IdealWare Online Users Manual

AR2-02 A/R PROCESSING
25563 Cash Receipts

 

PURPOSE

 

This program is used to apply payments against customer accounts. Postings are done in batches. Cash receipt batches are terminal dependent and can only be accessed from the same terminal that created them.

 

NOTES

 

The program automatically debits/credits the accounts receivable G/L account and creates offsetting G/L entries to the accounts that are associated with the entered payment types. Refer to 25656 TRANSACTION TYPE MAINTENANCE for more information.

 

Payments that are posted in this program are partially updated immediately and affect the customer's ledger file. It is therefore recommended that there are no open cash receipt batches when running the A/R system balancing test report.

 

A/R cash receipt entry processing consists of the following:

  • BATCH CREATION/ACCESS
  • DATA ENTRY
  • REGISTER PRINTING
  • UPDATE

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Cash Receipts 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.

 

Please Note: RECEIPT TOTAL = CONTROL TOTAL

 

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

 

Cash receipts data entry allows you to post payments into the batch.

 

A/R CASH RECEIPTS DATA ENTRY DISPLAY:

┌────────────────────────────────────────────────────────────────────────────────┐
│05/03/07             ***** A/R CASH RECEIPTS POSTING *****                      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0040  CONTROL:       .00      ACTUAL:       .00      LEFT:       .00     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CUSTOMER: ________ SEQ#:      PAYMENT TYPE:              BALANCE:               â”‚
│────────────────────────────────────────────────────────────────────────────────│
│REFERENCE:           DATE:           AMOUNT:                LEFT:               │
│────────────────────────────────────────────────────────────────────────────────│
│INV#   *** PAYMENT ***    BALANCE     INV#        DATE  TYPE    DEBIT    CREDIT â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F5 FOR CUSTOMER INQUIRY, F2 TO SCAN                                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F5 FOR CUSTOMER INQUIRY, F2 TO SCAN

 

[F5] to access customer inquiry for selection.

 

[F2] to display customer codes already in the batch.

 

A window opens displaying the payments already posted in the batch. Press [Enter] to advance, [F3] to backup and [F4] to close the window.

 

 

 

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.

 

CUSTOMER:

 

Enter the customer alpha or numeric code.

 

This could be either a new entry in the batch you want to post a payment to or an existing entry that you want to display and/or delete.

 


[F2] to display existing customer payment entries.

 

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

 

Enter the customer code from which you wish to start the display.

 

[Enter] to start the display from the first payment in the batch.

 

[F4] to exit the display.

 

[F5] to access customer codes inquiry for selection.

 

SEQ#:

 

Enter the sequence number of an existing entry to display and/or delete.

 

The following prompt is displayed when an existing entry is accessed.

 

 

>>ALREADY POSTED... ENTER 'CANCEL' TO DELETE OR CR TO CONTINUE:

 

"C""A""N""C""E""L" to delete the payment.

 

[Enter] to clear prompt, the entry is NOT deleted.

 

[Enter] for the next available sequence number to add a new entry.

 

TYPE:

 

Enter the payment type.

 

[Enter] for payment type PR.

 

This is normally the default payment type, although your system may be configured differently.

 

 

[F5] to access payment terms inquiry.

 

The usual payment types are:

 

PR - Regular Payment. Used to post payments that have not been processed through a cash till. This will typically debit a BANK general ledger account. If you have multiple bank accounts, set them up as P1, P2 etc in the transaction types maintenance program and specify the appropriate code here.

 

PC - Cash Till Payment. Used to post payments that have been processed through a cash till. This will typically debit a CUSTOMER PAYMENT HOLDING general ledger account. If you do not have cash tills, then you will not use this payment type.

 

A number of payment types are preconfigured. You may also configure other custom payment types using the transactiontypes maintenance program.

 

BALANCE:

 

Displays the customer's outstanding accounts receivable balance.

 

REFERENCE:

 

Enter the cheque number or other relevant reference number.


DATE:

 

Enter the date of the payment in MMDDYY format.

 

[Enter] for the current system date.

 

AMOUNT:

 

Enter the payment amount.

