                                                                                â”‚
│          COMPANY:            01  IDEAL LTD.                                    │
│          BATCH NUMBER:       0002                                              â”‚
│                                                                                â”‚
│          G/L DATE:           08/07/07                                          │
│          CONTROL TOTAL:            0.00DR                                      â”‚
│                                                                                â”‚
│** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; F4 TO END:                         â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Defaults to the company code, no input required.

 

BATCH NUMBER

 

Defaults to the next available batch number, no input required.

 

G/L DATE

 

Enter a G/L date for the batch.

 

[Enter] for the current system date.

 

Many programs use the dates of the individual transactions in the batch as the date the G/L is affected by the transaction. For those programs, the Batch G/L date is simply used to indicate the date of batch creation. Some programs use the Batch G/L date as the date the G/L is affected by ALL transactions in the batch. The effective date is noted in PROCEDURE - DATA ENTRY.

 

CONTROL TOTAL

 

Enter a control total for the batch.

 

[Enter] to bypass.

 

Generally, a control total is optional. However, some programs require a control total. In either case a control total serves as a handy check-sum against the total entries in a batch and should be entered. Simply add up the total of the transactions to be made in the batch and Enter that as your control total.

 

** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; F4 TO END:

 

[Enter] to advance to data entry screen.

 

[F3] to re-enter G/L date or control total.

 

[F4] to exit to menu.


If you attempt to create a batch with a G/L date not within the current A/R period, the following alert message is displayed:

 

>> NOT PERMITTED. DATE NOT WITHIN A/R PERIOD. PRESS ENTER:
   PERIOD '9409' - STARTS: 09/01/94,  ENDS: 09/30/94

 

[Enter] to clear the message and reenter the G/L date.

 

 

PROCEDURE - DATA ENTRY

 

Account adjustment data entry allows you to enter specific adjustments into the adjustment batch.

 

Example A/R Adjustments Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/26/95               ***** A/R ADJUSTMENT POSTING *****                       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0006     CONTROL:    345.25DR  ACTUAL:    345.25DR  LEFT:       .00DR    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ# CUSTOMER                      REF#        DATE      ADJUST $        G/L $  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0001 DIVCON   DIVINE CONSTRUCTION  01A142987 09/15/94       50.00CR      50.00DR│
│0002 BAZGOR   GORDON BAZZLE        01A100524 09/15/94       20.00DR      20.00CR│
│0003 HURLFRE  FRED HURLEY          01A009407 07/31/94      225.25DR     225.25CR│
│0004 HURLFRE  FRED HURLEY          01A009408 08/31/94      150.00DR     150.00CR│
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

BATCH:

 

Displays the batch number.

 

CONTROL:

 

Displays the control total entered during batch creation.

 

ACTUAL:

 

Displays the actual amount that has been entered into the batch.

 

LEFT:

 

Displays the difference between the CONTROL amount and the ACTUAL amount.

 

SEQ:

 

From the sequence number field you can create new data entry lines as well as perform a number of other functions.

 

 

[Enter] to add a new line.

 

This uses the next available sequence number.

 


Enter a line number to display or delete the line.

 

** PRESS CR TO CONTINUE; 'D' TO DELETE _
ENTER 'G' TO DISPLAY G/L.

 

[Enter] to continue.

 

"D" to delete the line.

 

"G" to display the general ledger breakdown for the line.

 

[F2] to display lines.

 

** ENTER STARTING SEQUENCE# (CR FOR FIRST; F4 TO END):

 

Enter a sequence number to display entries from that line.

 

[Enter] to start the display from the first detail line.

 

[F4] to exit the display.

 

[F3] to backup to the BATCH CREATION/ACCESS screen.

 

[F4] to go to printer selection screen.

 

CUSTOMER

 

Enter the appropriate customer alpha or numeric code.

 

[F5] to access customer codes inquiry for selection.

 

REF#

 

Enter the invoice number that is to be adjusted.

 

[F5] to display customer invoices on file for selection.

 

Select an associated line number followed by [Enter] to return with an invoice number.

 

 

The invoice number is a nine character invoice number consisting of STORE CODE + DOCUMENT TYPE + NUMBER. It should be entered using the following format:

 
STORE CODE     1st and 2nd chars      - for example 01 - Not required if single store
DOCUMENT TYPE  3rd char               - for example A  - Not required if single store
NUMBER         4th through 9th chars  - for example 123456

For example, if you are in a single store environment and wish to specify invoice number 01A12346, simply enter 123456. If you are in a multiple store environment, the full invoice number, or 01A123456, will have to be entered. If you are entering balance forwards, it is recommended that the NUMBER portion of the invoice represent the year and month of the aging category balance. For example, if you are entering the balance forward portion belonging to a customer for the aging period of July 1994, enter 9407. This will produce the invoice number 01A009407.

