Copyright: ©1997-2003 Timberline Software Corporation. All rights reserved.


Introducing Accounts Receivable

Accounts Receivable processes customer invoices, cash receipts, and adjustments. Customer invoices can be entered manually or generated in the Billing application.

 Processing Accounts Receivable


 Accounts Receivable Help

AR.hlp version 9.1.9 and later (English - United States).


[OK]

Accepts your entry and returns to the Company Setup window.


[Cancel]

Closes this window without accepting your changes and returns to the Company Setup window.


[Help]

Starts Help and displays information about this window.


[OK]

Accepts your entry and returns to the Person Setup window.


[Cancel]

Closes this window without accepting your changes and returns to the Person Setup window.


[Help]

Starts Help and displays information about this window.


Accounts Receivable Settings (File, Data Folder Settings menu)

Use to specify how your company processes Accounts Receivable. Thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

 Windows

 How To

 Additional Information


AR Settings Windows

 AR Settings

 AR Settings - Aging Settings

 AR Settings - Entry Settings

 AR Settings - GL Balance Sheet Accounts

 AR Settings - GL Cash Method Accounts

 AR Settings - GL Miscellaneous Accounts

 AR Settings - GL Revenue Accounts

 AR Settings - GL Settings

 AR Settings - Forms and Journals

 AR Settings - Finance Charge Settings

 Post & Interface Settings


AR Settings window

Use to define processing settings, such as the year ending date and your company's tax usage.

For help on an item in this window, click [image] on the window and then click the item.

 How?

 Additional Information


Year end date

Enter the date your company's year ends. This date determines which yearly totals (This year and Next year) are updated for the customer and contract when processing Accounts Receivable. This date is automatically updated when you close the year.


Use Finance Charges

If you are generating finance charges on past due invoices, select this check box.

The title of this item may be different if changed in Custom Descriptions.


Tracking taxes

If you are tracking sales tax, select this check box. If you want to track tax retainage as well as sales tax, select this check box.


Tracking tax retainage

If you are tracking tax retainage, select this check box. When marked, tax retainage information is included in the entry grids in Accounts Receivable and Billing, and the Retainage credit account is included on the Tax Rate Setup window (Setup menu, Taxes).

Tax retainage is tracked by tax rate. In addition to marking this Tracking tax retainage box, you need to mark the Tracking tax retainage in AR box and enter a retainage credit account in the Tax Rate Setup window (Setup menu, Taxes) for each tax rate that requires tax retainage tracking.

If you enter tax information when entering cash receipts, select this check box for the Tax Group and Exempt Status to appear on the Enter Cash Receipts distribution grid.

This item is available only if you marked Tracking taxes in the field above.


[OK]

Accepts the AR Settings you have defined and returns to the Accounts Receivable window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the Accounts Receivable window.


[Help]

Starts Help and displays information about this window.


[Post &  Interface Settings]

Opens the Post and Interface Settings window where you can activate interfaces to other applications, create entries and select posting settings.


[GL Settings]

Opens the AR Settings - GL Settings window where you can select default GL accounts, journal numbers and other settings.


[Entry Settings]

Opens the AR Settings - Entry Settings window where you can specify entry settings for manual invoices, adjustments and cash receipts.


[Aging Settings]

Opens the AR Settings - Aging Settings window where you can select settings for aging customer balances.


[Forms and Journals]

Opens the AR Settings - Forms and Journals window where you can assign report designs to be used for printing forms and journals.


[Finance Charge Settings]

Opens the AR Settings - Finance Charge Settings window in which you select settings to generate finance charges.

The title of this item may be different if changed in Custom Descriptions.


AR Settings - GL Settings window

Use to set up how General Ledger entries are generated in Accounts Receivable, such as journal numbers used for each transaction type and how transactions are summarized.

For help on an item in this window, click [image] on the window and then click the item.

 How To

Related Topics


Transaction summarization

Select how you want General Ledger transactions summarized:

•	Job--Entries with the same job, GL account, and accounting date are combined in one GL transaction. The customer and invoice on the GL transaction are blank.

•	Customer/Invoice--Entries with the same GL account, customer ID, invoice ID, and accounting date are combined in one GL transaction. The job on the GL transaction is blank.

•	GL account--Entries with the same GL account and accounting date are combined in one GL transaction. The customer, invoice, and job on the GL transaction are blank.

•	No Summarization--A GL transaction is created for each invoice and cash receipt entry.


Invoice journal

Enter the journal number you want to use for invoices. You can click [List] to select from a list of journals from General Ledger.

The title of this item may be different if changed in Custom Descriptions.


Cash receipts journal

Enter the journal number you want to use for cash receipts. You can click [List] to select from a list of journals from General Ledger.

The title of this item may be different if changed in Custom Descriptions.


Adjustments journal

Enter the journal number you want to use for adjustments. You can click [List] to select from a list of journals from General Ledger.

The title of this item may be different if changed in Custom Descriptions.


Bill retainage journal

Enter the journal number you want to use to bill retainage. You can click [List] to select form a list of journals from General Ledger.

The title of this item may be different if changed in Custom Descriptions.


Finance charges journal

Enter the journal number you want to use for finance charges. You can click [List] to select from a list of journals from General Ledger.

The title of this item may be different if changed in Custom Descriptions.


Default prefix

Enter the default prefix you want to use. You can click [List] to select from a list of prefixes from General Ledger. When processing invoices, cash receipts and adjustments, the default prefix is used if the prefix value is blank on the customer, contract or contract item.


Intercompany payable account

Enter the General Ledger account to use when intercompany payable (due-to) entries are created. You can click [List] to select from a list of accounts from General Ledger. Although the list displays only accounts with an intercompany status of I/C payable or Both, a non-I/C account may be entered.

If you are using the Control Account Type feature in General Ledger, enter an Other control account or a non-control account.


Intercompany receivable account

Enter the General Ledger account to use when intercompany receivable (due-from) entries are created. You can click [List] to select from a list of accounts. Although the list displays only accounts with an intercompany status of I/C receivable or Both, a non-I/C account may be entered.

If you are using the Control Account Type feature in General Ledger, enter an Other control account or a non-control account.


[OK]

Accepts the settings you have defined and returns to the AR Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings window.


[List]

Displays a list to select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


[Balance Sheet Accounts]

Opens the AR Settings - GL Balance Sheet Accounts window where you can select the accounts you want to use.


[Misc Accounts]

Opens the AR Settings - GL Misc Accounts window where you can select the miscellaneous accounts you want to use.


[Revenue Accounts]

Opens the AR Settings - GL Revenue Accounts window where you can select the revenue accounts you want to use.


[Cash Method Accounts]

Opens the AR Settings - GL Cash Method Accounts window where you can select the accounts you want to use.


AR Settings - GL Balance Sheet Accounts window

Use to assign the balance sheet accounts you want to use. These accounts are prefilled during processing when you select Accrual or Both accounting methods.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab. It is recommended that you contact Customer Support prior to changing any existing Accounts Receivable settings.

For help on an item in this window, click [image] on the window and then click the item.

 How To

Related Topics


Accounts receivable balance sheet account

Enter the balance sheet account you want to use for Accounts Receivable. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, and you are using accrual accounting, enter an AR control account.


Retainage receivable balance sheet account

Enter the balance sheet account you want to use for retainage receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, and you are using accrual accounting, enter an AR control account.

The title of this item may be different if changed in Custom Descriptions.


Customer cash receipts balance sheet account

Enter the balance sheet account you want to use for customer cash receipts (unapplied). This account prefills the accrual credit account when you select Customer cash receipt as your cash receipt type during Enter Cash Receipts. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, and you are using accrual accounting, enter a non-control account.


Overbilled retainage balance sheet account

Enter the balance sheet account you want to use for overbilled retainage (usually a liability account). You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, and you are using accrual accounting, enter any non-control account.


[OK]

Accepts the accounts you have defined and returns you to the AR Settings - GL Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns you to the AR Settings - GL Settings window.


[List]

Displays a list of accounts you can select from.


[Help]

Starts Help and displays information about this window.


AR Settings - GL Asset & Misc Accounts window
AR Settings - GL Misc Accounts window

Use to assign the miscellaneous accounts you want to use. These accounts are used as default accounts when processing receivables. If you are using a custom entry view that includes GL account numbers, you can change most prefilled account numbers during entry.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab. It is recommended that you contact Customer Support prior to changing any existing Accounts Receivable settings.

For help on an item in this window, click [image] on the window and then click the item.

 How To

Related Topics


Misc receipts account

Enter the account you want to use for miscellaneous receipts. This account prefills the cash and accrual credit accounts during Enter Cash Receipts for Miscellaneous GL cash receipt types. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account or any non-control account.


Write-off account

Enter the account you want to use for write-offs. This account prefills the accrual debit account when you select AR credit adjustment type during Adjust Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any non-control account.


Bad debt account

Enter the account you want to use for bad debts. This account prefills the accrual debit account when you select Bad debt adjustment type during Adjust Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any non-control account.


Customer credit account

Enter the account you want to use for customer credits. This account prefills the accrual debit account when you select Customer credit adjustment type during Adjust Receivables. You can click [List] to select from a list of account.

If you are using the Control Account Type feature, enter a revenue control account or any non-control account.

The title of this item may be different if changed in Custom Descriptions.


Customer charges account

Enter the account you want to use for customer charges. This account prefills the accrual credit account when you select Customer debit adjustment type during Adjust Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account or any non-control account.

The title of this item may be different if changed in Custom Descriptions.


Refund account

Enter the account you want to use for refunds. This account prefills the cash and accrual credit accounts when you select Refund adjustment type during Adjustment Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any non-control account.


NSF bank charges account

Enter the account you want to use for NSF bank charges. This account prefills the cash and accrual debit accounts when you add a bank charge amount while making an NSF adjustment during Adjust Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any non-control account.


Finance charge write off account

Enter the account that you want to use for finance charge write offs. This account prefills the accrual debit account when you write off a finance charge amount type during Adjust Receivables or Enter cash receipts. You can click [List] to select from a list of accounts.

If you use the Control Account Type feature, do not enter a control account.

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts the accounts you have defined and returns to the AR Settings - GL Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings - GL Settings window.


[List]

Displays a list of accounts to select from.


[Help]

Starts Help and displays information about this window.


AR Settings - GL Revenue Accounts window

Use to assign the accounts you want to use for revenue entries. These accounts are used as default accounts when processing receivables. If you are using a custom entry view that includes GL account numbers, you can change most prefilled account numbers during entry.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab. It is recommended that you contact Customer Support prior to changing any existing Accounts Receivable settings.

For help on an item in this window, click [image] on the window and then click the item.

 How To

Related Topics


Total billed revenue account

Enter the account you want to use for total billed revenue. This account prefills the cash and accrual credit accounts when you select Total Billed amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Labor revenue account

Enter the account you want to use for labor revenue. This account prefills the cash and accrual accounts when you select Labor amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Material revenue account

Enter the account you want to use for material revenue. This account prefills the cash and accrual accounts when you select Material amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Subcontract revenue account

Enter the account you want to use for subcontract revenue. This account prefills the cash and accrual accounts when you select Subcontract amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Equipment revenue account

Enter the account you want to use for equipment revenue. This account prefills the cash and accrual accounts when you select Equipment amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Overhead revenue account

Enter the account you want to use for overhead revenue. This account prefills the cash and accrual accounts when you select Overhead amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Other revenue account

Enter the account you want to use for other revenue. This account prefills the cash and accrual accounts when you select Other amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.


Add-on revenue account

Enter the account you want to use for add-on revenue. This account prefills the cash and accrual accounts when you select Add-on amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account.

The title of this item may be different if changed in Custom Descriptions.


Deduction revenue account

Enter the account you want to use for deduction revenue. This account prefills the cash and accrual accounts when you select Deduction amount type during Enter Invoices. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter a revenue control account or any non-control account.


Finance charge revenue account

Enter the account that you want to use for finance charge revenue. This account is used for the finance charge credit account when you generate finance charges using Generate Finance Charges or select finance charge as the amount type when you edit invoices. You can click [List] to select from a list of accounts.

If you use the Control Account Type feature, enter a revenue control account or any other account that is not a control account.

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts the accounts you have defined and returns to the AR Settings - GL Entry Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings - GL Entry Settings window.


[List]

Displays a list of accounts to select from.


[Help]

Starts Help and displays information about this window.


AR Settings - GL Cash Method Accounts window

Use to define the General Ledger cash method accounts you want to use during Accounts Receivable processing.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab. It is recommended that you contact Customer Support prior to changing any existing Accounts Receivable settings.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Customer cash receipt revenue cash method account

Enter the account you want to use for customer cash receipt revenue. This account prefills the cash credit account when you select Customer cash receipt type during Enter Cash Receipts. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature and you are using Cash accounting, enter a revenue control account or any non-control account.

The title of this item may be different if changed in Custom Descriptions.


Customer adjustment revenue cash method account

Enter the account you want to use for customer adjustment revenue. This account prefills the cash credit account when you select Customer adjustment type during Adjust Receivables. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature and you are using Cash accounting, enter a revenue control account or any non-control account.

The title of this item may be different if changed in Custom Descriptions.


Overbilled retainage cash method account

Enter the account you want to use for overbilled retainage. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature and you are using Cash accounting, enter a revenue control account or any non-control account.


[OK]

Accepts the accounts you have defined and returns to the AR Settings - GL Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings - GL Settings window.


[List]

Displays a list of accounts to select from.


[Help]

Starts Help and displays information about this window.


AR Settings - Entry Settings window

Use to specify how invoice, adjustments and cash receipt information is entered into Accounts Receivable.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Draw numbering

Select how you want Accounts Receivable draw IDs generated:

•	Use AR Settings--generates draw IDs based on a combination of the Auto text field and the Last auto draw number in AR Settings.

•	Use Contract Source--generates draw IDs based on the Draw numbering sequence choice in the Source field on the Contract (Invoice tab). There are three option in this field:

•	Company--uses the draw fields (auto number and auto text) in BL Settings (General tab) in Billing.

•	Customer--uses the draw fields (auto number and auto text) on the Customer (Billing tab) in Accounts Receivable.

•	Contract--uses the draw fields (auto number and auto text) on the contract (Invoice tab).

•	Entered--allows you to manually enter the draw ID during Enter Invoices.

Notes

•	The selections in this field may vary depending on the interfacing applications you are using.

•	The Billing application does not look at Accounts Receivable Settings when generating draw IDs. See "About the draw ID retrieval in Billing" in Billing Help for details.

The title of this item may be different if changed in Custom Descriptions.


Auto text

Enter the text (up to 10 characters) you want included in the draw number automatically generated for draws entered in Accounts Receivable. The Auto text field can be used to identify draws by company, or by application. For example, if the auto text value is TIMBERLINE and the last auto draw number is 01000, when the next draw is entered in Enter Invoices, the draw ID generated will be TIMBERLINE01001.

The title of this item may be different if changed in Custom Descriptions.


Last auto number

Enter the last draw number that was automatically generated. If you have selected Next number from AR for Enter Invoices, the next draw number generated is this number plus one. This number is updated when draws are entered.

The title of this item may be different if changed in Custom Descriptions.


Allow duplicate invoices

To allow duplicate invoice numbers in Accounts Receivable and Billing, select this check box.

The title of this item may be different if changed in Custom Descriptions.


Include historical files in verification

This setting is active if you have not marked the Allow duplicate invoices box above. When duplicate invoice numbers are not allowed, if you want the invoices in the history files checked in addition to the current files, select this check box. If you only want the invoices in the current files checked, leave this box unmarked.


Last invoice number

Enter the invoice number (up to 15 digits) where you want the system to begin incrementing. For example, if you enter 100, the next invoice number assigned during Enter Invoices will be 101.

This field automatically prefills with 1000 and is incremented by 1 when invoices are final printed in Billing, an invoice number is entered in Accounts Receivable - Enter Invoices, invoices are imported into Accounts Receivable, or when a Quick Bill invoice is printed.

The title of this item may be different if changed in Custom Descriptions.


Primary ID

Select whether you want the invoice or draw to be listed first in the Cash Receipt Selection window in Enter Cash Receipts (Tasks menu). This setting also determines whether the invoice or draw is listed in the ID column in the Adjust Receivables window (Tasks menu) and on the tabs in the Select Invoices window in Bill Retainage (Tasks menu). In addition, many of the reports from the Reports menu print either invoice or draw, based on this setting.


Adjustments: Numbering

Select how you want adjustment numbers generated during Adjust Receivables:

•	Use next adjustment ID--generates the next adjustment number based on the last number updated here.

•	User entered--allows the user to manually enter the adjustment number.

The title of this item may be different if changed in Custom Descriptions.


Adjustments: Last ID

Enter the last adjustment ID used. If you selected Use next adjustment ID in Adjustments numbering, the next adjustment ID generated is this number plus one. This number is updated when adjustments are entered.

The title of this item may be different if changed in Custom Descriptions.


Adjustments: Allow edits/voids to invoices from Billing

To allow editing and voiding of invoices generated by the Billing application in Adjust Receivables in Accounts Receivable, select this check box. Adjusting Billing invoices in Adjust Receivables is possible regardless of whether or not you select this check box.

The title of this item may be different if changed in Custom Descriptions.


Retain voided activity

If you want to retain activity records for reporting purposes when voiding in Adjust Receivables (Task menu), select this check box. If you do not want to retain activity records when voiding, do not select this check box. Voided activity cannot be adjusted or edited in Adjust Receivables, regardless of whether or not you retain voided activity. Transactions are retained regardless of whether or not you retain voided activity.


Cash receipts: Bank account

Enter the default bank account you want to use for cash receipts. You can click [List] to select from a list of bank accounts. The bank account can be changed as needed when entering cash receipts.

The title of this item may be different if changed in Custom Descriptions.


Cash receipts: Allow cash receipt distributions

If you want to distribute cash receipts to individual invoice items, select this check box.

The title of this item may be different if changed in Custom Descriptions.


Apply cash receipts to invoices

If you want invoices to be automatically selected for payment in the Cash Receipt Selection window in Enter Cash Receipts (Tasks menu), select this check box. Oldest invoices are applied first.


[OK]

Accepts the settings you have defined and returns to the AR Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings window.


[List]

Displays a list of bank accounts to select from.


[Help]

Starts Help and displays information about this window.


AR Settings - Aging Settings window

Use to define the way in which you want customer aged balances processed in Accounts Receivable.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Aging basis

Select which date you want used when aging customer balances:

•	Invoice date--ages the customer receivables balance based on the invoice date.

•	Due date--ages the customer receivables balance based on the invoice due date.


Aging method

Select the aging method you want to use to age customer balances. The options are:

•	Days old--ages the customer receivables balance based on a specified number of days.

•	Months old--ages the customer receivables balance based on a specified number of months.


31-60 days/1 month: Starts

If you selected Days old as the aging method, accept the prefilled days, or enter the number of days before the overdue period starts.

If you selected Months old as the aging method, accept the prefilled months, or enter the number of months before the overdue period starts.

The title of this item may be different if changed in Custom Descriptions.


61-90 days/2 months: Starts

If you selected Days old as the aging method, accept the prefilled days, or enter the number of days before the next aging period starts.

If you selected Months old as the aging method, accept the prefilled months, or enter the number of months before the next aging period starts.

The title of this item may be different if changed in Custom Descriptions.


91-120 days/3 months: Starts

If you selected Days old as the aging method, accept the prefilled days, or enter the number of days before the next aging period starts.

If you selected Months old as the aging method, accept the prefilled months, or enter the number of months before the next aging period starts.

The title of this item may be different if changed in Custom Descriptions.


Over 120 days/Over 3 months: Starts

If you selected Days old as the aging method, accept the prefilled days, or enter the number of days before next aging period starts.

If you selected Months old as the aging method, accept the prefilled months, or enter the number of months before the next aging period starts.

The title of this item may be different if changed in Custom Descriptions.


Current: Dunning message

Enter the dunning message you want to display on statements for this aging period. This is the past-due message.

The title of this item may be different if changed in Custom Descriptions.


31-60 days/1 month: Dunning message

Enter the dunning message you want to display on statements for this aging period. This is the past-due message.

The title of this item may be different if changed in Custom Descriptions.


61-90 days/2 months: Dunning message

Enter the dunning message you want to display on statements for this aging period. This is the past-due message.

The title of this item may be different if changed in Custom Descriptions.


91-120 days/3 months: Dunning message

Enter the dunning message you want to display on statements for this aging period. This is the past-due message.

The title of this item may be different if changed in Custom Descriptions.


Over 120 days/over 3 months: Dunning message

Enter the dunning message you want to display on statements for this aging period. This is the past-due message.

The title of this item may be different if changed in Custom Descriptions.


Last aging date

Displays the last date when customer receivables were aged. This is updated when you run Age Receivables Balances.


[OK]

Accepts the settings you have defined and returns to the AR Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings window.


[List]

Displays a list to select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


AR Settings - Forms and Journals window

Use to assign the report designs you want to use for Accounts Receivable forms and journals.

For help on an item in this window, click [image] on the window and then click the item.

Related Topics


Adjust receivables memo

Enter the TS-Report design you want to use to print when the Print document box is marked on the adjustment. This form can be used to send to the customer. You can click [. . .] on the right to select a form design.

The title of this item may be different if changed in Custom Descriptions.


Enter cash receipts journal

Enter the TS-Report design you want to use for the Enter cash receipts journal. You can click [. . .] on the right to select a report design for the journal.

The title of this item may be different if changed in Custom Descriptions.


Adjustments receivables journal

Enter the TS-Report design you want to use for the Enter adjustments journal. You can click [. . .] on the right to select a report design for the journal.

The title of this item may be different if changed in Custom Descriptions.


Enter invoices journal

Enter the TS-Report design you want to use for the Enter Invoices journal. You can click [. . .] on the right to select a report design for the journal.

The title of this item may be different if changed in Custom Descriptions.


Age receivables journal

Enter the TS-Report design you want to use for the Age receivables journal. You can click [. . .] on the right to select a report design for the journal.


Bill retainage journal

Enter the TS-Report design you want to use for the Bill retainage journal. You can click [. . .] on the right to select a report design for the journal.

The title of this item may be different if changed in Custom Descriptions.


Bill retainage invoice

Enter the TS-Report design you want to use to print the invoice produced for bill retainage. You can click [. . .] on the right to select a form design. This field prefills with Bill Retainage Invoice (to form).

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts the current entries and returns to the AR Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings window.


[Help]

Starts Help and displays information about this window.


[. . .]

Opens the Report Designs window where you can select a design for the current entry.


AR Settings - Finance Charge Settings Window

Use to define the way in which you want finance charges processed in Accounts Receivable.

For help on an item in this window, click [image] on the window and then click the item.

The title of this item may be different if changed in Custom Descriptions.

 How To


Generation level

Select the level at which you will generate finance charges:

•	Customer--a single finance charge only invoice is created for each customer. The invoice contains one finance charge distribution for each General Ledger prefix.

•	Invoice--finance charges are added to existing past due invoices; one finance charge distribution is created for each General Ledger prefix on the invoice.

After you generate finance charges based on your selection in this field, you cannot change it.


Minimum balance

Enter the smallest amount for which finance charges will be generated. Finance charges will not be generated for invoices with lower dollar amounts, even if they are past due.

If you selected Invoice as the generation level, the amount entered in this field is compared against each invoice to determine if the invoice is eligible for finance charges.

If you selected Customer as the generation level, the amount entered in this field is compared against the sum of all eligible invoice amounts for the customer.


Minimum finance charge

Enter the smallest dollar amount that can be charged on past due invoices that are eligible for finance charges.

If the generation level is Customer, the minimum finance charge is compared to the customer’s finance charge calculation. For example, you entered $20.00 in this field. When the calculated finance charges for a customer are $15.00, the customer is charged $20.00. If the minimum finance charge is greater than the computed finance charge, the finance charge distribution amounts are prorated so that the sum of the finance charges matches the minimum finance charge amount.

If the generation level is Invoice, the minimum finance charge is compared against the finance charge for each invoice. For example, you entered $3.00 in this field. If an invoice has a calculated finance charge of $1.50, the customer will be charged $3.00 for that invoice. The finance charge distribution amounts are prorated so that the sum of the finance charges matches the minimum finance charge amount.

The title of this item may be different if changed in Custom Descriptions.


First aging period considered to be past due

Select the first aging period in which an invoice would be considered past due and eligible for finance charges. Aging basis and aging method are based on the selections made on the AR Settings - Aging Settings window.


Age finance charges

Select this check box to show the finance charge amount on the aging reports. This setting will prefill the Include finance charge column check box for all Aging reports, but can be changed at print time.


Aging basis

Displays the aging basis selected on the AR Settings - Aging Settings window.


Aging Method

Displays the aging method selected on the AR Settings - Aging Settings window.


Rate

Select the finance charge default rate type. The default rate will be used to calculate finance charges when the finance charge for a contract item, a contract, a job, an extra, or a customer is set to None and the specific item is not exempt from finance charges. The options are:

•	None

•	Percentage

•	Flat rate

•	Both


Percentage

Enter the percentage rate to use when computing the finance charge. This field is available when Percentage or Both is selected as the finance charge rate.


Flat Rate

Enter the flat rate to use when computing the finance charge. This field is available when Flat Rate or Both is selected as the finance charge rate.


First period considered past due

Displays the description for the first period the invoice is considered past due based on the entries on the AR Settings - Aging Settings window.


Tax group

Select the Tax Group to use for finance charge entries. This is a required field when taxes are used.

You can click [List] to select from a list of Tax Groups.

Note

•	The tax group is typically a 0.00 rate Tax Group. However, finance charges are always considered non taxable.


Include sales tax

Select this check box to include the sales tax amount of the changes as part of the eligible balance for finance charges.


Include existing finance charges

Select this check box to include the previously calculated but unpaid finance charges as part of the eligible balance for finance charges.


[OK]

Accepts the settings you have defined and returns to the AR Settings window.


[Cancel]

Closes this window without accepting any of the current entries and returns to the AR Settings window.


[List]

Displays a list to select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


About interfacing with other Timberline Office applications

Accounts Receivable is a vital link in your accounting system. It can be used with or without the Billing application. When you use it without Billing, you enter or import your invoices directly into Accounts Receivable and you can create entries to General Ledger, Job Cost and/or Contracts, depending upon your Post & Interface Settings.

When you purchase the Billing application for generating cost-based, contract-based and quick bill invoices, Accounts Receivable becomes a necessary component, linking Billing to your other Timberline Offfice applications. Accounts Payable, Equipment Cost, Job Cost, and Payroll can send transactions to the Billing application for processing cost based invoices or as supporting detail. When contract-based invoices are processed, Billing retrieves contract information from the Contracts application. When invoices are generated and posted in Billing, entries are sent to Accounts Receivable. Once these entries have been processed and posted in Accounts Receivable, entries are sent to Contracts, General Ledger, and Job Cost.

If you are interfacing with Contracts, the Job Cost interface must also be on. If you are interfacing to Job Cost, the interface to Contracts is optional.


About the draw ID retrieval in Accounts Receivable

Accounts Receivable first looks at the Draw numbering fields in AR Settings to determine the location of the ID you want to use. The options are:

•	Use AR Settings--uses the draw fields (auto number and auto text) in AR Settings, Entry Settings.

•	Use Contract Source--looks at the Source field on the contract (Invoice tab) in Contracts. There are three option in this field:

•	Company--uses the draw fields (auto number and auto text) in BL Settings (General tab) in Billing.

•	Customer--uses the draw fields (auto number and auto text) on the Customer (Billing tab) in Accounts Receivable.

•	Contract--uses the draw fields (auto number and auto text) on the contract (Invoice tab).

•	User Entered--the draw ID is manually entered in Enter Invoices.

The draw ID is a combination of text (10 character prefix) and number (five digits).

For example: GROCASSOC 00002.

Billing uses a different retrieval method. See "About the draw ID retrieval in Billing" in Billing Help for details.


About General Ledger control accounts entered in Accounts Receivable

This table shows Accounts Receivable settings and commands that allow the entry of General Ledger accounts, and lists the control account type you can enter if using the Control Account Type feature. For more information on control account types, see "Setting up control account types" in General Ledger Help.

Setting/Command	Account	Valid Control Account Type
Data Folder Settings, AR Settings, GL Settings	1 - Intercompany payable	1 - Other Control Acct or any non-control account
	2 - Intercompany receivable	2 - Other Control Acct or any non-control account
Data Folder Settings, AR Settings, GL Settings, Cash Method Accounts	1 - Customer cash receipt revenue (cash method only)	1 – Revenue Control Acct or any non-control account
	2 - Customer adjustment revenue (cash method only)	2 - Revenue Control Acct or any non-control account
	3 - Overbilled retainage (cash method only	3 - Revenue Control Acct or any non-control account
Data Folder Settings, AR Settings, GL Settings, Balance Sheet Accounts	1 - Accounts receivable (accrual method only)	1 - AR Control Acct
	2 - Retainage receivable (accrual method only)	2 - AR Control Acct
	3 - Customer cash receipts (accrual method only)	3 - Any non-control account
	4 - Overbilled retainage (accrual method only)	4 - Any non-control account
	5 - Customer cash receipts (cash method only)	5 - Revenue Control Acct or any non-control account
	6 - Overbilled retainage (cash method only)	6 - Revenue Control Acct or any non-control account
Data Folder Settings, AR Settings, GL Settings, Misc Accounts	1 - Misc receipts	1 - Revenue Control Acct or any non-control account
	2 - Write-off	2 - Any non-control account
	3 - Bad debt	3 - Any non-control account
	4 - Customer credit	4 - Revenue Control Acct or any non-control account
	5 - Customer charges	5 - Revenue Control Acct or any non-control account
	6 - Refund	6 - Any non-control account
	7 - NSF bank charges	7 - Any non-control account
	8 - Finance charge write off	8 - Any non-control account
Data Folder Settings, AR Settings, GL Settings, Revenue Accounts	1 - Total billed	1 - Revenue Control Acct
	2 - Labor	2 - Revenue Control Acct
	3 - Material	3 - Revenue Control Acct
	4 - Subcontract	4 - Revenue Control Acct
	5 - Equipment	5 - Revenue Control Acct
	6 - Overhead	6 - Revenue Control Acct
	7 - Other	7 - Revenue Control Acct
	8 - Add-on	8 - Revenue Control Acct
	9 - Deduction	9 - Revenue Control Acct or any non-control account
	10 - Finance charge	10 - Revenue Control Acct or any non-control account
Enter Invoices	1 - Debit account (accrual method only)	1 - AR Control Acct
	2 - Credit account (accrual method only)	2 - Revenue Control Acct
Enter Cash Receipts	1 - Credit Account (cash method only)	1 – Revenue Control Acct
Adjust Receivables, Edit Invoices	1 - Debit account (accrual method only)	1 - AR Control Acct
	2 - Credit account	2 - Revenue Control Acct
Note

•	The title of items such as Cash Receipts, Adjustments or Customers, may be different if changed in Custom Descriptions (File menu, Data Folder Settings).


Adjustments: Allow edits/voids to invoices from SM

To allow editing and voiding of invoices generated by the Service Management application in Adjust Receivables in Accounts Receivable, select this check box. Adjusting Service Management invoices in Adjust Receivables is possible regardless of whether or not you select this check box.

The title of this item may be different if changed in Custom Descriptions.


Adjust Receivables (Tasks menu)

Use to view and change existing entries, including applying and unapplying cash receipts to invoices, adjusting, editing, and voiding.

 Windows

 How To

 Additional Information

 Troubleshooting

Related Topics


Adjust Receivables Windows

 Adjust Receivables

 Apply Amount

 Apply Selection

 Distributions Out of Balance

 Edit Invoice

 Edit Cash Receipt

 Invoice Adjustment

 Cash Receipt Adjustment

 Void Activity


Adjust Receivables window

Use to select the invoice, cash receipt, or adjustment you want to adjust, edit, apply, unapply, or void. Items are listed for the customer you enter. You can select the type of activity to display, such as unpaid invoices or all activity from the View list.

For help on an item in this window, click [image] on the toolbar and then click the item.

Notes

•	The ID column displays either the invoice or draw ID, depending on which you selected for the Primary ID in AR Settings, Entry Settings.

•	A cash receipt that has a status of Cleared in Cash Management is displayed in blue and has a "c" to the right of the Payment/Adjustment amount. A cash receipt that has a status of Reconciled in Cash Management is displayed in green and has an "r" to the right of the Payment/Adjustment amount. You can apply, unapply, or refund a cleared or reconciled cash receipt, but you cannot edit, void, or apply an NSF adjustment to it. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

 How To

 Additional Information

 Troubleshooting

Related Topics


Customer

Enter the customer for which you want to view activity. You can click [List] to select from a list of customers.

The title of this item may be different if changed in Custom Descriptions.


Customer name

Displays the name of the current customer.

The title of this item may be different if changed in Custom Descriptions.


Billing contact

Displays the billing contact name for the current customer.

The title of this item may be different if changed in Custom Descriptions.


Contract

Displays the contract for the current invoice.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job associated with the current invoice when only one job is assigned to the invoice.

The title of this item may be different if changed in Custom Descriptions.


Status

Displays the status of the current customer.


Phone

Displays the billing contact phone number for the current customer.


View

Select the activity you want to view for the current customer:

•	Unpaid invoices--Displays all invoices that have not been fully paid.

•	All invoices--Displays all invoices for this customer.

•	Unpaid activity--Displays all invoices that have not been fully paid, as well as cash receipts and adjustments associated with those invoices. Unapplied customer activity which includes customer cash receipts, customer credits, and customer debits.

•	All activity--Displays all invoices, cash receipts, and adjustments for this customer. Customer receipt activity is also displayed.

•	Filter activity--Opens the Filters window where you can enter criteria such as invoice, job, date ranges, paid or unpaid status, and unapplied customer activity to determine what activity is displayed.


Filters window

Use to select criteria that determines what activity is displayed on the Adjust Receivables window for the current customer. Options are: Invoice, Draw, Contract, Job, Date ranges, Activity status and Unapplied customer activity. Entry in all fields is not required.

 How To


Invoice

Enter the invoice that you want displayed in the Adjust Receivables window. The activity associated with the invoice, such as cash receipts, billed credits, billed debits, AR debits, AR credits, bad debt, and NSF checks will display also. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Draw

Enter the draw that you want displayed in the Adjust Receivables window. The activity associated with the draw, such as cash receipts, billed credits, billed debits, AR debits, AR credits, bad debt, and NSF checks will display also. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Contract

Enter the contract whose invoice/draw activity you want displayed in the Adjust Receivables window. The activity associated with the invoice/draw, such as cash receipts, billed credits, billed debits, AR debits, AR credits, bad debt, and NSF checks will display also. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Job

Enter the job whose invoice/draw activity you want displayed in the Adjust Receivables window. The activity associated with the invoice/draw, such as cash receipts, billed credits, billed debits, AR debits, AR credits, bad debt, and NSF checks will display also. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Invoice starting date

Enter a starting date to limit the activity displayed in the Adjust Receivables window. If you do not mark Use date range in the Unapplied customer activity section of this window, these date applies to invoices only. If you mark the Use date range, a date entered here applies to both invoices and unapplied customer activity. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Invoice ending date

Enter an ending date to limit the activity displayed in the Adjust Receivables window. If you do not mark Use date range in the Unapplied customer activity section of this window, these date applies to invoices only. If you mark the Use date range, a date entered here applies to both invoices and unapplied customer activity. Entry in this field is optional. For additional information, see "About using the Filter activity view" in Help.


Activity Status

Select whether you want Unpaid, Paid or Both activity types displayed in the Adjust Receivables window. For additional information, see "About using the Filter activity view" in Help.


Unapplied customer activity

Select whether or not you want unapplied customer activity displayed in the Adjust Receivables window. Unapplied customer activity includes non-invoice related activity such as customer cash receipts, customer debits, customer credits, plus any NSF checks and refunds applied to customer cash receipts. You can choose to display All, None, or Use date range.

When Use date range is selected, enter dates in the Date Range fields. The activity displayed on the Adjust Receivables window will include unapplied customer activity as well as other invoice activity that falls within the date range entered. For additional information, see "About using the Filter activity view" in Help.


[Accept]

Accepts and applies the current criteria entered in this window to the list of customer activity that displays on the Adjust Receivables. Closes this window and returns to the Adjust Receivables window.


[Cancel]

Closes this window without applying the current criteria to the list of customer activity that displays on the Adjust Receivables window.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Starts Help and displays information about this window.


Customer activity

Displays the activity Type, ID, Date, Amount, and other columns such as Balance and Payment/Adjustment, based on the view you have selected for the Adjust Receivables session. The ID column displays either invoice or draw based on the Primary ID setting selected in AR Settings, Entry Settings.

Select the invoice, cash receipt, or item you want to change by highlighting it with your mouse. Then select the option you want on the right. See "About adjustment type abbreviations" for definitions of items displayed in the Type column.

A cash receipt that has a status of Cleared in Cash Management is displayed in blue and has a "c" to the right of the Payment/Adjustment amount. A cash receipt that has a status of Reconciled in Cash Management is displayed in green and has an "r" to the right of the Pmt/Adj amount. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

The title of this item may be different if changed in Custom Descriptions.


Accounting date

Accept the prefilled system date or enter the date you want to use as the accounting date. This is the date used on the transactions you are creating by adjusting or voiding invoices or cash receipts. When editing, the original accounting date is used unless it is changed on the distribution grid.


[Adjust]

Opens the Adjustment window where you can make adjustments to the selected activity. Use Adjust to create receivable activity records associated with the selected invoice or cash receipt. When you adjust an invoice or cash receipt, the original record is retained and an additional adjustment record is created. See "About editing and adjusting activity."


[Edit]

Opens the Edit window where you can change the selected activity. Use Edit to change the original invoice or cash receipt selected. When you edit an invoice, cash receipt, or adjustment, you are literally changing the basic information contained on the record. See "About editing and adjusting activity."


[Apply] & [Unapply]

If [Apply], opens the Apply Selection window where you can apply a customer adjustment or cash receipt to an invoice. This option is available when you have selected a customer adjustment or cash receipt.

