R E C E I V A B L E S
Receivables Overview
Receivables, or Accounts Receivable, are created several ways:
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Receivables 7-1 |
Customer cards store information on your customers. When you select [Customers] from the Receivables or Lookup menus the first customer in your file will be displayed.
Using Card Files
You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.
Lookup mode and Edit Mode
Card files have two modes, lookup mode and edit mode.
When the first Customer card is displayed you will initially be in lookup mode.
When you want to add a new card or change an existing card, activate Add or Edit mode by select [Add], or [Edit], or clicking on one of the fields in the card screen.
Finding the card you want
Think of your ProBooks card files as rotating card files.
-You can flip through the cards by using the [arrow] keys on your keyboard., or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.
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You can also lookup up a particular customer in several other ways:
-You can go to the first or last card by pressing [Home] or [End] or your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.
-You can skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.
-You can lookup up a customer by Customer number, Customer name, Phone, Contact name or Zip by selecting the appropriate button in the Customer card.
-You can select [Find] to locate customers on additional fields in the customer record.
-You can select [=Filter] to select a customer or customers using an expression or search string.
Multi-screen cards
Some cards files keep more information than will fit in one screen . The files use tabbed multi-screen cards to provide several screens for each record in the card file.
To access the hidden screens click on the tabs for each screen , or select [Screen]
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Receivables 7-3 |
Adding New Customers
Select [Add] to create a blank customer card to add a new Customer.
Customer Codes
Customer codes are assigned manually when the customer information is entered into the customer master file. The coding system is user defined and may be any alphanumeric combination up to 12 characters (i.e., A12345CU6KL8, ACME123, 697ACME1WAXZ).
There are many different methods used to assign customer codes. If you’re starting a new system and aren’t sure how you should assign customers codes here are a few commonly used systems.
Phone number - A phone number can be a convenient way to identify customers or vendors.
Part of name plus a number - Many companies use a system that takes part of the same plus a number, like PCAC0001.
Record number - The record number for this customer record. A number representing the number of cards in your file plus one, will be displayed when you select [Add] to add a new customer record.
Changing Customer Information
Select [E]dit or click on one of the fields in the card screen to activate Edit mode.
When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.
Enter the appropriate changes in the desired field or fields.
To save or cancel the changes you’ve made, and return to lookup mode select [Edit] again, or press [Esc], [PgDn] or [Ctrl]+[W].
Deleting Customers
Select [Delete] to delete a Customer.
Normally, you will not be allowed to delete cards if there are open receivables invoices for the selected Customer.
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7-4 Receivables |
Customer
The customer name entered will be the one which prints out on statements, invoices, and reports. You will have to decide if you want your printed material to show your customer’s name in upper case only (i.e., JOHNSON MARINE SUPPLY) or upper and lower case (Johnson Marine Supply).
BillToCustno
A separate Bill To Customer can be specified for each Customer.
When the Bill To Customer is different than the Customer, invoices will show the Bill To Customer under ‘Sold To’ and the Customer under ‘Ship to or Delivered To’.
An example of a business that might use the BillCustno would be a hardware store chain with several locations. Purchases are made by each individual location, but invoices for all locations are billed to a single head office location.
Another example would be University, or perhaps a Hospital with many departments. Each department will have it’s own customer record, but all billing is sent to a seperate central billing department.
You could also use the BillCustno to set up individual customer records for multiple contacts at the same location.
For example. Let’s say Hardware Depot is customer HDEPOT. You might have ten different contacts at this location and want to keep contact records and memo information on each, seperately.
You set up customer cards HDEPOT-JJ for contact Jim Jones, HDEPOT-TA for Tom Anderson, HDEPOT-AW for Alison White, etc. Select BillCustno HDEPOT for each.
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Relations
When you have multiple customer records for the same BillCustno, the [Relations] button in the customer card will be activated when you select one of these cards.
When you select [Relations] a list of all customers with this BillCustno will be displayed. You can quickly locate the card for any of the relations by selecting from the list.
Address1
This is usually the primary street address (may be left blank).
Address2
This is usually a Post Office Box Number (may be left blank).
State
Use the 2-letter Post Office designation for state. The program forces this to be in uppercase.
Zip
Zip Codes up to 10 digits are allowed. Alpha-numeric input is allowed accommodating Canadian zip codes.
Country
Primary address Country
Ship to Address
Every Customer can also have a seperate ‘ Ship To’ address.