 

 

DATE

 

Enter the date of the adjustment in MMDDYY format.

 

[Enter] to accept the previous entry's date.


If you are creating a new invoice, this date will be used to date and age the invoice.

 

For example, the invoice will be sorted by this date on the A/R ledger inquiry program and the amount of this invoice will get aged into the customer's aging buckets based on this date.

 

 

If you are making an adjustment to an already existing invoice, this date will only be used as a reference for this adjustment entry.

 

For example, this adjustment entry will display with the original invoice entry and the original invoice entry will be sorted by it's original invoice date. This adjustment amount will get aged into the customer's aging buckets based on the original invoice's aging date.

 

 

If you are posting balance forwards, the date should either be the first or last day of the balance forward's aging category.

 

For example, if you are posting a balance forward for July 1994, the invoice number will be 01A009407 and the date will be 07/01/94 or 07/31/94.

 

 

>> NOT PERMITTED. DATE LATER THAN A/R PERIOD. PRESS ENTER:
         PERIOD '9409' - STARTS: 09/01/94,  ENDS: 09/30/94

 

This warning message applies only when not posting balance forwards. This ensures that the dates that you are entering will coincide with the current accounts receivable period.

 

 

ADJUST $

 

Enter the amount of the adjustment.

 

If a credit amount, prefix with a minus sign. A positive amount will debit the accounts receivable and increase the customer's accounts receivable balance.

 

 

G/L $

 

When creating an adjustment, you will be taken directly to the GENERAL LEDGER CODE ENTRY screen where you can distribute the adjustment amount to various general ledger accounts.

 

Refer to PROCEDURE - GENERAL LEDGER CODE ENTRY.

 

 

When posting balance forwards, the GENERAL LEDGER CODE ENTRY screen is bypassed and the clearing account is automatically used.

 

When adjustment detail lines are displayed, the offsetting adjustment amount is displayed in this field.

 

To view which general ledger accounts are affected, display the line (refer to SEQ) and enter "G".

 

 


PROCEDURE - ADD/DELETE LINES

 

If you access an existing batch you are taken to the data entry screen where you may add or delete lines in the batch.

 

CR FOR NEXT; F2 TO DISPLAY; F3 FOR CONTROL TOTALS; F4 TO END

 

[Enter] for the next available sequence number.

 

This enables you to add additional lines to the batch (See PROCEDURE - DATA ENTRY).

 

 

[F2] to display existing lines.

 

No detail lines are visible until you press [F2].

 

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END)

 

Enter the sequence number you wish to begin the display of lines.

 

[Enter] to begin at the first line.

 

[F4] to return to data entry display.

 

[F3] to re-enter control total.

 

You are returned to the batch header screen where you can press [F3] to re-enter the control total; this may be necessary when you add or delete lines in the batch to adjust your control total accordingly.

 

 

[F4] to exit to menu.

 

The batch remains open and may be accessed again for additional processing; as long as this batch remains open, no new batches of the same type can be created on this terminal.

 

 

When you have displayed the existing lines of the batch you may continue to add additional lines or enter the number of the line you wish to delete.

 

** PRESS 'CR' TO CONTINUE; 'D' TO DELETE

 

[Enter] to continue to the next available sequence number.

 

"D" to delete the line.

 

 

PROCEDURE - GENERAL LEDGER CODE ENTRY

 

The general ledger code entry program allows you to distribute the offsetting accounts receivable adjustment amount to various general ledger accounts. Up to 20 different general ledger account distributions can be done per adjustment.


Example General Ledger Code Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│                      ***** GENERAL LEDGER CODE ENTRY *****                     â”‚
│ ------------------------------------------------------------------------------ â”‚
│ ENTERED:     50.00DR COMBINE:     50.00DR CTRL:     50.00DR DIFF:      0.00DR  â”‚
│ ------------------------------------------------------------------------------ â”‚
│ SEQ  G/L CODE           AMOUNT     DESCRIPTION                                 â”‚
│ ------------------------------------------------------------------------------ â”‚
│ 01.  001221               30.00DR  Accounts Receivable Adjustments             â”‚
│ 02.  001229               20.00DR  Allowance for Doubtful a/c's                â”‚
│ 03.  __________                                                                â”‚
│ 04.                                                                            â”‚
│ 05.                                                                            â”‚
│ ------------------------------------------------------------------------------ â”‚
│ ENTER G/L CODE DESIRED (PRESS F4 TO END, F5 FOR G/L CODE INQUIRY).             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ENTER G/L CODE DESIRED (PRESS F4 TO END, F5 FOR G/L CODE INQUIRY).