If [Unapply], unapplies the current cash receipt. This option is available when you have selected a cash receipt that has been applied to an invoice.


[Void]

Opens the Void Activity window where you can accept the void of the highlighted activity on the previous Adjust Receivables window. By accepting the void, the selected activity will no longer be available for adjusting or editing in Adjust Receivables.


[Attachments]

Opens an Attachment window to add, change, view, delete, or attach a note or file.


[Close]

Closes the Adjust Receivables window and returns to the main Accounts Receivable window.


[Finish]

Closes this window and returns to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Filter]

Reopens the Filter activity view after it has been applied during an entry session.


[Help]

Starts Help and displays information about this window.


Invoice Adjustment window

Use to apply adjustments to the current invoice.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Adjustment type

Select the type of adjustment entry you are making for this invoice. The options are:

•	Billed credit--applies a billed credit adjustment to the invoice and decreases the billed amounts on the customer, contract, and contract item or job. This also reduces the revenue amount in General Ledger. Use this type when you want the credit memo to reduce the amount billed for the invoice.

•	Billed debit--applies a billed debit adjustment to the invoice and increases the billed amounts on the customer, contract, and contract item or job. This also increases the revenue amount in General Ledger. Use this type when you want the debit memo to increase the amount billed for the invoice.

•	AR credit--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a non-finance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge write-off account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

•	AR debit--applies a debit adjustment to the invoice but does not increase the billed amount on the customer, contract, and contract item or job. It also affects the revenue accounts in General Ledger. Use this type when you want to increase the receivable amount for the invoice without affecting the billed amounts.

•	Bad debt--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. This also affects the bad debt account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts and you want this adjustment to be reflected as a bad debt write-off in General Ledger.

•	Customer credit--applies a credit to the customer account, not to any specific invoice. Customer credit does not create entries to other applications. Use this type when you want to enter a customer credit that can be applied to an invoice later.

•	Customer debit--applies a debit to the customer account, not to any specific invoice. Customer debit does not create entries to other applications. Use this type when you want to enter a customer debit that can be applied to an invoice later.

•	Refund-–use to reflect a refund for a cash receipt. This reduces the customer receipt balance on the customer and makes entries to General Ledger. No entries are made to Cash Management. If you are using Accounts Payable, you must enter the refund check in Record Manual Checks. For more information on entering manual checks, see "Entering checks written manually and About Refunds" in Accounts Payable Help.

•	NSF check--reverses a cash receipt that was returned as non-sufficient funds. This makes reversing entries to the customer, contract, job, and General Ledger. An adjusting entry is created for Cash Management for the NSF check and its bank charge if one is entered.

•	Write off--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a non-finance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge write-off account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

The title of this item may be different if changed in Custom Descriptions.


Contract item

Accept the prefilled contract item (from the invoice) or select the contract item.


Job

Displays the description of the job from the invoice.


Tax group

Accept the prefilled tax group or enter the tax group you want to use for this distribution. This item prefills from the distribution on the current invoice.


Exempt status

Displays the exempt status for this distribution. This item prefills from the distribution on the current invoice.


Retainage

Enter the amount of retainage for this distribution. This item prefills from the distribution on the current invoice.


Print document

If you want to print an adjustment document at the end of this session which can be mailed to the customer, mark this box. The format of the document is determined by your TS-Report selection for Adjust Receivables in AR Settings.


Adjustment ID

Accept the prefilled adjustment ID or enter the ID (up to 15 characters). This prefills by incrementing the last adjustment number by one when the Adjustments numbering option in AR Settings, Entry Settings is Use next adjustment.

The title of this item may be different if changed in Custom Descriptions.


Adjustment date

Accept the prefilled system date or enter the date for this adjustment.

The title of this item may be different if the Adjustment ID is changed in Custom Descriptions.


Accounting date

Accept the prefilled system date for the accounting date or enter an accounting date for this adjustment or void.


Reference

Enter the reference (up to 15 characters) for this adjustment.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description (up to 30 characters) for this adjustment.


Adjustment amount

Accept the prefilled amount or enter the amount (up to 9.2 digits) for this adjustment. This prefills with the outstanding balance of the current invoice unless the adjustment type is Billed debit or AR debit. This item is not prefilled for billed debits or AR debits.


Retainage held adjustment

Accept the prefilled amount or enter the amount (up to 9.2 digits) of retainage held for this adjustment. This prefills with the outstanding retainage held amount on the current invoice.


Retainage held balance

Displays the outstanding retainage held balance for the invoice.


Retainage billed adjustment

Accept the prefilled amount or enter the amount (up to 9.2 digits) of retainage billed for this adjustment. This prefills with the outstanding retainage billed amount on the current invoice.


Retainage billed balance

Displays the outstanding retainage billed balance for the invoice.


Balance

Displays the outstanding balance on the invoice.


Amount type

Select the amount type you want to use for this adjustment. The amount type determines what section of invoice is affected by the adjustment. This item prefills from the distribution when you are adjusting an invoice and prefills with Unapplied when you are entering a customer debit or credit.

This item cannot be changed for adjustments.


Contract item

The Contract item prefills from the distribution on the current invoice and cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Job

The job prefills from the distribution on the current invoice and cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Extra

The extra prefills from the distribution on the current invoice and cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Cost code

The cost code prefills from the distribution on the current invoice and cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Units

Accept the prefilled units or enter the units for this distribution.


Tax ID

The Tax ID prefills from the distribution on the current invoice and cannot be changed.


Outstanding amount

Displays the amount still outstanding for this invoice distribution.


Amount

Enter the adjustment amount (up to 9.2 digits) for this distribution. Prefilled amounts are based on the total adjustment amount above and can be changed as needed. Enter the adjustment amount that you want subtracted from the outstanding amount.


Outstanding retainage

Displays the amount of retainage still outstanding for this invoice distribution.


Debit account - accrual

Displays the debit account for accrual accounting for this distribution. See "About the account retrieval method."


Credit account - accrual

Displays the credit account for accrual accounting for this distribution. See "About the account retrieval method."


Credit account - cash

Displays the credit account for cash accounting for this distribution. See "About the account retrieval method."


Accounting date

Accept the prefilled accounting date from the previous window or enter the accounting date for this distribution.


[OK] & [Save Line]

If [OK], accepts the adjustment and returns to the Adjust Receivables window.

If [Save Line], saves the current distribution line.


[Cancel]

Closes this window without accepting the adjustment and returns to the Adjust Receivables window.


[List]

Displays a list you can select from for the current item in the window.


[Delete Line]

This feature is not available in the Adjust Invoices window.


[Help]

Starts Help and displays information about this window.


[Attachments]

Opens an Attachments window to add, change, view, delete, or attach a note or file.


[Distributions]

Moves to the Distribution grid where you can specify how the adjustment will affect the invoice distributions.


[Finish]

Saves your entries and returns to the Adjust Receivables window.


Cash Receipts Adjustments window

Use to make adjustment entries to cash receipts.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Adjustment type

Select the type of adjustment you are making for this cash receipt. The options are:

•	Refund--creates a refund credit on the customer account which can be applied to a specific cash receipt. This reduces the cash receipt amounts on the Customer, Contract and Job and credits the refund account from AR Settings in General Ledger. See "About refunds."

•	NSF--reverses a cash receipt that was returned as non-sufficient funds. This reduces the cash receipt amounts on the Invoice(s), Customer, Contract and Job and credits the bank account on the original payment. It also debits the Accounts Receivable account if your accounting method is Accrual or debits the Revenue account if your accounting method is Cash. See "About NSF funds."

The title of this item may be different if changed in Custom Descriptions.


Adjustment ID

Accept the prefilled adjustment or enter the ID (up to 15 characters). This prefills by incrementing the last adjustment number by one when the Adjustments numbering option in AR Settings, Entry Settings is Use next adjustment.

The title of this item may be different if changed in Custom Descriptions.


Adjustment date

Accept the prefilled system date as the adjustment date or enter a date for this cash receipts adjustment.

The title of this item may be different if changed in Custom Descriptions.


Amount

Enter the amount of this adjustment (up to 9.2 digits). This prefills with the amount from the cash receipt and cannot be changed if the Adjustment type is NSF.

The title of this item may be different if changed in Custom Descriptions.


NSF bank charge

Enter the amount (up to 9.2 digits) the bank has charged to process this check.


Accounting date

Accept the prefilled accounting date from the previous window or enter the accounting for this cash receipts adjustment.


Reference

Enter the reference (up to 15 characters) for this adjustment.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description (up to 30 characters) for the cash receipts adjustment.


[OK]

Accepts the adjustment and returns to the Adjust Receivables window.


[Cancel]

Closes this window without accepting the adjustment and returns to the Adjust Receivables window.


[Attachments]

Opens an Attachments window to add, change, view, delete, or attach a note or file.


[Help]

Starts Help and displays information about this window.


Void Activity window

Use to void any posted invoices, cash receipts, or adjustments. If an invoice from the Billing application or the Service Management application is voided, the option to reinstate the invoice is included on this window.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Reinstate invoice in Billing

•	If you want to reinstate the invoice in Billing, mark this box. Reinstating gives you the ability to edit the invoice using the Enter Worksheets, Change Work-In-Progress or Enter Quick Bill command in Billing. For more information see "About voiding Billing invoices in Accounts Receivable" in Help.


Reinstate work order in Service Management

•	If you want to reinstate the work order or agreement in Service Management, mark this box. Reinstating gives you the ability to edit the work order or agreement in Service Management. For more information see "About voiding Service Management invoices in Accounts Receivable" in Help.


[Yes]

Voids the selected invoice, adjustment, or cash receipt and returns to the Adjust Receivables window.


[No]

Cancels this void action and returns to the Adjust Receivables window without affecting the selected invoice, adjustment, or cash receipt.


[Help]

Starts Help and displays information about this window.


Edit Cash Receipt window

Use to make changes to the current cash receipt.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


Cash receipt type

Displays the cash receipt type.

The title of this item may be different if changed in Custom Descriptions.


Cash receipt

Displays the current cash receipt ID.

The title of this item may be different if changed in Custom Descriptions.


Invoice paid

Displays the invoice this cash receipt was applied to if the cash receipt type is Invoice cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Bank account

Displays the bank account this cash receipt was deposited into.

The title of this item may be different if changed in Custom Descriptions.


Deposit date

Displays the deposit date for this cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Deposit ID

Displays the deposit ID this cash receipt was deposited into.

The title of this item may be different if changed in Custom Descriptions.


Contract

Accept the prefilled contract or select a new contract for this cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Contract item

Accept the prefilled contract item or select a new contract item for this cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job associated with this cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Extra

Displays the extra associated with this cash receipt.

The title of this item may be different if changed in Custom Descriptions.


Reference

Accept the existing reference or enter the reference (up to 15 characters) for this cash receipts.

The title of this item may be different if changed in Custom Descriptions.


Description

Accept the existing description or enter the description (up to 30 characters) for this cash receipts.


Credit account - accrual

Displays the accrual credit account for this cash receipt. This prefills from the distribution of the current cash receipt.


Amount

Accept the prefilled amount from the current cash receipt or enter the new amount (up to 9.2 digits) for this cash receipt.


Amount type

Displays the amount type for the current distribution.


Item

Displays the contract item for the current distribution.


Job

Displays the job for the current distribution.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Displays the cost code for the current distribution. This field can be changed when the billing level in Job Cost is at the cost code. This prefills from the distribution on the cash receipt for Miscellaneous JC payment types only.

The title of this item may be different if changed in Custom Descriptions.


Category

Displays the category for the current distribution. This prefills from the distribution on the cash receipt for Miscellaneous JC payment types only.

The title of this item may be different if changed in Custom Descriptions.


Tax ID

Displays the tax ID for the current distribution.


Credit account - accrual

Displays the credit account for accrual accounting for this distribution.


Credit account - cash

Displays the credit account for cash accounting for this distribution.


Outstanding amount

Displays the outstanding amount for this distribution.


Amount

Accept the prefilled amount or enter the cash receipt amount (up to 9.2 digits) you want to apply to this distribution. This prefills with the amount of the original cash receipt cash receipt.


[OK]

Accepts the cash receipts and returns to the Adjust Receivables window.


[Cancel]

Closes this window without accepting your changes to this cash receipt and returns to the Adjust Receivables window.


[Attachments]

Opens an Attachments window to add, change, view, delete, or attach a note or file.


[Help]

Starts Help and displays information about this window.


[Distributions]

Moves to the amount column in the distribution grid where you can edit the amount.


[List]

Displays a list you can select from for the current item in this window.


[Delete Line]

Deletes the current distribution.


Edit Invoice window

Use to make changes to the current invoice. Only invoices with no activity can be edited in this version of Accounts Receivable.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information

Related Topics


Invoice

Displays the current invoice ID.

The title of this item may be different if changed in Custom Descriptions.


Invoice date

Displays the invoice date.

The title of this item may be different if changed in Custom Descriptions.


Contract

Accept the prefilled contract or select a new contract for this invoice.

The title of this item may be different if changed in Custom Descriptions.


Item

Accept the prefilled contract item or select a new contract item for this invoice.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job this invoice is associated with.

The title of this item may be different if changed in Custom Descriptions.


Extra

Displays the extra this invoice is associated with.

The title of this item may be different if changed in Custom Descriptions.


Status

Accept the current status of this invoice or select to the status you want.


Due date

Accept the existing due date or enter a new due date for this invoice.


Reference

Accept the existing reference or enter a new reference for this invoice.

The title of this item may be different if changed in Custom Descriptions.


Description

Accept the existing description or enter a new description for this invoice.


Contract item

Displays the current contract item in the grid.


Amount

Accept the existing amount or enter the amount of this invoice. The amount you enter is the new invoice amount.


Tax group

Accept the prefilled tax group or enter the tax group you want to use for this distribution.


Exempt status

Accept the prefilled exempt status or enter the exempt status for this distribution.


Outstanding Units

Displays the outstanding units for this invoice distribution.


Units

Enter the units billed for this distribution. The value you enter here is the new Units billed for this distribution.


Retainage held

Accept the existing retainage held amount or enter the amount for this invoice.


Retainage billed

Accept the existing retainage billed amount or enter the amount for this invoice.


Finance charge

Displays the outstanding finance charge amount for the invoice. If the outstanding finance charge amount is $0.00, this field is blank.

The title of this item may be different if changed in Custom Descriptions.


Amount type

Accept the prefilled amount type or enter the amount type for this distribution.


Contract item

Accept the prefilled contract item or enter the contract item for this distribution. You can click [List] to select from a list of items.

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job for this distribution.

The title of this item may be different if changed in Custom Descriptions.


Extra

Displays the extra for this distribution.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Displays the cost code for this distribution.

The title of this item may be different if changed in Custom Descriptions.


Tax ID

Accept the prefilled tax ID or enter the tax ID for this distribution. You can click [List] to select from a list of tax IDs.


Amount

Accept the existing amount or enter the new amount for this distribution.


Retainage

Accept the prefilled amount or enter the new amount of retainage for this distribution. The Amount Type for the distribution determined whether this amount is retainage held or retainage billed.


Taxable

Accept the prefilled amount or enter the taxable amount you want to apply to this invoice. This amount is calculated during Enter Invoices when the Amount type is Tax. This field can be changed only when there are no cash receipts applied to the invoice. See "Unapplying cash receipts for details."


Debit account - accrual

Accept the prefilled account or enter the debit account for accrual accounting for this distribution. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any AR control account.


Credit account - accrual

Accept the prefilled account or enter the credit account for accrual accounting for this distribution. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any revenue control account.


Credit account - cash

Accept the prefilled account or enter the credit account for cash accounting for this distribution. You can click [List] to select from a list of accounts.

If you are using the Control Account Type feature, enter any revenue control account or any non-control account.


Accounting date

Accept the prefilled accounting date or enter the accounting date. If you change this date, reversing entries are created with the original date and new entries are created with this date.


[Finish]

Accepts your entries and closes this window, returning you to the Adjust Receivables window.


[Delete Line]

Deletes the current distribution line from the invoice.


[Calculate Taxes]

Click this button to recalculate taxes. Each tax rate calculation displays below its taxable distribution. This button is active after a changed distribution line is saved. This button cannot be used for invoices that originate from the Billing application.


[List]

Displays a list you can select from for the current item in this window.


[OK] & [Save Line]

If [OK], accepts the adjustment and returns to the Adjust Receivables window.

If [Save Line], saves the current distribution line.


[Recalculate Taxable]

Recalculates all taxable amounts in the distribution grid.


[Cancel]

Cancels the changes to this adjustment and returns to the Adjust Receivables window.


[Attachments]

Opens an Attachments window to add, change, view, delete, or attach a note or file.


[Distributions]

Moves to the distribution grid where you can make changes to the distributions associated with this adjustment.


[Help]

Opens Help and displays information about this window.


Accounting date

Old accounting date--Choose this option to create a reversing entry for the information changed on the original invoice, using the accounting date of the original invoice. For example, if the original invoice has a 1/1/00 accounting date and on the Edit Invoices grid you change it to 3/15/00 (a date not in the same accounting period as the original), the reversing entry has an accounting date of 1/1/00.

New accounting date--Choose this option to create a reversing entry for the information changed on the original invoice, using either the new accounting date you just entered in the Edit Invoice distribution grid, and if not changed here, using the accounting date entered in the Adjust Receivables window. For example, if the original invoice has a 1/1/00 accounting date and on the Edit Invoices grid you change it to 3/15/00 (a date not in the same accounting period as the original invoice), the reversing entry has an accounting date of 3/15/00.


Old accounting date

Displays the original accounting date of the invoice being edited.


New accounting date

Displays the new accounting date entered in the Edit Invoices distribution grid, or if not changed here, the Accounting date entered in the Adjust Receivables window.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Reversal Accounting Date window

When changes are made to an invoice using [Edit] in Adjust Receivables, use this window to determine the accounting date for reversing transactions created for Accounts Receivable and other applications. Options are Old and New accounting dates. This window appears only if the new accounting date entered on either the Edit Invoices window or Adjust Receivables window is not in the same accounting period as the original invoice.

The Old accounting date displayed is the original accounting date entered for that distribution.

The New accounting date displayed is the new accounting date entered in the Edit Invoices window, or if not changed here, the new accounting date entered in the Adjust Receivables window.

Notes

•	When you edit an invoice, in addition to the reversing transaction entries created, a new transaction is created, and the edited invoice (activity record) is revised. Both use the new accounting date entered in the Edit Invoices window, and if not changed here, the new accounting date from the Adjust Receivables window.

•	When you edit an invoice and change the amount only, the amount of the reversing transaction is not the full amount, but rather an amount that combined with the original transaction, results in the new (edited) amount. No additional transaction is created. As an example, if your original invoice is $100 and you edit it to be $70, the reversing entry has an amount of -$30.

For help on an item in this window, click [image] on the window and then click the item.


Apply Selection window

Use to apply cash receipts to invoices. To specify the amount applied to an invoice, highlight the invoice and click [Amount].

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information


[Apply]

Applies a customer adjustment or cash receipt to multiple invoices. If no invoices are highlighted prior to clicking [Apply], invoices are applied starting at the top of the invoice list. If you highlight an invoice and then click [Apply], invoices below the highlighted invoice are applied.


[Unapply]

Unapplies the customer adjustment or cash receipt from all highlighted invoices.


Customer

Displays the customer from which this cash receipts was received.

The title of this item may be different if changed in Custom Descriptions.


Deposit item amount

Displays the deposit item amount for this cash receipts.


Amount applied

Displays the amount of this cash receipts that is already applied.


Remaining amount

Displays the amount of this cash receipts that is unapplied.


Invoices

Displays open invoices to which this cash receipts may be applied.

The title of this item may be different if changed in Custom Descriptions.


[OK]

Accepts your selections and returns to the Adjust Receivables window.


[Cancel]

Cancels the selections and returns to the Adjust Receivables window.


[Find]

Opens the Find window where you can enter conditions to locate invoices. If you are using the Filter activity view, the entries made in the Filters window will affect what prefills in [Find].


[Amount]

Opens the Apply Amount window where you can apply specified amounts to each open invoice.


[Help]

Opens Help and displays information about this window.


Apply Amount window

Use to specify the amount you want to apply to an invoice.

For help on an item in this window, click [image] on the window and then click the item.


Amount

Enter the amount you want to apply to the current invoice.


[OK]

Accepts your entry and returns to the Apply Selection window.


[Cancel]

Cancels the entry and returns to the Apply Selection window.


[Help]

Opens Help and displays information about this window.


About adjustment types

The adjustment type you select when in Adjust Receivables for invoices and cash receipts may be different depending on whether you want the adjustment to affect the customer only, Accounts Receivable only, or billed information in Contracts. The following lists what is affected when you select each adjustment type:

For Invoice Adjustments:

•	Billed credit--applies a billed credit adjustment to the invoice and decreases the billed amounts on the customer, contract, and contract item or job. This also reduces the revenue amount in General Ledger. Use this type when you want the credit memo to reduce the amount billed for the invoice.

•	Billed debit--applies a billed debit adjustment to the invoice and increases the billed amounts on the customer, contract, and contract item or job. This also increases the revenue amount in General Ledger. Use this type when you want the debit memo to increase the amount billed for the invoice.

•	AR credit--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a non-finance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge write-off account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

•	AR debit--applies a debit adjustment to the invoice but does not increase the billed amount on the customer, contract, and contract item or job. It also affects the revenue accounts in General Ledger. Use this type when you want to increase the receivable amount for the invoice without affecting the billed amounts.

•	Bad debt--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. This also affects the bad debt account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts and you want this adjustment to be reflected as a bad debt write-off in General Ledger.

•	Write off--applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a non-finance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge write-off account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

For Customer Adjustments:

•	Customer credit--applies a credit to the customer account, not to any specific invoice. Customer credit does not create entries to other applications. Use this type when you want to enter a customer credit that can be applied to an invoice later.

•	Customer debit--applies a debit to the customer account, not to any specific invoice. Customer debit does not create entries to other applications. Use this type when you want to enter a customer debit that can be applied to an invoice later.

For Cash Receipt Adjustments:

•	Refund-–use to reflect a refund for a cash receipt. This reduces the customer receipt balance on the customer and makes entries to General Ledger. No entries are made to Cash Management. If you are using Accounts Payable, you must enter the refund check in Record Manual Checks. For more information on entering manual checks, see "Entering checks written manually" and "About refunds" in Accounts Payable Help.

•	NSF check--reverses a cash receipt that was returned as non-sufficient funds. This makes reversing entries to the customer, contract, job, and General Ledger. An adjusting entry is created for Cash Management for the NSF check and its bank charge if one is entered.

Related Topics


About the GL accounts affected by adjustment type

The following table illustrates the General Ledger accounts typically used for each adjustment type:

Accrual Accounting:

Adjustment type	Debit	Credit
Billed Credit	Revenue by type	Accounts Receivable
Billed Debit	Accounts Receivable	Revenue by type
AR Credit	Write-off or Finance Charge Write-off	Accounts Receivable
AR Debit	Accounts Receivable	Revenue by type
Bad Debt	Bad debt	Accounts Receivable
Customer Credit	Customer credit	Accounts Receivable
Customer Debit	Accounts Receivable	Refund
Refund	Customer cash receipt	Refund
NSF	Accounts Receivable	Cash
NSF Charge	NSF bank charge	Cash
Void Invoice	Revenue	Accounts Receivable
Unapply Cash Receipt	Accounts Receivable	Customer cash receipt
Write off	Write-off or Finance Charge Write-off	Accounts Receivable
Cash Accounting:

Adjustment type	Debit	Credit
Refund	Customer cash receipts	Refund
NSF	Revenue by type	Cash
NSF Charge	NSF bank charges	Cash
Unapply Cash Receipt	Accounts Receivable	Customer cash receipt

Notes

•	When making an adjustment to existing distributions, Accounts Receivable retrieves the General Ledger accounts from the distribution detail. If a new distribution is added, it retrieves the General Ledger account using the account hierarchy.

•	Accounts Receivable, Revenue, Refund and Customer cash receipt default accounts are set up in AR Settings, GL Settings.


Distributions Out of Balance window

Use to view the entered and distributed amounts for the invoice or adjustment that is out of balance. When you click [Auto Balance], the Entered amount is adjusted to equal the Distributed amount. If you click [Cancel], you are returned to the Adjust Invoices window.

For help on an item in this window, click [image] on the window and then click the item.


Amount: Entered

Displays the invoice or adjustment amount entered.


Amount: Distributed

Displays the total amount of the distributions on the invoice or adjustment.


Amount: Difference

Displays the difference between the Entered amount and the Distributed amount.


Retainage Held: Entered

Displays the amount of retainage held entered on the invoice or adjustment.


Retainage Held: Distributed

Displays the amount of retainage held entered on the distributions.


Retainage Held: Difference

Displays the difference in retainage held between the invoice or adjustment and its distributions.


Retainage Billed: Entered

Displays the amount of retainage billed entered on the invoice or adjustment.


Retainage Billed: Distributed

Displays the amount of retainage billed entered on the distributions.


Retainage Billed: Difference

Displays the difference in retainage billed between the invoice or adjustment and its distributions.


[Auto Adjust]

Automatically adjusts the Entered amount to equal the Distributed amount where it is out of balance and accepts the invoice or adjustment.


[Cancel]

Closes this window without accepting your entries.


[Help]

Opens Help and displays information about this window.


About Editing and Adjusting activity

In Adjust Receivables (Tasks menu), you have the option of editing or adjusting invoices and cash receipts using [Edit] and [Adjust]. When you edit an invoice, cash receipt, or adjustment, you are literally changing the information on the original invoice, cash receipt, or adjustment record. A separate record is not created for the amount of the edit. When you view the information on a report or inquiry using the activity, distribution, or status records, you see the original record--revised with no indication it has been edited.

When you adjust an invoice or cash receipt, the original invoice or cash receipt records are retained and an additional record is created for the adjustment. When you view the information on a report or inquiry using the activity or distribution records, you see both the original record and the adjustment record. On a report or inquiry using the status record, you see both the original and adjusted information on the original status record.

Use [Edit] when you are correcting an error on an invoice, cash receipt, or adjustment. Use [Adjust] when you are changing the invoice or cash receipt for any reason other than an error on the original record. For example, if the invoice amount has changed through an agreement with the customer after the original invoice has been entered, do an adjustment.

Notes

•	Transaction records are created for original, adjusting, and editing entries.

•	The only adjustment types you can edit are Customer debits and Customer credits.

Related Topics


About NSF funds

When you process an NSF adjustment, it reverses the original cash receipt and automatically unapplies the cash receipt from any invoice(s). An adjusting transaction is created for Cash Management.

You can designate a bank charge for processing the NSF check. This transaction credits the cash account and debits the NSF account (from AR Settings). An adjusting transaction is created for Cash Management. However, to actually charge the customer account for NSF bank and other processing fees, you must enter a debit adjustment for the amount.

Note

•	A cash receipt that has been cleared or reconciled in Cash Management (appears in blue with a "c" or green with an "r" on the Adjust Receivables window) cannot have an NSF adjustment applied. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.


About adjustment type abbreviations

In the Adjust Receivables window, the Adjustment types are abbreviated as follows:

•	AR crd--AR credit

•	AR debit--AR debit

•	Bad db--Bad debt

•	Bil cr--Billed credit

•	Bil db--Billed debit

•	Cs cs rc--Unapplied cash receipt

•	Csh rc--Cash receipt
A cash receipt that has a status of cleared in Cash Management is displayed in blue and has a "c" to the right of the Pmt/Adj amount. A cash receipt that has a status of Reconciled in Cash Management is displayed in green and has an "r" to the right of the Pmt/Adj amount. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

•	Cstm crd--Customer credit

•	NSF ch--NSF check

•	Refund--Refund

•	Wrt of--Write off

Related Topics


[Yes]

Voids the selected work order or agreement and returns to the Adjust Receivables window.


[No]

Cancels this void action and returns to the Adjust Receivables window without affecting the selected work order or agreement.


[Help]

Starts Help and displays information about this window.


Age Receivable Balances (Tasks menu)

Use to update the customer aged balances in the Customer Totals based on current aging information. Aging customer balances also allows you to use the Master.ARM file for reporting purposes which is much faster than using the transaction file(s). You can run Age Receivable Balances as often as necessary.

 Window

 How To

 Additional Information


Age Receivable Balances window
Age Receivable Balances - Print Selection window

Use to update the customer aged balances in the Customer Totals based on current aging information. You can select ranges and set conditions to update selected customers only. Aging customer balances also allows you to use the Master.ARM file for reporting purposes which is much faster than using the transaction file(s). You can run Age Receivable Balances as often as necessary.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


Aging date

Accept the prefilled system date or enter the aging date you want to use. This date is used to determine which aging field in the Customer Setup, Totals window that outstanding items belong in. Depending on your AR Settings, this date is compared to the invoice date or the due date on the invoice.


[Printer Setup]

Opens the Printer Setup window in which you can select a destination printer or assign a print file name.


[Page Setup]

Opens the Page Setup window in which you can change the page orientation and margins.


[Ranges]

Opens a Range window which allows you to select one or more ranges of records to display or print.


[Conditions]

Sets up, displays, or clears conditions which limit your choices or the information that displays or prints.


[Start]

Begins aging the customers that fit the criteria you have defined.


[Cancel]

Closes this window without accepting any of the current entries and returns to the main Accounts Receivable window.


[Help]

Starts Help and displays information about this window.


About aging receivable balances

The Age Receivable Balances command updates the customer totals (on the Customer record, Totals Setup, Aging tab) and other statistical data based on the aging information you selected in AR Settings, Aging Settings. This command allows you to enter the aging date and set ranges and conditions which determine the customers that are selected for aging. When completed, the customer totals are updated as well as the Last aging date in AR Settings, Aging Settings. If a customer fits the criteria you defined, but cannot be aged, the Aging Journal lists the customer and the reasons why it was not processed.

You can run Age Receivable Balances as often as necessary. Aging customer totals also allows you to use the Master.ARM file when running Accounts Receivable reports which is much faster than using the transaction file(s).

Only posted transactions are included in the aging process.

Note

•	The Post Entries command also ages customer totals, for the entries it processes, using the Last aging date.

Related Topics


Post Entries (Tasks menu)

Use to manually post Accounts Receivable invoices, cash receipts and adjustments, as well as Billing entries, within Accounts Receivable. Account Receivable prints a journal of the entries that are posted and rejected. In addition to using the Post Entries command, you can also use Enter Cash Receipts, Adjust Receivables, and Enter Invoices to post entries. When you finish your entries using these commands, you are prompted to post.

Warning

•	Before posting entries, you should back up your data files. If you should experience a power failure or if you have entered incorrect information, you can rely on your backup files.

 Additional Information


About manual posting

If you selected Manual in Accounts Receivable Posting Settings and you have operator permission, you can post entries to the Master and Activity files. You can do this in two ways:

•	When you exit from Enter Invoices, Enter Cash Receipts, or Adjust Receivables, the message Post entries? displays. Depending on the setup, you may be asked to enter the names and passwords of the files that are used during posting. This is based, in part, on how you have security set up.

•	Choose Post Entries from the Tasks menu and the Post Entries - Print Selection window opens. (You have the option of selecting a range of Batch IDs to post.) Then click [Start] to begin posting. Depending on the setup, you may be asked to enter the names and passwords of the files that are used during posting.


Taxes (Setup menu)

 Tax Rates

 Tax Groups


Tax Rates (Setup, Taxes menu)

Use to set up individual taxes. These taxes are used in conjunction with tax groups during invoice entry to calculate taxes for invoices created in Accounts Payable, Accounts Receivable, Billing, Cash Management, and Property Management.

If you are interfacing with General Ledger, you may want to enter the account numbers in the application settings to be used when creating entries in General Ledger for tax entries.

For help on an item in this window, click [image] in the window and then click the item.

Related Topics


Taxes - Tax Rates

Use to set up individual taxes. These taxes are used in conjunction with tax groups during invoice entry for invoices created in Accounts Payable, Accounts Receivable, Billing, Cash Management, and Property Management. See "Setting up taxes" for detailed instructions.


Tax

Enter an identification (ID) for the tax. You can click [List] to select a Tax Rate ID. You can set up tax IDs that are alphabetic or numeric. You may want to name different taxes using some coding scheme. For example, if you are entering state sales tax for California, you might use a tax ID of CA.


Description

Enter a description for the tax (up to 30 characters). This description displays when setting up Tax Groups.


Tax liability payee

Enter the vendor ID to use for this tax. You can click [List] to select a vendor ID. This name can be used during Inquiry and when creating reports. This is the ID of the taxing authority that you are collecting tax for.


Percentage

Enter the tax rate or percentage for this tax (up to 3.4 digits). Enter the rate with a decimal. For example, enter 5.1% as 5.1. This is used to calculate the tax amount that prefills in the Distribution entry grid during invoice entry in Accounts Payable and the amount applied to the invoice during Generate Invoices in Billing. A rate of zero can be entered for the tax.


State

Enter the state in which this tax ID is set up. You can use this for reporting all taxes by state or area.

The title of this item may be different if changed in Custom Descriptions.


Debit account

If you are interfacing with General Ledger, enter the General Ledger account number to use for debit tax transactions. You can click [List] to select an account number. The account number you enter can be unique for each tax, or you can use the same account number for all taxes.

If the Debit account is blank, the tax amounts are added to the Distribution total during posting and the invoice expense account is used for these tax transactions. If the Exclude AP tax in amount sent to Job Cost, Equipment Cost and/or Billing box is marked, a debit account is required.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Credit account

If you are interfacing with General Ledger, enter the General Ledger account you want to use for tax liability (credit) transactions. You can click [List] to select an account number. If you are tracking actual and liability taxes, this account is required.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Retainage debit account USA Only

If you want tax retainage to debit a different General Ledger account, enter the account number. You can click [List] to select an account number. When the retainage is paid, the tax on the retainage amount is transferred from the Retainage debit account to the Debit account entered above.

If you enter a Retainage debit account you must also enter a Debit account and mark the Tracking tax retainage in AP box.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Retainage credit account USA Only

Enter the General Ledger account to use for tracking retainage on tax (credit) transactions. You can click [List] to select an account. When the retainage is paid, the retainage portion of the tax amount is transferred from the Retainage credit account to the Credit account. If you enter an account in this field you must also mark the Tracking tax retainage in AR box on this window. If you enter a Retainage credit account and are tracking Accounts Payable tax and tax liability, you must also mark the Tracking tax retainage in AP box on this window.

This field is available in Accounts Receivable Tax Rate Setup if the Tracking tax retainage box is marked in AR Settings, or if you are tracking tax and tax liability in Accounts Payable (AP Settings, Invoice Settings).

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Tracking tax retainage in AR

If you are tracking tax retainage for this tax rate on Accounts Receivable invoices, mark this box. You must also mark the Tracking tax retainage box in AR Settings and enter a Retainage credit account on this window.

This field does not apply to Property Management.


Tracking tax retainage in AP

If you are tracking tax retainage for this tax rate on Accounts Payable invoices, mark this box. If a Retainage debit account is entered above, you must mark this box.

This field does not apply to Property Management.


Compound Tax Rates

Mark this box to compound the tax rates on all distributions using this tax group.

The total tax group percentage must not be greater than 100% or less than -100%. Positive and negative percentages are not allowed in the same Tax Group (i.e., all tax rates must be positive, or all tax rates must be negative).

This feature is not applicable to Property Management.


About compounding tax rates

There are two options for calculating the tax amount for a distribution.

•	You can apply each tax rate individually to the distribution amount. For example, you have a $100.00 distribution with a tax group containing two tax rates: Tax A = 10% and Tax B = 20%. Each rate is applied to the distribution amount, resulting in tax amounts of $10.00 and $20.00, for a total $30.00 tax liability. This is the default calculation method.

•	Compound the tax rate. For example, you have a $100.00 distribution with a tax group containing two tax rates: Tax A = 10% and Tax B = 20%. Tax A is $10.00, but Tax B is calculated on the distribution amount plus the tax amount calculated for Tax A. Tax B is calculated on $110.00, making it $22.00, for a total of$32.00 tax liability. To use this option, mark the Compound tax rates box in Tax Groups (Setup, Taxes).


Exclude AR tax in amount sent to Job Cost
Exclude AR tax in amount sent to Job Cost, Equipment Cost, and/or Billing

If you are creating entries in Accounts Receivable for Job Cost, Equipment Cost, and/or Billing and do not want the tax amount included in these entries, mark this box.

This field does not apply to Property Management.


Exclude AP tax in amount sent to Job Cost (and Billing)
Exclude AP tax in amount sent to Job Cost, Equipment Cost, and/or Billing

If you are creating entries in Accounts Payable for Job Cost, Equipment Cost, and/or Billing and do not want the tax amount included in these entries, mark this box. If this box is marked, you must enter a debit account.

This field does not apply to Property Management.


[Close]

Closes this window and returns to the main Accounts Payable window.


[Delete]

Deletes this tax rate.


[List]

Displays a list of items you can select from for the current item in this window.


[Next]

Displays the next tax rate.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new tax rate, these items prefill with the information you enter (for this session only).


[Previous]

Displays the previous tax rate.


[Help]

Starts Help and displays information about this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Cancel]

Closes this window without accepting any of the current entries.


[Save]

Saves your entries for this tax ID.


Tax Groups (Setup, Taxes menu)

Use to group taxes that have been set up using the Tax Rates command. Tax groups allow you to take several tax rates and group them together. For example, California has a state sales tax rate; also, the cities in California may have additional sales tax that they charge. You can set up a tax group for California and tax groups for the combined state tax and the city taxes. You can use tax groups during invoice entry to calculate the taxes in the Distribution entry grid in Accounts Payable or during Generate Invoices in Billing.

When changing an individual tax using Tax Rates, all tax groups that include the tax are automatically changed.