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Note: for customers with multiple ship-to locations or addresses which are all billed to the same location use the ‘Bill To Customer’ feature.
Address1
The first line of the ship to address (may be left blank).
Address2
The second line of the ship to address (may be left blank).
State
Use the 2-letter Post Office designation for state. The program forces this to be in uppercase.
Zip
Shipt to Zip Codes up to 10 digits are allowed. Alpha-numeric input is allowed accommodating Canadian zip codes.
Country
Ship to address Country
Contact
The person you usually contact at your customer’s place of business.
Note: The Bill To customer feature can also be used as a method of keeping track of multiple contacts at a single company or location. Add a new customer number and card for each contact, and enter the customer number for the primary record for this company in the Bill To field for each contact’s card.
Title
The official title (such as manager or owner) of the person named as contact (above). You might also use this for a salutory title such as Mr., Mrs., Ms., etc.
Phone
The primary phone number.
Phone1
The alternate phone number.
PhoneCde
The foreign country and city code for international dialing.
Fax
The fax-phone number.
An electronic mail address for Easylink, MCI Mail etc.
Blanket P.O.
Many customers will want you to show a blanket order number on all their invoices. You can enter that number here. Leave this field blank if you don’t have a blanket P.O. from this customer.
Ship Via
The normal mode of shipping or shipping line. This will be the default ‘Shipped Via’ field on Sales Invoices.
Salesperson
A user defined code for each salesperson. The field is 2 characters long (either alpha or numeric) in which you can enter a code for each salesperson.
Industry
A user definable code to classify your customers by industry, or other characteristic you choose.
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A user definable code to classify your sales areas into territories, or for any other purpose you choose.
Source
A user definable code. Might be used to denote how or through what medium the customer was obtained, or perhaps to define certain types, or categories.
Finance Charge
Used to denote whether the customer is charged ‘finance charges’ for late payments when you ‘Run Finance Charges’. The default is [T]rue. If you do not want this customer to be billed finance charges, enter a [N]o.
Statement Type
Enter ‘O’ for an open item statement, ‘B’ for a balance forward statement, or ‘N’ for no statement. This will determine what type of statement is printed for each customer when monthly statements are run.
Terms
The terms on which sales to this customer are normally made. Terms can be altered during invoicing for special circumstances. The terms code must be selected from the current terms code in your terms file.
For detailed information on setting up and maintaining Payment Terms codes please refer to the chapter Sales, section Setup & Utilities, Topic Payment Terms, in your manual.
Tax Code
The default sales tax code from the sales tax table for this customer. The sales tax code can be overridden during invoicing.
For detailed information on setting up and maintaining Sales Tax Codes please refer to the chapter Sales, section Setup & Utilities, topic Sales Tax, in your manual.
Discount
A flat rate discount percentage which is automatically deducted from this customer’s invoice at the time of invoicing.
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The amount is calculated then, and you may either accept it, change it to another discount, or reject it. A 15% discount would be entered as 15.
Credit Limit
The customer’s credit line. This amount is looked at during invoicing and if the customer’s account balance, plus the new purchases exceeds this limit, the operator will be advised with a warning.
Normally the program will keep the Balance field in the Customer record updated during processing. On occasion the amounts in this field may become corrupted.
You can recalculate the balance field in all Customer records by running the Accounts Receivable Aging report. When running the report be sure to specify a date that is beyond the date of the last invoice in the open invoices file.
When the Receivables aging is run, all open invoices for each customer will be totaled and the correct amount entered in the balance field.
YTD Sales
When setting up the ProBooks system for the first time, you can enter the sales of your existing customers from the beginning of your current year to date. That figure would be entered in this field. All new sales will be added to this field, so you can have a continuous running total for the year. If you have started posting current data before entering the customer’s prior information, add the previous year-to-date sales to the amount showing in this field.
Last Sale Date
Last sale date is automatically updated each time a sale is recorded for this customer.
This field is used for two functions. First, if you enter a number from 1 to 8 here, you will set this customer up to take advantage of the auto- billing (invoicing) feature (Function #2 on the Sales/Invoicing Menu). Second, the number you enter will determine which of the 8 different billing descriptions this customer will receive each time an invoice is printed during the auto-billing process. If you want the customer to receive Description #1, then enter a ‘1’ here. If you want this customer to get Description #4, then enter a ‘4’ here, etc. If you haven’t yet entered your descriptions or do not intend to use the auto-billing feature, leave this field blank. You can come back to this customer’s record later and make the necessary correction.
