IdealWare Online Users Manual

AR2-03 A/R PROCESSING
25564 Direct Billing

 

PURPOSE

 

The direct billing program is used to enter invoices directly into the A/R system. Postings are done in batches. This program is typically only used in the early stages of system startup and is replaced by the batch order entry and sale order entry programs. The direct billing program does not take into consideration cost of sales.

 

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Direct Billing 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.

 

The CONTROL TOTAL must equal the total of the detail entries in the batch before the batch can be updated.

 

 

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

 

The direct billing data entry allows you to enter invoices directly into the batch.

 

A/R DIRECT BILLING DATA ENTRY DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│05/03/07              ***** A/R DIRECT BILL POSTING *****                       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0013     CONTROL:     10.00    ACTUAL:       .00    LEFT:     10.00      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│     SHIP-TO/          INV#/     CONT#/      SALES$/      G.S.T.$/     P.S.T.$/ â”‚
│SEQ  BILL-TO   DATE    DIV#      S'MAN     CARTAGE$        TOTAL$    DISCOUNT$  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                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.

 

This amount must equal zero to update the batch.

 

 

SEQ

 

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

 

Enter an existing sequence number to display or delete a line.

 

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

 

[Enter] to continue.

 

The line is NOT deleted.

 

 

"D" to delete the line.

 

[Enter] to add a new line.

 

This uses the next available sequence number.

 

 

[F2] to display lines.

 

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

 

Enter a sequence number to display from that line.

 

[Enter] to display from the first detail line.

 

[F4] to exit the display.

 

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

 

[F4] to go to printer selection.

 

SHIP-TO

 

Enter the appropriate customer alpha or numeric code.

 

The sales statistics update to the SHIP-TO customer code whereas the accounts receivable balances update to the BILL-TO customer code.

 

 

[F5] to access customer codes inquiry for selection.

 

BILL-TO

 

Enter a customer alpha or numeric code (if applicable).


[Enter] to accept the default SHIP-TO customer code.

 

The sales statistics update to the SHIP-TO customer code whereas the accounts receivable balances update to the BILL-TO customer code; normally the BILL-TO code is the same as the SHIP-TO code.

 

 

[F5] to access customer codes inquiry for selection.

 

DATE

 

Enter the date of the invoice in MMDDYY format.

 

[CR] to accept the default of 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 and the amount of this invoice will get aged into the customer's aging buckets based on this date.

 

 

If you enter an already existing invoice number, this date will only be used as a reference for this additional entry.

 

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

 

 

If you attempt to enter a date that does not coincide with the currrent A/R period, the following warning message displays.

 

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

 

[Enter] to clear the message and re-enter the date.

 

INV#

 

Enter the invoice number that is to be adjusted.

 

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

 

Select an associated line number followed by CR 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.

 


CONT#

 

Enter the contract code that is associated with this invoice.

 

[Enter] for no contract code to be associated with this invoice.

 

Contract codes are setup for each customer to designate different job sites or pricing contracts. Customer statements have the option of sorting the invoices by contract code. In the direct billing program the sales statistics are not updated to the contract master file as they are when updated via the order register & update program.

 

 

[F5] to display the contracts that are defined for the customer.

 

Enter an associated line number to return to this field with the selected contract number.

 

 

S'MAN

 

Enter the salesman code associated with this invoice.

 

Sales statistics are updated to the salesman master file based on this entry.

 

 

[F5] to access salesman inquiry for selection.

 

Enter an associated line number to return to this field with the selected salesman code.

SALES$

 

Enter the dollar amount of the invoice.

 

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

 

 

CARTAGE$

 

Enter the cartage or delivery dollar amount.

 

[Enter] for zero.

 

G.S.T.$

 

Enter the G/HST dollar amount.

 

[CR] to accept the customer's default amount.

 

P.S.T.$

 

Enter the provincial sales tax dollar amount.

 

[Enter] to accept the customer's default amount.

 

TOTAL$

 

Displays the invoice total.


DISCOUNT$

 

Enter the payment discount amount associated with this invoice.

 

[Enter] to accept the calculated default amount.

 

Example A/R Direct Billing Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/26/95              ***** A/R DIRECT BILL POSTING *****                       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0004     CONTROL:    200.00    ACTUAL:    190.05    LEFT:      9.95      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│     SHIP-TO/                    CONT#/      SALES$/      G.S.T.$/     P.S.T.$/ â”‚
│SEQ  BILL-TO   DATE    INV#      S'MAN     CARTAGE$        TOTAL$    DISCOUNT$  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0001 DIVCON   09/15/94 01A144414 1815        125.00          9.45          .00  â”‚
│     SAME                        BARJO        10.00        144.45         1.88  â”‚
│0002 ABACON   09/15/94 01A111111              40.00          2.80         2.80  â”‚
│     SAME                        HARRI          .00         45.60          .60  â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ABACAB CONSTRUCTION LTD; BILL: SAME; PST#: NONE; GST#: NONE; DISC: 8            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

 

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 - REGISTER PRINTING & 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.