Related Topics


Taxes - Tax Groups

Use to group taxes that have been set up using the Tax Rates command. Tax groups allow you to take several tax rates and group them together. For example, California has a state sales tax rate; also, the cities in California may have additional sales tax that they charge. You can set up a tax group for California and tax groups for the combined state tax and the city taxes. You can use tax groups during invoice entry to calculate the taxes in the Distribution entry grid in Accounts Payable or during Generate Invoices in Billing. See "Setting up tax groups" for detailed instructions.


Group

Enter an identification (ID) for the tax group. You can click [List] to select a tax group ID. You can use an alphabetic or numeric coding scheme to name different tax groups. For example, if you are entering a tax group for California, you might use CA as the tax group ID. You can enter additional characters that denote a city sales tax, such as CA-LA for Los Angeles.


Description

Enter a description for the tax group (up to 30 characters). The description displays when you click [List] during invoice entry and when you set up default tax groups.


State

Select the state for which this tax group applies. You can leave this field blank and it will prefill based on the first tax rate you select for this tax group. Once a selection is made, this field cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Taxes

Enter the tax ID for the taxes you want to include in this tax group. You can include a maximum of nine (9) taxes in each group. After you enter the tax ID, the description of the tax displays for verification. When you click [List] to select a tax ID, only tax IDs that are not already included in this group display. If you enter a tax ID that does not exist, you have the option of adding it.


Total tax

Displays the combined tax rate for all of the taxes included in this group. For example, if you have included a tax with a rate of 5.00% and a tax with a rate of .30% in this group, it displays 5.30%.


[Save]

Saves your entries for the tax group.


[Close]

Closes this window and returns to the application window.


[Cancel]

Closes this window without accepting any of the current entries.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Delete]

Deletes this tax group.


[Help]

Starts Help and displays information about this window.


[List]

Displays a list of items you can select from for the current item in this window.


[Next]

Displays the next tax group.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new tax rate, these items prefill with the information you enter (for this session only).


[Previous]

Displays the previous tax group.


Add Tax Rate window

Use to add taxes during Tax Group setup.

For help on an item in this window, click [image] on the window and then click the item.


Tax

Displays the tax ID you entered during Tax Group setup.


Description

Enter a description for the tax (up to 30 characters). This description displays when setting up Tax Groups.


Tax liability payee

Enter the vendor name to use for this tax. You can click [List] to select a vendor name. This name can be used during Inquiry and when creating reports. This is the name of the taxing authority that you are collecting tax for.

This field does not apply to Property Management.


Percentage

Enter the tax rate or percentage for this tax (up to 2.4 digits). Enter the rate with a decimal. For example, enter 5.1% as 5.1. This is used to calculate the tax amount that prefills in the Distribution entry grid during invoice entry in Accounts Payable and the amount applied to the invoice during Generate Invoices in Billing. A rate of zero can be entered for the tax.


State

Enter the state in which this tax is set up. You can use the State field for reporting all taxes by state or area.

The title of this item may be different if changed in Custom Descriptions.


Debit account

If you are interfacing with General Ledger, enter the General Ledger account number to use for debit tax transactions. You can click [List] to select an account number. The account number you enter can be unique for each tax, or you can use the same account number for all taxes.

If the Debit account is blank, the tax amounts are added to the Distribution total during posting and the invoice expense account is used for these tax transactions. If the Exclude tax in amount sent to Job Cost box is marked, a debit account is required.

If you are using the control account feature in General Ledger, enter a non-control account or an other control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Credit account

If you are interfacing with General Ledger, enter the General Ledger account you want to use for tax liability (credit) transactions. You can click [List] to select an account number. If you are tracking actual and liability taxes, this account is required.

If you are using the control account feature in General Ledger, enter a non-control account or an Other control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Retainage debit account

If you want tax retainage to debit a different General Ledger account, enter the account number. You can click [List] to select an account number. When the retainage is paid, the tax on the retainage amount is transferred from the Retainage debit account to the Debit account entered above.

If you enter a Retainage debit account you must also enter a Debit account and mark the Tracking tax retainage in AP box.

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.


Retainage credit account

Enter the General Ledger account to use for tracking retainage on tax (credit) transactions. You can click [List] to select an account. When the retainage is paid, the retainage portion of the tax amount is transferred from the Retainage credit account to the Credit account. If you enter an account in this field you must also mark the Tracking tax retainage in AR box on this window. If you enter a Retainage credit account and are tracking Accounts Payable tax and tax liability, you must also mark the Tracking tax retainage in AP box on this window.

This field is available in Accounts Receivable Tax Rate Setup if the Tracking tax retainage box is marked in AR Settings, or if you are tracking tax and tax liability in Accounts Payable (AP Settings, Invoice Settings).

If you use the control account type feature in General Ledger, enter an Other control account or a non-control account.

If you are using prefixes, the base account is used in conjunction with the prefix you enter during invoice entry to create the General Ledger entry. If you are not using prefixes, the account number you enter here is used to create the General Ledger entry.

This field does not apply to Property Management.


Exclude tax in amount sent to Job Cost

If you are creating entries for Job Cost and do not want the tax amount included in these entries, mark this box.

This field does not apply to Property Management.


[List]

Displays a list of items you can select from for the current item in this window.


[OK]

Accepts your current entries and closes this window.


[Cancel]

Closes this window without accepting any of the current entries.


[Attachments]

Opens an attachment window to add, change, view, or delete attached notes or files.


[Help]

Starts Help and displays information about this window.


About specifying custom descriptions for Tax

Although tax rates and tax groups can be set up in Accounts Payable, Accounts Receivable, or Property Management, when specifying custom descriptions, Tax is listed in the Custom Descriptions window under TX. For additional information on custom descriptions and custom lists, see "Customizing lists" in General Topics.


Setting up taxes

  1	From the Setup menu, select Taxes, Tax Rates.

  2	Enter the tax ID.

  3	Enter a description for the tax. The description is displayed when you click [List] during tax group setup.

  4	Enter the tax rate percentage. Enter the rate with a decimal (for example, enter 6% as 6.0).

  5	If you are interfacing with Accounts Receivable, the State field list displays. Select a state or area value for the tax from this list. You can use the State field for reporting all taxes by state or area. See "Customizing lists" for detailed instructions on how to set up a custom list.

  6	Enter a Credit account. This account is used for tax liability (credit) transactions.

  7	Enter a Debit account. This field is available if you are using taxes in Accounts Payable (AP Settings, Invoice Settings). This field is required if you mark the Exclude AP tax in amount sent to Job Cost, Equipment Cost, and/or Billing box.

  8	Enter a Retainage debit account if you want tax retainage to debit a different account. If you enter an account in this field, you must mark the Tracking tax retainage in AP box below. This field is available if you are tracking Accounts Payable taxes.

  9	Enter a Retainage credit account. This field is available if the Tracking tax retainage box is marked (AR Settings in Accounts Receivable), or if you are tracking Accounts Payable tax liability (AP Settings, Invoice Settings).

10	If you want to exclude the tax amount in Accounts Payable entries that are sent to Job Cost, Equipment Cost, and/or Billing mark the Exclude AP tax in amount sent to Job Cost, Equipment Cost, and/or Billing box.

11	Mark the Tracking tax retainage in AP box if you are tracking tax and tax liability for this tax rate on Accounts Payable invoices. If a Retainage debit account is entered above, you must mark this box.

12	If you want to exclude the tax amount in Accounts Receivable entries that are sent to Job Cost, Equipment Cost, and/or Billing mark the Exclude AR tax in amount sent to Job Cost, Equipment Cost, and/or Billing box.

13	If you are tracking tax retainage for this tax rate on Accounts Receivable invoices, mark the Tracking tax retainage in AR box.

14	Click [Save]. If you make changes to an existing tax rate, the tax groups associated with the tax rate are automatically updated. You have the option of viewing the affected groups.

15	Click [Close] when you have finished setting up all your tax rates

Related Topics


Overview

The Tax Rates command is used to set up individual taxes. These taxes are used in conjunction with tax groups to calculate taxes. To use the Tax Rates command in Accounts Payable, you must mark either Actual tax only or Actual and tax liability in AP Settings - Invoice Settings. See "Setting up AP Settings" for more information.

To use the Tax Rates command in Accounts Receivable, you must mark the Tracking Taxes box in AR Settings.


Setting up tax groups

  1	From the Setup menu, select Taxes, Tax Groups.

  2	Enter the Tax Group ID. You can use an alphabetical or numerical coding scheme for your tax group IDs.

  3	Enter the description for the tax group. The description is displayed when you click [List] during invoice entry.

  4	If you want to compound the tax rates, mark the Compound Tax Rates box.  About compounding Tax Rates

  5	Enter the tax ID for each tax rate you want to include in this tax group (up to 9). You can click [List] to select a tax rate ID. The tax rate description displays on the right for verification. If you are interfacing with Accounts Receivable, the State field list displays. Select the state or area value for which this tax group applies. You can leave this field blank and it will prefill based on the first tax rate you select for this tax group. Once a selection is made, this field cannot be changed.

  6	If you want to add a tax rate that is not set up, a message displays asking if you want to add the tax. Click [OK] to open the Add Tax window. Enter the information for the new tax rate and click [OK].

  7	Verify the tax group total. The total of all tax rates included in the group is displayed above the entry box.

  8	Click [Save] to save the tax group.

  9	Click [Close] when you have finished setting up tax groups.

 Related Topics


Overview

Tax groups allow you to take several tax rates and group them together. For example, in California there may be a state sales tax rate in addition to a city sales tax rate. You can set up a tax group that includes both the state and city tax rates. You can use the tax group during invoice entry to calculate the combined tax.

If you change a tax rate that is included in a tax group, the system automatically updates the tax group with the new rate.

You can assign a default tax group to a vendor or AP Settings as well as other Timberline Office applications. See "Setting up AP Settings" for more information.


About assigning a State to Tax Rates and Tax Groups

If you are interfacing with Accounts Receivable, a State or Area field is now available in the Setup Tax Rates and Setup Tax Groups windows in Setup Taxes. This field is set up in Custom Descriptions and you can customize the name of the field by "state" or reporting "area" which can then be used for reporting purposes. Before you can assign a state value to a tax rate or tax group, you need to set up a custom list of state values in Custom Descriptions (File menu, Data Folder Settings, Custom Descriptions) under the TX State field type. See "Customizing lists" in General Topics for more information.

Once you set up your custom list of state values, it is important to understand how the system processes the state values that are assigned to tax rates and tax groups. The tax system was designed to prevent tax rates within a tax group from having different state values (i.e., the tax rates are consistent). There are three ways consistent tax groups can be set up:

•	All tax rates have the same state value of "None".

•	All tax rates have the same state value (e.g., "Oregon").

•	One or more tax rates have a state value of "None", and one or more tax rates have the same state value (e.g. "Oregon").

Tax groups containing one or more tax rates with state values require any additional tax rates to have either the same state value or a value of "None". Tax groups that contain only rates with the state value of "None" impose no constraints on additional tax rates added.

When a tax group is not restricted, the tax group’s state field can be manually adjusted by selecting a state value from a list in the Tax Group Setup window. A restricted tax group’s state field is read-only and cannot be adjusted.

Consistency in a tax group can also be affected by state value changes to the tax rate. Before a tax rate’s state value can be successfully changed, verification for state value consistency is made in the tax groups that contain the changing tax rate.

To find out more about the state value and tax rates and tax groups, select the appropriate topic:

 Guidelines for setting the state value for new tax rates and tax groups

 Guidelines for modifying a state value in tax rates and tax groups

Related Topics


Guidelines for setting the state value for new tax rates and tax groups

Consider the following when you are assigning a state value to tax rates and tax groups:

•	You can manually change a new tax rate's state value by selecting a state value from the list in the Tax Rate Setup window (Setup menu, Taxes, Tax Rates).

•	You can manually change a new tax group's state value by selecting a state value from the list in the Tax Group Setup window (Setup menu, Taxes, Tax Groups).

•	New tax rates and tax groups are assigned the default state value set up in the custom list in Custom Descriptions. For example, if you set up the state default value in Custom Descriptions to "Oregon", then "Oregon" is the default state value assigned to the new tax rate or new tax group.

•	If you are upgrading from 4.x to 5.x versions of Accounts Payable, existing tax rates and tax groups are automatically assigned a default state value of "None".

Related Topics


Guidelines for modifying a state value in tax rates and tax groups

Consider the following when you are modifying the state value on tax rates and tax groups.

Modifications made in the Tax Rate Setup window

•	Deleting a tax rate does not affect the state value of any tax groups.

•	Changing a tax rate’s state value to "None" will not affect the state value of any tax groups.

•	Changing a tax rate’s (TR1) state value to a specific state value (e.g., "Oregon") succeeds only if all other tax rates [in tax groups that contain this tax rate (TR1)] have either the same specific value (e.g., "Oregon") or a value of "None".

•	When a tax rate is modified, a conflict between the modified state value on the tax rate and the existing state value of a tax group (to which the tax rate belongs) results in either a warning message or an error message shown in the following table:

Warning Message	"The state ‘WASHINGTON’ conflicts with the state ‘OREGON’ on tax group EXCISE. The state on the tax group will be changed to ‘WASHINGTON’." This warning message indicates a consistency conflict in state values that the system can resolve.
Error Message	"The state 'WASHINGTON' conflicts with the state ‘OREGON’ on tax group SALES. The state on this tax must be changed to either ‘OREGON’ or ‘None’". This error message indicates that changing the state value on the tax rate results in an inconsistent tax group. Changes to the state values on any tax groups (mentioned in previous warning messages) are not made and the tax rate needs to be modified manually. Click here [image] for detailed instructions on how to manually modify a tax rate.
When a tax rate is modified, the system displays a series of warning messages based upon the potential changes that could be made to the tax rate assigned to a tax group with two or more tax rates having conflicting state values. To view a list of possible scenarios that can occur when a tax rate is modified and the associated system messages click here [image].

Modifications made in the Tax Group Setup window

•	Deleting a tax rate always succeeds because deleting a tax rate does not affect the state value of a tax group.

•	Adding a tax rate with the state value of "None" always succeeds because tax rates with the state value of "None" do not affect the state consistency in a tax group.

•	Adding a tax rate with a specific state value (e.g., "Oregon") succeeds only if the tax rates in the tax group either have the same specific value (e.g., "Oregon") or "None".

•	When a tax group is modified, a consistency conflict between the state value on the added tax rate and the existing state value of the tax group, results in the following error message:

Error Message	"The state ‘WASHINGTON’ on this tax conflicts with the state on the tax group." The system does not allow you to make the change. If you receive this error message, click [Cancel] to exit. For detailed instructions on how to modify a tax group manually click here
When a tax group is modified, the system displays messages based on the changes being made to the tax group. To view possible scenarios that can occur when tax rates with state field values are added to a tax group click here


Modifying a State field on a tax rate

  1	Print a copy of the Tax Rates and Tax Groups Reports (Reports menu, Lists, Tax Rates and Tax Groups in Accounts Payable) to use as a reference.

  2	From the Setup menu, select Taxes, Tax Rates.

  3	Enter the name of the tax rate you want to modify, or click [List] and select a tax rate from a list.

  4	Press [Enter] or [Tab] to highlight the State value you want to delete.

  5	Click [Delete]. A warning message appears that indicates: Deletion of this tax may affect one or more group taxes. Do you want to view a list of related groups? Click [Yes]. You may receive other system messages depending on how this tax rate is set up.

  6	 A Tax Group List window displays all of the tax groups that are affected. Click [OK].

  7	 A message Delete this tax rate? displays. Click [OK] to delete the tax rate.

  8	Re-enter the tax rate with the new State value.  How?

  9	Add the new tax rate to the appropriate tax group(s).  How?


Modifying a tax group

  1	Print a copy of the Tax Rates and Tax Groups Reports (Reports menu, Lists, Tax Rates and Tax Groups in Accounts Payable) to use as a reference.

  2	From the Setup menu, select Taxes, Tax Groups.

  3	Enter the name of the tax group you want to modify, or click [List] and select a tax group from a list.

  4	If you want to compound the tax rates, mark the Compound Tax Rates box.  About compounding Tax Rates

  5	Press [Enter] or [Tab] to move to the Taxes section.

  6	If you are deleting a tax rate from the tax group: highlight the tax rate you want to delete from the group and press [Delete] on your keyboard.

  7	If you are adding a new tax rate to the tax group: enter the name of a new tax rate or click [List] to select a tax rate from a list. If this tax rate is not set up, the system prompts you that the tax is not set up and asks if you want to add the tax. Click [Yes]. The Add Tax Rate window opens. Add the new tax information in the Add Tax Rate window and click [OK]. You may receive warning messages that indicate potential system conflicts based on the tax rate you are adding.

  8	Click [Save] when you are finished with your changes or click [Cancel] if you encounter a consistency conflict.


About messages that display when the state value on a tax rate is modified

When a tax rate is modified, the system displays a series of warning messages based on the changes being made to a tax rate when the tax rate is assigned to two or more tax groups having conflicting state values. The following table lists the possible scenarios that can occur when a tax rate is modified, and the associated warning messages that display in the Tax Rate Setup window:

Tax Rate  Change Scenario	Tax Group's Initial Value	Messages that Display	Change Accepted?
Changing Tax Rate 1 from state <Value 1> to state <Value 2>	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 3 = "None"	• "The state <Value 2> conflicts with state <Value 1> on tax group A. The state on the tax group will be changed to <Value 2>." Click [OK]. • "The state <Value 2> conflicts with state <Value 1> on tax group B. The state on the tax group will be changed to <Value 2>." Click [OK]. • "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups?"  • Click [Yes] to display list of tax groups affected.  • Tax Group A and Tax Group B are displayed in the list.  • Click [OK] to when you are finished viewing the list.  • "Save changes? " Click [Yes] to save the changes.	Yes
	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 4 = <Value 1>	• "The state <Value 2> conflicts with state <Value 1> on tax group A. The state on the tax group will be changed to <Value 2>." • Click [OK]. • "The state <Value 2> conflicts with the state <Value 1> on tax group B. The state on this tax must be changed to either state <Value 1> or ‘None’. " • Click [OK].  • The system does not accept any changes. Click here [image] for detailed instructions on how to modify the State value on a tax rate.	No
Changing Tax Rate 1 from a state value "None" to state <Value 1>	Tax Group A = "None" Tax Rate 1 = "None" Tax Group B = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None" Tax Group C = <Value 1> Tax Rate 1 = "None" Tax Rate 4 = <Value 1>	• "The state <Value 1> conflicts with the state 'None' on tax group A. The state on the tax group will be changed to state <Value 1>." • "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups?"  • Click [Yes] to display list of tax groups affected.  • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes
	Tax Group A = <Value 1> Tax Rate1 = "None" Tax Group B = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	• "Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups?" • Click [Yes] to display list of tax groups affected. • Click [OK] to accept the changes.  • "Save changes? " • Click [Yes] to save the changes.	Yes
	Tax Group A = "None" Tax Rate 1 = "None" Tax Group C = <Value 2> Tax Rate 1 = "None" Tax Rate 5 = <Value 2>	"The state <Value 1> conflicts with the state ‘None‘. The state on the tax group will be changed to state <Value 1>." Click [OK]. "The state <Value 1> conflicts with the state <Value 2> on tax group C. The state on this tax must be changed to either state <Value 2> or ‘None‘." Click [OK]. The system does not accept any changes. Click here [image] for detailed instructions on how to modify the State value on a tax rate.	No
	Tax Group A = <Value 2> Tax Rate 1 = "None" Tax Rate 3 = <Value 2> Tax Group B = <Value 2> Tax Rate 1 = "None"	"The state <Value 1> conflicts with the state <Value 2> on tax group A. The state on this tax rate must be changed to either state <Value 2> or ‘None‘ ". Click [OK]. The system does not accept the change. Click here [image] for detailed instructions on how to modify the state value on a tax rate.	No
Changing Tax Rate 1 from a state <Value 1> to "None"	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = "None" Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = <Value 1>	"Changes made to this tax may affect one or more group taxes. Do you want to view a list of related groups?"  Click [Yes] to display list of tax groups affected.  Click [OK] to accept the changes.  "Save changes? " Click [Yes] to save the changes.	Yes
Delete Tax Rate 1 that has a state <Value 1>	Tax Group A = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 2 = <Value 1> Tax Group B = <Value 1> Tax Rate 1 = <Value 1> Tax Rate 3 = "None"	"Deletion of the tax may affect one or more group taxes. Do you want a list of related groups?"  Click [Yes] to display list of tax groups affected. Click [OK] to accept the changes.  "Save changes?" Click [Yes] to save the changes.	Yes


About adding tax rates with state values to a tax group

The following table lists the possible scenarios that can occur when tax rates with state field values are added to a tax group and the associated system results.

Tax Rate added to a Tax Group Scenario	Tax Groups' Initial Value	System Results	Change Accepted?
Tax Rate 3 added with a state value "None"	Tax Group = "None" Tax Rate 1 = "None" Tax Rate 2 = "None"	The state value on the tax group remains equal to "None".	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	The state value on the tax group remains equal to <Value 1>.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	The state value on the tax group remains read only and equal to <Value 1>.	Yes
Tax Rate 3 added with a state <Value 1>	Tax Group  = "None" Tax Rate 1 = "None" Tax Rate 2 = "None"	The state value on the tax group changes to <Value 1> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	The state value on the tax group remains equal to <Value 1> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	The state value on the tax group remains read only and equal to <Value 1>.	Yes
Tax Rate 3 added with a state <Value 2>	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = "None"	The state value on the tax group changes to <Value 2> and becomes read only.	Yes
	Tax Group = <Value 1> Tax Rate 1 = "None" Tax Rate 2 = <Value 1>	The state value remains <Value 1> and the following message displays: "The state <Value 2> on this tax conflicts with the state on the tax group. " Click [OK]. The system does not accept the change. Click here [image] for detailed instructions on how to modify the tax group.	No


Enter Cash Receipts (Tasks menu)

Use to apply cash receipts to customer invoices and customer balances, or enter cash receipts as miscellaneous receipts. You can apply each cash receipt to one or more invoices, or leave them unapplied.

 Windows

 How To

 Additional Information

 Troubleshooting

 Related Topics


Enter Cash Receipts Windows

 Deposit Information

 Enter Cash Receipts - Deposit Items

 Cash Receipts Selection

 Enter Cash Receipts - Cash Receipts

 Cash Receipt Amount

 Cash Receipt Selection

 Write Off f


Deposit Information window

Use to enter general information about this deposit. This information is used during the entry of deposits to verify if the entire deposit has been entered.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information

 Troubleshooting


Bank account

Accept the prefilled bank account or enter the bank account for this deposit. You can click [List] to select from a list of existing bank accounts that have been approved for Accounts Receivable entry in the Cash Management application (Setup menu - Bank accounts, GL Cash Accounts tab).


Description

Displays the description of the bank account you selected.


Deposit date

Accept the prefilled deposit date or enter the deposit date. You can click [List] to select from a list of deposits if you are editing an existing deposit.


Deposit ID

Enter the deposit ID. This ID is used when multiple deposits are made using the same bank account and deposit date. You can click [List] to select a deposit if you are editing an existing deposit.


Deposit type

Select the deposit type for this deposit. You can modify or add items to this list in Custom Descriptions.


Number of deposit items

Enter the number of cash receipts (up to 3 digits) in this deposit.


Remaining deposit items

Displays the number of items left to be entered in this deposit.


Total deposit amount

Enter the total amount (up to 11.2 digits) of this deposit. Negative amounts cannot be entered.


Remaining deposit amount

Displays the total amount left to be entered in this deposit.


[OK]

Accepts your current entries and opens the Enter Cash Receipts window.


[Close]

Closes this command and returns you to the previous window.


[Delete]

Deletes this deposit.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Help]

Starts Help and displays information about this window.


Enter Cash Receipts - Deposit Items window

Use to enter deposit items and apply cash receipts to customer invoices and distributions.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information

 Troubleshooting


Deposit Item Type

Select the type you want to assign this deposit item. You can modify or add items to this list in Custom Descriptions.


Customer

Enter the customer from which this deposit item was received. You can click [List] to select from a list of customers. If you are entering a Miscellaneous GL or Miscellaneous JC cash receipt type, leave this column blank. For more information on entering different cash receipt types, see "Entering cash receipts."

The title of this item may be different if changed in Custom Descriptions.


Payer

If the payer is different from the customer, enter the payer. You can click [List] to select from a list of payers.


Cash receipt ID

Enter the cash receipt ID. This is the deposit item identification. For example, you can use the check number or wire transfer identifier.

The title of this item may be different if changed in Custom Descriptions.


Amount

Enter the amount of the deposit item (up to 11.2 digits).


Reference

Enter the reference (up to 15 characters) for this deposit item. This is sent to the General Ledger reference.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this deposit item (up to 30 characters).


Customer cash receipt date

Enter the date of the customer's check. This is used as an additional reference for this deposit item.

The title of this item may be different if changed in Custom Descriptions.


Customer bank account code

Enter the FRB (Federal Reserve Board) code from the check. The FRB is located on the top right of the check.

The title of this item may be different if changed in Custom Descriptions.


[Deposit]

Opens the Deposit Information window where you can view or change the information for this deposit.


[Save Line]

Saves the current line or cash receipt.


[Cancel Line]

Cancels the current line or cash receipt.


[Finish]

Accepts the cash receipts and closes this window.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[List]

Displays a list you can select from for the current item in this window.


[Autoset]

Autosets the column containing the cursor. You can also Autoset a column by clicking on the column heading. Autoset columns are noted with an asterisk in the column heading.


[Cash Receipts]

Opens the Enter Cash Receipts - Cash Receipts window where you can apply cash receipts to unpaid invoices and distributions.

The title of this item may be different if changed in Custom Descriptions.


[Delete Line]

Deletes the current line.


[Help]

Starts Help and displays information about this window.


Cash Receipts Selection window

Use to select the invoices you want applied to the current deposit item. Highlight the appropriate invoice(s), or you can click [Apply] or [Unapply] to automatically select or deselect invoices. If you have marked the Apply cash receipts to invoices box in AR Settings, Entry Settings, invoices are automatically highlighted when you open this window.

You can also use "best fit" to select an invoice from the list by entering the invoice ID on the keyboard instead of selecting the invoice using the mouse. As you type, the invoice in the list that most closely matches your input is selected. Enter as many characters as necessary for the system to locate the invoice in the list.

For help on an item in this window, click [image] on the window and then click the item.

 How To

 Additional Information

 Troubleshooting


Customer

Displays the customer ID if a customer was entered in the Enter Cash Receipts – Deposit Items grid.

The title of this item may be different if changed in Custom Descriptions.


Contract

Displays the contract associated with the last invoice that you selected or deselected with your mouse. A contract will not display for a Quick Bill invoice from the Billing application.


Job

Displays the job associated with the last invoice that you selected or deselected with your mouse. A job will not display if there are multiple jobs on the invoice.


Customer name

Displays the customer name if a customer was entered in the invoice or distribution grid.

The title of this item may be different if changed in Custom Descriptions.


Contract Description

Displays the description of the contract associated with the last invoice that you selected or deselected with your mouse. Quick Bill invoices do not display a contract description.


Job Description

Displays the job description of the job associated with the last invoice that you selected or deselected with your mouse. A job description will not display if there are multiple jobs on the invoice.


Deposit item amount

Displays the deposit item amount being applied.


Amount applied

Displays the deposit item amount that has already been applied to invoices.


Remaining amount

Displays the deposit item amount that has not yet been applied.


Finance Charge

Displays the outstanding finance charge amount for the selected invoice. If the outstanding finance charge amount is $0.00, this field is blank.

The title of this item may be different if changed in Custom Descriptions.


Customer invoices

Displays invoice, draw, status, retainage, outstanding amount, and applied amount on outstanding invoices for this customer. Select the invoice for which you want to apply the deposit item.

If you are using finance charges, the FC column appears. If a finance charge was generated for an invoice, that fact is indicated in this column.


[OK]

Accepts the current selection.


[Cancel]

Closes this window without accepting any of the current entries and returns to the Enter Cash Receipts window.


[Find]

Opens the Find window where you can specify conditions to search for a specific invoice. This button is active when a customer is not entered in the Deposit items window. When you are in the Cash Receipts window, click [Select] which takes you to the Cash Receipt Selection window where [Find] is active.


[Cash Receipts]

Opens the Enter Cash Receipts - Cash Receipts window. The selected items from the Payment Selection window are prefilled.

The title of this item may be different if changed in Custom Descriptions.


[Write Off]

Opens the Write-Off Amount window. The outstanding invoice amount, outstanding finance charge amount, outstanding total amount, write-off finance charge amount, and write-off total amount prefill.

This button is not available if the invoice in focus is a credit invoice, has a current deposit amount applied against it, or if the invoice has a pending post write off already against it.


[Amount]

Opens the Cash Receipt Amount window where you can enter the amount of cash receipt you want applied against this invoice


[Help]

Starts Help and displays information about this window.


Cash Receipt Amount window
Cash Receipts Amount window

Use to enter the cash receipt amount you want to apply to this invoice.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To


Amount

Enter the cash receipt amount you want to apply to this invoice.


[Apply]

Applies a deposit item to multiple invoices. If no invoices are highlighted prior to clicking [Apply], invoices are applied starting at the top of the invoice list. If you highlight an invoice and then click [Apply], invoices below the highlighted invoice are applied.


[Unapply]

Unapplies the deposit item from all highlighted invoices.


[OK]

Accepts the cash receipt amount and returns to the Payment Selection window.


[Cancel]

Closes this window without accepting the current entries and returns to the Payment Selection window.


[Help]

Starts Help and displays information about this window.


Enter Cash Receipts - Cash Receipts window
Enter Cash Receipts - Cash Receipts & Distributions window

Use to apply cash receipts to unpaid invoices and distributions.

Note

•	For Tax Group and Exempt Status to appear in the distribution grid, you need to mark the Tracking tax retainage box in AR Settings. You can enter tax distributions for only Miscellaneous GL and Miscellaneous JC cash receipt types.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


Cash Receipt Type

Select the type of cash receipt you are applying. The options are:

•	Invoice cash receipt--applies a cash receipt to a specific invoice. For accrual accounting, this credits the AR account from the invoice distribution. For cash accounting, this credits the revenue account from the invoice distribution.

•	Customer cash receipt--applies a cash receipt to a customer balance and not necessarily to any specific invoice. For accrual accounting, this credits the Customer cash applied to an invoice through Adjust Receivables. For cash accounting, this credits the Customer cash receipt revenue account from AR Settings.

•	Misc GL--applies a non-customer related cash receipt to Accounts Receivable. For both accrual and cash accounting, this credits the Misc receipts account from AR Settings.

•	Misc JC--applies a cash receipt that reduces the cost of the job. For example, refunds on utility deposits. For both accrual and cash accounting, credits the Cost account from Job Cost based on the JC cost retrieval.

The title of this item may be different if changed in Custom Descriptions.


Customer

If you are entering a Customer Payment, enter the customer on the invoice you want to apply this cash receipt to. You can click [List] to select from a list of customers.

The title of this item may be different if changed in Custom Descriptions.


Contract

Displays the contract for the invoice that is being paid.

The title of this item may be different if changed in Custom Descriptions.


Invoice

If an invoice is selected in the Payment Selection window, the invoice is displayed here. This invoice cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Draw

Displays the draw ID for the invoice that is being paid.


Outstanding amount

Displays the unpaid amount of the selected invoice.


Amount

Accept the prefilled amount or enter the amount you want to apply to this invoice.


Reference

Enter the reference (up to 15 characters) for this cash receipt. You can send this to General Ledger as a reference.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this cash receipt (up to 30 characters).


Amount type

Displays the distribution type based on cash receipt type for new distributions, or invoice type for existing distributions.


Contract Item

Displays the contract item for this distribution..

The title of this item may be different if changed in Custom Descriptions.


Job

Displays the job for this distribution. This column can be changed for Miscellaneous JC entries only.


Extra

Displays the extra for this distribution. This column can be changed for Miscellaneous JC entries only.


Cost code

Displays the JC cost code for this distribution. This column can be changed for Miscellaneous JC entries only.

The title of this item may be different if changed in Custom Descriptions.


Category

Displays the category for this distribution. This column can be changed for Miscellaneous JC entries only.


Tax Group

When entering a Miscellaneous GL or Miscellaneous JC cash receipt type, if the amount type of the distribution is Miscellaneous, enter a tax group. You can click [List] to select from a list of tax groups. If the distribution amount type is Tax, this field remains blank. When you click [Calculate Taxes], taxes are calculated using the tax group entered.

For other cash receipt types, this is only a display field.

Tax Group appears on the distribution grid only if the Tracking tax retainage box is marked in AR Settings.


Tax ID

When entering a Miscellaneous GL or Miscellaneous JC cash receipt type, if the amount type of the distribution is Tax, enter a tax ID. You can click [List] to select from a list of tax IDs. If the amount type of the distribution is Miscellaneous, this field remains blank.

For other cash receipt types, this is only a display field.


Exempt Status

When entering a Miscellaneous GL or Miscellaneous JC cash receipt type, if the amount type of the distribution is Miscellaneous, select an exempt status. The exempt status prefills with the default for the AR Exempt Status in Custom List Setup (Data Folder Setup, Custom Descriptions), but you can change it. If you enter an exempt status of Taxable, when you click [Calculate Taxes], tax distributions are calculated. If the amount type of the distribution is Tax, an exempt status of Non-Taxable appears and cannot be changed.

For other cash receipt types, this is only a display field.

Exempt Status appears on the distribution grid only if the Tracking tax retainage box is marked in AR Settings.


Credit account - accrual

Accept the prefilled credit account or enter the accrual credit account you want for this distribution. You can click [List] to select an account.

If you are using the Control Account Type feature, and the cash receipt type is Misc JC Entries, enter a JC cost control account or any non-control account. If the cash receipt type is Misc GL Entries, enter a revenue control account or any non-control account. If the cash receipt type is any other type, enter an Other control account or any non-control account.


Credit account - cash

Accept the prefilled credit account or enter the cash credit account you want for this distribution. You can click [List] to select an account.

If you are using the Control Account Type feature, and the cash receipt type is Misc JC Entries, enter a JC cost control account or any non-control account. If the cash receipt type is Misc GL Entries, enter a revenue control account or any non-control account. If the cash receipt type is any other type, enter an other control account or any non-control account.


Outstanding amount

Displays the amount outstanding for this distribution.


Amount

Accept the prefilled amount or enter the amount (up to 11.2 digits) to paid on this distribution.


[Finish Cash Receipts] & [Finish]

If [Finish Cash Receipts], saves the current cash receipt and returns to the Deposit Item window.

If [Finish], saves the current distribution(s) and returns to the Enter Cash Receipts - Cash Receipts window.


[Cancel]

Cancels the current cash receipt.


[List]

Displays a list you can select from for the current item in the window.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Delete Line]

Deletes the current line.


[Save Line]

Saves the current line.


[Distributions]

Moves to the distribution grid and displays the distributions for the current invoice.


[Select]

Opens the Cash Receipt Selection window.


[Calculate Taxes]

Calculates taxes for Miscellaneous GL and Miscellaneous JC cash receipt types with a distribution amount type of Miscellaneous. Each tax rate calculation appears below its taxable distribution and has an amount type of Tax. After saving a distribution, this button is active.

You can manually change the tax ID or amount on a tax distribution line after it is automatically calculated. Be aware that if you click [Calculate Taxes] again, your manual changes are replaced with the previously calculated tax distribution. The same applies if you delete a tax distribution line. If you click [Calculate Taxes], it is recreated.

If you change the tax group or amount on a taxable distribution (amount type of Miscellaneous), you need to click [Calculate Taxes] again to recalculate the taxes.


[Help]

Starts Help and displays information about this window.


Enter Cash Receipts - Write Off Amount window

Use to write off all or part of the outstanding invoice and finance charge amount for this invoice.


Outstanding Invoice amount

Displays the outstanding amount of the invoice, not including the finance charges.


Write-off Invoice amount

Enter the amount (up to 9.2 digits) of this invoice to write off. The amount entered must be equal to or less than the outstanding invoice amount.

This amount does not include the write-off finance charge amount or the retainage held.


Outstanding Finance charge amount

Displays the outstanding finance charge amount for the invoice.

The title of this item may be different if changed in Custom Descriptions.


Write-off Finance charge amount

Enter the amount of the finance charge to write off. The amount entered must be equal or less than the outstanding finance charge amount.

The title of this item may be different if changed in Custom Descriptions.


Outstanding Total amount

Displays the total outstanding amount for the invoice. This is the sum of the outstanding invoice amount and outstanding finance charge amount.


Write-off Total amount

Displays the total write-off amount for this invoice. This is the sum of the write-off invoice amount and write-off finance charge amount.


[OK]

Accepts the write-off amount and returns to the Payment Selection window.


[Cancel]

Cancels the current write-off.


[Help]

Starts Help and displays information about this window.


About entering cash receipts

Types of cash receipts you can enter

•	Invoice cash receipt [image] How?

•	Customer cash receipt [image] How?

•	Miscellaneous GL receipt [image] How?

•	Miscellaneous JC receipt [image] How?

Customizing cash receipt entry views

You can customize your own cash receipt entry view.  How?

AR Settings that affect cash receipt entry

•	Entry Settings--Choose whether or not you want invoices to be automatically highlighted and selected for payment in the Cash Receipt Selection window. There is a setting that gives you the ability to distribute cash receipts to individual invoice items. Other items include the Bank Account and the Primary ID. Choose your Entry Settings before entering cash receipts.  How?

•	GL Settings--Enter the default accounts used for entering cash receipts.  How?

•	Post and Interface Settings--Select whether or not Accounts Receivable creates entries for other applications such as Cash Management, Contracts, General Ledger, or Job Cost, and whether posting is manual or automatic.  How?

•	Forms and Journals--Select the report used for the Enter Cash Receipts Journal.  How?

Note

•	You cannot enter negative deposit and deposit item amounts.