Auto Period
You may not want to bill a particular customer every period. This option allows you to specify during which periods this customer will be automatically billed (assuming the Auto-Bill feature is enabled for this customer). For example, if you have a service contract with Company B, the terms of the contract might call for you to bill them quarterly. If you are on a 12 period (calendar) year, then you might want to bill during your first, fourth, seventh, and tenth periods. Therefore, you would enter the following in this field: 1, 4, 7, 10 and the program will check to see if your current period is among the periods you listed for this customer (at the time of auto-billing). Notice that the period numbers are separated by commas. You can use a space, comma, period or backslash (/). You do not need any “separator” after the last period number. If you want to bill during every period, leave the field blank (i.e. press [Enter] to accept the blank default).
AutoAmount
This is the amount of the automatic billing. For example, if you run a floor waxing service and you regularly bill this customer $75.00 per month, then enter $75.00 in this field. This amount can be changed at any time using the ‘Change’ portion of this Receivables Menu Function.
Price Level
This is a number between 1 and 6. When invoicing or order entry is done with this customer, the correct inventory price level to use is determined by this number. A blank space, or the numbers 7, 8 or 9 are treated like level 1.
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Notice the alphanumeric codes on the line above the ‘Price Level’ prompt. Those are the inventory codes. Each inventory item can be assigned one of 36 possible codes. When that item is invoiced or ordered the customer file is checked to see what price level to apply for that particular inventory item.
For example, suppose you have an inventory item and you’ve given it code B. For customer 100, if you want him to have price level 2 for code B items, you would place a 2 under the letter B in his customer file. If you have another customer, and you want him to have a better price on code B items, then you could place a 3,4 etc. under the letter B in his file.
These code/level relationships can be dynamically changed at the point of invoicing/ordering for any particular session. When this field is blank all inventory items will default to price level 1. You can use this field for temporary sales, preferred customers, items on which profit is marginal, etc.
Tax ID
If you are a wholesales this field can be used for a reseller number. Other types of businesses can use this number for any kind of information.
Credit Card
If you enter a sales invoice and it is payed by credit card, credit card information for the customer will be automatically saved in these fields.
If there is credit card information in these fields, the next time you enter a sales for the customer and select [Payment], the payment method will deafult to credit card, and the credit card information from these fields will be displayed.
Card Expires
Credit card expiry date
Card Name1
First name appearing on the credit card.
Card Name2
Second name line from the credit card (optional)
User1 - User6
User1 - User6 are user defined memo fields you can use for any kind of information you want. Each is an unlimited length text type field, like the Memo field.
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To record payments received from Customers select
[Cash Receipts] Receivable
menu. Payments from Customers could be both payments on accounts receivables
invoice or cash deposits or prepayments.
When begin your Cash Receipts session the Cash Receipts screen will be displayed. If there are receipts records being held from a prior session you can select [Load] to load them for editing or posting, or leave them on hold.
Adding a new receipt
Select [Add] or press [Insert] to add a new receipt record.
The Cash Receipts Header screen will be displayed.
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Cash Receipt Header
Enter Customer and Payment info
Begin by selecting the customer for this receipt. Select [Custno] to lookup by customer number or [Customer] to lookup by customer name.
The payment date will default to the default system date. Press [Shift]-[Tab] to backup to the date field if you need to change it.
Enter a reference number for the receipt.
Generally, use the check number as the reference, as this will appear on cash receipts reports and statements, making it easier to track the application of payments if any question arises.
Next enter the total amount received, even if it is to be applied to more than one invoice.
When everything is correct in the Receipt Header screen, select [Detail] to proceed. Or press [Esc] to cancel this receipt and return to the Cash Receipts screen.
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Apply Cash Receipt
Apply Cash Receipt to Invoices
Select [Apply] for automatic application of payments. In this case, the amount received will be automatically applied to the oldest invoices until the entire amount has been applied and all open invoices are displayed.
If part of the amount has been applied to the wrong invoice, you then have the opportunity to edit any line, applying the amount to different invoices and changing the discount amount if necessary.
Select [Specific] to apply the payment to speecific invoice numbers.
Select [Discount] to enter discounts taken by your customer.
Once you have applied the full amount received select [Done] to return to the Cash Receipts Detail screen.
Cash Receipt Detail
Changing amount applied to any invoice
]
The cash receipt detail screen will show each invoice for the customer that made the payment and the amount applied to each invoice.