 

Enter the desired G/L code.

 

[F4] to exit G/L code entry and return to data entry screen.

 

[F5] to access G/L codes inquiry for selection.

 

 

FIELDS

 

ENTERED:

 

Displays the amount entered in this screen.

 

COMBINE:

 

Displays the amount entered in this screen.

 

CTRL:

 

Displays the total adjustment amount as entered in the main entry screen.

 

DIFF:

 

Displays the difference between the ENTERED and the CTRL amounts.

 

SEQ

 

Defaults to the next sequence number when entering this screen. When you press [F3] from G/L CODE field, the cursor is placed at SEQ number where the following options are available.

 

Enter a sequence number to display entries from that line.

 

[Enter] to start entry on the current line.

 

[F1] to delete the line's distribution.

 

[F3] to exit and return to the ADJUST $ field.

 

[F4] to exit the screen.

 

[F5] to access general ledger codes inquiry for selection.


G/L CODE

 

Enter the general ledger account code that you want to distribute to.

 

Enter the division code (two characters) and the account code (four characters) and the sub-account code (four characters) if desired.

 

 

[F4] to exit the general ledger code entry screen.

 

[F5] to access general ledger codes inquiry for selection.

 

>> THIS IS A CONTROL ACCOUNT - MUST SPECIFY SUB-ACCOUNT - PRESS CR:

 

An account that has sub-accounts must be entered with the sub-account suffix.

 

AMOUNT

 

Enter the amount to be posted to the associated general ledger account.

 

[Enter] for the total remaining amount of the adjustment.

 

>> G/L DISTRIBUTION NOT IN BALANCE - PRESS CR:

 

Upon exiting the general ledger codes entry screen, the program verifies that the amounts entered in this screen equal the total adjustment amount entered in the ADJUST $ field in the main entry screen. Press [Enter] to clear the message and correct your distribution amounts.

 

 

DESCRIPTION

 

Displays the General Ledger account description.

 

 

PROCEDURE - REGISTER PRINTING AND UPDATING

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.


After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.

 

When you attempt to update a batch and the batch CONTROL total does not equal the total of the individual amounts that have been entered in the batch detail lines the following warning message displays:

 

>> BATCH OUT OF BALANCE; UPDATE ANYWAY? (Y/N):

 

"Y" to update the batch.

 

"N" to cancel the update.

 

When you cancel the update, you can then select "M" to enter the batch to confirm and/or correct your entries.

 

 

An example A/R Adjustment Register follows.

  



                                                      IDEALWARE
07/26/95  19:32:33                                                                                      PAGE: 1
                             A/R ADJUSTMENT REGISTER - BATCH: RJ0006 - G/L DATE: 09/15/94

-------------------------------------------------------------------------------------------------------------------
                                      ******* ACCOUNTS RECEIVABLE *********   *********** GENERAL LEDGER *********
SEQ# CUSTOMER                         REF#         DATE        DEBIT CREDIT   G/L CODE           DEBIT     CREDIT
-------------------------------------------------------------------------------------------------------------------

0001 DIVCON   () DIVINE CONS          01A142987  09/15/94             50.00   00-1221           30.00DR
                                                                              00-1229           20.00DR

0002 BAZGOR   () GORDON BAZZLE        01A100524  09/15/94      20.00          00-1221                      20.00CR

0003 HURLFRE  (00001) FRED HURLEY     01A009407  07/31/94     225.25          00-1222                     225.25CR

0004 HURLFRE  (00001) FRED HURLEY     01A009408  08/31/94     150.00          00-1222                     150.00CR
                                                          ----------                                    ----------
                                                              345.25                                      345.25CR
                                                          ==========                                    ==========

RECORDS: 4       ACTUAL:       345.25DR     CONTROL:       345.25DR     DIFFERENCE:          .00DR



                                IDEALWARE
 07/26/95  19:32:34                                               PAGE: 1
                     GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: RJ           BATCH NUMBER: 0006           G/L DATE: 09/15/94
-------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                DEBIT          CREDIT
    CODE        NAME                                 AMOUNT         AMOUNT
-------------------------------------------------------------------------

01-00-1200     Accounts Receivable                   345.25
01-00-1221     Accounts Receivable Adjustments        10.00
01-00-1222     CLEARING ACCOUNT                                     375.25
01-00-1229     Allowance for Doubtful a/c's           20.00
                                               ------------   ------------
                                                     375.25         375.25
                                               ============   ============