Related Topics


About cash receipt types in Enter Cash Receipts

The cash receipt type you select on the Enter Cash Receipts – Cash Receipts window determines how the cash receipt is processed on the customer account, in General Ledger, and in Job Cost. The following lists the cash receipt types available in Enter Cash Receipts:

•	Invoice cash receipt--applies a cash receipt to a specific invoice for a customer. For accrual accounting, this credits the AR account from the invoice distribution. For cash accounting, this credits the revenue account from the invoice distribution.  How?

•	Customer cash receipt--applies a cash receipt to a customer balance and not to any specific invoice. A customer cash receipt is considered to be "unapplied" customer activity, and is usually applied to an invoice in the future. If not applied to an invoice, it can be adjusted (NFS check or refund) or voided. An example of a customer cash receipt is an overpayment received from a customer. For both accrual and cash accounting, this credits the Customer cash receipt account from AR Settings – GL Balance Sheet Accounts.  How?

•	Miscellaneous GL--applies a non-customer related cash receipt to General Ledger. For example, a rent payment received. For both accrual and cash accounting, this credits the Misc receipts account from AR Settings – GL Misc Accounts.  How?

•	Miscellaneous JC--applies a cash receipt that reduces the cost of the job, but does not affect a customer balance. For example, refunds on utility deposits. For both accrual and cash accounting, this credits the Cost account from Job Cost based on the JC cost account retrieval.  How?

Related Topics


About the account retrieval method in Enter Cash Receipts
About the account retrieval in Enter Cash Receipts

Select the Cash receipt type for which you want to view the account retrieval hierarchy:

 Add-on

 Deduction

 Equipment, Labor, Material, Other, Overhead, Subcontract, Total billed

 Miscellaneous GL

 Miscellaneous JC

 Retainage billed

 Tax

 Tax retainage billed

Related Topics


Add-on

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Equipment, Labor, Material, Other, Overhead, Subcontract, Total billed

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Deduction - base
Deduction

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Tax

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Retainage billed

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Tax retainage billed

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Debit account from the distribution record of the invoice being paid	1 - Bank Account record	1 - Cash credit account from the distribution record of the invoice being paid
Related Topics


Unapplied receipt

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - AR Settings	1 - Bank Account record	1 - AR Settings
Related Topics


Miscellaneous JC

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 - Bank Account record	1 - Job Cost retrieval method based on the Job, Extra, Cost code, Category entered	1 - Bank Account record	1 - Job Cost retrieval method based on the Job, Extra, Cost code, Category entered
Related Topics


Miscellaneous GL Receipt

The following table illustrates the account retrieval hierarchy in Enter Cash Receipts for this cash receipt type. Also see "About the prefix retrieval method in Enter Cash Receipts."

Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
1 -Bank Account record	1 - AR Settings	1 - Bank Account record	1 - AR Settings
Related Topics


About the prefix retrieval method in Enter Cash Receipts
About the prefix retrieval in Enter Cash Receipts

The following table illustrates the prefix retrieval hierarchy in Enter Cash Receipts by cash receipt type:

Cash Receipt Type	Debit Account	Credit Account	Cash Debit Account	Cash Credit Account
Invoice receipt	---	---	---	---
Miscellaneous  GL receipt	---	AR Settings	---	AR Settings
Customer receipt	---	Customer, AR Settings	---	Customer, AR Settings
Miscellaneous JC receipt	---	JC cost account retrieval method	---	JC cost account retrieval method
Related Topics


Message 48732

An error has occurred because of database inconsistencies. The deposit item has been deleted, and all records associated with it have been restored to their prior state. Please contact Customer Support at 1-800-551-8307 as soon as possible. When you call the Customer Support line, press zero and give the receptionist the error code number. A senior Customer Support representative will contact you shortly. You may click [OK] when you receive this error message so you can continue processing while waiting for Customer Support to return your call.


Message 48733

An error has occurred because of database inconsistencies. The deposit item has been deleted, and all records associated with it have been restored to their prior state. Please contact Customer Support at 1-800-551-8307 as soon as possible. When you call the Customer Support line, press zero and give the receptionist the error code number. A senior Customer Support representative will contact you shortly. You may click [OK] when you receive this error message so you can continue processing while waiting for Customer Support to return your call.


Message 48779

An error has occurred because of database inconsistencies. This deposit item and its associated records have been recovered to their prior state before the edits. Please contact Customer Support at 1-800-551-8307 as soon as possible. When you call the Customer Support line, press zero and give the receptionist the error code number. A senior Customer Support representative will contact you shortly. You may click [OK] when you receive this error message so you can continue processing while waiting for Customer Support to return your call.


Message 48780

An error has occurred because of database inconsistencies. This deposit item has been deleted, and all records associated with it have been restored to their prior unpaid state. Please contact Customer Support at 1-800-551-8307 immediately. When you call the Customer Support line, press zero and give the receptionist the error code number. A senior Customer Support representative will contact you shortly. You may click [OK] when you receive this error message so you can continue processing while waiting for Customer Support to return your call.


Close Year (Tasks menu)

Use to close the current year. When you close the year, the amounts stored for This Year and Next Year are moved.

 Close Year window

 How To

 Additional Information


Close Year window

When you have entered and posted all of the invoices and cash receipts for the year and printed year-end reports, you can close the year. When you close the year, the amounts stored for This Year and Next Year in the customer totals are moved. Click [Start] to begin closing the year. You do not need to stop processing cash receipts, invoices, or adjustments while closing the year.

Warning

•	Before closing the year, back up your data files. If you should experience any problems, you can rely on your backup file.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


Current year end date

Displays the current year ending date. This should be the year ending date in the AR Settings window.


New year end date

Displays the new year ending date.


[Start]

Begins the close year process.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


What happens when the year is closed

When the current year is closed, the This Year customer totals are cleared and the Next Year customer totals are moved to the This Year fields. The Year ending date in AR Settings is changed to the Next year ending date that displays in the Print Selection window of Close Year.

Warning

•	Before closing the year, back up your data files. If you should experience any problems, you can rely on your backup file.

Related Topics


Contact (Setup menu)

Use to set up contacts which can be used in Accounts Receivable and Contracts. Contact types can be modified and set up in Custom Descriptions. To ensure that you know who to reach for any given situation, you can define up to 10 contact types.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Tabs

 How To

 Additional Information


Contact Setup Tabs

 Custom Fields

 General


Contact Setup - General tab

Use to set up general information about this contact including the contact type, address, phone numbers, and ABN.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To

 Additional Information


Contact

Enter the contact ID (up to 15 characters) you want to assign this contact. You can click [List] to select from a list of existing contacts. If you want the contact to display in alphabetical name order on reports and inquiries, use the following name format: Last name; First name. See "About setting up customer names" for additional information on name formatting.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the contact name (up to 30 characters).


Type

Select the type for this contact. Items on this list can be set up and modified in Custom Descriptions. To ensure that you know who to reach for any given situation, you can select up to 10 for each customer. There is no limit to the number of types you can set up in Custom Descriptions.

Examples: Billing, Financial, Project Manager, AP Clerk

You can also set up your own employees as contacts and include them on the Customer records for which they are responsible.

The title of this item may be different if changed in Custom Descriptions.


Customer

Enter the customer number (up to 10 characters) associated with this contact. You can click [List] to select from a list of customers. If you use this contact for multiple customers, leave this blank.

The title of this item may be different if changed in Custom Descriptions.


Title

Enter this contact's title (up to 30 characters). You can use this field to depict the contacts professional title (e.g., Senior Architect, Purchasing Agent, etc.) or to determine Mr., Mrs., Miss, etc. If you are interfacing with the Payroll application, the later example is generally used.


Department

Enter the department (up to 30 characters) this contact represents.


Company

Enter the company (up to 30 characters) this contact represents.


Address

Enter the street address and suite number (up to 4 lines, 30 characters each) for this company.


City

Enter the city (up to 30 characters).


State

Enter the state (up to 4 characters).


Zip

Enter the Zip code (up to 10 characters).


ABN

Enter the Australian Business Number (up to 20 characters) for this contact. In Accounts Receivable, it is retrieved and printed on statements and retainage invoices with tax retainage. In Billing, it prints on invoices with tax retainage (TRet). It is also referred to as the recipient ABN.

An ABN can also be entered for each Accounts Receivable customer (Setup menu, Customer, Taxes tab). The ABN from the customer is printed on an invoice only if no ABN is entered for a contact.

Note

•	An owner ABN is entered in General Ledger on the Fiscal Settings window. This is your company's ABN number. It is also retrieved and printed on invoices if you have General Ledger installed. Since it is possible to have several owner ABNs, the prefix is retrieved from the following locations to determine which owner ABN to print on an invoice:  first from the prefix on the contract (Accounts tab) in Contracts, second from the GL prefix on the customer setup (Status tab) in Accounts Receivable; and lastly from the Default prefix in AR Settings in Accounts Receivable.


Phone

Enter this contact's telephone number. The area code is optional. Punctuation is automatically entered for you.


Fax

Enter this contact's fax number. The area code is optional. Punctuation is automatically entered for you.


Cellular

Enter this contact's cellular telephone number. The area code is optional. Punctuation is automatically entered for you.


Pager

Enter this contact's pager number. The area code is optional. Punctuation is automatically entered for you.


E-mail address

Enter this contact's E-mail address (up to 50 characters).

The title of this item may be different if changed in Custom Descriptions.


Contact Setup - Custom Fields tab

Use to enter miscellaneous information that is not stored elsewhere. Setting up custom fields is optional. If you do not set up any custom fields, this tab will be blank. You can define up to 250 fields. The fields you define are available on reports and inquiries you design.

The contact appears at the top of the Custom Fields tab to identify the contact record that is being reviewed or modified.

Refer to "Changing and adding custom fields" for detailed instructions.

For help on an item on this tab, click [image] on the toolbar and then click the item.


[Close]

Closes this command and returns you to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Previous]

Displays the previous contact.


[Next]

Displays the next contact.


[Mail]

Opens an e-mail window where you can send a message to the current customer. This feature supports Microsoft Exchange only.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Delete]

Deletes the current contact.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new contact, these items prefill with the information you enter (for this session only).


[Mail]

Opens an e-mail window where you can send a message to the current customer.


[Help]

Starts Help and displays information about this window.


[Save]

Saves the entries for this contact.


[Cancel]

Cancels the current entries for this contact.


Customize Invoice Entries (Tools, Customize Entry, Invoices menu)

Use to customize the content and order of the columns that display in the Enter Invoice grids. Some columns are mandatory and in some cases columns are dependent on other columns. For example, if you select Contract as a column, Contract Item will automatically be added to the grid.

You can set up multiple user grids, restricting some users from using specific columns. For example, you can allow GL accounts for one user and restrict them for others.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Windows

 How To

 Additional Information


Customize Invoice Entries Windows

 Customize Invoice Entry

 Customize Invoice Entry - Options


Customize Invoice Entry window

Use to customize the content and order of the columns that display in the Enter Invoices grids. Some columns are mandatory and in some cases columns are dependent on other columns. For example, if you select Contract as a column, Contract Item will automatically be added to the grid.

You can set up multiple user grids, restricting some users from using specific columns. For example, you can allow GL accounts for one user and restrict them for others.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


View

Enter a name for the invoice entry view (up to 30 characters). You can click [List] to select from a list of existing views.


Invoice Entry Fields

Select the fields you want to appear in the Enter Invoices grid by highlighting your selection, then pressing Enter or double clicking with your mouse. Your selections display, in the appropriate group on the right.

The title of this item may be different if changed in Custom Descriptions.


Invoice

Displays the items you have selected to appear in the invoice entry section during Enter Invoices.

The title of this item may be different if changed in Custom Descriptions.


Distribution

Displays the items you have selected to appear in the invoice distribution section during Enter Invoices.


[Index]

Displays the records available for use in setting up invoice entries.


[Find]

Opens the Find field which allows you to enter the field name you want to find.


[Order]

Changes the order in which fields are displayed in the list.


[Next]

When you enter the field name you want to find, you can click [Next] to find the next field in the list.


[Prev]

When you enter the field name you want to find, you can click [Previous] to find the last field in the list.


Field name

Enter the name of the field you want to find.


[Close]

Closes this command and returns you to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Previous]

Displays the previous field.


[Next]

Displays the next customer.


[Help]

Starts Help and displays information about this window.


[Save]

Saves the entries for this view.


[Cancel]

Cancels the current entries for this view.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Erase last]

Removes the last item you selected.


[Options]

Opens the Customize Invoice Entry - Options window, where you can customize the attributes of your view.


About required columns in Enter Invoices

The following tables illustrate the available columns by grid and whether the column is required. Additional columns may be required depending upon your AR Settings. For example, if you are using taxes, then Tax ID and Tax group may be required.

Invoice Grid

Column	Required?
Customer	Yes
Invoice	Yes
Invoice date	Yes
Draw	Yes
Contract	No
Amount	Yes
Retainage held	No
Reference	No
Description	No
Due date	No
Note

•	In order to automatically calculate retainage in the invoice grid, you must include the Retainage held column.

Distribution Grid

Column	Required?
Amount type	Yes
Contract item	No
Job	No
Extra	No
Tax ID	Yes
Tax Group	Yes
Units billed	No
Amount	Yes
Retainage held	No
Accounting date	No
Debit account accrual	No
Credit account accrual	No
Credit account cash	No
Note

•	In order to automatically calculate retainage in the distribution grid, you must include the Retainage held column.

Related Topics


Customize Payment Entries (Tools, Customize Entry, Payments menu)
Customize Cash Receipts Entries (Tools, Customize Entry, Cash Receipts menu)

Use to customize the content and order of the columns that display in the Enter Cash Receipts grids. Some columns are mandatory and in some cases columns are dependent on other columns. For example, if you select Contract as a column, Contract Item will automatically be added to the grid.

You can set up multiple user grids, restricting some users from using specific columns. For example, you can allow GL accounts for one user and restrict them for others.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Windows

 How To

 Additional Information


Customize Cash Receipt Entries Windows

 Customize Cash Receipts Entry

 Customize Cash Receipts Entry - Options


Customize Payment Entry window
Customize Cash Receipt Entry window

Use to customize the content and order of the columns that display in the Enter Cash Receipts grids. Some columns are mandatory and in some cases columns are dependent on other columns. For example, if you select Contract as a column, Contract Item will automatically be added to the grid.

You can set up multiple user grids, restricting some users from using specific columns. For example, you can allow GL accounts for one user and restrict them for others.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


View

Enter a name for the cash receipt entry view (up to 30 characters). You can click [List] to select from a list of existing views.


Cash Receipt Entry Fields

Select the fields you want in the Enter Cash Receipts grid by highlighting your selection, then pressing Enter or double clicking with your mouse. Your selections display in the appropriate groups on the right.

The title of this item may be different if changed in Custom Descriptions.


Deposit Item

Displays the deposit item grid columns you have selected. The deposit item grid is used for entering checks and other receipts which are posted to invoices or identified as miscellaneous receipts.


Cash Receipt

Displays the cash receipt grid columns you have selected. The cash receipt grid is used to post the deposit item to individual invoices or as miscellaneous receipts


Cash Receipt Dist

Displays the cash receipt distribution grid columns you have selected. The distribution grid is used to specify individual invoice items to be paid with the cash receipt.


[Index]

Displays the records available for use in setting up cash receipt entries.


[Find]

Opens the Find field which allows you to enter the field name you want to find.


[Order]

Changes the order in which fields are displayed in the list.


[Next]

When you enter the field name you want to find, you can click [Next] to find the next field in the list.


[Prev]

When you enter the field name you want to find, you can click [Previous] to find the last field in the list.


Field name

Enter the name of the field you want to find.


[Close]

Closes this command and returns you to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Previous]

Displays the previous view.


[Next]

Displays the next view.


[Help]

Starts Help and displays information about this window.


[Save]

Saves the entries for this view.


[Cancel]

Cancels the current entries for this view.


[Delete]

Deletes this view.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Erase last]

Removes the last item you selected.


[Options]

Opens the Customize Cash Receipts Entry - Options window, where you can customize the attributes of your view.


Customize Payment Entry - Options window
Customize Entry - Options window

Use to customize the attributes of your view. You can also select a report design for the journal.

To select a shortcut key, use the right and left arrows to underline the character you want to use.

For help on an item in this window, click [image] on the window and then click the item.

 How To


Journal design

Select a TS-Report design used to print the journal for this Enter Cash Receipts journal. You can click [. . .] on the right to select a design.


[OK]

Accepts your entries and closes this window.


[Cancel]

Cancels the current entries for this view.


[Help]

Starts Help and displays information about this window.


About required columns in Enter Cash Receipts

The following tables illustrate the available columns by grid and whether the column is required:

Deposit Item Grid

Column	Required?
Deposit item type	Yes
Customer	No
Payer	No
Cash receipt ID	No
Amount	Yes
Reference	No
Description	No
Customer cash receipt date	No
Customer bank account code	No
Cash Receipts Grid

Column	Required?
Cash receipt type	Yes
Customer	No
Contract	No
Invoice	No
Outstanding amount	No
Amount	Yes
Reference	No
Description	No
Cash Receipt Distribution Grid

Column	Required?
Amount type	Yes
Contract Item	No
Job	No
Exempt Status	Yes, if tracking tax retainage
Extra	No
Cost code	No
Category	No
Tax ID	Yes, if tracking tax retainage
Tax Group	Yes, if tracking tax retainage
Accrual credit account	No
Cash credit account	No
Amount	Yes
Related Topics


Customer (Setup menu)

Use to set up general information such as name and address, and other information used when entering invoices for your customers.

The Name field may be disabled if the following conditions apply:

•	Security is enabled for Accounts Payable.

•	Your permissions do not allow access to vendor setup.

•	This AR customer is associated with an AB company that is also associated with an AP vendor.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Tabs

 Windows

 How To

 Additional Information


Customer Setup Tabs

 Billing

 Checklist

 Contacts

 Custom Fields

 General

 Tables

 Status

 Taxes

 Text 1

 Text 2


Customer Setup Windows

 Customer Totals Setup


Customer

Enter the customer ID (up to 10 characters) you want to assign this customer. You can click [List] to select a customer ID. You can set up customer IDs that are alphabetic, numeric, or a combination of both. You may want to group different types of customers according to a coding scheme.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the customer name (up to 35 characters).

You can display customer names in alphabetical order for ease of use on reports, viewing [List] and when using Inquiry. To use this feature, enter the customer name in the following order: Last name; First name.

Examples: Simpson Construction; Tom  or  Drywall Company;The

This field may be disabled if the following conditions apply:

•	Security is enabled for Accounts Payable.

•	Your permissions do not allow access to vendor setup.

•	This AR customer is associated with an AB company that is also associated with an AP vendor.


Customer Setup - General tab

Use to set up general information about the customer.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Type

Select the type you want to assign this customer. You can modify or add items to this list in Custom Descriptions.

Examples: Government, Commercial, Residential


Trade

Select the trade type you want to assign this customer. You can modify or add items to this list in Custom Descriptions.

Examples: Commercial, Residential, Government, School

The title of this item may be different if changed in Custom Descriptions.


Key 1

Enter the key (up to 15 characters) you want to use for this customer. Keys can be used for sorting customers in alternate orders. For example, you may want to sort several reports by Salesperson or Project Manager. You can set up Key 1 as Type. Another use for this field may be to sort customers by city or state.

The title of this item may be different if changed in Custom Descriptions.


Key 2

Enter the key (up to 15 characters) you want to use for this customer. Keys can be used for sorting customers in alternate orders. For example, you may want to sort several reports by Salesperson or Project Manager. You can set up Key 1 as Type. Another use for this field may be to sort by customers city or state.

The title of this item may be different if changed in Custom Descriptions.


Address

Enter the customer's street address (4 lines, up to 30 characters each).


City

Enter the customer's city (up to 30 characters).


State

Enter the state abbreviation (up to 4 characters).


Zip

Enter the ZIP code (up to 10 characters).


Phone

Enter the customer's telephone number (area code is optional). Punctuation is automatically entered for you.


Fax number

Enter the vendor's Fax number (area code is optional). Punctuation is automatically entered for you.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.


E-mail address

Enter the customer's e-mail address (up to 50 characters).

The title of this item may be different if changed in Custom Descriptions.


Customer Setup - Status tab

Use to set up default terms for this customer. This information is used during processing and for reports and inquiries.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Date established

This field is for reporting purposes only. You can enter the date in which the customer was established in business, or the date in which the customer was established in your database. It is important that you are consistent in the date you use for all of your customers.


GL prefix

Enter the General Ledger prefix for this customer. You can click [List] to select from a list of prefixes.

When entering invoices, the prefix is retrieved first from the Contract item (Accounts tab) in the Contracts application. If no prefix is found, the system looks at the Contract (Accounts tab) also in the Contracts application. If no prefix is found there, it looks for the prefix here, on the Customer record. If this is blank, the system looks at AR Settings, GL Settings.


Days before due

Enter the number of days past the billing date that the invoice is due. For example, if the customer generally receives 30 days to pay, enter 30. This number is used during Enter Invoices to automatically calculate the invoice due date.


Status

Select the status you want to assign this customer:

•	Active--allows processing of all invoices for this customer.

•	On hold--generates a warning when an invoice is entered for this customer.

•	Inactive--prevents invoices from being generated for this inactive customer.


Send statement

If this customer should receive a monthly statement, mark this box. You can use this field in your conditions when you print Statement reports from the Reports menu.


PO required

If this customer requires a purchase order on invoices, mark this box. This field is used for reporting purposes only.


Credit limit

Enter the highest balance allowed for this customer (up to 12.2 digits). This field is used for reporting purposes only.


Credit rating

Select the credit rating you want to assign this customer. This field is used for reporting purposes only.

You can modify or add items to this list in Custom Descriptions.


Customer Setup - Contacts tab

Use to enter up to 10 contacts associated with this customer, such as banker.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Contact

Enter the contact (up to 15 characters) you want to associate with this customer. You can click [List] to select a contact.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.


Customer Setup - Billing tab

Use to set up customer billing information.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To

 Related Topics


Billing address

Enter the billing address (up to 30 characters per line, maximum 4 lines). If this address is left blank, the address on the General tab is used in the Billing application if you are interfacing with Billing.


City

Enter the billing city (up to 30 characters).


State

Enter the billing state abbreviation (up to 4 characters).


Zip

Enter the billing zip code (up to 10 characters).


Billing e-mail address

Enter the electronic billing address (up to 50 characters).

The title of this item may be different if changed in Custom Descriptions.


Billing contact

Enter the name (up to 15 characters) of the person you want invoices directed to. You can click [List] to select a contact.

The title of this item may be different if changed in Custom Descriptions.


Invoice format

Enter the invoice format (up to 25 characters) this customer typically uses. You can click [List] to select from a list of invoice formats.

The title of this item may be different if changed in Custom Descriptions.


Billing frequency

Select the billing frequency you want to use when generating invoices for this customer. You can modify or add items to this list in Custom Descriptions. Examples might be Monthly, Weekly, on the 5th of the month, etc.


Auto text

Enter the text (up to 10 characters) you want included in the draw numbers generated for this customer. The Auto text field can be used to identify draws by customer. For example, if the auto text value is JOHNSON and the last auto draw number is 1000, when the next draw is entered for this customer, the draw ID generated will be JOHNSON1001.

This text is used in Enter Invoices when Customer is selected in AR Settings, Entry Settings. This text is used in the Billing application when Customer is selected as the Source on the contract (Invoice tab). This is also used when Use Contract source is selected in AR Settings, Entry Settings and Customer is selected on the contract in the Contracts application (Invoice tab).


Last auto number

Enter the last draw number (up to 5 digits) that was used for this customer. The next draw number generated for this customer is this number plus one. This number is updated when invoices are processed.

This number is used in Enter Invoices and Bill Retainage when the following two conditions are true:

•	You selected Use Contract source in the Draw numbering box in AR Settings, Entry Settings.

•	You selected Customer in the Automatic draw numbering source box on the Invoice tab on the contract in the Contracts application.

This number is used in the Billing application when Customer is selected as the Source on the contract (Invoice tab). This is also used when Use Contract source is selected in AR Settings, Entry Settings and Customer is selected on the contract in the Contracts application (Invoice tab).


Retainage

Enter the default retainage percent for this customer. See "About calculating retainage during Enter Invoices" for details.


Exempt from finance charges

Select this check box if this customer will not be subject to finance charges.


Rate

Select the finance charge default rate type for this customer. The options are:

•	None

•	Percentage

•	Flat rate

•	Both

If you select None, the rate will be retrieved from AR Settings > Finance Charge Settings.


Percentage

Enter the percentage rate to use when computing the finance charge. This field is available when Percentage or Both is selected as the finance charge rate.


Flat Rate

Enter the flat rate to use when computing the finance charge. This field is available when Flat Rate or Both is selected as the finance charge rate.


Customer Setup - Tables tab

Use to assign rate tables, markup and add-on tables, and retainage for this customer.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Labor rate table

Enter the rate table you want to use for labor. You can click [List] to select a table.


Material rate table

Enter the rate table you want to use for material. You can click [List] to select a table.


Subcontract rate table

Enter the rate table you want to use for subcontract. You can click [List] to select a table.


Equipment rate table

Enter the rate table you want to use for equipment. You can click [List] to select a table.


Overhead rate table

Enter the rate table you want to use for overhead. You can click [List] to select a table.


Other rate table

Enter the rate table you want to use for other. You can click [List] to select a table.


Markup table

Enter the default markup table you want to assign this customer. You can click [List] to select a table.


Add-on table

Enter the default add-on you want to assign this customer. You can click [List] to select a table.


Customer Setup - Taxes tab

Use to assign exempt status defaults to cost types. The tax group is used in Enter Invoices in Accounts Receivable and during invoice generation in Billing. Also in this window are the Resale certificate number and ABN.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Tax group

Enter the tax group you want to use for this customer. You can click [List] to select from a list of groups.


Exempt status

Enter the exempt status you want to use for this type of cost during invoice generation. This value prefills the exempt status field during contract item setup. You can modify or add items to this list in Custom Descriptions.


Resale certificate

Enter the customer's tax ID number. The tax ID number is the reference number that the customer is assigned by the taxing entity.


ABN

Enter the Australian Business Number (up to 20 characters) for this customer. In Accounts Receivable, it is retrieved and printed on statements and retainage invoices with tax retainage. In Billing, it prints on invoices with tax retainage (TRet). It is also referred to as the recipient ABN.

An ABN can also be entered for each Accounts Receivable contact (Setup menu, Contact, General tab). The ABN from the customer is printed on an invoice only if no ABN is entered for a contact.

Note

•	An owner ABN is entered in General Ledger on the Fiscal Settings window. This is your company's ABN number. It is also retrieved and printed on invoices if you have General Ledger installed. Since it is possible to have several owner ABNs, a prefix is retrieved from the following locations to determine which owner ABN to print on an invoice:  first from the prefix on the contract (Accounts tab) in Contracts;  second from the GL prefix on the customer setup (Status tab) in Accounts Receivable;  and lastly from the Default prefix in AR Settings in Accounts Receivable.


Customer Setup - Checklist tab

Use to track specific events and when they occur. For example, if you want to track when the insurance check is completed for each of your customers, use the [Change Desc] button to change the title of fields to Insurance. When each customer purchases insurance, mark the corresponding box and enter the date it occurred.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Checklist

Mark this box when the item is complete, or the event has occurred.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.


Date

Enter the date the item was complete or the event occurred.


Customer Setup - Text 1 tab

Enter the text information you want to use for this customer. This text can be used in the header and footer on some invoices generated in Billing or for other reporting purposes.

For help on an item on this tab, click [image] on the toolbar and then click the item.

For more information on invoice text retrieval, see "About the invoice text retrieval process" in Billing Help.

 How To


Text

Enter the text information you want to use for this customer. This text can be used in the header and footer on some invoices generated in Billing or for other reporting purposes.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.

For more information on invoice text retrieval, see "About the invoice text retrieval process" in Billing Help.


Customer Setup - Text 2 tab

Enter the text information you want to use for this customer. This text can be used in the header and footer on some invoices generated in Billing or for other reporting purposes.

For help on an item on this tab, click [image] on the toolbar and then click the item.

For more information on invoice text retrieval, "About the invoice text retrieval process" in Billing Help.

 How To


Customer Setup - Custom Fields
Customer Setup - Custom Fields tab

Use to enter miscellaneous information that is not stored elsewhere. Setting up custom fields is optional. If you do not set up any custom fields, this tab will be blank. You can define up to 250 fields. The fields you define are available on reports and inquiries you design.

Refer to "Changing and adding custom fields" for detailed instructions.

For help on an item on this tab, click [image] on the toolbar and then click the item.


[Close]

Closes this command and returns you to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Conditions]

Sets up, views, or clears conditions which limit your choices or the information that displays or prints.


[Previous]

Displays the previous customer.


[Next]

Displays the next customer.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Delete]

Deletes the current customer.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new customer, these items prefill with the information you enter (for this session only).


[Help]

Starts Help and displays information about this window.


[Save]

Saves the entries for this customer and returns to the customer ID.


[Cancel]

Cancels the current entries for this customer and returns to the customer ID.


[Totals]

Opens the Totals window where you can view this customer's totals and balances.


[Change desc]

Opens the Change Field Description window where you can enter a new description for the current field.


[Mail]

Opens an e-mail window where you can send a message to the current customer.


Customer Totals Setup window

Use to view totals for the current customer.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Tabs


Customer Totals Setup Tabs

 Aging

 Balances

 Custom Fields

 Miscellaneous

 Other Billings


Customer Totals Setup - Aging tab

Use to view the outstanding balances for the current customer.

For help on an item on this tab, click [image] on the toolbar and then click the item.


Current amount

Displays the outstanding balance for the current period for this customer. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


31-60 days amount

Displays the outstanding balance 31-60 days past due for this customer. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


61-90 days amount

Displays the outstanding balance 61-90 days past due for this customer. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


91-120 days amount

Displays the outstanding balance 91-120 days past due for this customer. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


Over 120 days amount

Displays the outstanding balance 120 days or more past due for this customer. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


Future aging

Displays the balance of activity aged for a future period. This amount does not include retainage held or customer receipts and adjustments that are not applied to invoices.


Customer adjustments

Displays the balance of any adjustments for this customer that are not applied to invoices.


Customer cash receipts

Displays the balance of any cash receipts from this customer that are not applied to invoices.

The title of this item may be different if changed in Custom Descriptions.


Outstanding amount

Displays the total amount the customer owes. This amount includes retainage held and customer receipts and adjustments that are not applied to invoices.


Last aging date

Displays the last aging date used to generate the customer aged balance.


Customer Totals Setup - Balances tab

Use to view the Current, Year-to-date, and Next year totals for this customer.

For help on an item on this tab, click [image] on the toolbar and then click the item.


Customer to date: Billings by type

Displays the amount billed to this customer for the life of the customer. This amount does not include miscellaneous and additional billing amounts, such as sales tax and deductions.


Year-to-date: Billings by type

Displays the amount billed to this customer year-to-date. This amount does not include miscellaneous and additional billing amounts, such as sales tax and deductions.


Next year: Billings by type

Displays the amount billed to this customer that falls into next year. This amount does not include miscellaneous and additional billing amounts, such as sales tax and deductions.


Customer to date: Total billings

Displays the amount of invoices billed to this customer for the life of the customer. This amount includes miscellaneous and additional billing amounts, such as sales tax and deductions.


Year-to-date: Total billings

Displays the amount of invoices billed to this customer year-to-date. This amount includes miscellaneous and additional billing amounts, such as sales tax and deductions.


Next year: Total billings

Displays the amount of invoices billed to this customer that fall into next year. This amount includes miscellaneous and additional billing amounts, such as sales tax and deductions.


Customer to date: AR adjustments

Displays the amount of adjustments applied to this customer for the life of the customer. This amount includes amounts that are entered as AR credits, AR charges, bad debt, and write offs.


Year-to-date: AR adjustments

Displays the amount of adjustments applied to this customer year-to-date. This amount includes amounts that are entered as AR credits, AR charges, bad debt, and write offs.


Next year: AR adjustments

Displays the amount of adjustments applied to this customer that fall into next year. This amount includes amounts that are entered as AR credits, AR charges, bad debt, and write offs.


Customer to date: Applied cash receipt

Displays the amount of invoice receipts from this customer for the life of the customer.


Year-to-date: Applied cash receipt

Displays the amount of invoice receipts from this customer year-to-date.


Next year: Applied cash receipt

Displays the amount of invoice receipts from this customer that fall into next year.


Retainage

Displays the unbilled retainage amount for this customer.


Tax retainage

Displays the unbilled tax retainage for this customer.


Customer Totals Setup - Other Billings tab

Use to view the finance charges assessed, received, adjusted, and outstanding, and deductions, add-ons, and taxes billed and adjusted for this customer.

For help on an item on this tab, click [image] on the toolbar and then click the item.


Finance charge assessed

Displays the total amount of finance charges assessed for this customer though the Generate finance charges task.

The title of this item may be different if changed in Custom Descriptions.


Finance charge Cash receipt

Displays the total amount of finance charges paid by this customer.

The title of this item may be different if changed in Custom Descriptions.


Finance charge Adjustment

Displays the total amount of finance charges written off, edited, or adjusted for this customer.

The title of this item may be different if changed in Custom Descriptions.


Finance charge outstanding

Displays the total amount of finance charges outstanding for this customer.

The title of this item may be different if changed in Custom Descriptions.


Add-ons billed

Displays the total amount of add-ons billed for this customer.


Add-ons adjusted

Displays the total amount of add-ons adjusted for this customer.


Taxes billed

Displays the total amount of taxes billed for this customer.


Taxes adjusted

Displays the total amount of taxes adjusted for this customer.


Deductions billed

Displays the total amount of deductions billed for this customer.


Deductions adjusted

Displays the total amount of deductions adjusted for this customer.


Customer Totals Setup - Miscellaneous tab

Use to view statistical information about this customer's totals.

For help on an item on this tab, click [image] on the toolbar and then click the item.


Date of highest balance

Displays the date in which this customer had the highest outstanding balance.


Highest balance

Displays the amount of this customer's highest outstanding balance.


Last invoice ID

Displays the last invoice ID for this customer.


Last invoice date

Displays the date of the last invoice processed for this customer.


Last invoice amount

Displays the amount of the last invoice processed for this customer.


Last cash receipt ID

Displays the ID of the last cash receipt from this customer.


Last cash receipt date

Displays the date of the last cash receipt from this customer.


Last cash receipt amount

Displays the amount of the last cash receipt from this customer.


Average days to pay

Displays the average number of days it takes this customer to pay an invoice.

This number is calculated as follows based on the invoice date. The calculation is performed during posting and Customer (unapplied) receipts are not included.

((A* Existing Average Days to Pay) + B) / C

A = Sum of all cash receipts Customer to date excluding current receipts (Labor Receipts + Material Receipts, etc.)

B = Current cash receipt * days between the invoice (or due) date and receipt date.

C = Sum of all Receipts Customer to date including current cash receipts.


Average outstanding balance

Displays the average outstanding balance for this customer.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[Help]

Starts Help and displays information about this window.


[Save]

Saves the entries for this customer.


[Cancel]

Cancels the current entries for this customer.


About setting up customer names
About formatting customer names

When printing reports, using [List], and using Inquiry, you can display the customers in alphabetical name order. If you want the customers in alphabetical name order, use the following name format when setting up customers: Last name; First name.

Be sure to enter the semicolon after the last name or before the word that you do not want to be used when alphabetizing. For example, to print a report in alphabetical order for the following customers you should enter:

Drywall Company; The

Inks Office Supply

Crosland's Carpet Service; Rick

Notice that a semicolon has been entered in two of the customer names. When you print the report, the names of the customers with semicolons are switched and the semicolon does not print. The names print in the report in the following order:

Rick Crosland's Carpet Service

The Drywall Company

Inks Office Supply

Related Topics


About formatting the customer  ID

In order to identify, track, and group customers, each customer is assigned an ID. The format of the ID can provide you with additional reporting flexibility. Customer IDs consist of 10 characters, which can be split into 3 sections. When you do this, each section can represent a specific characteristic of the customer.

For example, you can format your customer IDs to consist of a type (section 1), a location (section 2), and the unique customer ID (section 3).

Example: 1-20-33333

Note

•	The customer ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins.

 How?


Formatting the customer ID

  1	From the File, Data Folder Settings menu, select Custom Descriptions.

  2	Scroll to AR Customer and click once on Description to make it the active field.

  3	Click [Set Up Sections].

  4	In the Setup Customer Field Format window, enter the description and size for each section. Enter the punctuation you want to use for format.

  5	Click [Test entry] and enter a customer ID as you expect to in Customer Setup.

  6	Click [Close] to return to the Set Up Customer Field Format window.

  7	You can make additional changes to the format and retest the entry, or click [OK] to save the format and return to the main Accounts Receivable window.

For help on an item in this window, click [image] on the window and then click the item.


Formatting the contact ID

  1	From the File, Data Folder Settings menu, select Custom Descriptions.

  2	Scroll to AR Contact and click once on Description to make it the active field.

  3	Click [Set Up Sections].

  4	In the Setup Contact Field Format window, enter the description and size for each section. Enter the punctuation you want to use for format.

  5	Click [Test entry] and enter a contact ID as you expect to during normal daily processing.

  6	Click [Close] to return to the Set Up Contact Field Format window.

  7	You can make additional changes to the format and retest the entry, or click [OK] to save the format and return to the main Accounts Receivable window.

Warning

•	The contact ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins.

For help on an item in this window, click [image] on the window and then click the item.


Overview

Use to specify the field format of the contact ID. You can create up to three sections with a maximum of 10 characters (excluding punctuation).

For example, you can format your contact IDs to consist of a type (section 1), a location (section 2), and the unique contact ID (section 3).

Example: 1-20-33333

Note

•	The contact ID format must be determined during the initial set up of Accounts Receivable. It cannot be changed after processing begins.


Processing Accounts Receivable

  1	Enter invoices.

 How?

  2	Enter cash receipts.

 How?

  3	Make necessary adjustments.

 How?

  4	Bill retainage invoices.

 How?

  5	Age receivable balances.

 How?