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To change the amount applied to any invoice select [Edit], highlight the record you want to change using the arrow keys, then press [Enter]. Or double-click on the item you want to edit.
The Cash Receipt Item screen will appear allowing you to change either the amount paid or discount amount applied to the invoice.
When the payment has been fully applied the way you want, select [Save] to save the Cash Receipt.
Select [Credit ] from the Cash Receipt Detail screen to create a Credit for a customer deposit or prepayment. A credit is stored as a special type of invoice record with a negative balance. After you have entered sales for this customer at a future date, you will use Apply Credits to apply credits to ‘pay’ the invoices
Posting Cash Receipts
When you have entered all of the cash receipts for the current session first select [Print] to print a listing of the receipts you’ve entered. Check the printed listing for accuracy before proceeding to post.
If necessary correct receipt records. To edit a receipt, double-click on the reciept you want to edit in the Cash Receipts list, or select [Edit], highlight the receipt you want to edit, then press [Enter].
When you are sure you receipts records are correct select [Post].
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7-14 Receivables |
Select the fiscal period to which these receipts are to be posted and posting date.
You can change the default posting accounts before posting if desired.
To change the accounts, select the button for the acccount you wan to change, and select the appropriate account from the list.
This feature allows you to post the receipts to different cash and discount accounts. Receipts for different divisions and departments must be entered in separate batches.
Select [OK] to procede with posting.
When you post a Cash Receipts batch report will be printed. Save the report with your permanent records. A Batch Number will be printed in the upper right corner of the report.
What Happens When Cash Receipts Are Posted
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Apply Credits is used to apply Customer credit invoices to accounts receivable invoices. When a credit is applied to a receivables invoice, the balance of the credit is changed to 0.00 and the balance of the the receivables invoice is adjusted by the amount of the credit.
Some business regularly receive payments before invoices are issued, resulting in a large number of credits to be processed. For these users it may be desirable to automatically apply all outstanding credits periodically.
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Select Credit to Apply
Apply Credit Invoices works very much like Cash Receipts. Enter Select the Customer you want to apply credit for, then select an open credit item from the Credits list.
Apply Credit to Invoices
Select (S)pecific to select customers and credit individually.
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Select (A)ll to process all credits without selecting a specific customer and credit.
Enter [D] to automatically apply the credit, to the oldest invoice first.
Enter [S] to apply the credit manually to specific invoices.
For more detail, please refer to Option 2, Enter Cash Receipts.
Posting Applied Receivables Credits
When you have entered all of the cash receipts for the current session first select [Print] to print a listing of the receipts you’ve entered. Check the printed listing for accuracy before proceeding to post.
If necessary correct receipt records. To edit a receipt, double-click on the reciept you want to edit in the Cash Receipts list, or select [Edit], highlight the receipt you want to edit, then press [Enter].
When you are sure you receipts records are correct select [Post].
You can change the default posting accounts before posting if desired. To change the accounts, select the button for the acccount you wan to change, and select the appropriate account from the list.
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This feature allows you to post the receipts to different cash and discount accounts. Receipts for different divisions and departments must be entered in separate batches.
Select [OK] to procede with posting.
When you post a Cash Receipts batch report will be printed. A Batch Number will be printed in the upper right corner of the report. Save the report with your permanent records.
What Happens When Receivables Credits Are Applied
An Accounts Receivable cash receipts register for the current and/or any prior period for which information has been retained in your files, can be displayed or printed. After pressing 3 from the Receivables primary menu the following will be displayed:
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Receivables 7-19 |
Entering [P] or [D] will list all cash receipts for the default period.
Entering [O] will allow you to specify a specific time period and/or Customer for the report.
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The Receivables aging lists your accounts receivable and breaks these amounts due down by age.
Multiple A/R Accounts
If you have multiple A/R accounts the report will be grouped by A/R account and invoices for each A/R account will be grouped by Customer.
Current or Next Period
If Current Period is selected, invoices and payments which have been entered for the ‘Next’ period will be backed out so that balances show are as of the end of the current period.
If Next Period is selected, all invoices and payments posted to date will be included in the report.
Running the Aging Report
To run an aging for a particular customer:
-Select [Customer] to look up a customer by customer or company name, or enter a customer or company name or in the customer field.
-Select [Custno] to look up a customer by customer number, or enter a customer number in the customer number field.