 

The decimal point is optional, the program defaults to 2 decimal places.

 

 

[Enter] for a zero amount.

 

The program can be used to transfer amounts from one invoice to another, and this is normally the only time that a zero payment amount is entered. If you enter a zero or negative amount the following warning message displays.

 

 

>> WARNING: THESE TYPE OF TRANSACTIONS ARE NORMALLY POSITIVE - PRESS CR OR F3:

 

[Enter] or [F3] to clear the warning message.

 

[F1] to display the customer's invoices.

 

LEFT:

 

Displays the amount of payment remaining

 

This amount decreases as payments are applied to individual invoices (see below).

 

 

INV#

 

From the invoice number field you can specify invoice numbers to apply payment against as well as perform a number of other functions.

 

INVOICE#

 

Enter the number of the invoice to apply the payment.

 

Refer to SPECIAL PROCESSING - INVOICE FORMAT for more information. If you enter an invoice number that does not exist, the following prompt is displayed.

 

 

** CREATE CREDIT INVOICE ? (Y/N):

 

"Y" to create a new invoice.

 

"N" to return to the INV# field.

 

SEQ#

 

Enter the two digit sequence number associated with an invoice.

 

You can display invoices by pressing [F2] or [F8].

 

 

[F2] to display the customer's current invoices.


The invoices are displayed in oldest to newest date sequence down the right side of the screen. The invoices are displayed with two digit sequence numbers to the left of the invoice numbers which can be used to quickly reference the associated invoice number when at the INV# field. When displaying, the original invoices are highlighted and their associated payments and adjustments are displayed non-highlighted. The program also displays credit notes or invoices created in the current batch.

 

After displaying the customer's invoices and posting payment to an invoice, press [F2] again to re-display the invoices. The invoices start displaying at the last invoice that had payment applied to it rather than the oldest invoice.

 

[F8] to display a summary of the invoices.

 

The summarized format displays one line per invoice and shows the invoice's current total. The summarized display is useful for the following reasons: (1) it condenses the number of lines displayed and (2) it allows for a quick reference to the current total of each invoice.

 

INV#

 

Displays the invoice number.

 

DATE

 

Displays the transaction date.

 

TYPE

 

Displays the transaction source code.

 

Refer to 25656 Transaction Type Maintenance for more information.

 

 

DEBIT

 

Displays the transaction amounts if they have a debit affect on the accounts receivable (ie invoices).

 

CREDIT

 

Displays the transaction amounts if they have a credit effect on the accounts receivable (ie payments).

 

** OPTIONS: CR=CONTINUE, F2=RESTART DISPLAY, MMDDYY=STARTING DATE
F4=START POSTING, SELECT LINE# TO APPLY PAYMENT TO

 

Enter a 1 or 2 digit line number to apply payment.

 

Selects the associated invoice and allows you to apply payment to it.

 

 

Enter MMDDYY to display invoices from that date.

 

[Enter] to display the next screenful of invoices.

 

[F2] to start the display from the first invoice.


[F4] to Return to the INV# field.

 

Once you finish applying payment to the invoice, the invoices and the above prompt are redisplayed for additional payment processing.

 

 

[F3] to backup to the payment AMOUNT field.

 

Allowed only if nothing has been applied.

 

 

[F4] to accept the receipts posting.

 

** PRESS CR TO ACCEPT RECEIPT, 'ABORT' TO CANCEL:

 

[Enter] to accept the receipt.

 

"A""B""O""R""T" to cancel the receipt.

 

[F6] to access customer master maintenance program.

 

[F7] to access the ledger inquiry program.

 

[F9] to create a credit note with whatever amount is remaining.

 

The credit note invoice number is automatically formatted as follows.

 

DEFAULT STORE CODE + A + CN + YYMM OF CURRENT PERIOD.

 

[F10] for semi-automatic payment mode.

 

Semi-automatic payment mode automatically brings up each invoice in oldest to newest invoice date sequence and prompts you as to whether you want to accept payment or not.

 

 

[F11] for automatic payment mode.