  6	Post entries.

 How?

  7	Close year.

 How?


Adjusting an invoice to bad debts

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Highlight the invoice you want to adjust.

  4	Click [Adjust].

  5	In the Invoice Adjustment window, select the Bad Debt adjustment type.

  6	Enter the adjustment information.

  7	Click [Finish] to save your entries.

  8	Click [Finish] to exit Adjust Receivables.

For help on any item, click [image] and then click the item.


Adjusting entries

 Adjusting invoices

 Adjusting cash receipts

 Editing invoices

 Editing cash receipts

 Applying unapplied customer cash receipts

 Unapplying cash receipts

 Voiding activity


Adjusting invoices

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Enter the accounting date.

  4	Change the View as needed.

  5	Highlight the invoice you want to adjust.

  6	Click [Adjust].

  7	In the Invoice Adjustment window, select the adjustment type.

  8	Enter the adjustment information. If you have distributions, confirm that the prefilled adjustment amounts for each distribution are correct. Prefilled amounts are based on the total adjustment amount and can be changed as needed. Enter the distribution adjustment amount that you want subtracted from the outstanding amount.

  9	Click [Finish] to save your entries.

10	If your transaction is out of balance, the Out of Balance window opens. If you click [Auto Balance], the invoice is automatically adjusted to equal the distributions. If you click [Cancel], you are returned to the Adjust Invoices window where you can manually correct the amount.

11	Click [Finish] to exit Adjust Receivables.

Notes

•	Distribution cannot be added during Adjust invoices. To add a new distribution, select the invoice in the Adjust Receivables window and click [Edit].

•	On the distribution grid, you can change some General Ledger accounts as follows: for AR Credit adjustments, you can change the debit account; for AR Debit adjustments, you can change the credit account; for Bad Debt adjustments, you can change the debit account.

For help on any item, click [image] and then click the item.

Related Topics


Adjusting cash receipts

  1	From the Tasks menu, select Adjust Receivables.

  2	In the Adjust Receivables window, enter the customer ID.

  3	Enter the accounting date.

  4	Change the View as needed.

  5	Highlight the cash receipt you want to adjust. Click [Adjust].

  6	In the Payment Adjustment window, select the adjustment type. Enter the adjustment information.

  7	Click [OK] when you are finished. Click [Finish] to exit.

For help on any item, click [image] and then click the item.

Note

•	A cash receipt that has a cleared status in Cash Management is displayed in blue and has a "c" to the right of the Pmt/Adj amount. A cash receipt that has a reconciled status in the Cash Management application is displayed in green and has an "r" to the right of the Pmt/Adj amount. You can apply, unapply, or refund a cleared or reconciled cash receipt, but you cannot edit, void, or apply an NSF adjustment to it. For additional information about clearing and reconciling cash receipts, see clearing and reconciling Help topics in the Cash Management application.

Related Topics


Aging receivable balances

  1	From the Tasks menu, select Age Receivable Balances.

  2	Accept the prefilled aging date, or enter the aging date you want to use.

  3	Click [Ranges] and select the customer ranges you want. (Optional)

  4	Click [Conditions] and set the conditions you want to apply. (Optional)

  5	Click [Printer Setup] and select the printer or enter the print file name you want to use for the journal.

  6	Click [Start] to begin processing.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Age Receivable Balances updates customer aged balances in the Customer Totals based on current aging information. Once the process is started, customers who fit the range and condition criteria you have selected have new aging balances accumulated and updated.

One of the unique feature of this command is that it allows you to age customer balances for future or past dates. For example, if you have already posted February entries for a customer and you want to reproduce his January statement, enter January 31 as the aging date.


Applying unapplied customer cash receipts to invoices

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Change the View to All Activity.

  4	Highlight the cash receipt you want to apply.

  5	Click [Apply].

  6	Select the invoice to which you want to apply the cash receipt.

  7	To specify the amount to apply to the invoice click [Amount].

  8	Enter the amount.

  9	Click [OK].

10	When you are finished applying amounts, click [OK].

11	Click [Finish] to exit.

For help on any item, click [image] and then click the item.


Overview

When you post a cash receipt to a customer who does not have outstanding invoices, or you are unsure of the invoice it should be applied to, it causes unapplied customer cash receipts. At any time, you can apply those cash receipts to outstanding invoices.


Billing retainage

  1	From the Tasks menu, select Bill Retainage.

  2	Enter the customer ID. You can click [List] to select from a list of customers.

  3	If you are billing retainage by contract, enter the contract and contract item. If you are billing retainage by job, leave the contract and contract item fields blank and enter the job, extra and/or cost code. You can click [List] to select from a list of contracts, items, jobs, extras and cost codes.

  4	Accept the prefilled invoice ID, accounting date and transaction date, or enter the ID and dates you want to assign this invoice.

  5	Enter the percent of unbilled retainage you want to bill, or enter a flat amount to bill.

  6	Click [Bill].

  7	When you have entered all retainage invoices, click [Close].

  8	At the Print Selection window, click [Printer Setup] and specify the printer or print file name for the invoices and invoice journal.

  9	Click [Start].

Note

•	You can also choose to bill retainage by invoice.  How?

For help on any item, click [image] and then click the item.

Related Topics


Overview

The Bill Retainage command in Accounts Receivable is used for cost-based or contract-based invoices that are already fully paid. For invoices that are not fully paid, bill retainage in the Billing application. See "Billing retainage" in Billing Help for instructions.

The Bill Retainage command produces an invoice document. This is not the same as an invoice which is generated in the Billing application, but it can be sent to the customer as an invoice.


Closing the year

  1	Back up and archive your data files.

See "About backing up your files" in File Tools Help.

  2	From the Tasks menu, select Close Year.

  3	Verify that the New year end date is correct.

  4	Click [Start].

For help on any item, click [image] and then click the item.

Related Topics


Crediting unpaid balance on an invoice

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Highlight the invoice you want to credit.

  4	Unapply any cash receipts that have been applied to the invoice.  How?

  5	Click [Adjust].

  6	In the Invoice Adjustment window, select the AR Credit adjustment type.

  7	Enter the adjustment information.

  8	Click [Finish] to save your entries.

  9	Click [Finish] to exit Adjust Receivables.

For help on any item, click [image] and then click the item.


Customizing your invoice entry grid

  1	Review About required columns in Enter Invoices under Related topics below.

  2	From the Tools menu, select Customize Entry, Invoices.

  3	Enter the name for the new view.

  4	Using the Invoice Fields list, select the items you want to display in the invoice grid. Be sure you include the required fields outlined in About required columns in Enter Invoices.

  5	Click [Options].

  6	Select the character in the view name that you want to use as a hot key (Alt+). Use the right and left arrow keys to move between characters.

  7	Select the report design you want to use for journals. You can click [. . .] on the right to select a design.

  8	Enter the ToolBar text you want to display for the new view.

  9	Click [OK] to save your entries.

10	Click [Save] to save this view.

11	Click [Close] to exit.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Use Customize Invoice Entry to select the items you want to display in the invoice grid. There are fields which are required for the invoice grid. Before you set up a custom view, refer to "About required columns in Enter Invoices."


Customizing your cash receipt entry grid

  1	Review About required columns in Enter Cash Receipts under Related topics below.

  2	From the Tools menu, select Customize Entry, Cash Receipts.

  3	Enter the name for the new view.

  4	Using the Cash Receipts Fields list, select the items you want to display in the cash receipt grid. Be sure you include the required fields outlined in About required columns in Enter Cash Receipts.

  5	Click [Options].

  6	Select the character in the view name that you want to use as a hot key (Alt+). Use the right and left arrow keys to move between characters.

  7	Select the report design you want to use for journals. You can click [. . .] on the right to select a design.

  8	Click [OK] to save your entries.

  9	Click [Save] to save this view.

10	Click [Close] to exit.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Use Customize Cash Receipt Entry to select the items you want to display in the cash receipt grid. There are fields that are required for the cash receipt grid. Before you set up a custom view, refer to "About required columns in Enter Cash Receipts."


Editing invoices

To edit posted invoices, follow these instructions:

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Enter the accounting date.

  4	Select a view that will display invoices.

  5	Highlight the invoice you want to edit. For invoices with cash receipts, adjustments, and/or billed retainage applied, only limited editing is allowed.

  6	Click [Edit].

  7	Make the changes to the invoice.

  8	Click [Finish] to save your entries.

  9	Click [Finish] to exit.

For help on any item, click [image] and then click the item.

Notes

•	To edit a Billing invoice in Accounts Receivable, mark the Allow edits/voids to invoices from Billing in AR Settings, Entry Settings.

•	When edits are made with an accounting date in a different accounting period from the original invoice, you are prompted for a reversal date. For more information, see " Reversal Accounting Date window" in the Related topics below.

•	Taxes that have been calculated automatically in Enter Invoices can be recalculated using [Calculate Taxes]. [Calculate Taxes] cannot be used for invoices that originate from the Billing application.

•	You can edit any unposted batches using the Enter Invoices command by marking the manually assign batch name option in Data Folder Settings menu – General. This allows you to edit invoices from both manually or automatically assigned batches. In addition, you can edit invoices from automatically assigned batches that were entered prior to marking the manually assigned batch name option.  How?

Related Topics


Changing the retainage amount on an invoice

To change the retainage held on an invoice that does not currently have cash receipts applied, and retainage has not yet been billed:

  1	Edit the invoice using [Edit] in Adjust Receivables.  How?

To change the retainage held on an invoice that has cash receipts applied, but retainage has not yet been billed:

  1	Unapply the cash receipt(s) using [Unapply] in Adjust Receivables.  How?

  2	Edit the invoice using [Edit] in Adjust Receivables.  How?

  3	Reapply the cash receipt(s).  How?

If both an original invoice with retainage held and its retainage billed invoice have been issued and the original invoice has cash receipts applied:

  1	Edit the retainage billed invoice using [Edit] in Adjust Receivables.  How?

  2	Enter an AR credit for the original invoice using [Adjust] in Adjust Receivables.  How?

If both an original invoice with retainage held and its retainage billed invoice have been issued and they both have cash receipts applied:

  1	Unapply the cash receipt(s) for the retainage billed invoice using [Unapply] in Adjust Receivables.  How?

  2	Edit the retainage billed invoice using [Edit] in Adjust Receivables.  How?

  3	Reapply the cash receipt(s) for the retainage billed invoice.  How?

  4	Enter an AR credit for the original invoice using [Adjust] in Adjust Receivables.  How?


Editing cash receipts

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Enter the accounting date.

  4	Change the View to All Activity.

  5	Highlight the cash receipt you want to edit.

  6	Click [Edit].

  7	Make the changes to the cash receipt.

  8	Click [Finish] to save your entries.

  9	Click [Finish] to exit.

For help on any item, click [image] and then click the item.

Notes

•	When you edit a cash receipt, a deposit transaction for the difference between the original and new amount is created for Cash Management.

•	A cash receipt that has a cleared or reconciled status in Cash Management (appears in blue with a "c" or green with an "r" on the Adjust Receivables window) cannot be edited. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

Related Topics


Examples of entry methods of historical information

Open invoice history with Lump sum from paid invoices:

Invoice ID	Amount	Retainage Held	Paid
123197	120,000	120,000	(this represents all paid invoices for the customer and contract and is entered to get the billed and paid to date onto the contract)
1234	50,000	5,000	45,000
1235	60,000	6,000	54,000
1236	55,000	5,500	0

Lump sum entry of paid invoices and receipts:

Invoice ID	Amount	Retainage Held	Paid
123197	185,000	16,500	219,000

All previous invoices and receipts in detail:

Invoice ID	Amount	Retainage Held	Paid
1232	75,000	75,000
1233	45,000	45,000
1234	50,000	5,000	45,000
1235	60,000	6,000	54,000
1236	55,000	5,500	0


Entering correspondence

  1	From the Tasks menu, select Correspondence.

  2	Enter the date, time and item ID for this correspondence.

  3	On the memo tab, enter general information and comments about the correspondence.

  4	Click the Regarding tab and enter detailed information about the customer, contract and invoice the correspondence is regarding.

  5	If you are using custom fields, click the Custom Fields tab and enter the information.

  6	Click [Save] to save this correspondence item.

  7	Click [Close] to exit.

For help on any item, click [image] and then click the item.


Entering invoices

  1	From the Tasks menu, select Enter Invoices and the view you want to use.

  2	Enter the invoice information in the top grid.

  3	Enter the distribution information for this invoice in the bottom grid.

  4	Click [Finish].

  5	When you have finished entering all invoices, click [Finish] to exit Enter Invoices.

Notes

•	Views available for entering invoices can be customized.  How?

•	You can edit any unposted batches using the Enter Invoices command by marking the manually assign batch name option in Data Folder Settings menu – General. This allows you to edit invoices from both manually or automatically assigned batches. In addition, you can edit invoices from automatically assigned batches that were entered prior to marking the manually assigned batch name option.  How?

•	You can edit posted invoices using the Adjust Receivables command (Tasks menu).

•	You have the option of calculating taxes automatically or entering them manually.  How?

For help on any item, click [image] and then click the item.

Related Topics


Entering an invoice cash receipt

To enter a cash receipt and apply it to a specific customer invoice(s), follow these steps. For cash receipts that you do not want to apply to a customer invoice, select one of the options at the bottom of this window.

  1	From the Tasks menu, select Enter Cash Receipts and the entry view you want to use.

  2	In the Deposit Information window, enter the deposit information and click [OK].

  3	In the Deposit Items window, select the deposit item type and enter the customer, amount, and other deposit item information.

  4	In the Cash Receipts Selection window, highlight the open invoice(s) for this customer that you want to apply the cash receipt toward. You may need to deselect any invoice(s) automatically highlighted. If you are not applying a cash receipt to an individual invoice distribution, click [OK] to exit the Cash Receipts Selection window to return to the Deposit Items window.

  5	To apply a deposit to individual invoice distributions (instead of to the whole invoice), while in the Cash Receipts Selection window, highlight the invoice and click [Cash Receipts]. In the Cash Receipts window, click [Distributions].

  6	In the Distributions window, enter amounts to apply to each invoice distribution listed. When you are finished, click [Finish] to return to the Cash Receipts window. Click [Save Line] and then [Finish Cash Receipts] to return to the Deposit Items window.

  7	In the Deposit Items window, enter any remaining deposit items for this session. You can view the remaining number of items or amount (entered in the Deposit Information window) at the bottom of this window. If you are finished entering deposit items, click [Finish] to exit Enter Cash Receipts.

For help on any item, click [image] and then click the item.

Notes

•	For accrual accounting, the AR account from the invoice distribution is credited when entering an invoice cash receipt. For cash accounting, the revenue account from the invoice distribution is credited.

•	Negative deposit and deposit item amounts cannot be entered.

Entering a customer cash receipt [image] How?

Entering a Miscellaneous GL cash receipt [image] How

Entering a Miscellaneous JC cash receipt [image] How?

Related Topics


Entering a customer cash receipt

To enter a cash receipt and apply it to a customer balance rather than a specific invoice, follow these steps:

  1	From the Tasks menu, select Enter Cash Receipts and the entry view you want to use.

  2	In the Deposit Information window, enter the deposit information and click [OK].

  3	In the Deposit Items window, select the deposit item type and enter the customer, amount, and other deposit item information in the grid.

  4	In the Cash Receipt Selection window, deselect any highlighted invoices. You can click [Unapply] to deselect all invoices. Click [Cash Receipts].

  5	In the Cash Receipts window, select Customer cash receipt as the Cash Receipt Type. Enter the remaining information on the entry grid. Click [Finish Cash Receipts] to return to the Deposit Items window.

  6	In the Deposit Items window, enter any remaining deposit items, or if you are finished, click [Finish] to exit.

Notes

•	A customer cash receipt is considered to be "unapplied" customer activity, and is usually applied to an invoice in the future. If not applied to an invoice, it can be adjusted (NSF check or refund) or voided. An example of a customer cash receipt is an overpayment received from a customer.

•	For both accrual and cash accounting, the customer cash receipt account (AR Settings  - GL Balance Sheet Accounts) is credited when entering a customer cash receipt. This account can be changed in the Enter Cash Receipts – Distribution window as needed.

•	Negative deposit and deposit item amounts cannot be entered.

Related Topics


Entering a Miscellaneous GL cash receipt

To enter a cash receipt that affects a General Ledger account but does not affect a customer balance, follow these steps:

  1	From the Tasks menu, select Enter Cash Receipts and the entry view you want to use.

  2	In the Deposit Information window, enter the deposit information and click [OK].

  3	In the Deposit Items window, select the deposit item type. Do not enter a customer. Enter the remaining information in the entry grid.

  4	In the Cash Receipts window, select the Miscellaneous GL cash receipt type. Enter the remaining information in the entry grid.

  5	In the lower distributions grid, select the Miscellaneous amount type. Enter the remaining information in the grid. Click [Finish] to return to the Cash Receipts window.

  6	Click [Finish Cash Receipts] to return to the Deposit Items window.

  7	In the Deposit Items window, enter any remaining deposit items, or if you are finished, click [Finish] to exit.

Notes

•	An example of a Miscellaneous GL cash receipt is a rent payment received.

•	For both accrual and cash accounting, the Miscellaneous receipts account (AR Settings, [GL Settings], [Misc Accounts]) is credited when you enter a Miscellaneous GL cash receipt.

•	You can enter tax distributions for Miscellaneous GL cash receipt types.  How?

•	Negative deposit and deposit item amounts cannot be entered.

Related Topics


Calculating taxes in Enter Cash Receipts

You can calculate taxes automatically or enter them manually when entering a Miscellaneous GL or Miscellaneous JC cash receipt type in Enter Cash Receipts.

To calculate taxes automatically, enter a distribution with an amount type of Miscellaneous. Enter a tax group and an exempt status of Taxable. After saving the line, click [Calculate Taxes]. Each tax rate calculation appears below its taxable distribution line and has an amount type of Tax.

After automatically calculating taxes, you can manually change the tax ID or amount on a tax distribution line. Be aware that if you click [Calculate Taxes] again, your manual changes are replaced with the previously calculated tax distribution. The same applies if you delete a tax distribution line. If you click [Calculate Taxes], it is recreated. If you change the tax group or amount on a taxable distribution (amount type of Miscellaneous), you need to click [Calculate Taxes] again to recalculate the taxes.

To enter taxes manually, enter a distribution line with an amount type of Tax. Enter a tax ID and tax amount in the Amount column. When you manually enter taxes, tax ID and exempt status are for reporting purposes only. No tax group is entered.

Notes

•	You need to mark the Tracking tax retainage box in AR Settings for the Tax Group and Exempt Status to appear in the distribution grid.

•	When calculating taxes automatically, the distribution and transaction records for the tax distribution also contain the taxable amount from the associated Miscellaneous amount type distribution.

•	Taxes cannot be entered for Invoice cash receipt or Customer cash receipt types.

Related Topics


Entering a Miscellaneous JC cash receipt

To enter a cash receipt that reduces the cost of a job but does not affect a customer balance, follow these steps:

  1	From the Tasks menu, select Enter Cash Receipts and the entry view you want to use.

  2	In the Deposit Information window, enter the deposit information and click [OK].

  3	In the Deposit Items window, select the deposit item type. Do not enter a customer. Enter the remaining information in the entry grid.

  4	In the Cash Receipts window, select the Miscellaneous JC cash receipt type. Enter the remaining information in the entry grid.

  5	In the lower distributions grid, enter the job, cost code, and other information. Click [Finish] to return to the Cash Receipts window.

  6	Click [Finish Cash Receipts] to return to the Deposit Items window.

  7	In the Deposit Items window, enter any remaining deposit items, or if you are finished, click [Finish] to exit.

Notes

•	An example of a Miscellaneous JC cash receipt is a refund for a utility deposit.

•	For both accrual and cash accounting, the cost account from Job Cost (based on the JC cost account retrieval) is credited when entering a Miscellaneous JC cash receipt.

•	You can enter tax distributions for Miscellaneous JC cash receipt types.  How?

•	Negative deposit and deposit item amounts cannot be entered.

Related Topics


Generating finance charges

  1	From the Tasks menu, select Generate finance charges.

  2	Select Trial Run or Create Entries

  3	Enter the generation date.

  4	If you selected Create Entries, enter the accounting date.

  5	Click [Ranges] and select the customer ranges you want. (Optional)

  6	Click [Conditions] and set the conditions you want to apply. (Optional)

  7	Click [Printer Setup] and select the printer or enter the print file name you want to use for the journal.

  8	Click [Start] to begin processing.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Use the Generate Finance Charges command to generate finance charges at the customer or invoice level based on the settings in AR Settings.


Marking a cash receipt NSF

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Enter the accounting date.

  4	Change the View to All Activity.

  5	Highlight the cash receipt you want to adjust.

  6	Click [Adjust].

  7	In the Payment Adjustment window, select the NSF Check adjustment type.

  8	Enter the adjustment information.

  9	Click [OK] when you are finished.

10	Click [Finish] to exit.

Notes

•	When you enter a bank charge, the customer account is not automatically charged. To charge the customer account, enter a customer debit.

•	When you enter a bank charge, an adjusting transaction is created for Cash Management.

•	A cash receipt that has been cleared or reconciled in Cash Management (appears in blue with a "c" or green with an "r" on the Adjust Receivables window) cannot have an NSF adjustment applied. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

For help on any item, click [image] and then click the item.


Posting entries

  1	Back up your data files.

 How?

  2	Verify that all cash receipts and invoices are entered.

  3	From the Tasks menu, select Post Entries.

  4	Click [Printer Setup] and select a printer or print file name.

  5	Click [Start] to begin processing.

  6	Print and review the Accounts Receivable Post Entries report.

For help on any item, click [image] and then click the item.

Related Topics


Overview

The Post Entries command manually posts invoice, cash receipts, and adjustment entries. It posts the following:

•	Accounts Receivable entries within Accounts Receivable (from the New.ART to the Master.ARM and Current.ART). Totals in the Master file are updated, and then all entries are transferred from the New.ART to the Current.ART.

•	Accounts Receivable entries to other applications such as General Ledger, Job Cost, Contracts, and Cash Management (from the New.ART to the New.GLT, New.JCT, Active.CNT, and Current.CMT).

•	Billing entries to Accounts Receivable (from the New.ART to the Master.ARM and Current.ART).


About refunds

Use the Refund adjustment type to enter a refund for a cash receipt received. The customer receipt balance on the customer record is reduced and entries are made to General Ledger. Select the type of refund you want to process:

 Full refund

 Partial refund

Notes

•	If you are processing refunds for a cash receipt that has already been applied to an invoice, you must unapply the cash receipt first.

•	If you are using Accounts Payable, you must enter the refund check in Record Manual Checks. For more information on entering manual checks, see "Entering checks written manually" and "About refunds" in Accounts Payable Help.

•	When a refund is entered, no entries are created for Cash Management.

•	A refund can be made to a cash receipt that has been cleared or reconciled in the Cash Management application (cash receipt appears in blue with a "c" or green with an "r" on the Adjust Receivables window). See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

Related Topics


Processing a refund
Processing a full refund

  1	Unapply the cash receipt.  How?

  2	Enter a full refund to the unapplied cash receipt.  How?

  3	Adjust the invoice using a Billed credit or an AR credit [image] How? or

void the invoice.  How?

  4	Enter a manual check in Accounts Payable. See "Entering manual checks" in the Accounts Payable Help.

For help on any item, click [image] and then click the item.

Related Topics


Overview

You might process a full refund when you have invoiced the customer and you have received and applied full payment. A full refund reduces the invoice for the entire amount of the applied cash receipt. You may also want to issue a manual check in Accounts Payable.


Processing a partial refund

  1	Unapply the cash receipt.  How?

  2	Enter a partial refund to the unapplied cash receipt.  How?

  3	Adjust the invoice using a Billed credit or an AR credit [image] How? or

void the invoice.  How?

  4	Apply the remaining amount to the original invoice.  How?

  5	Enter a manual check in Accounts Payable. See "Entering manual checks" in the Accounts Payable Help.

For help on any item, click [image] and then click the item.

Related Topics


Overview

You might process a full refund when you have invoiced the customer and you have received and applied full payment. A partial refund reduces the invoice for an amount specified by you in Adjust Receivables. You may also want to issue a manual check in Accounts Payable.


Refund

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer number.

  3	Change the View to All Activity.

  4	Highlight the cash receipt you want to adjust. Refunds can be applied to unapplied cash receipts only.

  5	Click [Adjust].

  6	In the Cash Receipts Adjustment window, select the adjustment type Refund.

  7	Enter the adjustment information including amount.

  8	Click [OK] when you are finished.

  9	Click [Finish] to exit.


Reconciling Accounts Receivable to General Ledger

  1	Print the Aging Detail by Customer report. The Aging as of date should be the last day of the General Ledger accounting period you are reconciling to. Mark the Include retainage column box. Do not set conditions or ranges. This provides you with the Accounts Receivable balance and the Retainage AR balance.

 How?

  2	Compare the AR and Retainage AR balances on your aging report to the balances on your General Ledger Trial balance report.

  3	If they equal each other, you are in balance and do not need to proceed with step 4.

  4	Verify that your Suspense Account balance is zero. A non-zero balance in the Suspense account may cause your Accounts Receivable and General Ledger to be out of balance. If the balance is not zero, refer to "Correcting suspense account entries" in General Ledger Help for instructions.

  5	From the Reports, Reconciliation menu, run both the Batch Reconciliation to GL and Batch Reconciliation from GL reports.

  6	Compare the batches on each report to locate the batch that does not match.

  7	Once you have located the out of balance batch, compare the transactions within the batch to the corresponding batch on the other report. This will identify the transaction that is out of balance.

  8	If the out of balance transaction is correct in Accounts Receivable, go to step 9. If the out of balance transaction is correct in General Ledger, go to step 10.

  9	Make a General Journal Entry (record an entry) in General Ledger to correct the out of balance transaction.

10	Contact Customer Support for instructions on correcting the entry.

Note

•	It is important that you turn off Create entries to General Ledger in your Accounts Receivable Settings when you make the correction. During this time, no one should be processing Accounts Receivables. Be sure to change the setting to On when you are finished.

11	Post the correcting entry.

12	Repeat this procedure until your balances match.


Specifying Accounts Receivable Settings

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Enter your company's year ending date.

  3	Select how you want to use taxes and tax retainage.

  4	Set up your Post & Interface Settings.

 How?

  5	If you are interfacing with General Ledger, set up your GL Settings.

 How?

  6	Set up your Entry Settings.

 How?

  7	Set up your Aging Settings.

 How?

  8	Set up your Forms and Journals Settings.

 How?

  9	Click [OK] to accept your entries and exit AR Settings.

For help on any item, click [image] and then click the item.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings.


Overview

The AR Settings command allows you to set up information that determines how your company uses Accounts Receivable. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.


Setting up Aging Settings

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [Aging Settings].

  3	Select the aging basis you want to use, by invoice date or invoice due date.

  4	Select the aging method you want to use, by days or months.

  5	Enter the period starts based on your aging method.

  6	Enter the dunning messages you want to print on statements for each aging period.

  7	Enter the last aging date.

  8	Click [OK] to save your entries.

  9	Click [OK] to exit AR Settings.

For help on any item, click [image] and then click the item.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.


Overview

Customer aged balances in the Customer Totals (Customers, Setup menu) are calculated based on current aging information. In AR Settings, Aging Settings, you select the aging basis, method. You also determine the aging periods, dunning messages for each aging period and the last aging date. The Last aging date in AR Settings is updated when you run Age Receivable Balances.


Setting up balance sheet accounts

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings].

  3	Click [Balance Sheet Accounts].

  4	Enter the balance sheet accounts you want to use for each item. You can click [List] to select from a list of GL accounts.

  5	Click [OK] to save your entries.

  6	Click [OK] to exit GL Settings.

  7	Click [OK] to exit AR Settings.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Balance sheet accounts are prefilled during processing when you select Accrual or Both accounting methods. Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.


Setting up cash method accounts

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings].

  3	Click [Cash Method Accounts].

  4	Enter the cash method accounts you want to use for each item. You can click [List] to select from a list of GL accounts.

  5	Click [OK] to save your entries.

  6	Click [OK] to exit GL Settings.

  7	Click [OK] to exit AR Settings.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

For help on any item, click [image] and then click the item.


Overview

Use AR Settings, Cash Method Accounts to define the General Ledger accounts you want to use during Accounts Receivable processing. Cash method accounts are prefilled during Enter Cash Receipts. Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.


Setting up contacts

  1	From the Setup menu, select Contacts.

  2	Enter the contact ID you want to assign the new contact.

  3	Enter the contact name or click [image] and select a name from Address Book.

  4	On the General tab, enter the contact's general information.

  5	If you are using Custom Fields, enter the information for this contact on the Custom Fields tab.

  6	Click [Save] to save your entries.

  7	Click [Close] to exit Contact Setup.

For help on any item, click [image] and then click the item.

Related Topics


Setting up customers

  1	From the Setup menu, select Customer.

  2	Enter the customer ID.

  3	Enter the customer name as you want it to appear on reports, or click the Address Book icon [image] and select a name from Address Book. See "About setting up customer names" for more information on name formats.

  4	On the General tab, enter the customer's address, telephone, and contact information.

  5	Click the Status tab. Enter the terms defaults for this customer.

  6	Click the Contacts tab. Enter the contacts associated with this customer.

  7	Click the Billing tab. Enter the customer's billing and finance charge information.

  8	Click the Tables tab. Enter the tables you want to use as defaults for this customer.

  9	Click the Taxes tab. Enter the tax groups you want to use for each cost type.

10	Click the Checklist tab. Enter the checklist information for this customer.

11	Click each of the Text tabs and enter the text message you want printed on this customer's invoices.

12	If you are using Custom Descriptions, click the Custom Descriptions tab. Fill in the customer's information.

13	Click [Save] when finished entering the customer information.

14	Click [Close] to exit.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Customer setup allows you to store information about each customer that prefills during invoice and cash receipt entry. Current totals are also stored, such as cash receipts and outstanding amount.


Setting up Entry Settings

Entry Settings determine how invoice, adjustment, and cash receipt information is entered into Accounts Receivable.

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [Entry Settings].

  3	Define the following Invoices settings:

•	Allow duplicate invoices

•	Include historical files in verification

•	Last invoice number

•	Primary ID

•	Draw numbering

•	Draw ID format

  4	Define the following Adjustment settings:

•	Numbering

•	Allow edits/voids to invoices from Billing

•	Allow edits/voids to invoices from Service Management

•	Last number

•	Retain voided activity

  5	Define the following Cash receipts settings:

•	Bank account

•	Allow cash receipt distributions

•	Apply cash receipts to invoices

  6	Click [OK] to save your entries.

  7	Click [OK] to exit AR Settings.

For more information on each setting, when in the Entry Settings window, use What's This help by clicking [image] and then clicking the item.

Warning

•	If you are interfacing with General Ledger, set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

Related Topics


Overview

Entry Settings determine how invoice, adjustment, and cash receipt information is entered into Accounts Receivable. It is here that you select how you want draw numbers to be automatically generated. See "About the draw ID retrieval in Accounts Receivable" for detailed information on the retrieval methods available. The starting number for your invoice numbering system is entered here.

Entry Settings also determines whether you want to allow cash receipt distributions, changes to invoices generated in Billing, and the bank account you want to use for cash receipts.


Setting up Forms and Journals

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [Forms and Journals].

  3	Enter the form or report design for each form and journal. You can click [. . .] to select a design.

  4	Click [OK] to save your entries.

  5	Click [OK] to exit AR

For help on any item, click [image] and then click the item.


Overview

AR Settings, Forms and Journals allows you to assign the report designs you want to use for Accounts Receivable commands such as Bill Retainage, Enter Invoices, Enter Cash Receipts and Adjust Receivables.


Setting up GL revenue accounts
Setting up revenue accounts

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings].

  3	Click [Revenue Accounts].

  4	Enter the GL revenue accounts you want to use for each item. You can click [List] to select from a list of GL accounts.

  5	Click [OK] to save your entries.

  6	Click [OK] to exit GL Entry Settings.

  7	Click [OK] to exit AR Settings.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

For help on any item, click [image] and then click the item.

Related Topics


Overview

General Ledger revenue accounts are accounts used as default accounts when processing receivables. If you are using a custom entry view that includes GL account numbers, you can change most prefilled account numbers during entry. Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.


Setting up GL Settings

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings].

  3	Select the transaction summarization.

  4	If you are using prefixes, enter the default prefix. You can click [List] to select a prefix.

  5	Enter the journal numbers you want to use for each transaction type. You can click [List] to select from a list of journal numbers.

  6	Enter the intercompany accounts you want to use.

 How?

  7	Set up your balance sheet accounts.

 How?

  8	Set up your miscellaneous accounts.

 How?

  9	Set up your revenue accounts.

 How?

10	Set up your cash method accounts.

 How?

11	Click [OK] to save your entries.

12	Click [OK] to exit AR Settings.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

For help on any item, click [image] and then click the item.

Related Topics


Overview

AR Settings, GL Entry Settings determines how General Ledger entries are generated in Accounts Receivable, such as journal numbers used for each transaction type and how transactions are summarized.


Setting up miscellaneous accounts

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings].

  3	Click [Misc Accounts].

  4	Enter the GL miscellaneous accounts you want to use for each item. You can click [List] to select from a list of GL accounts.

  5	Click [OK] to save your entries.

  6	Click [OK] to exit GL Settings.

  7	Click [OK] to exit AR Settings.

Note

•	Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.

Warning

•	If you are interfacing with General Ledger, you should set up the account format in General Ledger before using this command. After creating a new company and defining the Custom Descriptions, you should set up AR Settings. These settings directly influence the operation of your software, and must be set up in order to use Accounts Receivable efficiently. You should thoroughly review each setting and have a clear understanding of AR Settings before using Accounts Receivable.

For help on any item, click [image] and then click the item.

Related Topics


Overview

Miscellaneous accounts are used as default accounts when processing receivables. If you are using a custom entry view that includes GL account numbers, you can change most prefilled account numbers during entry. Once you have specified the General Ledger accounts for Accounts Receivable processing, these accounts cannot be changed unless you mark the Audit setup activity box on the Tools, Options, General tab.


Setting up Post and Interface Settings

  1	From the File, Data Folder Settings menu, select AR Settings.

  2	Click [Post & Interface Settings].

  3	Select Manual or Automatic in Accounts Receivable Posting Setting.

  4	Mark the Activate interface box for any application you are using. (The Cash Management interface box is automatically marked and cannot be changed.)

  5	Mark the Create entries box for any application you are using.

  6	Select a Manual or Automatic Post setting for each application that has Create entries marked. (If you mark Create entries for Cash Management, the Post setting is set to Automatic and cannot be changed to Manual.)

  7	Click [OK] when finished.

  8	Click [OK] to exit AR Settings.

Notes

•	By selecting the automatic posting option, entries will be posted immediately upon exiting the entry session. By selecting the manual posting option, you will need to use the Post command or answer Yes to post entries when you exit the entry session. See "Posting entries" for more information.

•	You can make changes to the Post and Interface Settings at any time, but we recommend that you contact a Certified Consultant or Customer Support before doing so.

•	If you are using Security, you may want to limit the number of users that can access AR Settings.

For help on any item, click [image] and then click the item.


Overview

Select how you want to post entries and interface with other applications. The options available depend on the applications you are using. See "About interfacing with other Timberline Office applications."


Unapplying cash receipts

  1	From the Tasks menu, select Adjust Receivables.

  2	Enter the customer ID.

  3	Enter the accounting date.

  4	Change the View to All Activity.

  5	Highlight the cash receipt you want to unapply.

  6	Click [Unapply].

  7	Click [Finish] to exit.

Notes

•	The GL debit account affected when unapplying a cash receipt is Accounts Receivable. The GL credit account typically affected is Customer Cash Receipts. Both of these default accounts are set up in AR Settings, GL Settings, GL Balance Sheet Accounts.

•	No entries are sent to Cash Management when unapplying a cash receipt.

For help on any item, click [image] and then click the item.


Viewing customer totals

  1	From the Setup menu, select Customer.

  2	Enter the customer for which you want to view totals. You can click [List] to select from a list of customers.

  3	Return through the name.

  4	Click [Totals].

  5	When you are finished, click [Cancel] to return to the Customer Setup window.

  6	Click [Cancel], then [Close] to return to the main Accounts Receivable window.

For help on any item, click [image] and then click the item.


About voiding

Invoices, cash receipts, and adjustments can be voided using the Adjust Receivables command (Tasks menu). See the topics below for the differences that exist between voiding activity created within Accounts Receivable and voiding activity created in the Billing application or the Service Management application.

 About voiding Accounts Receivable activity

 About voiding Billing invoices in Accounts Receivable

 About voiding Service Management invoices in Accounts Receivable

 How to void


About voiding Accounts Receivable activity

What settings affect voiding

The Retain voided activity setting in AR Settings, Entry Settings, determines which records are retained for reporting purposes when voiding. If you want to retain both transaction and activity records when voiding, mark the Retain voided activity box. If you want to retain transaction records but not activity records when voiding, do not mark the box. Once voided, an activity cannot be adjusted or edited in Adjust Receivables regardless of whether or not you retain voided activity.

What can be voided

Invoices, cash receipts, and adjustments can be voided using Adjust Receivables, with the following considerations:

•	Invoices with a status of Pending Post must be posted in Accounts Receivable before they can be voided. Unposted invoices created within Accounts Receivable may be edited by using manually assigned batches.  How?

•	Invoices can be voided only after all related cash receipts, retainage billed, and adjustments have been voided or unapplied.

•	Cash receipts with a status of Cleared or Reconciled in Cash Management (displayed in blue with a "c" and green with an "r" on the Adjust Receivables window) cannot be voided. See "Entries to the register" in Cash Management Help for more information about clearing and reconciling.

What happens when you void

The activity is no longer available for editing or adjusting in Adjust Receivables. Entries are reversed in Accounts Receivable, Cash Management, Contracts, Job Cost, and General Ledger.