Agings can be run to show balances as of the end of the current period, or to show balances reflecting all transactions entered to date.
Select [Next Period] to show balances reflecting all invoices and payments posted to date.
Select [Current Period] to show balances reflecting all invoices and balances as of the end of the current period.
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Agings can be run for all divisions or for an individual division.
Select [Division] to select a division (0-9), or enter a division number in the division field, to run a report for a single division
Recalculating Customer card balance fields
Normally ProBooks will keep the balance field in the Customer record updated during processing. On occasion the amounts in this field may become out of balance with the total of the open invoices in your receivables file.
ProBooks will recalculate and update the balance field in all Customer records whenever you run the Receivables Aging report for the Next Period.
Cash flow projection
A cash flow projection is provided at the end of the receivables aging report. The projection is based on percentages entered in your company setup file for the percentage of accounts receivable you normally expect to be paid upcoming periods, based on the age of your receivables.
Select [Print] to print the report with the selected options.
User Defined Report Forms
Select [Form] to activate the Report Writer Reports & Labels screen, which allows running user defined aging report.
With user defined reports you can:
-Set additional filters.
-Customize the
aging report format.
Filter examples
Some example filter expressions which can be used in a user defined aging
report:
IBAL#0
meaning:
invoice balance greater or less than 0
IBAL#0 .and. salesmn="20" .and. cdate - duedate > 20
meaning:
invoice balance greater or less than 0
salesman code = “20"
invoice
is more than 20 days past due
cdate = PCA system date
duedate = invoice net
date
salesmn = invoice salesman code (a character expression, must be in
” “)
Some other fields you might use in the filter expression:
invdate = the
invoice date
disc_date = the invoice discount date
date() = the computer
system date
Please refer to the chapter Report Writer in your manual for more information on user defined reporting.
See Also: Report Writer, Customers, Customer Ledger, Sales Register, Cash Receipts Register
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The cash flow projection is based on percentages entered in your company setup file for the percentage of accounts receivable you normally expect to be paid upcoming periods, based on the age of your receivables.
The projection report is the same information normally printed at the end of the Receivables againg.
The selection options are the sames as those for the Receivables Aging. Please refer to the previous topic Receivables Aging for details on running this report.
Note: Statements will be printed according to the Statement code entered in each Customers record in the Customer File. [O] indicates and Open Item statement, [B] indicates a Balance Forward statement, [ ] indicates no statement should be printed.
Statements can be printed on plain paper or on pre-printed forms. Form type is selected in the Company file.
Press 7 to display the Customer Statements dialogue.
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Options
Press [O]ptions to change the Beginning and Ending Customer number. The defaults are the first and last customer.
Message Lines
Do You Want To Add A Special Message? [N]
The special message has two lines of up to 40 characters each in which you can thank, advertise, advise, or eulogize. This message is only applicable for this run of statements and is not stored. If you answer [Y]es to the question, two lines will appear:
Message Line 1 ___________________________________________
Message Line 2 ___________________________________________
Enter the message you want to print on each statement.
Forms Alignment
If you’re using other than a laser printer you’ll have the opportunity to align your forms.
Do You Want To Align Statements? :Y:
If you answer [N]o, you will begin printing statements. However, if you accept the default, a sample statement will print. You will then be asked:
More Alignment Statements? [Y]
If the statements are not aligned as you want them, make your adjustments and press [Enter] to run another test copy. Continue this process until the forms are properly aligned in the printer.
Statements which exceed a page in length will continue on the next, for as many pages as are necessary to complete the statement for that customer.
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For more information on designing user defined reports please see the chapter Report Writer.
Statements can be printed using a user defined form designed for either pre-printed forms or plain paper. See the notes below for limitations of the user defined statement.
Note: The user defined statement form uses the Balance field from the Customer record. Run the Receivables Aging prior to running User Defined Statements. This will recalculate the balance field and ensure the total printed on statements is correct.
Files
Files used in the user defined form STATEMNT:
ARINVOI Open invoices file
Includes
current period payments
ARCUSTO Customer file
ARYTRANS Sales/Inventory transactions
file
@MINI HEADING = Form
Press [F]orm to select an alternate Customer Report Form. Enter the form name at the Alternate Form Name prompt, or press [Up] to display a list of all available report forms.
You must choose a form which has been designed for use with the open invoices and customer file, or an error message will result.
For more information on user defined forms and reports please see the Report Writer chapter in this manual.