 

Automatic payment mode automatically applies payments to invoices in oldest to newest invoice date sequence.. The invoices and their payments will be displayed as the payments are being applied. The program automatically accepts or rejects each invoice's applicable discount based on the discount date and the payment date.

 

 

"C" to cancel the payments.

 

*** PAYMENT ***

 

Enter the payment amount to apply against this invoice.

 

[Enter] for the default.

 

The default payment amount will equal the amount owing on the invoice up to a maximum of what is left of the total payment amount.

 

 

[F2] to skip payment for the displayed invoice.

  • The cursor highlights the next invoice for payment; applicable only in semi-automatic mode.
** ACCEPT VALID DISCOUNT? (Y/N/ENTER AMOUNT/CR=Y): 0.________

 

Enter a discount amount.

 

[Enter] to accept applicable discount based on payment terms.

 

"N" to not apply a payment discount.

 

** ACCEPT PAYMENT ? (CR/N):

 

[Enter] to Accept the payment.

 

"N" to not accept the payment.

 

BALANCE

 

Displays the invoice balance remaining after the payment is applied.

 

Example A/R Cash Receipts Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/26/95             ***** A/R CASH RECEIPTS POSTING *****                      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0007  CONTROL:  1,000.00      ACTUAL:       .00      LEFT:  1,000.00     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CUSTOMER: ABACON   SEQ#: 0001 PAYMENT TYPE: PR PAYMENT   BALANCE:  4,295.48     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│REFERENCE:   A15155  DATE: 09/15/94  AMOUNT:    700.00      LEFT:       .00     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│INV#   *** PAYMENT ***    BALANCE     INV#        DATE  TYPE    DEBIT    CREDIT â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01A164680D        2.60     195.34  01 01A164415 08/23/94 AO    281.07           â”‚
│                195.34        .00  02 01A164415 09/10/94 PR               85.75 â”‚
│01A164878       504.66   1,704.07  03 01A164680 08/25/94 AO    197.94      2.60D│
│__________                         04 01A164923 08/26/94 AO     11.02       .14D│
│                                   05 01A164878 08/29/94 AO  2,208.73     28.32D│
│                                   06 01A165249 08/30/94 AO     73.42       .97D│
│                                   07 01A165847 09/02/94 AO    221.96      2.92D│
│                                   08 01A165956 09/03/94 AO    271.03      3.57D│
│                                   09 01A166146 09/06/94 AO     40.62       .53D│
│────────────────────────────────────────────────────────────────────────────────│
│GROSS:   2,208.73      DISCOUNT:      28.32     (09/10/94)   NET:   2,180.41    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F2=DISPLAY INVOICES;  F4=FINISHED;  F6=CUSTOMER MAINT;  F7=SUB-LEDGER;          â”‚
│F9=CREATE INVOICE;  F10=SEMI-AUTO MODE;  F11=AUTO MODE;  'C'=CANCEL RECEIPT     â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F2=DISPLAY INVOICES; F4=FINISHED; F6=CUSTOMER MAINT; F7=SUB-LEDGER;
F9=CREATE INVOICE; F10=SEMI-AUTO MODE; F11=AUTO MODE; 'C'=CANCEL RECEIPT

 

[F2] to display existing customer payment entries.

 

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

 

Enter the customer code from which you wish to start the display.

 

[Enter] to start the display from the first payment in the batch.

 

[F4] to exit the display.

 

[F4] to exit data entry for this receipt.

 

[F6] to access customer master maintenance program.

 

[F7] to access the A/R Ledger Inquiry program.

 

[F9] to create a credit note.

 

[F10] to turn on semi-auto mode.

 

[F11] to turn on auto mode.

 

"C" to cancel the payments.

 

 

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.

 

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.

 

It is not recommended that cash receipt batches be left open since they are terminal dependent. If you log out or your terminal is shutdown unexpectedly, there is no guarantee that you will have the same terminal ID the next time you log on. The batch will then be inaccessible. If you are unable to complete all the data entry you wish for a single batch, it is preferable to create a second batch at a later time for the remaining entries rather than leave the first batch open with the intention of completing your entries later.