Voiding activity  [image] How?

Related Topics


About voiding Billing invoices in Accounts Receivable

What settings affect voiding

•	Before you can void a Billing invoice in Adjust Receivables, you must mark the Allow edits/voids to invoices from Billing box in AR Settings, Entry Settings.

•	The Retain voided activity setting in AR Settings, Entry Settings, determines which records are retained for reporting purposes when voiding. If you want to retain both transaction and activity records when voiding, mark the Retain voided activity box. If you want to retain transaction records but not activity records when voiding, do not mark the box. Once voided, an activity cannot be adjusted or edited in Adjust Receivables regardless of whether or not you retain voided activity.

What can be voided

•	All Billing invoice types, cost-based, contract-based, and Quick Bill can be voided in Accounts Receivable and reinstated in Billing with the following considerations:

•	Contract-based invoices with existing worksheet entry records that have not been billed can be voided in Accounts Receivable, but cannot be reinstated in Billing. If you want to reinstate, you can delete the existing worksheet in Billing (Enter Worksheets command) before voiding the invoice in Accounts Receivable.

•	When you void and reinstate cost-based invoices with existing Work-in-progress records, the voided invoice records are combined with the existing records in Billing. If you do not want all these Work-in-progress records to be included on the next invoice, be sure to enter the appropriate Cut-off date when generating invoices in Billing.

•	When you void a Quick Bill invoice, if the Allow duplicate invoices box is unmarked in AR Settings, Entry Settings, the Quick Bill invoice number is not retained in Billing.

•	When a contract has multiple invoices, it is possible to void and reinstate an invoice out of sequential order. If the reinstated invoice includes Previously Billed amounts, when you reissue the invoice, the Previously Billed amounts may be incorrect. To prevent this, before you reissue a reinstated invoice with Previously Billed amounts, void all invoices that were generated after it. After reissuing the reinstated invoice, reissue the other voided invoices that followed it.

•	After a Billing invoice is posted in Accounts Receivable, all voiding information that applies to Accounts Receivable activity also applies to Billing invoices. See "About voiding Accounts Receivable activity." [image] How?

What happens when a Billing invoice is voided

In Accounts Receivable, the invoice is voided and is no longer available for editing or adjusting in Adjust Receivables. Entries are reversed in Accounts Receivable, Cash Management, Contracts, Job Cost, and General Ledger. To reverse stored material amounts, you must manually change them on the contract item (Contracts tab) in Contracts. For specific instructions on how to reverse stored materials, see " Reversing stored materials after voiding a Billing invoice in Accounts Receivable" in Contracts Help. If you choose not to reinstate the invoice, the invoice status is changed to Voided in Billing.

When you choose to reinstate contract-based or cost-based invoices, the invoices are deleted in Billing. Records are moved from the Billed.BLI to the Unbilled.BLI file for contract-based invoices, and from the Billed.BLW to the Unbilled.BLW files for cost-based invoices. Billing records become available for editing in Enter Worksheets and Change Work-In Progress. When you reinstate a Quick Bill invoice, the invoice is moved from the Billed.BLI to the Unbilled.BLI file and it becomes available for editing in Enter Quick Bill.

If you are using the Inventory application, in Accounts Receivable you can void Quick Bill invoices that have standard items originally created in Inventory and copied to the Billing application. When these invoices are voided, the system clears the Misc check box on the Billing Item record to indicate that the item needs to be added back to inventory. The Adjust Receivables journal identifies these items. You need to manually add these inventory items back in the Inventory application.

Voiding a Billing invoice in Accounts Receivable [image] How?

Related Topics


About voiding Service Management invoices in Accounts Receivable

•	All Service Management invoice types can be voided in Accounts Receivable and reinstated in Service Management.

What settings affect voiding

•	Before you can void a Service Management invoice in Adjust Receivables, you must mark the Allow edits/voids to invoices from SM box in AR Settings, Entry Settings.

•	The Retain voided activity setting in AR Settings, Entry Settings, determines which records are retained for reporting purposes when voiding. If you want to retain both transaction and activity records when voiding, mark the Retain voided activity box. If you want to retain transaction records but not activity records when voiding, do not mark the box. Once voided, an activity cannot be adjusted or edited in Adjust Receivables regardless of whether or not you retain voided activity.

What happens when a Service Management invoice is voided

In Accounts Receivable, the invoice is voided and is no longer available for adjusting in Adjust Receivables. Entries are reversed in Accounts Receivable, Job Cost, and General Ledger. If you choose not to reinstate the work order, the invoice status is changed to Voided in Service Management.

When you choose to reinstate Service Management work order or agreement invoices, the invoices are deleted in Service Management. Work order or agreement records become available for editing in Service Management.

Voiding a Service Management invoice in Accounts Receivable [image] How?

Related Topics


Voiding activity

  1	If you are voiding a Billing or Service Management invoice, be sure you have marked the appropriate Allow edits/voids . . . box in AR Settings, Entry Settings.

  2	From the Tasks menu, select Adjust Receivables.

  3	Enter the customer ID.

  4	Enter the accounting date.

  5	Change the View as needed.

  6	Highlight the activity you want to void.

  7	Click [Void].

  8	In the Void Activity window, select whether or not you want to continue voiding this activity. If you choose to continue, the activity will no longer be available for adjusting or editing using the Adjust Receivables command. Click [Yes] to void the invoice.

  9	If you are voiding a Billing invoice and want to reinstate it in Billing, in the Void Activity window, mark the Reinstate invoice in Billing box.
If you are voiding a Service Management invoice and want to reinstate it in Service Management, in the Void Activity window, mark the Reinstate work order in Service Management box.

10	Click [Yes] to void the invoice.

11	Click [Finish] to exit.

For help on any item, click [image] and then click the item.

Related Topics


About file types in Accounts Receivable

The following lists the files used in Accounts Receivable and the records contained in each:

•	.ARA--contains the following records related to invoices, payments, and adjustments: Activity, Status, Distribution, Deposit and Deposit Item.

•	.ARM--contains Customer, Customer Totals, Correspondence, and AR Settings records.

•	.ARS--contains Contact records.

•	.ART--contains Transactions created in Accounts Receivable and received from the Billing application. These transactions are grouped by Batch records.

•	.ARZ--contains Status Issue, Activity Issue, Deposit Issue, Customer Issue, Correspondence Issue, and Contact Issue records associated with Issue Manager.

Warning

•	The New.ART file in Accounts Receivable should never be manually deleted. Information associated with items in the New.ART file also exists in the .ARA file. Deleting the New.ART file causes activity records to remain with a pending post status that are unavailable for posting.


About the draw ID

A draw is a request made by the contractor for funds to be disbursed from either a lending institution or the owner. The draw ID is determined based on your AR Settings. See "About the draw ID retrieval in Accounts Receivable" for detailed information.

The draw ID is a 15 character non-sectionable alpha-numeric field. The draw ID corresponds to the draw ID in Job Cost. When you change the name of this custom field in Job Cost, the new name displays in Accounts Receivable and Billing as well. Duplicate draw IDs are allowed.

Related Topics


About using the Filter activity view

In Adjust Receivables (Tasks menu), you can use the Filter activity view to enter criteria that determines what activity displays on the Adjust Receivables window for the selected customer.

When you enter a specific invoice, draw, contract, or job, all the activity associated with that specific item also displays. This activity can include invoices, cash receipts, billed credits, billed debits, AR debits, AR credits, bad debt, and NSF checks.

You can enter a starting and/or ending date to limit the selection criteria.

The Activity status determines whether paid, unpaid or both activity types display.

The Unapplied customer activity options of All, None, or Use date range, determine whether or not non-invoice related activity displays. Unapplied customer activity includes customer cash receipts, customer debits, customer credits, plus any NSF checks and refunds applied to customer cash receipts. When Use date range is selected, enter dates in the Date Range fields. The activity displayed on the Adjust Receivables window will include unapplied customer activity, as well as invoice activity that falls within the date range entered.

Note

•	Entry in all fields on the Filter window is not required.


About selecting a contact from Address Book

If you have already set up a person in Address Book, you can use the Address Book information to prefill the fields of the Contact Setup window. Click the Address Book icon [image] if you want to display and select from Address Book’s list of person contacts.

If you prefer to enter the contact information in AR, the program will create a new person record in Address Book and associate it with the contact you create in the AR Contact Setup window.


About selecting a company from Address Book

If you have already set up a company in Address book, you can use the Address Book information to prefill the fields of the Customer Setup window. Click the Address Book icon [image] if you want to display and select from Address Book’s list of company contacts.

If you prefer to enter the customer information in AR, the program will create a new company contact record in Address Book and associate it with the customer you create in the AR Customer Setup window.


Setting up finance charges

To set up finance charges:

  1	Select AR Settings.

  2	Select the Use Finance Charges check box.

  3	Select [Finance Charge Settings] to display the Finance Charge Settings window.

  4	Select the finance charge generation level:

Customer--creates one finance charge invoice per customer.

Invoice--adds a distribution line to each invoice showing the finance charges.

  5	Enter the minimum balance on which finance charges will be generated. If the generation level is Customer and a customer’s overdue balance is less than this amount, no finance charge will be created for the customer during Generate Finance Charges.  If the generation level is Invoice and a customer’s overdue invoice is less than this amount, no finance charge will be created for that invoice.

  6	Enter the minimum amount of the finance charge. If the finance charge generated is less than this amount, this amount will be charged. For example, if the customer’s finance charge is $15.00 and the amount entered in this field is $20.00, the customer will be charged $20.00.

  7	Select the first aging period in which finance charges are charged.

  8	Select the Age finance charges check box to include the finance charges on the aging reports.

  9	In the Rate area, select one of the following as the default rate:

•	Select None if you do not want finance charges calculated.

•	Select Percentage to charge a percentage on outstanding balances. Enter the percentage to charge in the field.

•	Select Flat rate to charge a flat amount on outstanding balances. Enter the rate in the field.

•	Select both to charge both a percentage and a flat rate for outstanding balances.

10	Enter the tax group. This is a required field when you use taxes. You can click [List] to select from a list of Tax Groups.

11	To include the past due sales tax amount in the finance charge calculations, select the Include sales tax check box.

12	To include the previously calculated but unpaid finance charge amounts in the eligible balance for finance charges, select the Include existing finance charges check box.

13	Select [GL Settings] and enter the following information:

•	Enter the finance charge journal on the AR Settings – GL Settings window.

•	Enter the finance charge account number on the AR Settings – GL Revenue Accounts window.

•	Enter the finance charge write off account number on the AR Settings – GL Misc Accounts window. This is a required field.

Note

•	The tax group is typically a 0.00 rate Tax Group.

Warning

•	The generation level can not be changed after you create finance charge transactions.

 Related Topics


About finance charges

You can set up finance charges that automatically calculate for overdue invoice amounts. The charges are added to the customer’s balance when you run Generate Finance Charges and post the entries. Finance charges are shown on accounts receivable statements.

Finance charges can be based on the customer or invoice level. If you charge finance charges at the customer level, a new invoice is created listing the finance charges. If you charge finance charges at the invoice level, a new distribution is added to the invoice for the finance charge.

In AR Settings > Finance Charge Settings, set up the company rate, generation level and tax group. Select the first period on which the overdue amounts will be eligible for finance charges. Finance charges will be charged on all overdue amounts based on these settings unless the settings are changed for a customer, a job, or a contract.

•	Customer--If you wish to exempt a customer from finance charges, select Exempt from finance charge on the Billing tab in Customer Setup. To change the amount of the finance charge for that customer, enter a rate or percentage on the Billing tab.

•	Job--If you wish to change the settings for an individual job or extra, you can set up a different rate in Job Cost. For more information, see "About Finance Charges" in Job Cost Help.

•	Contracts--If you wish to change the settings for a contract or contract item, you can set up a different rate in Contracts. For more information, see "About Finance Charges" in Contract Help.

 Related Topics


About writing off billed retainage

You can write off billed retainage in Accounts Receivable while:

•	Entering cash receipts.	 How?

•	Adjusting receivables.	 How?


Writing off billed retainage (Adjust Receivables)

  1	From the Tasks menu, select Adjust Receivables.

  2	In the Adjust Receivables window, enter the customer ID and accounting date.

  3	Select the desired invoice and click [Adjust].

  4	Select Write off from the Adjustment type list if it is not the prefilled adjustment type.

  5	The Retainage Billed Adjustment field prefills with the outstanding retainage billed balance. If desired, change the prefilled Retainage Billed Adjustment amount.

  6	Click [Distributions].

  7	Change the following adjustment information in the grid as needed: Retainage and Debit Account.

  8	Click [Finish].

If the Distribution Out of Balance window opens, click [Auto Balance] to automatically balance the distributions.


Writing off billed retainage (Enter Cash Receipts)

Notes

•	While entering cash receipts, you can write off billed retainage, but not retainage held.

•	You can write off invoices that contain retainage overbilled transactions when adjusting receivables, but not while entering cash receipts. See Correcting overbilled retainage for more information about overbilled retainage.

To write off billed retainage

  1	From the Tasks menu, select Enter Cash Receipts and the entry view you want to use.

  2	In the Deposit Information window, enter the deposit information and click [OK].

  3	In the Deposit Items window, select the deposit item type and enter the customer, amount, and other deposit item information.

  4	In the Cash Receipts Selection window, locate the invoice for which you want to write off billed retainage and click it twice. A dashed border appears on the invoice row indicating that it is selected.

  5	Click [Write Off] to open the Write-off Amount window.

  6	Enter the amount to write off in the Invoice Amount Write Off box.

  7	Click [OK]. When the message box appears, click [Yes] to create the adjustment.

  8	Click [OK] in the Cash Receipt Selection window.

  9	Finish your cash receipt entries.


Prefilled adjustment type

The Adjustment type defaults to Write off for retainage billed distributions. If the invoice has a combination of distributions--some retainage billed, some not--the Adjustment type prefills with Billed Credit.


Writing off amounts using Enter Cash Receipts

  1	Select the invoice you want to adjust.

  2	Click [Write off]. The Write Off window appears.

  3	Enter the write off amount for the invoice or the finance charge.

  4  Click [OK] to return to the Cash Receipt Selection window.

Note

•	You cannot write off more than the amount of the invoice.


Bill Retainage (Tasks menu)

Use to bill retainage previously withheld by customer, contract, contract item, job, extra and/or cost code.

 Window

 How To

 Additional Information

 Troubleshooting


Bill Retainage window

Use to bill previously withheld retainage for a customer, contract, contract item, job, extra and/or cost code. You also have the option to bill retainage by invoice.

You can change the Bill Retainage Invoice format in AR Settings, Forms and Journal Settings (File, Data Folder Settings).

Note

•	After you click [Bill], an invoice is created and you must click [Finish] to exit.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information

 Troubleshooting


Customer

Enter the customer ID for which you want to bill retainage. You can click [List] to select from a list of customers.


Customer description

Displays the name of the current customer.


Contract

Enter the contract for which you want to bill retainage. You can click [List] to select from a list of contracts for this customer. If the contract is left blank, you can bill retainage for the customer only, not retainage associated with a contract.


Contract description

Displays the description of the current contract.


Contract item

Enter the contract item for which you want to bill retainage. You can click [List] to select from a  list of contract items.


Contract item description

Displays the description of the current contract item.


Invoice

Accept the prefilled invoice number or enter the invoice number (up to 15 characters) for the retainage you are billing.


Draw

Accept the prefilled draw ID or enter the draw ID (up to 15 characters) for the retainage you are billing. See "About the draw ID retrieval method" in Accounts Receivable for information about how this field is prefilled.

The title of this item may be different if changed in Custom Descriptions.


Accounting date

Accept the prefilled accounting date or enter the accounting date for this invoice.


Invoice date

Accept the prefilled invoice date or enter the invoice date.


Percent to bill

Enter the percentage (maximum of 100) of outstanding retainage to bill. To bill a flat amount, leave this item blank and enter the flat amount in Amount to bill.


Retainage to bill

Enter the actual amount (up to 11.2 digits) of outstanding retainage to bill. To bill a percentage of outstanding retainage, leave this item blank and enter the percentage in Percent to bill.


Retainage available

Displays the outstanding retainage amount you can bill for this customer or contract.


Tax retainage to bill

Enter the amount (up to 11.2 digits) of tax retainage to bill. This field is available only when the Tracking tax retainage box in AR Settings is marked.


Tax retainage available

Displays the outstanding tax retainage amount you can bill for this customer or contract.


Job

Accept the prefilled job or enter the job for which you want to bill retainage. You can select from a list of jobs. The list displays only jobs that have a billing method of Quick Bill. This field is not available when a contract has been entered.


Extra

Accept the prefilled extra or enter the extra for which you want to bill retainage.


Cost code

Accept the prefilled cost code or enter the cost code for which you want to bill retainage. This field is available only when the billing level on the job is at the cost code.


[Bill]

Creates a new invoice for the Retainage to bill amount.


[Select Invoices]

Opens the Select Invoices window, which consists of two tabs that display a list of invoices and their distributions. From these tabs, you can select specific invoices and distributions for which to bill retainage.

In the Bill Retainage window, if anything has been entered in the Percent to bill, Retainage to bill, or Tax retainage to bill fields, this button is not active.


[Finish]

Closes this window and returns to the main Billing menu.


[Cancel]

Closes this window without accepting your current entries and returns to the main Accounts Receivable window.


[List]

Displays a list you can select from for the current item in this window.


[Help]

Opens Help and displays information about this window.


About retainage amounts
About retainage amounts in Bill Retainage

The Retainage amount available to bill, which displays in the Bill Retainage window, is retrieved based on whether you enter a customer only; a customer and a contract; a customer, a contract and a contract item; or a customer and a job; a customer, a job and an extra; or a customer, job, extra and cost code using the following calculations:

Enter	Retainage Displayed
Customer	The sum of all retainage activity for the customer, excluding contract or job-related retainage.
Customer and Contract	The sum of all retainage activity for the contract for the specified customer.
Customer, Contract and Contract Item	The sum of all retainage activity for the contract item for the specified contract/customer.
Customer and Job	The sum of all retainage activity for the specified job and customer, including retainage for any Extras associated with the job and excluding contract-related and customer-related (no job or contract) retainage.
Customer, Job and Extra	The sum of all retainage activity for the extra for the specified job/customer, excluding all contract-related and customer-related (no job or contract) retainage.
Customer, Job and Cost Code	The sum of all retainage activity for the cost code for the job/customer specified, including retainage for any Extras associated with the job and excluding contract and customer-related (no job or contract) retainage.
Customer, Job, Extra and Cost Code	The sum of all retainage activity for the cost code for the specified extra/job/customer, excluding contract and customer-related (no job or contract) retainage.
Related Topics


About AR journals when you are not interfacing with Contracts

If you are not interfacing with Contracts, you may encounter an error message noting that the system cannot find an active CNC file during Bill Retainage or Adjust Receivables. To correct this, in the Contracts application, set up the CN Settings and one contract, which will automatically create the active CNC file.


My Bill Retainage preprinted invoice forms alignment is off

If your Accounts Receivable Bill Retainage preprinted invoice forms ("to form" invoices) do not line up and you are using a Timberline tested printer, you may need to edit the margins of the invoice form designs using Report Designer. The affected Accounts Receivable designs are:

•	AR Bill Retainage Invoice (to form).rpt

•	AR Bill Retainage Invoice (TRet) (to form).rpt

To see which Accounts Receivable Bill Retainage invoice forms you are using, check the defaults selected in AR Settings (File menu, Data Folder Settings, AR Settings, Forms and Journals window).

 Click here for instructions on changing invoice form margins


Correcting invoice form margins

  1	Open the invoice design in the Report Designer application.

  2	From the File menu, select Page Setup, Margins.

  3	Adjust the margins using the following table. Note that all the bottom margins are negative:

Laser Printer Model	Margins
Hewlett Packard 4	Top =.29 Bottom = -.25
Hewlett Packard 5	Top = .25  Bottom = -.25  Left = .25
Hewlett Packard 6L	Top = .25  Bottom = -.25
Hewlett Packard 1100	Top = .29  Bottom = -.25
Hewlett Packard 6P	Top = .33 Bottom = -.25
Hewlett Packard 4000	Top = .25  Bottom = -.25
Hewlett Packard 5SI	Top = .29  Bottom = -.25
Lexmark Optra S 1625	Top = .29  Bottom = -.25
  4	Click [OK] to exit.

  5	Save the report design with a different name (using File, Save As) so it is not overwritten during an upgrade.

  6	Select the new report design as the default for the appropriate Accounts Receivable Bill Retainage form in AR Settings, Forms and Journals window.

Tip

•	Another option for correcting the margins would be to edit them using the Page Setup button at the time of printing an invoice. However, changing the margins for an invoice at the time of printing changes the invoice only for that specific print run; it does not permanently change an invoice form design.


Billing retainage by invoice

To select specific invoices or invoice distributions for which to bill retainage, follow these steps:

  1	From the Tasks menu, select Bill Retainage. In the Bill Retainage window, enter the customer ID and any information such as contract or job to limit the invoices to be displayed in the next window. You can click [List] to select from a list when in these fields.

  2	Click [Select Invoices]. The Invoice tab on the Select Invoices window displays a list of invoices. You can further limit what displays on the list by clicking [Date Filter] at the bottom of the window. In the Date Filter window, you can choose which date to use—invoice or accounting date, and you can enter a beginning and ending date. Click [OK] to accept your entries and return to the list of invoices.

  3	Select an invoice for billing retainage by double-clicking in the box in the Bill column with your mouse. You can also deselect an invoice by double-clicking in the box. The Retainage Amount to Bill column prefills with the remaining retainage left to bill (Total Retainage Amount less the Retainage Billed to Date).

  4	If you want to bill only a portion of the remaining retainage to bill, click [Amount] and enter the amount of retainage to bill in the Amount to Bill window. Click [OK] to return to the Select Invoices window.

  5	If you want to bill retainage for certain invoice distributions only, highlight the invoice on the Invoice tab and click the Distributions tab. Select a distribution by double-clicking the Bill box in the first column with your mouse. The Retainage Amount to Bill column prefills with the remaining retainage left to bill (Total Retainage Amount less the Retainage Billed to Date). You can deselect a distribution by double-clicking the Bill box.

  6	If you want to bill only a portion of the remaining retainage to bill for a distribution, with the distribution highlighted, click [Amount] and enter the amount of retainage to bill in the Amount to Bill window. Click [OK] to return to the Bill Retainage window.

  7	Continue selecting other invoices or distributions as needed. You also have the option of selecting or deselecting all invoices by clicking [Select All] or [Deselect All].

  8	When you are finished selecting invoices or distributions, click [OK] on either the Invoice or Distributions tab to return to the Bill Retainage window.

  9	In the Bill Retainage window, accept the prefilled invoice and draw IDs or enter other ones.

Note

•	One retainage billed invoice is created for all invoice and distribution selections made.

10	Click [Bill]. A new invoice is created for the customer and the Retainage to bill amount displayed on the Bill Retainage window.

Note

•	If you click [Select Invoices] again after clicking [Bill], another retainage billed invoice for that customer is created.

11	Click [Finish] to exit Bill Retainage. A journal lists invoices and amounts, and a retainage invoice prints. You can change the Bill Retainage Invoice format in AR Settings, Forms and Journal Settings.

Notes

•	If you have marked the Tracking tax retainage box in AR Settings, tax retainage columns are included on the Invoice and Distributions tabs in the Select Invoices window. They are also included on the Amount to Bill window.

•	The title of the Invoice tab may be either Invoice or Draw, depending on what you selected as Primary ID in AR Settings (Entry Settings).

For help on any item, click [image] and then click the item.

Related Topics


Select Invoices window

Use this window to select specific invoices and/or invoice distributions for billing retainage. An Invoice tab displays invoices and a Distributions tab displays invoice distributions. The invoices and distributions that display are determined by the criteria, such as customer, contract, or job entered on the Bill Retainage window. You can further define what items are listed on these tabs by clicking [Date Filter] and entering invoice or accounting dates.

For each invoice and distribution listed, information such as total retainage and retainage billed to date are displayed. You can enter the full or partial retainage amount to bill. If the Tracking tax retainage box in AR Settings is marked, tax retainage information is also included on the tabs.

Notes

•	When you enter a contract item in the Bill Retainage window, only invoices for that contract item display. Since there can be multiple contract items per invoice, invoices containing multiple contract items are indicated with a note below the invoice grid. Only amounts for the contract item entered are displayed on the Invoice and Distributions tab. The same applies when you enter a job, extra, or cost code in the Bill Retainage window. If there are multiple jobs, extras, or cost codes for the invoice, it will be indicated with a note below the invoice grid.

•	The Invoice tab may be labeled as either Invoice or Draw, depending on what you selected as the Primary ID in the Entry Settings window in AR Settings.

For help on any item, click [image] and then click the item.

 How To


Bill

If you want to bill retainage for an invoice listed, mark this box by double-clicking it with your mouse. When marked, the Retainage Amount to Bill (Total Retainage Amount less Retainage Billed to Date) prefills and can then be changed by clicking [Amount].

If you have marked Tracking tax retainage in AR Settings, the Tax Retainage Amount to Bill also displays and when Billed is marked, it prefills and can be changed by clicking [Amount].


Invoice/Draw

This column displays either the invoice ID or draw ID, depending on which is entered as the Primary ID in the Entry Settings window in AR Settings.


Total Retainage Amount

This column displays the total retainage amount held for an invoice.


Retainage Billed to Date

This column displays the total retainage billed to date for an invoice.


Retainage Available to Bill

This column displays the remaining amount of retainage to bill (Total Retainage Amount less Retainage Billed to Date) for an invoice.


Retainage Amount to Bill

When you mark the Bill box, this column prefills with the total remaining amount of retainage to bill. If you want to bill only a portion of this amount, click [Amount] at the bottom of the window to change the retainage amount to bill.


Total Tax Retainage Amount

This column displays the total tax retainage amount held for an invoice. This column displays only if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage Billed to Date

This column displays the total tax retainage amount billed to date for an invoice. This column displays only if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage Available to Bill

This column displays the remaining amount of tax retainage to bill (Total Tax Retainage Amount less Tax Retainage Billed to Date) for an invoice. This column displays if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage Amount to Bill

When you mark the Bill box, this column prefills with the total remaining amount of tax retainage to bill. If you want to bill only a portion of this amount, click [Amount] at the bottom of the window to change the tax retainage amount to bill. This column displays if you have marked the Tracking tax retainage in AR box in AR Settings.


Invoice/Draw Note

Indicates that multiple jobs, extras, contract items, or cost codes exist for the highlighted invoice.


Tax Retainage to Bill

Displays the total amount of tax retainage selected to bill for this retainage invoice. This field only displays if the Tracking tax retainage box is marked in AR Settings.


Retainage to Bill

Displays the total amount of retainage to bill selected to bill for this retainage invoice.


Customer

Displays the customer ID for the above listed invoices.


Customer Name

Displays the name of the customer for the above listed invoices.


Contract

Displays the contract ID for the above listed invoices.


Contract Description

Displays the contract description for the above listed invoices.


Job

Displays the job ID for the above highlighted invoice. If an invoice has multiple jobs, the job ID will not display here, and a note indicating that multiple jobs exist appears at the right.


Job Description or Note

Displays either the job description or if there are multiple jobs, a note indicating that multiple jobs exist for the above highlighted invoice.


Invoice/Draw

Displays either the invoice or draw ID for the above highlighted entry. Whichever is not displayed in the above grid, is displayed here. (i.e., if the invoice ID is displayed in the grid, the draw ID is displayed here.)


Invoice/Draw Amount

Displays the total invoice/draw amount for the above highlighted invoice.


Invoice/Draw Date

Displays the invoice/draw date for the above highlighted invoice.


[OK]

Accepts your current entries and returns to the Bill Retainage window.


[Cancel]

Closes this window without accepting your current entries and returns to the Bill Retainage window.


[Date Filter]

Opens the Date Filter window where you can further limit which invoices or distributions display on the Invoice and Distributions tabs.


[Amount]

When you are on the Invoice tab, opens the Amount to Bill window where you can enter the retainage amount to bill for the highlighted invoice. It prefills with the Retainage Available to Bill for the invoice, which you can change.

When you are on the Distributions tab, opens the Amount to Bill window where you can enter the retainage amount to bill for the highlighted distribution. It prefills with the Retainage Available to Bill for the distribution, which can be changed.

If you have marked the Tracking Tax Retainage box in AR Settings, you can also enter the tax retainage amount to bill in this window, on both the Invoice and Distributions tabs.


[Select All]

When on the Invoice tab, selects all invoices for billing retainage (marks the Bill box for all invoices).

When on the Distributions tab, selects all distributions for billing retainage (marks the Bill box for all distributions).


[Deselect All]

When on the Invoice tab, deselects all invoices selected for billing retainage (unmarks the Bill box for all selected invoices).

When on the Distributions tab, deselects all selected distributions for billing retainage (unmarks the Bill box for all selected distributions).


[Help]

Opens Help and displays information about this window.


Bill

Mark this box if you want to bill retainage for a distribution. When marked, the Retainage Amount to Bill (Total Retainage Amount less Retainage Billed to Date) prefills and can then be changed by clicking [Amount].

If you have marked Tracking tax retainage in AR Settings, the Tax Retainage Amount to Bill also displays and when Billed is marked, it prefills and can be changed by clicking [Amount].


Contract Item

This column displays the contract item for the highlighted distribution.


Job

This column displays the job for the highlighted distribution.


Extra

This column displays the extra for the highlighted distribution.


Cost Code

This column displays the cost code for the highlighted distribution.


Total Retainage Amount

This column displays the total retainage held for a distribution.


Retainage Billed to Date

This column displays the retainage billed to date for a distribution.


Retainage Available to Bill

This column displays the remaining amount of retainage to bill (Total Retainage Amount less Retainage Billed to Date) for a distribution.


Retainage Amount to Bill

When you mark the Bill box, this column prefills with the remaining amount of retainage to bill (Total Retainage Amount less Retainage Billed to Date) for the distribution. If you want to bill only a portion of this amount, click [Amount] at the bottom of the window to change the retainage amount to bill.


Total Tax Retainage Amount

This column displays the total tax retainage amount held for a distribution. This column displays only if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage Billed to Date

This column displays the total tax retainage amount billed to date for a distribution. This column displays only if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage Available to Bill

This column displays the remaining amount of tax retainage to bill (Total Tax Retainage Amount less Tax Retainage Billed to Date) for a distribution.


Tax Retainage Amount to Bill

When you mark the Bill box, this column prefills with the remaining amount of tax retainage to bill (Total Tax Retainage Amount less Tax Retainage Billed to Date) for the distribution. If you want to bill only a portion of this amount, click [Amount] at the bottom of the window to change the retainage amount to bill. This column displays if you have marked the Tracking tax retainage in AR box in AR Settings.


Tax Retainage to Bill

Displays the total amount of tax retainage to bill entered for this invoice. This field only displays if the Tracking tax retainage box is marked in AR Settings.


Retainage to Bill

Displays the total amount of retainage to bill entered for this invoice.


Item

Displays the contract item for the highlighted distribution.


Contract Item Description

Displays the description of the contract item for the highlighted distribution.


Job

Displays the job for the highlighted distribution.


Job Description

Displays the description of the job for the highlighted distribution.


Extra

Displays the extra for the highlighted distribution.


Extra Description

Displays the description of the extra for the highlighted distribution.


Cost Code

Displays the cost code for the highlighted distribution.


Cost Code Description

Displays the description of the cost code for the highlighted distribution.


Invoice/Draw

Displays either the invoice or draw ID for the distributions listed on this tab, depending on which is entered as the Primary ID in the Entry Settings window in AR Settings.


Invoice/Draw Amount

Displays the total invoice/draw amount for the distributions listed on this tab.


Invoice/Draw Date

Displays date of the invoice/draw for the distributions listed on this tab.


Retainage

When you are on the Invoice tab, this field prefills with the Retainage Available to Bill for the highlighted invoice. Enter the amount of retainage you would like to bill.

When you are on the Distributions tab, this field prefills with the Retainage Available to Bill for the highlighted distribution. Enter the amount of retainage you would like to bill.


Tax Retainage

When you are on the Invoice tab, this field prefills with the Tax Retainage Available to Bill for the highlighted invoice. Enter the amount of tax retainage you would like to bill.

When you are on the Distributions tab, this field prefills with the Tax Retainage Available to Bill for the highlighted distribution. Enter the amount of tax retainage you would like to bill.


[OK]

Accepts your current entries and returns to the Invoice or Distributions tab.


[Cancel]

Closes this window without accepting the current entry and returns to the Invoice or Distributions tab.


Date Type

Select whether you want the invoice date or accounting date used when selecting a range of invoices and distributions to display.


Beginning Range Date

Enter the start date for selecting a range of invoices and distributions to display.


Ending Range Date

Enter the end date for selecting a range of invoices and distributions to display.


[OK]

Accepts your current entries and returns to the Invoice or Distributions tab.


[Cancel]

Closes this window without accepting the current entry and returns to the Invoice or Distributions tab.


AR Settings

Use to define processing options for Accounts Receivable. See "Specifying AR Settings."


Enter Cash Receipts

Use to enter deposits and apply cash receipts. See "Entering cash receipts."


Enter Payments view

Use to enter deposits and apply cash receipts using the selected view. See "Entering cash receipts."


Adjust Receivables

Use to adjust invoices and cash receipts, edit adjustments, invoices and cash receipts, apply and unapply cash receipts, or void activity. See "Adjusting entries."


Enter Invoices

Use to enter invoices for customers. See "Entering manual invoices."


Enter Invoices view

Use to enter invoices for customers using the selected view. See "Entering cash receipts."


Age Receivable Balances

Use to age customer totals. See "Aging receivable balances."


Generate Finance Charges

Use to calculate finance charges on overdue invoice amounts.


Bill Retainage

Use to create invoices for outstanding retainage. See "Billing retainage."


Post Entries

Use to post customer activity. See "Posting entries."


Close Year

Use to close the current year. See "Closing the year."


Correspondence

Use to add or change correspondence items. See "Entering correspondence."


Customer Setup

Use to add or change customers. See "Setting up customers."


Contact Setup

Use to add or change contacts. See "Setting up contacts."


Tax Rate Setup

Use to add or change tax IDs. See "Setting up taxes."


Tax Group Setup

Use to add or change tax groups. See "Setting up tax groups."


Import Invoices

Use to import invoices and distributions into Accounts Receivable. See "About importing invoices."


Move Invoices Current to History

Use to move invoices from your current files to history files. For more information, see "About moving invoices."


Move Invoices History to Current

Use to move invoices from your history files to current files. For more information, see "About moving invoices."


Customize

Displays the Customize menu items.


Customize Entry - Cash Receipt

Use to add or change custom grids for entering cash receipts. See "Customizing cash receipt entries."


Customize Entry - Invoice

Use to add or change custom grids for entering invoices. See "Customizing invoice entries."


Correspondence (Tasks menu)

Use to record correspondence you have had with customers. This command allows you to log all important customer correspondence for future reference. You can use [Conditions] to locate existing correspondence items by customer, contract, job, invoice, cash receipt, date, or contact.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Tabs

 How To


Correspondence Tabs

 Custom Fields

 Memo

 Regarding


Date

Enter the date for this correspondence item. If you are changing an existing correspondence item, you can click [List] to select from a list of dates.


Time

Enter the time for this correspondence item. If you are changing an existing correspondence item, you can click [List] to select from a list of times.


Item

Enter the item ID for this correspondence item. You can click [List] to select from a list of items.


Correspondence - Memo tab

Use to record the type of correspondence that has taken place, whom it was with and details about the conversation or subject. You can use [Conditions] to locate existing correspondence items by customer, contract, job, invoice, cash receipt, date, or contact.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To


Contact

Enter the contact name for this correspondence item. You can click [List] to select from a list of contacts.

The title of this item may be different if changed in Custom Descriptions.


Type

Select the type of correspondence this is.

Examples: Email or Telephone

You can modify or add items to this list in Custom Descriptions.


Topic

Enter the topic of this correspondence.


Initiated by

Enter the name of the person that initiated the correspondence.


Follow up

Enter the date you want to follow up on this correspondence item. You can use this date in reports to list the correspondence items that are due for follow up.


Text

Enter any important comments or reminders about this correspondence.


Correspondence - Regarding tab

Use to record the customer, contract, job, or invoice this correspondence is associated with or in regard to. You can use [Conditions] to locate existing correspondence items by customer, contract, job, invoice, cash receipt, date, or contact. The information on this tab is primarily for reporting purposes. Enter only the information that you find useful in tracking correspondence.

For help on an item on this tab, click [image] on the toolbar and then click the item.

 How To


Customer

Enter the customer ID for which this correspondence applies. You can click [List] to select from a list of customers.

The title of this item may be different if changed in Custom Descriptions.


Contract

Enter the contract for which this correspondence applies. You can click [List] to select from a list of contracts.

The title of this item may be different if changed in Custom Descriptions.


Contract item

Enter the contract item for which this correspondence applies. You can click [List] to select from a list of contract items.


Job

Enter the job for which this correspondence applies. You can click [List] to select from a list of jobs.


Extra

Enter the extra for which this correspondence applies. You can click [List] to select from a list of extras.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Enter the cost code for which this correspondence applies. You can click [List] to select from a list of cost codes.

The title of this item may be different if changed in Custom Descriptions.


Change order

Enter the change order for which this correspondence applies.

The title of this item may be different if changed in Custom Descriptions.


Invoice

Enter the invoice for which this correspondence applies.

The title of this item may be different if changed in Custom Descriptions.


Cash receipt

Enter the cash receipt for which this correspondence applies.

The title of this item may be different if changed in Custom Descriptions.


[Save]

Accepts the current correspondence entries and returns to the Date field where you can enter a new correspondence or change an existing one.


[Cancel]

Returns to the Date field without accepting any of the current entries on this correspondence item.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, view, delete, or attach a note or file.


[Help]

Starts Help and display information about this window.


[Close]

Closes this window and returns to the main Accounts Receivable window.