Modify
Press [M]odify to modify the selected alternate form. See Report Writer for more information on creating and modifying alternate forms.
Number
Press [N]umber to change the number of each form to be printed.
Options
Press [O]ptions to enter selection criteria.
Press [P]rint to print the selected form.
Display
Press [D]isplay to display the selected form.
Notes:
The report form must be designed to group report output on BILLCUSTNO and to eject between groups. This will result in a new page being started for each customer.
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Any field from the invoices file and customer file may be included in the statement form.
Any field from the FIRST LINE ITEM ONLY of each invoice can also be included in the form. For more information on designing reports see Report Writer.
The default Filter will result in statements for customers with a balance greater than $0.00.
With user defined statement it is only practical to print an open item type statement it’s not possible to show the balance forward amount in the form.
A ‘modified’ Balance Forward statement format can be created with the user defined form. The exception that it is not possible to show the balance at the beginning of the period. It is possible to show only the transactions during the current period, as well as the end of period balance. Use the filter option to specify only records from the current period, (PERIOD=CCURPERIOD). This will result in only current period invoices and receipts appearing in the statement.
Sometimes it is necessary to send reminders to customers who have not paid their bills on time. ProBooks allows three different letters to be sent depending on the number of days invoices are delinquent.
Letter 1 is prepared for customers with balances 30 days or more past due. Letter 2 is prepared for customers with balances 60 days or more past due. Letter 3 is prepared for customers with balances 90 days or more past due.
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E. Edit Letters
Following is an example of a typical letter
There are some rules to follow in typing in your 3 collection letters.
First, each line is 60 characters wide, except the 17th line. That line is only 39 characters wide. Second, you may back up to change anything by writing over the top of what is already there. Your letter will print exactly as you see it on the screen. There are no ‘wrap-around’ features you may have come to expect in a word processor. If you come to the end of a line and break a word in the middle, the program will go right on to the next line. If you do not want to break the word there, then you must stop short of the end of the line and press [Enter] to go to the next line.
Collection Letters
The standard collection letters are designed for 8 1/2" x 11" letterhead stock.
The Preprinted field in Company File Maintenance Screen 1 is used to select either plain paper or preprinted forms for collection letters. If Preprinted is [T]rue it is assumed you are printing the collection letters on letterhead, and your company name and address will not be printed. If Preprinted is [F]alse, your company name and address will be printed.
In the standard collection letters, the program prints the name and address of the customer to whom the letter is going, a statement (RE: Delinquent Account), the body of the letter and at the bottom of the letter, a summary accounts aging.
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Additional formats can be created using the User Defined Collections Letters option. Options available include printing the contact name in the body of the letter, or including detail of delinquent items, as in the sample form COLLTR.
Options
Press [O]ptions to change the Beginning and Ending Customer number. The defaults are the first and last customer.
User Defined Collection Letters
For more information on designing user defined reports please see the chapter Report Writer.
Collection Letters can be printed using a user defined form designed for either pre-printed forms or plain paper.
Files
Files used in the user defined form COLLTR:
ARINVOI Open invoices file
Includes
current period payments
ARCUSTO Customer file
ARYTRANS Sales/Inventory transactions
file
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Notes
The report form must be designed to group report output on BILLCUSTNO and to eject between groups. This will result in a new page being started for each customer.
Any field from the invoices file and customer file may be included in the statement form. Any field from the FIRST LINE ITEM ONLY of each invoice can be included in the form. For more information on designing reports see Report Writer.
Prior to displaying the User Defined Collection Letters screen the program will prompt you for the age of invoices to be used in preparing the collection letters. Collection Letters will be run for customers with outstanding invoices older than the age specified.
See Report Writer, User Defined Reports for more information on creating custom reports.
FINANCE CHARGES
The Finance Charges module adds processes late charges for all customers whose invoices are a specific number of days past due. The number of days is definable for each run of this module. If you don’t want a particular customer to get a finance charge, you can enter that information in the customer’s master record. If you want a customer to get a finance charge, enter [T]rue in the Finance Chg field in the customer’s record.
You can run finance charges by division, or you can run all customers at one time. If you run finance charges by division you can alter the receivables posting account so individual division receivables can be maintained.
Minimum, %
Some companies charge a minimum service charge. Set the minimum finance charge in the Company Master file field Svc Chg. If the calculated finance charge is less than the minimum, the minimum will be substituted.