[Conditions]

Sets up, views, or clears conditions which limit the correspondence items that displays.


[Previous]

Displays the previous correspondence item.


[Next]

Displays the next correspondence item.


[Prefills]

Allows you to enter default entries for items in this window. When setting up a new correspondence item, these items prefill with the information you enter (for this session only).


[Delete]

Deletes the current correspondence item.


Custom Fields tab
Correspondence - Custom Fields tab

Use to enter miscellaneous information that is not stored elsewhere. Setting up custom fields is optional. If you do not set up any custom fields, this tab will be blank. You can define up to 250 fields. The fields you define are available on reports and inquiries you design.

The date, time and item appear at the top of the Custom Fields tab to identify the correspondence record that is being reviewed or modified.

Refer to "Changing and adding custom fields" for detailed instructions.

For help on an item in this window, click [image] on the toolbar and then click the item.


Enter Invoices (Tasks menu)

Use to enter invoices not automatically created by the billing system.

For help on an item in this window, click [image] on the toolbar and then click the item.

 Enter Invoices window

 How To

 Additional Information

Related Topics


Enter Invoices window

Use to enter invoices and distributions manually.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information

Related Topics


Customer

Enter the customer this invoice is for. You can click [List] to select from a list of customers.

The title of this item may be different if changed in Custom Descriptions.


Draw ID

Accept the prefilled draw ID or enter the draw ID (up to 15 characters). See "About the draw ID retrieval method in Accounts Receivable" for information about how this field is prefilled.

The title of this item may be different if changed in Custom Descriptions.


Invoice number

Accept the prefilled invoice number or enter a new invoice number (up to 15 digits). This number prefills based on the last invoice number in AR Settings, Entry Settings.

The title of this item may be different if changed in Custom Descriptions.


Invoice date

Accept the current date or enter the invoice date.

The title of this item may be different if changed in Custom Descriptions.


Contract

Enter the contract for this invoice. You can click [List] to select from a list of contracts for this customer.

The title of this item may be different if changed in Custom Descriptions.


Amount

Enter the amount of the invoice (up to 9.2 digits). You can enter a zero amount if you are tracking voided invoices.

To automatically calculate retainage, see "About calculating retainage during Enter Invoices."


Retainage held

Enter the amount of retainage (up to 9.2 digits) to be held for this invoice. To automatically calculate retainage, see "About calculating retainage during Enter Invoices" under retainage in the Help index.

The title of this item may be different if changed in Custom Descriptions.


Reference

Enter the reference (up to 15 characters) for this invoice. This is sent to General Ledger reference.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter the description for this invoice (up to 30 characters).


Due date

Accept the prefilled date or enter a date. This date is calculated based on the number of days before due on the Customer.


Amount Type

Select the type you want for this distribution. The distribution type is used to identify the amount by cost type, add-on, etc. See "About amount types in Enter Invoices" under amount types in the Help index.


Contract Item

Enter the contract item for this distribution. You can click [List] to select from a list of items for this contract.

The title of this item may be different if changed in Custom Descriptions.


Select item window

Use to select a contract item for the task you are performing. Highlight the item with your mouse or use the up and down arrow keys on your keyboard. Click [OK] to select the highlighted item and move to the next window. The contract items listed here are entered in the Contracts application.

For help on an item in this window, click [image] on the toolbar and then click the item.


Select item

Displays contract items and their descriptions. To select a contract item, highlight the item with your mouse or use the up and down arrow keys on your keyboard. Click [OK] to select the highlighted item and move to the next window. The contract items listed here are entered in the Contracts application.


[OK]

Accepts the contract item you have selected and moves to the next window.


[Cancel]

Closes this window without accepting your selection and returns to the previous window.


[Help]

Starts Help and displays information about this window.


Job

Accept the prefilled job or enter a job for this distribution. You can click [List] to select a job. This item is prefilled from the contract item. If prefilled, the job cannot be changed.


Extra

Accept the prefilled extra or enter an extra for this distribution. You can click [List] to select from a list of extras. This item is prefilled from the contract item, if prefilled, the extra cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Cost code

Accept the prefilled cost code or select another cost code. This field is available only when the job's billing level is at the cost code.


Tax ID

When you enter taxes manually as a distribution line with an amount type of Tax, enter the tax ID you want for this distribution. You can click [List] to select from a list of tax IDs. When taxes are entered manually, this field is required and is for reporting purposes only.

When you enter a distribution line with an amount type other than Tax, this field is inactive. If you calculate taxes automatically by clicking [Calculate Taxes], the tax ID prefills in the tax distribution lines below the taxable distribution, based on the tax group entered for the distribution.


Tax Group

Accept the prefilled tax group or enter one you want for this distribution. You can click [List] to select from a list of tax groups. The tax group prefills based on the following retrieval hierarchy:  from the contract item (Taxes tab) in Contracts; if none there or no contract item entered, from the job setup (Billing Info tab) in Job Cost; if none there or no job entered, from the customer setup (Taxes tab) in Accounts Receivable. Tax group is a required field for all distribution lines except those with an amount type of Tax.

The tax group is used to automatically calculate taxes when you click [Calculate Taxes].

If you enter taxes manually by entering a distribution line with an amount type of Tax, then a tax ID rather than a tax group must be entered.


Exempt Status

Accept the prefilled exempt status or enter one you want for this distribution.  Exempt status is retrieved from the contract item if a contract item is entered, or from the customer record if there is no contract item.  You can click the arrow on the right to select from a list of status’.

Items in this field can be added or modified in Custom Descriptions.


Units

Enter the number of units (up to 8.4 digits) billed for this distribution.


Amount

Enter the amount (up to 9.2 digits) for this distribution.


Retainage held

Enter the amount of retainage held (up to 9.2 digits) for this distribution. To automatically calculate retainage, see "About calculating retainage during Enter Invoices" under retainage in the Help index.

The title of this item may be different if changed in Custom Descriptions.


Accounting date

Enter the accounting date for this distribution. This date is validated against the General Ledger calendar to determine if the period is open. If you enter a date for a closed period, a warning or error message displays.


Debit account - accrual

Accept the prefilled account or enter the account you want to use for debit accrual on this distribution. This is prefilled based on the distribution type. See "About the account retrieval method in Enter invoices" for more detailed information.

If you are using the Control Account Type feature, enter any AR control account.


Credit account - accrual

Accept the prefilled account or enter the account you want to use for credit accrual on this distribution. This is prefilled based on the distribution type. See "About the account retrieval method in Enter invoices" for more detailed information.

If you are using the Control Account Type feature, enter any revenue control account.


Credit account - cash

Accept the prefilled account or enter the account you want to use for cash accounting on this distribution. This is prefilled based on the distribution type.

If you are using the Control Account Type feature, enter any revenue control account.


[Finish]

If you are in the upper invoice grid, accepts your entries and exits this window. If you are in the lower distribution grid, accepts the distribution and returns to the invoice grid.


[Cancel]

Cancels the current line, distribution, or invoice.


[List]

Displays a list you can select from for the current item in this window.


[Attachments]

Opens an Attachments window to add, change, delete, or attach a note.


[Delete Line]

Deletes the current line.


[Autoset]


[Calculate Taxes]

Calculates taxes for all distributions entered with a tax group and exempt status of Taxable. Each tax rate calculation appears below its taxable distribution and has an amount type of Tax. After saving a distribution, this button is active.

You can manually change the tax ID or amount on a tax distribution line after it is automatically calculated. Be aware that if you click [Calculate Taxes] again, your manual changes are replaced with the previously calculated tax distribution. The same applies if you delete a tax distribution line. If you click [Calculate Taxes], it is recreated.

If you change the tax group or amount on a taxable distribution, you need to click [Calculate Taxes] again to recalculate the taxes.


[Distributions]

Moves to the Distribution grid.


[Help]

Starts help and displays information about this window.


[Save Line]

Saves the current invoice or distribution line.


Calculating taxes in Enter Invoices

You have the option of calculating taxes automatically or entering them manually when entering invoices using the Enter Invoices command.

To calculate them automatically, click [Calculate Taxes] after entering and saving invoice distributions. The distribution must have a tax group entered and an exempt status of Taxable. Each tax rate calculation appears below its taxable distribution line and has an amount type of Tax.

You can manually change the tax ID or amount on a tax distribution after it is automatically calculated. Be aware that if you click [Calculate Taxes] again, your manual changes are replaced with the previously calculated tax distribution. The same applies if you delete a tax distribution line. If you click [Calculate Taxes], it is recreated. If you change the tax group or amount on a taxable distribution, you need to click [Calculate Taxes] again to recalculate the taxes.

To enter taxes manually, enter a separate invoice distribution line with an amount type of Tax. Enter the tax ID and tax amount in the Amount column. When entered manually, Tax ID and Exempt Status are for reporting purposes only. No tax group is entered.

 Additional Information


About the tax retrieval method in Enter Invoices
About the tax retrieval in Enter Invoices

For distribution lines with an amount type other than Tax, the tax group and exempt status prefill from the contract item in Contracts (Taxes tab). If none entered there or no contract item is entered on the invoice, the tax group and exempt status are retrieved from the job setup (Billing Info tab) in Job Cost. If no job is entered or no tax information is entered on the job, the tax group and exempt status are retrieved from the customer setup (Taxes tab) in Accounts Receivable.

The tax group is used to automatically calculate taxes when entering invoices in the Enter Invoices task.  How?


About the amount types in Enter Invoices
About amount types in Enter Invoices

The amount type you select when you are entering invoices determines how your totals are accumulated on the invoice. The entire invoice amount can be accumulated in one section called Total Billed, or you can accumulate totals by detail section (or cost code). The following lists the amount types available in Enter Invoices:

•	Total billed--distributions entered with this amount type are applied to the billed total (or the sum of all cost types--labor, material, subcontract, equipment, overhead, and other).

•	Labor--distributions entered with this amount type are accumulated in the Labor section of the invoice.

•	Material--distributions entered with this amount type are accumulated in the Material section of the invoice.

•	Subcontract--distributions entered with this amount type are accumulated in the Subcontract section of the invoice.

•	Equipment--distributions entered with this amount type are accumulated in the Equipment section of the invoice.

•	Overhead--distributions entered with this amount type are accumulated in the Overhead section of the invoice.

•	Other--distributions entered with this amount type are accumulated in the Other (miscellaneous) section of the invoice.

•	Add-on--distributions entered with this amount type are applied to the add-on section of the invoice. The add-on section applies additional charges and deductions to the billed total.

•	Tax--distributions entered with this amount type are applied to the tax section of the invoice and included on all tax reporting.

•	Deduction--distributions entered with this amount type are subtracted from the billed total.


About the prefix retrieval in Enter Invoices

Select the Amount type for which you want to view the prefix retrieval hierarchy:

 Add-on

 Deduction

 Tax

 Total billed, Equipment, Labor, Materials, Other, Overhead, Subcontractor


Total billed
Equipment, Labor, Materials, Other, Overhead, Subcontractor, Total billed

The following table illustrates the prefix retrieval hierarchy for these Amount types in Enter Invoices. Balance sheet levels refer to the General Ledger Setting which defines level A, B, or C and is used to retrieve the account prefix. Also see "About the base account retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Balance sheet level based on the credit account	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings	1 - Balance sheet level based on the credit account	---	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings
Related Topics


Add-on

The following table illustrates the prefix retrieval hierarchy for this Amount type in Enter Invoices. Balance sheet levels refer to the General Ledger Setting, which defines level A, B, or C and is used to retrieve the account prefix. Also see "About the base account retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Balance sheet level based on the credit account	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings	1 - Balance sheet level based on the credit account	---	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings
Related Topics


Deduction

The following table illustrates the prefix retrieval hierarchy for this Amount type in Enter Invoices. Balance sheet levels refer to the General Ledger Setting, which defines level A, B, or C and is used to retrieve the account prefix. Also see "About the base account retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Balance sheet level based on the credit account	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings	1 - Balance sheet level based on the credit account	---	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings
Related Topics


Tax

The following table illustrates the prefix retrieval hierarchy for this Amount type in Enter Invoices. Balance sheet levels refer to the General Ledger Setting, which defines level A, B, or C and is used to retrieve the account prefix. Also see "About the base account retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Balance sheet level based on the credit account	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings	1 - Balance sheet level based on the credit account	1 - Balance sheet level based on the credit account	1 - Contract Item 2 - Contract 3 - Job 4 - Customer 5 - AR Settings
Related Topics


About the account retrieval method in Enter Invoices
About the account retrieval in Enter Invoices

Select the Amount type for which you want to view the base account retrieval hierarchy:

 Add-on

 Deduction

 Retainage billed

 Tax

 Tax retainage billed

 Total billed, Equipment, Labor, Materials, Other, Overhead, Subcontractor

Related Topics


Total billed - base
Equipment, Labor, Materials, Other, Overhead, Subcontractor, Total billed

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Accounts Receivable account from the Contract Item 2 - AR Settings	If a contract is entered, revenue account from: 1 – Contract Item in Contracts. 2 - AR Settings – GL Settings by amount type; if none, then Total billed. If a job is entered, but no contract, revenue account from: 1 - Job in Job Cost (Billing Info tab for Quick Bill job). 2 - AR Settings - GL Settings by amount type; if none, then Total billed.	1 - Retainage receivable account from the Contract Item  2 - AR Settings	---	1 - Revenue accounts from Contract Item by amount type 2 - Default revenue account  3 - AR Settings by amount type then Total Billed.


Add-on - base
Add-on

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Accounts Receivable account from the Contract Item 2 - AR Settings	If a contract is entered, revenue account from: 1 - Contract Item in Contracts. 2 - AR Settings - GL Settings for Add-on; if none, then Total billed. If a job is entered, but no contract, revenue account from: 1 - Job in Job Cost (Billing Info tab for Quick Bill job). 2 - AR Settings - GL Settings  for  Add-on; if none, then Total billed.	1 - Retainage receivable account from the Contract Item 2 - AR Settings	---	1 - AR Settings


Deduction - base
Deduction

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Accounts Receivable account from the Contract Item 2 - AR Settings	If a contract is entered, revenue account from: 1 - Contract Item in Contracts. 2 - AR Settings - GL Settings for Deduction; if none, then Total billed. If a job is entered, but no contract, revenue account from: 1 - Job in Job Cost (Billing Info tab for Quick Bill job). 2 - AR Settings - GL Settings for Deduction; if none, then Total billed.	1 - Retainage receivable account from the Contract Item 2 - AR Settings	---	1 - AR Settings


Tax - base
Tax

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Accounts Receivable account from the Contract Item 2 - AR Settings	1 - Credit account from the Tax record	1 - Retainage receivable account from the Contract Item 2 - AR Settings	1 - Retainage credit account from the Tax record 2 - Credit account from the tax record	1 - Credit account from the Tax record


Retainage

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Debit account from the distribution record of the retainage withheld invoice	---	1 - Retainage account from the distribution record of the retainage withheld invoice	---	1 - Cash credit account from the distribution record of the retainage withheld invoice


Tax retainage billed

The following table illustrates the base account retrieval hierarchy in Enter Invoices by amount type. Also see "About the prefix retrieval method in Enter Invoices."

Debit Account	Credit Account	Retainage Receivable Account	Tax Retainage Account	Cash Credit Account
1 - Debit account from the distribution record of the retainage withheld invoice	1 - Credit account from the distribution record of the retainage withheld invoice	1 - Retainage account from the distribution record of the retainage withheld invoice	1 - Tax retainage account from the distribution record of the retainage withheld invoice	1 - Cash credit account from the distribution record of the retainage withheld invoice


About calculating retainage during Enter Invoices

During Enter Invoices, retainage held is automatically calculated and prefilled in the entry grids. It is calculated using the retainage percent from either the customer (Setup menu, Customer, Billing tab) in Accounts Receivable, the contract item (Billing tab) in Contracts, or the job (Setup menu, Job, Billing Info tab) in Job Cost.

To use the retainage percent from the customer, enter the invoice amount in the Enter Invoices grid. The retainage held is automatically calculated in the top grid based on the retainage percent from the customer setup and is prorated among the entries in the bottom distribution grid.

To use the retainage percent from the contract item, enter a contract but leave the Amount and Retainage Held columns blank in the top grid. In the bottom distribution grid, enter the contract item and the amount of each distribution. The retainage held for each distribution is automatically calculated according to the retainage percent on the contract item. If an invoice is entered without a contract, and the amount is left blank in the top grid, the retainage percent is retrieved from the job for each distribution line. When you save the distribution lines, you will receive a Distributions Out of Balance window. Click [Auto Balance] to automatically fill the amount in the top entry grid and finish the invoice.


About negative outstanding amounts on invoices

A negative outstanding invoice balance can occur when a deduction amount is posted to an invoice. When this happens, during payment selection in Enter Cash Receipts and/or Adjust Receivables, the negative invoice amount is automatically applied to outstanding invoice amounts for the same customer when you apply cash receipts. This is done to reduce the occurrence of negative invoice amounts.


Select Contract window

Use to select a contract for the task you are performing. Highlight the contract ID and click [OK] or press the Enter key on your keyboard. Contracts listed are originally entered in the Contracts application.

For help on an item in this window, click [image] on the window and then click the item.


Contract

Displays the contract ID, its description, and status. Highlight the contract associated with the task you are performing and click [OK] to select it and move to the next window. Contracts listed are originally entered in the Contracts application.


[OK]

Accepts the contract you have selected and returns to the Enter Invoices window.


[Cancel]

Closes this window without accepting your selection and returns to the Enter Invoices window.


Posting to a closed General Ledger accounting period

The item you have entered has an accounting date which is closed in General Ledger. If you select Yes to continue, it will be posted to the closed period in General Ledger. If you select No, you will be returned to the item where you can change the accounting date.


[Yes]

Accepts your entries and posts to General Ledger.


[Yes, and don’t warn me again]

Accepts your entries and posts them in General Ledger. This option prevents this warning from appearing again while in this session, regardless of the accounting date on subsequent invoices.


[No]

Returns to the invoice grid where you can change the accounting date to the current month.


[Help]

Starts Help and displays information about this window.


Posting to a future General Ledger accounting period

The item you have entered contains a future accounting date. If you select Yes to continue, it will be posted to the future period in General Ledger. If you select No, you will be returned to the item where you can change the accounting date.


[Yes]

Accepts your entries and posts to General Ledger.


[Yes, and don’t warn me again]

Accepts your entries and posts them in General Ledger. This option prevents this warning from appearing again while in this session, regardless of the accounting date on subsequent invoices.


[No]

Returns to the invoice grid where you can change the accounting date to the current month.


[Help]

Starts Help and displays information about this window.


Batch

Enter a batch ID (up to 10 characters) to use when tracking this batch. If you accessed the Batch information window by clicking [Batch] during an entry session, the ID cannot be changed.

The title of this item may be different if changed in Custom Descriptions.


Description

Enter or change the description (up to 30 characters) for this batch.


[Default]

Enters a batch number in Batch and enters the current date in Date. The assigned batch number is the next sequential number after the last batch number used by the system.


Date

Accept the prefilled date or enter a new date for this batch. This item prefills with the current date when you enter a batch number or click [Default].


Number of invoices

Enter the number of invoices that must be entered for this batch. The number can be changed as necessary before the batch is posted.


Amount of invoices

Enter the total invoice dollar amount that must be entered for this batch. The amount can be changed as necessary before a batch is posted. If the batch invoice amount does not match the amount of the actual invoices entered, the invoices cannot be posted.


Number Remaining

Displays the number of remaining invoices entered for this batch.


Amount Remaining

Displays the remaining invoice amount that must be entered for this batch before invoices can be posted.


[OK]

Accepts the current entries, closes this window, and continues with the entry session.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


Batch Information window for Accounts Receivable

Use in Accounts Receivable to enter batch information when using the Enter Invoices command. This window opens if you have selected to manually assign batch names (Data Folder Settings menu – General). Enter the batch number, description, and date.

In addition, if you have selected to use batch control totals (Data Folder Settings menu – General), enter the number of invoices and total dollar amount for the batch.

For help on any item, click [image] and then click the item.

For more information, see "Entering Batch Information" in General Topics help.


Editing unposted invoices

When batch names are manually assigned (Data Folder Settings menu, General), you can edit unposted invoices. In addition, you can also access and edit any previously entered invoices from automatically assigned unposted batches. The Manually assign batch names setting can be turned on and off at any time to access either manually or automatically assigned batches.

  1	Mark the Manually assign batch name setting if it is not already marked.

  2	If you need to determine the batch number for the invoice to be edited, use the Entries by Batch inquiry from the Inquiry menu (Entries). Select the new AR transaction file. Click [Transactions] to access more details.

  3	From the Tasks menu, select Enter Invoices and the view you want to use.

  4	In the Batch Information window, enter the batch number for the invoice(s) to be edited. The Batch description and Date prefills from the previous entry session and can be changed. Additionally, if you have selected to use batch control totals (Data Folder Settings menu – General), the Number of invoices, Number remaining, Amount of Invoices and Amount remaining also prefills from the previous entry session and can be changed. Click [OK] to open the Invoices window.

  5	In the Invoices window, access the invoice(s) you want to edit and make changes to any items.

  6	Click [Distributions] to open the Distribution window to edit the invoice distribution items. Click [Save Line] for each distribution changed, and click [Finish] to return to the Invoices window.

  7	In the Invoices window, click [Save Line] for each invoice changed, and click [Finish] to exit Enter Invoices.

  8	Unmark the Manually assign batch name setting if you marked it in step one.

Related Topics


Correcting overbilled retainage

When you are interfacing with Billing, it is possible to create a cost-based, contract-based, or Quick Bill invoice in Billing with a billed retainage amount that is greater than the retainage held amount. This causes overbilled retainage in Accounts Receivable.

To correct this, you need to delete the overbilled retainage portion of the invoice as follows:

  1	You can determine the retainage overbilled, by looking at inquiries or reports in Contracts, Job Cost, or Accounts Receivable.

  2	Once you know the amount of overbilled retainage, in Accounts Receivable use the Adjust Receivables command to void and reinstate the overbilled retainage invoice in Billing. Make sure all void entries are posted successfully in Accounts Receivable and Contracts (if contract related).

  3	In Billing, for cost-based invoices, use the Generate Invoices and Change Invoices commands to bill the correct retainage amount before printing the invoice again.

  4	In Billing, for contract-based invoices, use the Enter Worksheets command to delete the worksheet, reselect the contract, and enter the correct retainage amount before generating and printing the invoice again.

  5	In Billing, for Quick Bill invoices, use the Enter Quick Bill command to access the invoice and enter the correct retainage amount before printing the invoice again.

Related Topics


Taxable amounts on Sales Tax reports are incorrect

Because tax lines are added manually in the Enter Invoices command, the taxable amount that displays on the Sales Tax and Sales Tax Detail reports in Accounts Receivable is derived through an automatic calculation. This amount is calculated by gathering the distributions that contain a Tax ID and verifying that the Tax ID exists in the Tax Group for the invoice. Then all distributions that meet this criteria are totaled to arrive at the taxable amount which appears on these reports.

Accounts Receivable must sometimes round amounts during this calculation. You may disagree with the amount that is calculated when rounding occurs. When this happens, you can change the taxable amount on an invoice using the Edit Invoices feature in Adjust Receivables (Tasks menu).

Related Topics


Batch out of balance

The "Batch out of balance" message on your Post Entries Summary indicates that the number of deposit items or the deposit amount entered on the Deposit Information window in Enter Cash Receipts does not match the number of entries or the actual amount entered in transactions.

Finding the out of balance batch

If you are unsure of the bank ID, deposit date or deposit ID of the out of balance batch, follow these steps:

  1	From the Inquiry menu in Accounts Receivable, select Cash Management – Bank Deposits.

  2	Add the condition - "Post Status = Pending Post".

  3	Locate the batch that displays a different number of Items than the Items Entered, or a different Amount than the Amount Entered.

Correcting the out of balance batch

  1	From the Tasks menu in Accounts Receivable, select Enter Cash Receipts.

  2	Enter the bank ID, deposit date and deposit ID that is out of balance in the Deposit Information window.

  3	On the bottom of the Deposit Information window, note the Remaining deposit items and Remaining deposit amount fields. A balanced deposit should have zero in both of these fields.

  4	Either correct the Number of deposit items or Total deposit amount to make it match the entered number of items or amount, or click [OK] to move to the Enter Cash Receipts window and add or remove deposit items, or correct the amounts.

  5	Click [Finish] when the batch is in balance.

Note

•	The remaining deposit items and amount displays in the lower right corner of the window for reference.

Warning

•	The New.ART file in Accounts Receivable should never be manually deleted. Information associated with items in the New.ART file also exists in the .ARA file. Deleting the New.ART file causes activity records to remain with a pending post status that are unavailable for posting.

Related Topics


The Customer Quick Add feature is activated in Billing. This project file is copied to Billing when changes are made.


Customer is not set up

The customer you have entered is not set up in Accounts Receivable. To add this customer to Accounts Receivable now, select Yes. This option opens the Customer Quick Add window where you can set up the minimum required information for a new customer. When you are finished with the current task, be sure to complete the customer setup information in Accounts Receivable (Setup menu). To return to the Customer field, select No.


Customer Quick Add window
Add New Customer window

Use to add a new customer to the Accounts Receivable customer database. This window allows you to enter the minimum required information for a new customer. Be sure you complete the customer setup information in Accounts Receivable when you are finished with this task.

For help on an item in this window, click [image] on the window and then click the item.


Customer ID

Enter the customer ID (up to 10 characters) you want to assign this customer. You can set up customer IDs that are alphabetic, numeric, or a combination of both. You may want to group different types of customers according to a coding scheme.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the customer name (up to 50 characters).

You can display customer names in alphabetical order for ease of use on reports, viewing [List] and when using Inquiry. To use this feature, enter the customer name in the following order: Last name; First name.

Examples: Simpson Construction; Tom  or  Drywall Company;The


Type

Select the type you want to assign this customer. You can modify or add items to this list in Custom Descriptions.

Examples: Government, Commercial, Residential


Customer Key

Enter the key (up to 15 characters) you want to use for this customer. Keys can be used for sorting customers in alternate orders. For example, you may want to sort several reports by Salesperson or Project Manager. You can set up Key 1 as Type. Another use for this field may be to sort customers by city or state.

The title of this item may be different if changed in Custom Descriptions.


Address

Enter the customer's street address (4 lines, up to 30 characters each).


City

Enter the customer's city (up to 15 characters).


State

Enter the state abbreviation (up to 4 characters).


ZIP

Enter the ZIP code (up to 10 characters).


Phone

Enter the customer's telephone number (area code is optional). Punctuation is automatically entered for you.


Fax number

Enter the vendor's Fax number (area code is optional). Punctuation is automatically entered for you.

You can change the description of this item by clicking [Change desc] when the cursor is in the item. If using security, you must have unlimited security permissions to change item descriptions, otherwise, all operators can change item descriptions.


GL prefix

Enter the General Ledger prefix for this customer.

When entering invoices, the prefix is retrieved first from the Contract item (Accounts tab) in the Contracts application. If no prefix is found, the system looks at the Contract (Accounts tab) also in the Contracts application. If no prefix is found there, it looks for the prefix here, on the Customer record. If this is blank, the system looks at AR Settings, GL Settings.


Retainage

Enter the default retainage percent for this customer. See "About calculating retainage during Enter Invoices" for details.


Tax group

Enter the tax group you want to use for this customer.


Contact

Enter the name (up to 15 characters) of the person you want invoices directed to.

The title of this item may be different if changed in Custom Descriptions.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[OK]

Accepts this customer and returns to the current task.


[Cancel]

Closes this window without accepting this customer and returns to the current task.


[Help]

Starts Help and displays information about this window.


The Contact Quick Add feature is activated in Billing. This project is copied to Billing when changes are made.


Contact is not set up

The contact you have entered is not set up in Accounts Receivable. To add this contact to Accounts Receivable now, select Yes. This option opens the Contact Quick Add window where you can set up the minimum required information for a new contact. When you are finished with the current task, be sure to complete the contact setup information in Accounts Receivable (Setup menu). To return to the Contact field, select No.


Contact Quick Add window
Add New Contact window

Use to add a new contact to the Accounts Receivable contact database. This window allows you to enter the minimum required information for a new contact. Be sure you complete the contact setup information in Accounts Receivable when you are finished with this task.

The title of this item may be different if changed in Custom Descriptions.

For help on an item in this window, click [image] on the window and then click the item.


Contact

Enter the contact ID (up to 15 characters) you want to assign this contact. If you want the contact to display in alphabetical name order on reports and inquiries, use the following name format: Last name; First name. See "About setting up customer names" for additional information on name formatting.

The title of this item may be different if changed in Custom Descriptions.


Name

Enter the contact name (up to 30 characters).


Type

Select the type for this contact. Items on this list can be set up and modified in Custom Descriptions. To ensure that you know who to reach for any given situation, you can select up to 10 for each customer. There is no limit to the number of types you can set up in Custom Descriptions.

Examples: Billing, Financial, Project Manager, AP Clerk

You can also set up your own employees as contacts and include them on the Customer records for which they are responsible.

The title of this item may be different if changed in Custom Descriptions.


Customer

Enter the customer number (up to 10 characters) associated with this contact. If you use this contact for multiple customers, leave this blank.

The title of this item may be different if changed in Custom Descriptions.


Title

Enter this contact's title (up to 30 characters). You can use this field to depict the contacts professional title (e.g., Senior Architect, Purchasing Agent, etc.) or to determine Mr., Mrs., Miss, etc. If you are interfacing with the Payroll application, the later example is generally used.


Department

Enter the department (up to 30 characters) this contact represents.


Company

Enter the company (up to 30 characters) this contact represents.


Address

Enter the street address and suite number (up to 4 lines, 30 characters each) for this company.


City

Enter the city (up to 15 characters).


State

Enter the state (up to 4 characters).


Zip

Enter the Zip code (up to 10 characters).


Phone

Enter this contact's telephone number. The area code is optional. Punctuation is automatically entered for you.


Fax

Enter this contact's fax number. The area code is optional. Punctuation is automatically entered for you.


Cellular

Enter this contact's cellular telephone number. The area code is optional. Punctuation is automatically entered for you.


Pager

Enter this contact's pager number. The area code is optional. Punctuation is automatically entered for you.


E-mail address

Enter this contact's E-mail address (up to 50 characters).

The title of this item may be different if changed in Custom Descriptions.


[Attachments]

Opens an attachments window to add, change, view, delete, a note or attachment.


[OK]

Accepts this customer and returns to the current task.


[Cancel]

Closes this window without accepting this customer and returns to the current task.


[Help]

Starts Help and displays information about this window.


Import Invoices (Tools menu)

Use to import invoices and invoice distributions into Accounts Receivable from non-Timberline applications. This command allows you to import invoices created in other software applications, such as work orders or retail sales invoices, into Accounts Receivable where you can track collections and update Contracts, General Ledger and Job Cost totals. This allows you to use your software for tracking and reporting these invoices.

 Details About importing invoices

Related Topics


Import Invoices - Print Selection window

Use to specify the text file you want to import into Accounts Receivable as well as the file where rejected records will be written. This command allows you to import invoices created in other software applications, such as work orders or retail sales invoices, into Accounts Receivable where you can track collections and update Contracts, General Ledger and Job Cost totals. This allows you to use your software for tracking and reporting these invoices.

For help on an item in this window, click [image] on the window and then click the item.

 Details About importing invoices

 How To

 Additional Information


Import file

Enter the name of the text file containing invoices to be imported. You can click [. . .] to locate the text file.


Rejected records file

Enter the name of the file where you want rejected records written. This text file will contain all invoice records that could not be imported. A reject journal is also generated which details the reason each transaction was not imported. You can click [. . .] to locate and reuse an existing file.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Start]

Begins the import process.


[Cancel]

Cancels this window without accepting your entries.


[Print Template]

Opens the Import Format - Print Selection window where you can print or preview the template.


[Help]

Opens online Help and displays information about this window.


About importing invoices

The following is a summary of the steps involved in importing invoices:

  1	Create the import file with the invoices you want to import.

  2	Import the file using Import Invoices (Tools menu).

  3	Review the Reject Journal for any invoices that were not imported.

  4	Correct the records in the Rejected Records file.

  5	Re-import the records using Import Invoices (Tools menu).

Before you import invoices and distributions, it is important to understand the following components of the import process:

 About the import file--a comma delimited text file which you create using 3rd party software.

 About the Default template file--the map that converts your text file to Accounts Receivable.

 About the Rejected records file--a file containing the records that could not be imported into Accounts Receivable.

 About the Reject journal--details the reason that records sent to the Reject file were not imported.

Once you understand the components of the importing process, you can begin importing invoices.

 Importing invoices (How To)

Related Topics


About import files

The import file containing the invoices you want to import must be a comma delimited text file. This text file can be created using any software that has the capability of creating a text file. When Accounts Receivable imports invoices, it uses a template as a map to determine what fields must be included and the order in which it is included in the import file. Read the Help topic About templates for details on how the template dictates the import file layout and content, then see "Template and import file examples."

 Additional information About templates

 The fields required in the text file using the Default template


About templates

Templates are used to map the fields in the import file to the Accounts Receivable database. The order in which fields are listed in the template is the order in which data should be created in the import file. For example, if the template lists the fields Customer, Invoice ID, Amount, then the import file should include these fields in the same order.

The template ARARAIMP.TPL is located in the \timberline office\accounting\template folder (where \timberline office is the folder where your Timberline Office applications are installed). This template includes every invoice and distribution field that can be converted to Accounts Receivable.

If you are unable to create a text file that matches the template for any reason, you can edit the template to match your text file.

 Editing the template file

 View the contents of the Default Template (ARARAIMP.TPL)

Warning

•	The template file must remain in the \timberline office\accounting\template folder as that is the location where Accounts Receivable looks during the import process. The name must be ARARAIMP.TPL. If you edit the default template, copy the original template to another name for backup purposes before modifying the ARARAIMP.TPL file.


Editing the template file

The template is simply a text file and can be edited in any text editor (such as NotePad®). Editing the default template is not required, however, editing the template allows you to eliminate the need to use commas as place holders for data you do not want to include in the text file. It also allows you to change the order of the data in the template to match the order of data in the file created by your 3rd party software package.

In order to import an invoice and its distributions, Import Invoices must know what record abbreviation you are using and what data file it will be imported into. For example, if you are importing Accounts Receivable invoices, your template should include the following lines:

ARID 	I	ARA	1	2

ARID	D	ARA	1	3

•	"ARID" is the abbreviation used for Add Record ID.

•	"I" is the record type identifier (I = invoices, D = distributions)

•	ARA depicts the Accounts Receivable Activity file

•	"1" notes a file code (Activity.ARA)

•	"2" is the record in the data file that will be associated with the record ID. In Accounts Receivable, 2 = invoices and 3 = distributions.

You can remove any fields in the template with the exception of the Customer, the Invoice amount and the Distribution amount. These are required by the import process. You can set any other field in the template to be required by adding a line that begins with SR (set required) directly below the field line that begins with AF (add field). For example, to make the Invoice ID required, your template should look like:

AF   I   AINV

SR   I   AINV

 Learn more About template abbreviations and uses

Tips

•	The template file requires tabs between each item. Spaces will cause the import process to terminate.

•	Some text editors may imbed hidden characters in the templates which can cause the import process to terminate. Timberline recommends that you use WordPad® or NotePad® for editing templates.

Warning

•	The template file must remain in the \timberline office\accounting\template folder as that is the location where Accounts Receivable looks during the import process. The name must be ARARAIMP.TPL. If you edit the default template, copy the original template to another name for backup purposes before modifying the ARARAIMP.TPL file.


ARARAIMP.TPL
Default template for Import Invoices

The following is a list of all of the fields in the template ARARAIMP.TPL available for importing:

ARID	I	ARA	(add invoice to the Activity file)
ARID	D	ARA	(add distribution to the Activity file)
AF	I	ACUST*	(customer)
AF	I	ACNTRT	(contract)
AF	I	ADRAW	(draw)
AF	I	AINV	(invoice)
AF	I	AINVDTE	(invoice date)
AF	I	AAMT*	(invoice amount)
AF	I	ARETHLD	(retainage held)
AF	I	AREF	(reference 1)
AF	I	ADESC	(description)
AF	I	ADUEDAT	(due date)
AF	D	RTYPE	(amount type)
AF	D	RCNTRTI	(contract item)
AF	D	RJOB	(job)
AF	D	REXTRA	(extra)
AF	D	RPHASE	(cost code)
AF	D	RTAXGP	(tax group)
AF	D	RTAXID*	(tax ID)
AF	D	RTAXEX	(exempt status)
AF	D	RUNTBIL	(units billed)
AF	D	RAMT*	(distribution amount)
AF	D	RRETAMT	(retainage amount)
AF	D	RADATE	(accounting date)
AF	D	RADA	(accrual debit account)
AF	D	RACA	(accrual credit account)
AF	D	RCCA	(cash credit account)

* Required for importing. The customer must be entered on contract item in Contracts. The tax ID is required only if you are tracking taxes. You can set other fields to be required by the import process. See "About template abbreviations and uses" below for details.

 Template and import file examples

 Additional information About templates

 Editing the template file

 Learn more About template abbreviations and uses

 Importing list field values


Importing list field values

When you are importing records that contain predefined list fields, Amount type and Exempt status in Accounts Receivable, you can import the numeric value of the item in the list or the description of the item. The following is a list of the predefined values assigned to each Amount type:

 1 Total Billed

 2 Labor

 3 Material

 4 Subcontract

 5 Equipment

 6 Overhead

 7 Other

 8 Add-on

 9 Tax

10 Deduction

The Exempt status is a customizable list. Because of this, the numeric value assigned to each item may be different depending upon your setup. If you have modified this list, to find the numeric values of the items in the Exempt status list, in the Import Invoices - Print Selection window (Tools, Import Invoices), click [Import format], then click [Preview].