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The finance charge routine can only be run once each period for each division. The End Of Month routine will reset this program so that it can be run again during the following period.
After you have entered a valid division number, the necessary files will be prepared. Following file preparation you will be prompted to input the number of days to be used in determining a past due account.
Past Due Days
Most businesses begin assessing a finance charge on any invoice which is more than 30 days overdue. This option allows you to use a different number of days. The process used provides a finance (service) charge for any invoice whose due date (net due, not discount date) plus the number of days past due (which you will enter here), is less than the system date. If you want a service charge the day after an invoice is due, enter 0.
During record processing each invoice is checked for past due status and finance charges are tallied.
After the temporary file has been prepared, you are given the option of reviewing it and making changes on an invoice by invoice basis. Begin with a printout of the file. If you do not select the printout, you will not know what line to edit (since each invoice has a separate entry).
To edit the finance charges, begin by entering the line to be changed. Look at the report you have just printed. The left hand column will have a number for every line. Choose the line you want to change. Enter the number and press [Enter]. If the number doesn’t exist, you will receive an error message. A valid number will result in an entry screen.
You can then change the “Service Charge” field. After making as many changes to as many lines (invoices) as you like, you will be given the option of re-printing the edited list, to be sure you have it just the way you want.
Should you elect to [Q]uit at this point, the temporary file will be discarded, and you will return to the main Sales Menu.
If you want to re-edit the list, enter [Y]es. To begin posting the service charges, answer [N]o. You may edit and reprint the edited list as many times as you like.
When you are ready to continue, you will be asked if you want to alter your default accounts. This procedure is similar to the alteration of the posting accounts in the sales invoicing routine and will not be covered in detail here.
You will be prompted to check your printer status to make sure it is ready to print. Press any key to begin printing a listing of finance charges to be added to customer accounts. When the listing is complete, the files will be updated accordingly. During this time the finance charges are being added to the customers’ records.
An invoice record is created for each service charge. The invoice numbers all have the same format: the letters ‘SC’ (for Service Charge) followed by a number which comes from the company file. The number can be changed in the Company Master file.
What Happens When Finance Charges Are Posted?
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CUSTOMER LEDGER
The Customer Ledger provides a ledger for a particular Customer with various options.
Start by selecting a Customer:
Select [Customer] to look up a Customer
by Customer or company name, or enter a Customer or company name or in
the Customer field.
Select [Custno] to look up a Customer by Customer number, or enter a Customer number in the Customer number field.
Open Items or All Activity
If you select [Open Items] the report will include a listing of currently open invoices for the selected Customer.
When [All Activity] is selected additional options are activated:
By Date or By Invoice
If you select By [D]ate the report be much like a manual Customer ledger card, listing invoices and payments by date.
If you select By [I]nvoice the report is similar to the manual ledger, but each invoice and payments made against it grouped together.
Date Range
When All Activity is selected the report will also be limited to a selected range of dates.
Select [From], or enter a date in the From field, to select the beginning date.
Select [To], or enter a date in the To field, to select the ending date.
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Select [Print] to print the report with the selected options.
User Defined Report Forms
Select [Form] to activate the Report Writer Reports & Labels screen, which allows running user defined Customer ledger.
With a user defined reports you can:
Set additional filters.
Customize the
report format.
Please refer to Report Writer for more information on user defined reporting.
See Also: Report Writer, Customers, Receivables Aging, Sales Register, Cash Receipts Register
Customer Lists
This selection prints a standard customer list. The User Defined Reports and Labels provides the ability to create optional report formats and print reports or lists using special sorts and filters. For more information on designing user defined reports and labels see the chapter Report Writer.
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The standard customer list is available in a (B)rief or (M)aster format and can be sorted by:
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This selection prints a standard mailing label. The User Defined Reports and Labels provides the ability to create optional label formats and print labels using special sorts and filters. For more information on designing user defined reports and labels see the chapter Report Writer.
The standard customer labels can be sorted by:
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The program assumes the labels are on a continuous form, one label across. The program is set for printing at 6 lines per inch and expects the labels to be 3 1/2" wide by 15/16" high. These labels are available from Avery, Dennison and others.
When the labels are loaded in the printer, pressing any key will run a test printing to allow you to align the labels before beginning the print run. When the test run is over you will be asked:
Would You Like Another Test Label? (Y/N) Y
You may run the test program as many times as necessary by entering a [Y]es response (pressing [Enter] will accept the default). When the alignment is correct, enter a [N]o response and the labels will print.
If the beginning zipcode is not found, you will be notified at this point with the message:
Zip Code Not Found. Press Any Key To Continue.
Address Inserts
An address insert is a special purpose form which prints only a customer name and address on a full page so that it may be folded and used with a window envelope.
Additional address insert formats are possible using the User Defined Customer Lists and Labels option (see below).
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User Defined Receivables Reports and Labels
For more information on designing reports see the chapter Report Writer.
A user defined report form can be created to print customized customer reports and labels. Files used in the customer reports are:
Files
ARCUSTO Customers
AGLCA Chart of Accounts
APRPI Employees (Salesmen)
Any field from these files can be used in designing the report form.
Form
Press [F]orm to select an alternate Customer Report Form. Enter the form name at the Alternate Form Name prompt, or press [Up] to display a list of all available report forms.
Note: You must choose a form which has been designed for use with the customer file, or an error message will result.
Modify
Press [M]odify to modify the selected alternate form. See Report Writer for more information on creating and modifying alternate forms.
Number
Press [N]umber to change the number of each form to be printed.
Options
Press [O]ptions to enter selection criteria.
Press [P]rint to print the selected form.
Display
Press [D]isplay to display the selected form.
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Setup & Utilities
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Sometimes it will be desirable to change a customer number. For example, if you use a telephone number for your customer number, and your customer gets a new telephone number.
Select [Change Customer Number] from the Receivables, Setup & Utiliy menu to change a customer number.
Change Customer Number creates a copy of an existing customer record with a new customer number, and updates all historical records for the original customer number with the new customer number.
What Happens When You Change a Customer Number
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Global Updating allows to quickly change a field in all or a selected group of records.
For example, let’s say you want to change the Statement Type for all customers from [B]alance Forward to [O]pen Item.
One way to do it would be to edit each customer card one by one. Even if you had only ten customers that would take a few minutes. But what if you had ten thousand customers? That would take quite a while. But with global updating you can change any field in in ten or ten thousand customer records very quickly with a minimum of effort.
For details on using Global Updating, please see the topic Global Updating in the Using ProBooks chapter of your manual.
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Recalculate YTD Sales
If you find discrepancies in the YTD Sales field in your Customer records select Recalculate YTD Sales.
The Recalculate YTD sales option will recalculate the YTD Sales values for all Customers from the information in your sales invoices files.
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Payment Terms
The Payment Terms file holds information on payment terms codes and related due dates, discount dates, discount percentages, etc.
You can select a default payment terms code for each customer. If you have selected a default payment terms code for your customers, this payment terms code will appear automatically when you enter invoices.
Setting up and maintaining the Payment Terms file is covered in detail in the System chapter of your manual, in the section Setup Company.
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Sales Taxes
The Sales Tax Codes file holds information on sales tax codes and rates.
You can select a default sales tax code for each customer. If you have selected a default sales tax code for your customers, this sales tax code will appear automatically when you enter invoices.
Setting up and maintaining the Sales Tax Codes file is covered in detail in the System chapter of your manaul, in the section Setup System.
Void Cash Receipt
Select [Add] to select the Cash Receipts to be voided.
Select [Post] to post the receipts selected to be voided.
Select [Cancel] to cancel posting of cash receipts selected to be voided .
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What happens when Cash Receipts are voided
Setup Receivables
When you first begin using ProBooks you will probably have existing accounts receivable you want to have in the receivables file.
Follow these steps to enter these invoices into ProBooks
-Select Sales, Invoicing
-Add invoices which have only one Item.
The Item can be MISC, or another item with a name you choose. This item should be set up in Inventory, Items as a Service/Non-stock Item (see Inventory, Items for details on adding Items).
Enter 1 in the QtyShp field and the amount of the invoice in the Unitcost field. You can enter ‘Prior Invoice’ in the Description field, or any other description if you prefer.
When you’ve entered all of your prior invoices, select [Post] from the Sales Invoices menu.
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The Post Sales Invoices dialog will be displayed. Select the Period you posted, or will post, your beginning general ledger balances to.
Check the check box for [X] Ledger Only, then select [OK] and continue with posting.
When the Ledger Only check box is checked, receivables records will be added to the accounts receivable file, but other updating that would normally occur during posting of sales invoices will be skipped.
The total of the accounts receivable invoices you enter this way should equal the amount you enter as ‘Beginning Balance’ for the receivables account in the general ledger.
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