Otherwise, the default values are as follows:

1 Taxable

2 Non-taxable


Template and import file examples

Template file example

ARID	I	ARA	1	2
ARID	D	ARA	1	3
AF	I	ACUST
AF	I	ACNTRT
SR	I	ACNTRT
AF	I	ADRAW
AF	I	AAMT
AF	D	RTYPE
AF	D	RCNTRTI
AF	D	RTAXID
AF	D	RAMT
In the first two lines of this example, the template is defining the record types in the file and where they will be imported: ARID = Add Record ID, I = invoice, D = distribution, ARA = file type, 1 = Activity.ARA, 2 = invoices and 3 = distributions. In Accounts Receivable, the first two lines of the template must match this example.

In the remaining lines of this example, the template is defining the fields that are being imported: AF = Add Field, SR = Set Required, I = invoice, D = distribution, ACUST = customer, ACNTRCT = contract and so on.

For the full default template, see "View the contents of the default template ARARIMP.TPL" below.

Import file examples

The order in which records are arranged in the import file must be as follows: invoice record followed by all of its distributions records, then the next invoice followed by its distributions and so on. The following is an example of an import file created for the default template:

I,GA,9800100,6,4321,05151998,1040.00,,Reference,"March work completed",05151998

D,1,1,98001,,,MET,,Taxable,,1000.00,,05/15/98,10-1201,104001

D,9,1,98001,,,,OR,Taxable,,40.00,,05/15/98,10-1201,10-4001

I,TC,9800200,3,4322,05/15/1998,1500.00,150.00,,"March work completed",05151998

D,1,1,98002,,,,,Exempt,,1500.00,150.00,051598,101201,104001

If you are importing non-contract related invoices (quick bills) using third party software, here is a more appropriate example:

I,PGE,,,4323,051698,235.50,,,"Repairs completed",053198

D,1,,98011,,16-100,,,exempt,,235.50,,051698,101201,104003

 Learn more about Template abbreviations and uses

 View the contents of the Default Template - ARARAIMP.TPL

 Editing the template file


About template abbreviations and uses

The following table illustrates the abbreviations in the far left column of the template and the purpose of each:

Abbreviation	Description and purpose
ARID	Add record ID – use to define the record abbreviation (e.g., I = Invoice, D = Distribution).
AF	Add field – use to add a field to the template. This abbreviation is followed by the record identifier and field name.
SR	Set required – defines that information not usually required is required in this case. If the data field is blank, the record will be rejected. For example, if you set the contract field as required, any records that do not include a contract are rejected during import. The SR abbreviation must follow an AF abbreviation for the same field.
 View the contents of the Default template


About the rejected records file

When Import Invoices encounters records that cannot be imported, these records are written to a text file (the default file name is ARREJECT.TXT, but the name can be changed in the Import Invoices window). You can use a text editor (e.g., NotePad®) to correct the records in the reject file and then import them into Accounts Receivable. This allows you to import only the records that were not already successfully imported rather than re-importing the entire text file.

An error message is generated and printed in the error journal detailing each rejected record and the problem encountered. Help is available for all rejection errors on the journal.

 Learn more About the reject journal

 Getting Help on errors in the Reject journal


About the reject journal

When importing files, Accounts Receivable creates an error journal that provides information about the records processed. Rejected records are moved to the Rejected records file and noted in this journal. The error journal includes four sections:

•	File information--lists the files you are importing from and to. It also describes the name and location of the rejected records file when you are importing data. All rejected records are placed in a separate text file titled ARREJECT.TXT (this may be different depending on what you named the file in the Import Invoices window). This text file can be edited and used for importing the rejected records after the reason for rejection is resolved.

•	Summary--summarizes the number imported and the amount.

•	Rejected records and reasons--details the records that were not imported, the line number from the reject text file, and the reason for rejecting the record.

•	Warning and log messages--details the records that produced messages.

 About the rejected records file

 Getting Help on errors in the Reject journal


Getting Help on errors about rejected records
Getting Help on errors in the Reject journal

Accounts Receivable provides online Help for errors and warnings. Errors are assigned a number which displays in parenthesis at the end of the error message. They are indexed numerically and can easily be found on the Index tab in Help, Help Topics. Error messages are categorized in two ways:

•	Processing errors--errors and warnings that display on your screen during processing.

•	Journal errors--errors and warnings that print on your Error journal.

Warning

•	The New.ART file in Accounts Receivable should never be manually deleted. Information associated with items in the New.ART file also exists in the .ARA file. Deleting the New.ART file causes activity records to remain with a pending post status that are unavailable for posting.


Importing invoices
Importing invoices (How To)

  1	Prepare the import text file.  How?

  2	Back up your data files.

  3	From the Tools menu, select Import Invoices.

  4	In the Import Invoices - Print Selection window, enter the Import file containing the invoices you want to import. You can click [. . .] to browse for the file.

  5	Accept the prefilled name or enter a new name for the Rejected records text file.

  6	We recommend that you send the Reject Journal to a print file.

  7	Click [OK] to return to the Import Invoices - Print Selection window.

  8	Click [Start] to begin importing invoices.

Related Topics


About field validation during Import Invoices
About field prefills and validation during Import Invoices

The following table illustrates the invoice and distribution fields that are prefilled and/or validated by Accounts Receivable during Import Invoices. Fields are prefilled only when a value is not included in the invoice import file.

Field	Required?	Prefills from	Validation
Customer	Yes		Customer must exist with status not equal to Inactive. Customer must be entered on a contract item.
Contract	No		Contract must exist.
Draw	Prefilled--if a job is specified.	Based on AR Settings. See "About the draw ID retrieval in Accounts Receivable" for details.
Invoice ID	No	From AR Settings.
Date	Prefilled	System date.
Due date	No	Invoice date plus number of "Days before due" on the Customer.
Amount type	Prefilled	Defaults to Total billed.	One of these invoice amount types: Total billed, Labor, Material, Subcontract, Equipment, Overhead, Other, Add-on, Tax, Deduction
Contract item	Required if a contract is included.		Must be a valid item associated with the contract on the invoice.
Job	No		Must be a valid job for the contract item. If no contract item is included, the Billing method on the job must be Quickbill.
Extra	No		Extra must be valid for the job on the invoice distribution. It must be a valid extra for the contract item.
Cost Code	Yes--if the Billing level is at the cost code.		Cost code must be valid for the job and extra on the invoice distribution.
Tax group	Yes--for all distributions with an Amount type other than Tax.	From the contract item, then the customer.	Tax group must be valid.
Tax ID	Yes--for all distributions with an amount type of Tax.		Tax ID must be valid. The Tax ID must have a credit account. If using tax retainage, the Tax ID must have a retainage debit account.
Exempt status	No	From the contract item, then customer.
Units	No		Units are not allowed on distributions with an Amount type of Add-on, Deduction, or Tax.
Amount	Yes
Retainage amount	No		Must be the same sign (-, +) as the invoice amount and cannot exceed the invoice amount.
Accounting date	No	From the invoice date.
Debit Account (AR Account)	No	Based on Amount type. See "About the account retrieval in Enter Invoices" for details.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.
Credit account (Revenue account)	No	Based on Amount type. See "About the account retrieval in Enter Invoices" for details.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.
Credit account - cash (Revenue account)	No	Based on Amount type. See "About the account retrieval in Enter Invoices" for details.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.

The following table illustrates additional fields that are automatically filled during Import Invoices but are not included in and cannot be added to the template:

Field	Fills from	Validation
State	From the Tax group (for non-taxable amount types) or Tax rate (for taxable amount types).
Tax rate	From the Tax rate record.
Taxable	Calculate based on each distribution with a Tax ID that is included in the Tax group.
Retainage account	Based on Amount type. See "About the account retrieval in Enter Invoices" for details.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.
Tax retainage account	Based on Amount type. See "About the account retrieval in Enter Invoices" for details.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.
Debit account – cash	Based on Amount type.	Must be a valid account. Must be a valid control account. Must be a valid accounting period.
GL journal	From AR Settings, Invoice Journal Settings.
Run	From Last run number in the ART General Header record.
Sequence	Sequential beginning with 1.
Transaction type	Fills with "Invoice".
Entry line	Sequential beginning with 1.
Status type	Fills with 2 (Invoice).
Status date	Invoice date.
Status sequence	Sequential beginning with 1. This is unique to each customer/date combination.
Activity sequence	Sequential beginning with 1.
Distribution sequence	Sequential beginning with 1.
Application of origin	Fills with "AR".
Batch	System determines.
Source	Fills with "Import".


Importing recurring invoices

The Import Invoices command can be used for producing recurring invoices. To do this, simply create an import file (comma delimited text file) that contains the invoice information. Each month, change the invoice date and due date in the text file, then import the file. See the following Help topic for details on setting up import files, using templates and importing invoices.

 About importing invoices


Insufficient memory

The import process was unable to finish because there was not adequate memory available. Close all non-essential applications and processes and rerun Import Invoices. If you encounter this error again, shut-down and restart the workstation.


Template error: invalid record ID. Change (field) to (field).

The template you are using contains an invalid record ID. Change the field in the template to the corrected value listed above. For example, in Accounts Receivable the record IDs are I for Invoice and D for distribution. The record ID in your template is inconsistent with these values.


Template error: only one ID is allowed for both invoices and distributions

The template must have one ARID line for invoices and one ARID line for distributions. The template you are using is either missing one or both lines or has more than one of each line. See "Editing the template file" for additional information on the template requirements.

Using a text editor, correct your template file to include the correct information.

The title of this item may be different if changed in Custom Descriptions.


Template error: Required field missing (flied name and description)
Template error: required field is missing (field name and description)

The template you are using is missing the above listed field, which is required by Import Invoices. Using a text editor, add the field to the template and verify that your import file includes the corresponding field values.


Invalid template

The template file you are using does not match the required template format. See "About templates" and "Editing the template file" for additional details on the template requirements.


Tax group prefill not found. Must be set on the contract item or the customer.

The record you are importing does not include a tax group, however, your AR Settings are set to track taxes. All non-Tax amount type distributions must include a tax group when you are tracking taxes.

To import this record, add the tax group to the record in the rejected records file and re-import it.


Invoice amount does not equal the sum of its distribution amounts.

The amount of the distributions associated with an invoice must add up to the amount of the invoice. The record noted in the reject journal is out of balance.

Using a text editor, correct the invoice amount or the distribution amounts on the record(s) in the rejected records file. Be sure that they equal to one another, then re-import the records.

The title of this item may be different if changed in Custom Descriptions.


Invoice retainage amount does not equal the sum of its distribution retainage amounts.

The amount of the retainage on the distributions associated with an invoice must add up to the amount of the retainage on the invoice. The record noted in the reject journal is out of balance.

Using a text editor, correct the retainage amount on the invoice or the retainage amount on the distribution(s) in the rejected records file. Be sure that they equal one another, then re-import the records.

The title of this item may be different if changed in Custom Descriptions.


One or more tax IDs do not have a corresponding tax group distribution.

The tax ID(s) on the distribution records for the invoice listed is not included in any tax group(s) on the invoice. All tax IDs included on the invoice distributions must be included in a tax group also on the invoice.

Using a text editor, correct the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


A draw is required when a job is included on the record.

The invoice listed in the reject journal contains a job but not a draw ID. The draw is required when a job is present.

Using a text editor, add the draw or remove the job from the invoice record. Then, re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Error writing invoice (invoice ID).
Error writing invoice (invoice ID): error type.

A major error has occurred while attempting to write the invoice record. Record this error message and contact Customer Support at 1-800-551-8307.


Required field is missing: (field name)

The listed field is missing from the invoice or distribution. It is required by Import Invoices.

Using a text editor, add the field value to the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


(Field type) (key value) not found.
(Field) (value) not found.

The value of the field listed must be consistent with the predefined values. For example, the customer in the import file has not been set up in Accounts Receivable, Customers (Setup menu). The record you are importing contains a value in the listed field that does not match the predefined values for that field. See "Importing list field values" for additional information.

Using a text editor, correct the field value on the invoice or distribution in the rejected records file and re-import it.


Customer (ID) is inactive.

The customer listed is marked as Inactive. Inactive customer invoices cannot be imported.

To import this invoice, change the customer status (Setup, Customers) and re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Customer (ID) is on hold.

The customer listed is marked as On hold. The record has been imported.

The title of this item may be different if changed in Custom Descriptions.


Duplicate invoice IDs are not allowed. Invoice (ID) cannot be imported.

The invoice listed already exists in Accounts Receivable.

To import this invoice, you must change the invoice ID on the invoice in the rejected records file or change your settings to allow duplicate numbers, then re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Tax amount type is not allowed when not using taxes.

The invoice distribution you are importing contains an amount type of Tax. However, the Tracking taxes box in your AR Settings is not marked. This invoice cannot be imported.

To import this invoice, mark the Tracking taxes box in AR Settings and re-import the record. Before changing your application settings, verify that it is your company's policy to track taxes.

The title of this item may be different if changed in Custom Descriptions.


Tax amount type is not allowed when the Tax Master file is not opened.

Required tax information is unavailable without the Tax Master file. Make sure your Tax Master file is available or edit the invoice in the rejected records file to omit the Tax distribution. Then, re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Job Cost is not set up to track extras. Extra is not allowed.

The record you are importing contains an extra. However, Job Cost is not set up to track extras.

To import this record, remove the extra from the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


The extra included does not match the extra on the contract item.
The extra included does not match the extra on the contract item (extra number).

The record you are importing contains an extra that is inconsistent with the extra on the associated contract item.

To import this record, change the extra on the record in the rejected records file to match the extra on the contract item.

The title of this item may be different if changed in Custom Descriptions.


Cost code is not allowed with contract item.
Cost code is not allowed with item.

The record you are importing contains a cost code, however, the invoice is a contract-based invoice. Cost codes are not allowed for contract-based invoices.

To import this record, remove the cost code from the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


Cost code is not allowed with job.

The record you are importing contains a cost code that is inconsistent with the associated job.

To import this record, change the cost code on the record in the rejected records file. Be sure that it is a valid cost code for the job that is associated with the invoice you are importing.

The title of this item may be different if changed in Custom Descriptions.


Cost code not allowed on job when the billing level is set to job.

The record you are importing contains a cost code. However the billing level on the job associated with this invoice is set to job.

To import this record, remove the cost code from the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


Cost code (ID) is at wrong group level.

The record you are importing contains a cost code that does not match the billing level on the associated job. Change the cost code on the record in the rejected records file to match the billing level set on the job, then re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Cost code is required when the billing level is set to cost code.

The record you are importing does not contain a cost code. However, the billing level of the job that is associated with this invoice is set to cost code. A cost code is required.

To import this record, add the cost code to the record in the rejected records file and re-import it. Be sure that the cost code you add is consistent with the job associated with this invoice.

The title of this item may be different if changed in Custom Descriptions.


Tax group is not allowed when not using taxes.

The record you are importing includes a tax group but your Accounts Receivable settings are not set to track taxes.

To import this record, remove the tax group from the record in the rejected records file and re-import it.

The title of this item may be different if changed in Custom Descriptions.


Retainage amount is not allowed on the amount type.

The distribution record you are importing includes a retainage amount. However, the amount type of this distribution does not allow retainage.

Verify whether the amount type is correct on the distribution. Then, change the amount type or remove the retainage amount from the record in the rejected records file and re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Negative deduction amount was imported.

The record you imported contained a negative deduction amount (a debit rather than a credit). The record was imported. However, you may want to verify that the deduction amount is correct.


An item cannot be included with a contract.
An item cannot be included without a contract.

The record you are importing contains a contract item but no contract is included. The contract must be included on the invoice in order to include a contract item.

To import this record, either remove the contract item or add its associated contract to the record in the rejected records file and re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Retainage amount must be (positive or negative).

The record you are importing contains a retainage amount that is the opposite sign (- /+) of the invoice or distribution amount. These amounts must be consistent.

To import this record, change the retainage amount to be consistent (positive or negative) with the invoice or distribution amount.

The title of this item may be different if changed in Custom Descriptions.


Retainage held cannot exceed amount.

The record you are importing contains a retainage held amount that is greater than the invoice or distribution amount. The retainage held amount cannot exceed the invoice or distribution amount.

To import this record, correct the retainage held amount on the record in the rejected records file and re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Invalid amount type.

The distribution record you are importing contains an invalid amount type. The valid amount types are: 1 Total Billed, 2 Labor, 3 Material, 4 Subcontract, 5 Equipment, 6 Overhead, 7 Other, 8 Add-on, 9 Tax or 10 Deduction.

To import this record, correct the amount type on the record in the rejected records file and re-import it.


Job (ID) is closed.

The record you are importing contains a job that is closed in Job Cost.

To import this record, re-open the Job in Job Cost or change the job on the record in the rejected records file. Then, re-import the record.

The title of this item may be different if changed in Custom Descriptions.


Job (ID) is not valid. Job must have a Billing Method of (billing method).

The record you are importing contains a job that is set to an invalid billing method. The job associated with this record must have the listed billing method.

To import this record, change the job on the record in the rejected records file to a job that uses the listed billing method. Then, re-import the record.

The title of this item may be different if changed in Custom Descriptions.


The job entered does not match the job on the contract item. The job for the current contract item is (job ID).
The job entered does not match the job on the contract item.

The record you are importing contains a job that is not associated with the contract item on the record. The job on this record must be the same as the job on the contract item for this record.

To import this record, change the job on the record in the rejected records file to match the listed job and re-import the record.

The title of this item may be different if changed in Custom Descriptions.


No job is entered for this distribution. Billed Revenue will not be sent to Job Cost.

The distribution record you are importing does not include a job. The record was successfully imported, however, billed revenue amounts will not be sent to Job Cost unless you add a job to this record in Adjust Receivables.


Credit account not set up for tax (text).

The record you are importing includes a tax ID that does not have a General Ledger credit account set up.

To import this record, either set up a credit account in General Ledger for this tax ID or change the tax ID on the record in the rejected records file. Then, re-import the record.

The title of this item may be different if changed in Custom Descriptions.


GL period closed. Enter not allowed.
GL period closed. Entry not allowed.

The record you are importing contains an accounting date for a closed General Ledger period.

To import this record, change the accounting date on the record in the rejected records file to an open General Ledger period and re-import the record.


Posting to future General Ledger accounting period.

The record you imported contains an accounting date greater than the current period. The record was imported but it will post to a future General Ledger period when you post entries in Accounts Receivable.


The distribution contains a tax ID, but the corresponding tax group is marked as non-taxable.
The a tax group is marked as non-taxable or the amount is zero on this distribution.

The record has been imported, however, the taxable amount on the distribution may be incorrect. You can change the taxable amount in Adjust Receivables (Tasks menu).

The title of this item may be different if changed in Custom Descriptions.


Multiple tax lines have been entered for the same tax ID (673)
Multiple tax lines have been entered for the same tax ID

The text file contains more than one distribution record for the same invoice and tax ID. Only one line per tax ID is allowed on each invoice.

The duplicate tax distribution was not converted.


Customer (ID) is not set up on contract (ID)

The invoice contains a contract that is assigned to another customer. The customer on the contract must be the same as the customer on the invoice.

The title of this item may be different if changed in Custom Descriptions.


Unable to retrieve unique invoice ID

The invoice you are importing does not include an invoice ID. When this happens, the Import process attempts to assign a unique number using the Last invoice number field in AR Settings. The next available invoice number from AR Settings is a duplicate number and the Allow duplicate invoices box is not marked.

To import this invoice, either add a unique invoice ID to the record in the reject file or change the Last invoice number in AR Settings. Then re-import the record.


Invalid (account type) account (number)

The import process is attempting to prefill the receivable account or tax retainage account based on the account retrieval hierarchy. However, the account that is being retrieved is invalid. Verify and correct your General Ledger accounts. See the following Help topics for additional information:

 About the base account retrieval method in Enter Invoices

 About the prefix account retrieval method in Enter Invoices


Control account required
Control account required for (account type)

The invoice you are importing is missing, or contains an invalid, control account number.

To import this invoice, correct the control account number on the invoice in the reject file and re-import it.


Critical IO error (50)
Critical IO error

The flow of information from your disk to Import was interrupted. All processing has stopped. If you are converting, restore your backup and reconvert the file.


Too long (field description) field (position) (51)
Too long (field description) field (position)

The listed field is too long. The following table outlines the criteria for field types and lengths:

Field	Length
Key alpha fields	Length allocated in the file (see template formats).
Non-key alpha fields	No limitations, fields are truncated if they exceed the length.
Custom fields	Length defined in Custom field setup.
Date fields	10 characters
Time fields	10 characters
Phone fields	15 characters
Social Security fields	15 characters
Radio/List/Combo	15 characters


Missing field delimiter (position) (52)
Missing field delimiter (position)

The delineated field does not end before an end of line or end of file is encountered (e.g., "vendor, eof).


Extra character found after continuing line (position) (53)
Extra character found after continuing line (position)

A continue character (+) is found but it is not the last character on the line.


Unknown record type identifier (position) (54)
Unknown record type identifier (position)

A record identifier found at the beginning of the record in the text file has not been defined in the template. See "About templates" and "Editing the default template" for additional information on the record type identifier.


Missing (field description) field (position) (55)
Missing (field description) field (position)

A field that is required is missing or contains a value of zero in the text file.


Maximum number of fields exceeded (position) (56)
Maximum number of fields exceeded (position)

There are more fields in the text file than can be converted. At least one of the extra fields has a value.


Invalid (field description) field (position) (57)
Invalid (field description) field (position)

The field is invalid. Some examples of invalid fields are:

•	A multi-sectioned field that could not be entered using the application. It is possibly the wrong size, contains invalid punctuation, or one of it's sections is the wrong size.

•	A number that does not have the required format. It may contain alpha characters or have the wrong punctuation.

•	A number that cannot be negative is negative.

•	A check box field that does not contain any of the allowed values.

•	A month that is not formatted in the standard way. For example, it may contain too many characters or invalid punctuation.

•	A year that is greater than 2999 or less than 1901.

•	A month that is less than 1 or greater than 12.

•	A day that is less than 1 or greater than the last day of the month it is in.

•	A time field that is too long or contains the wrong format.

•	A Social Security number that is the wrong size, contains alpha characters, or is the wrong format.

•	A radio/list/combo field that is too big, contains a value of zero, or a value that is larger than the number of available options for the field.


Too many whole digits in (field description) field (position) (58)
Too many whole digits in (field description) field (position)

The number is too large.


Zero not allowed in (field description) field (position) (59)
Zero not allowed in (field description) field (position)

A number field that cannot contain zero is blank or zero.


Non printable character found (position) (61)
Non printable character found (position)

A non-printable character was found in the text file. Non-printable characters often do not display when the text editor is used. It is best to delete the characters before and after the affected field and retype them.


The record identifier (value) cannot start a record group (fld 1, col 1) (64)
The record identifier (value) cannot start a record group (fld 1, col 1)

The first identifier in the text file must be a check record or an invoice record identifier. The record identifier in this text file is neither. See "About templates" and "Editing the default template" for details.


The record ID (value) cannot be followed by the record ID (value) (fld1, col 1) (65)
The record ID (value) cannot be followed by the record ID (value) (fld 1, col 1)

The record ID listed and the record ID that follows it are not consistent with what Import requires. Distribution records must follow the invoice to which they belong. Refer to "Template and import file examples" for details.


Retainage held amount is not allowed when not tracking tax retainage

The record you are importing contains a retainage held amount. Since the Tracking tax retainage box in AR Settings is not marked, you cannot import a record with a retainage held amount.

If you want to import the record with retainage held, mark the Tracking tax retainage box in AR Settings and reimport the record.


Retainage held amount is not allowed when not tracking tax retainage in AR

The record you are importing contains a retainage held amount. Since the Tracking tax retainage in AR box in the Tax rate setup window (Settings menu, Taxes) is not marked, you cannot import a record with a retainage held amount.

If you want to import the record with retainage held, mark the Tracking tax retainage in AR box in the Tax rate setup window and reimport the record.


The accounting date for this distribution is more than one year beyond the year-end date in the AR Settings window (File > Data
The accounting date for this distribution is more than one year beyond the year-end date in the AR Settings window (File > Data Folder Settings > AR Settings). If you continue, this invoice will not post in Accounts Receivable.

If the Accntng Dat column is visible in the distribution grid, you can change the accounting date there. If not, you can change the date in the Invoice Dat column. The date that you enter becomes the accounting date.

Note

•	The name of the Invoice Dat column may be different if you changed the description of AR Invoice in File > Data Folder Settings > Custom Descriptions.

After you finish entering invoices, you may want to add the Accounting Date column to the Enter Invoices views.


About Intercompany accounting in Accounts Receivable

When you post an invoice and its cash receipt with different prefixes at the balance sheet level for the debit and credit accounts, if intercompany default accounts have been set up, entries are automatically created for intercompany payable and receivable. This occurs for both Billing and Accounts Receivable invoices posted in Accounts Receivable.

 Additioinal Information

Examples:

 One Prefix

 Two prefixes; balance sheet at prefix A and AB

Note

•	For more information on balance sheet level, see "About balance sheet level" in General Ledger Help.


Setting up intercompany accounting in Accounts Receivable

If you process intercompany accounting transactions between two companies or entities only, set up Accounts Receivable intercompany accounting which is outlined under Accounts Receivable below. It is not necessary to set up General Ledger intercompany accounting.

If you process intercompany transactions for more than two companies or entities, you must set up both Accounts Receivable and General Ledger intercompany accounting. This provides separate accounts for tracking intercompany balances among multiple companies. Complete the steps outlined in Accounts Receivable and General Ledger below.

Accounts Receivable

  1	From the File menu, select Data Folder Settings, AR Settings.

  2	Click [GL Settings] and enter a General Ledger base account in the intercompany payable and intercompany receivable fields. You can click [List] to select from a list of accounts. The [List] displays only accounts with an intercompany status of I/C payable, I/C receivable, or Both, but a non I/C account can be entered.

Note

•	The intercompany status on the General Ledger account setup allows accounts to be included on intercompany related reports, inquiries and account selection lists. If you want your intercompany accounts included on intercompany related report, inquiries and account selection lists, be sure to enter the status on the General Ledger account setup. For more information on intercompany status, see "Setting up base accounts" in General Ledger Help.

•	If you are using the Control Account Type feature in General Ledger, enter an Other control account or a non-control account. For more information on control account types, see "Setting up control account types" in General Ledger Help.

  3	Click [OK] to accept and exit the GL Settings window.

  4	Click [OK] to exit the AR Settings window.

General Ledger

  1	From the Setup menu, select Prefix/Base, Prefix. The title of this item may be different if changed in Custom Descriptions.

  2	Enter a prefix. You can click [List] to select from a list of prefixes.

  3	On the General information tab, enter an intercompany payable and intercompany receivable base account. The account you select must have an intercompany status of I/C payable, I/C receivable or Both. See "Setting up base accounts" in General Ledger Help for additional information.

  4	Click [Save], then [Close] to exit.

Note

•	The intercompany payable and receivable accounts in Accounts Receivable (AR Settings, GL Settings) must be entered before intercompany accounting transactions can be created, regardless of whether there are default accounts entered on the prefix in General Ledger.

Related Topics


How General Ledger accounts are determined for intercompany accounting

When you post an invoice and its cash receipt that have different prefixes at the balance sheet level for the debit and credit accounts, if intercompany default accounts are set up, entries to intercompany payable and intercompany receivable accounts are automatically generated as follows:

Command	Intercompany Account Generated	Intercompany Prefix Source	Intercompany Base Account Source
Posting invoices	Intercompany receivable (debit)	Prefix of the credit account (income) on the invoice.	1- Intercompany receivable account on the setup in General Ledger on the prefix of the invoice debit account (AR). 2- If no Intercompany receivable account on the prefix, the I/C receivable account from AR Settings.
	Intercompany payable (credit)	Prefix of the debit account (AR) on the invoice.	1- Intercompany payable account on the setup in General Ledger on the prefix of the invoice credit account (income). 2- If no Intercompany payable on the prefix, the I/C payable base account from AR Settings.
Posting cash receipts	Intercompany receivable (debit)	Prefix of the credit account (AR) on the cash receipt.	1- Intercompany receivable account on the setup in General Ledger on the prefix of the cash receipt debit account (cash). 2- If no Intercompany receivable account on the prefix, the I/C receivable account from AR Settings.
	Intercompany payable (credit)	Prefix of the debit account (cash) on the cash receipt.	1- Intercompany payable account on the setup in General Ledger on the prefix from the cash receipt credit account (AR). 2- If no Intercompany payable on the prefix, the I/C payable account from AR Settings.
Related Topics


Intercompany accounting example 1: One prefix

General Ledger:

For Prefix 10, Intercompany (I/C) payable is 2007 and Intercompany (I/C) receivable is 1204.

For Prefix 21, I/C payable is 2008 and I/C receivable is 1205.

Also, the AR account is 1201, the Income account is 4001 and the Cash account is 1001.

Accounts Receivable:

In AR Settings, GL Settings, I/C payable is 2009 and I/C receivable is 1206.

Command	Account	Debit	Credit
Posting invoices	21-1201	$700
	10-4001		$700
	10-1205  (I/C receivable)	$700
	21-2007  (I/C payable)		$700
Posting cash receipts	10-1001	$700
	21-1201		$700
	21-1204  (I/C receivable)	$700
	10-2008  (I/C payable)		$700


Intercompany accounting example 2: Two prefixes, balance sheet at prefix A and AB

General Ledger:

For Prefix 10-10, Intercompany (I/C) payable is 2007 and Intercompany (I/C) receivable is 1204.

For Prefix 10-21, I/C payable is 2008 and I/C receivable is 1205.

Also, the AR account is 1201, the Income account is 4001 and the Cash account is 1001.

Accounts Receivable:

In AR Settings, GL Settings, I/C payable is 2009 and I/C receivable is 1206.

Balance sheet level at Prefix A:

Command	Account	Debit	Credit
Posting invoices	10-10-1201	$700
	10-21-4001		$700
Note

•	The prefixes at level A are the same (10 and 10). No I/C accounting transactions are created.

Balance sheet level at Prefix AB:

Command	Account	Debit	Credit
Posting invoices	10-10-1201	$700
	10-21-4001		$700
Note: Prefixes 10-10 and 10-21 at the AB level are different. I/C accounting transactions will be created.

	10-21-1204  (I/C receivable)	$700
	10-10-2008  (I/C payable)		$700
Posting cash receipts	10-21-1001	$700
	10-10-1201		$700
	10-10-1205  (I/C receivable)	$700
	10-21-2007  (I/C payable)		$700


Aging Basis detail

Aging Basis--the date on the transaction record compared to the Aging As Of Date. Options are Invoice Date, Accounting Date, or Due Date.

The following dates are used as the Aging basis for different transaction types when you select Invoice Date, Accounting Date or Due Date as the Aging Basis.

Aging Basis	Transaction Type	Date from the transaction record used as Aging Basis
Invoice Date	Issued Invoice or Invoice	Status Date
Invoice Date	Cash Receipt or Cash Receipt Adjustment	Deposit Date
Invoice Date	Invoice Adjustment and Adjustment Type of Not Used	Status Date
Invoice Date	If none of the above for Invoice Date, then	Reference Date
Accounting Date	Any	Accounting Date
Due Date	Any	Due Date


Customer Detail Exists As Of function

Use to determine whether or not a customer has non-zero detail items as of a specific date. This function is used in a formula that is used with conditional print areas. It prints a customer ID and name when the customer total is zero, but individual detail lines are not zero. The level of detail examined is determined by the Unpaid Only parameter.

This function is available for selection from the AR – Functions index when you create a new Design Formula using the Formulas command (Tools menu). Use it with customer aging and statement reports that use the Accounts Receivable transaction file as the "Process all" record (Design menu – Sort Order). The Activity.ARA file must also be included in the report design.

Syntax

Customer Detail Exists As Of(Customer, Aging As Of Date, Aging Basis, Unpaid Only)

Parameters

•	Customer--the Customer ID.

•	Aging As Of Date--the date used to compare and determine whether records are included in the accumulation. Use a date field or enter a specific date using NEWDATE(mmddyy).

•	Aging Basis--the date on the transaction record compared to the Aging As Of Date. Options are Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Unpaid Only--Yes or No. If Yes, then determine if the customer has non-zero detail when summarized to the status level. If No, then determine if the customer has non-zero detail when summarized to the activity level.

Return

True (1) if true; False (0) if false

 Example


Customer Detail Exists As Of function example

The AR Aging Detail by Customer report contains the Customer Detail Exists As Of function. The Aging As Of Date, Aging Basis and Unpaid only parameters are prompts in this report design. The function is included in the Suppress Cust CND Design formula. The Suppress Cust CND formula is applied as a conditional print area for all customer fields in the first row and for customer totals in the third row of the report design.

Suppress Cust CND = Customer Detail Exists As Of(Customer [AR Transaction], Aging as of Date [prompt], Aging Basis [prompt], Unpaid Only [prompt])

Example of the formula using hard-coded values rather than prompts for the Aging Basis and Unpaid Only parameters:

Suppress Cust CND = Customer Detail Exists As Of(Customer [AR Transaction], Aging as of Date [prompt], "Accounting Date", Yes)

Without this function, the report prints lines of customer detail that net to zero without the Customer ID and name.


Contract Detail Exists As Of function

Use to determine whether or not a contract has non-zero detail items as of a specific date. This function is used in a formula that is used with conditional print areas. It prints a contract and description when the contract total is zero, but individual detail lines are not zero. The level of detail examined is determined by the Unpaid Only parameter.

This function is available for selection from the AR – Functions index when you create a new Design Formula using the Formulas command (Tools menu). Use it with contract aging and statement reports that use the Accounts Receivable transaction file as the "Process all" record (Design menu – Sort Order). The Activity.ARA file must also be included in the report design.

Syntax

Contract Detail Exists As Of(Contract, Customer, Aging As Of Date, Aging Basis, Unpaid Only)

Parameters

•	Contract--the Contract ID.

•	Customer--the Customer ID.

•	Aging As Of Date--the date used to compare and determine whether records are included in the accumulation. Use a date field or enter a specific date using NEWDATE(mmddyy).

•	Aging Basis--the date on the transaction record compared to the Aging As Of Date. Options are Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Unpaid Only--Yes or No. If Yes, then determine if the contract has non-zero detail when summarized to the status level. If No, then determine if the contract has non-zero detail when summarized to the activity level.

Return

True (1) if true; False (0) if false

 Example

 Components of formulas


Contract Detail Exists As Of function example

The AR Aging Detail by Contract report contains the Contract Detail Exists As Of function. The function is included in the Suppress Cont CND Design formula. The Suppress Cont CND formula is applied as a conditional print area for the contract, contract description, and contract total fields in the report design.

Suppress Cont CND = Customer Detail Exists As Of(Contract [AR Transaction], Customer [AR Transaction], Aging as of Date [prompt], Aging Basis [prompt], Unpaid Only [prompt])

Example of the formula using hard-coded values rather than prompts for the Aging Basis and Unpaid Only parameters:

Suppress Cont CND = Customer Detail Exists As Of(Contract [AR Transaction], Customer [AR Transaction], Aging as of Date [prompt], "Accounting Date", Yes)

Without this function, the report prints lines of customer detail that net to zero without the Contract ID and description.


Job Detail Exists As Of function

Use to determine whether or not a job has non-zero detail items as of a specific date. This function is used in a formula that is used with conditional print areas. It prints a job and description when the job total is zero, but individual detail lines are not zero. The level of detail examined is determined by the Unpaid Only parameter.

This function is available for selection from the AR - Functions index when you create a new Design Formula using the Formulas command (Tools menu). Use it with aging and statement reports that use the Accounts Receivable transaction file as the "Process all" record (Design menu – Sort Order). The Activity.ARA file must also be included in the report design.

Syntax

Job Detail Exists As Of(Job, Customer, Aging As Of Date, Aging Basis, Unpaid Only)

Parameters

•	Job--the Job ID.

•	Customer--the Customer ID.

•	Aging As Of Date--the date used to compare and determine whether records are included in the accumulation. Use a date field or enter a specific date using NEWDATE(mmddyy).

•	Aging Basis--the date on the transaction record compared to the Aging As Of Date. Options are Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Unpaid Only--Yes or No. If Yes, then determine if the contract has non-zero detail when summarized to the status level. If No, then determine if the contract has non-zero detail when summarized to the activity level.

Return

True (1) if true; False (0) if false

 Example

 Components of formulas


Job Detail Exists As Of function example

The AR Aging Detail by Job report contains the Job Detail Exists As Of function. The function is included in the Suppress Job CND Design formula. The Suppress Job CND formula is applied as a conditional print area for the job, job description, and job total fields in the report design.

Suppress Job CND = Job Detail Exists As Of(Job [AR Transaction], Customer [AR Transaction], Aging as of Date [prompt], Aging Basis [prompt], Unpaid Only [prompt])

Example of the formula using hard-coded values rather than prompts for the Aging Basis and Unpaid Only parameters:

Suppress Job CND = Detail Exists As Of(Job [AR Transaction], Customer [AR Transaction], Aging as of Date [prompt], "Accounting Date", Yes)

Without this function, the report prints lines of job detail that net to zero without the job ID and description.


Contract Customer Detail function

This function evaluates each transaction to determine if it should be included in the calculation of the customer total for a specific contract. It also determines which amount on the transaction record to use in the calculation. The parameters of this function are the fields in the report's Print Selection window and the contract and customer from the transaction being evaluated. Transactions with an amount type of Stored materials, Miscellaneous, or NSF bank charge are omitted. The function is applied as a formula in a conditional print area and is used to suppress customer overlines and totals if the customer has fully paid detail for a specific contract.

Syntax

Contract Customer Detail(Contract, Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)

Parameters

•	Contract--the Contract ID on the transaction being evaluated.

•	Customer--the Customer ID on the transaction being evaluated.

•	Aging as of Date--the date entered in the Aging as of Date field. Transaction records with a date on or before this date are included in the calculation of the customer's total. The Aging Basis determines which date on the transaction record is compared to the Aging as of Date.

•	Aging Basis--the option selected in the Aging Basis field: Invoice Date, Accounting Date, or Due Date.  The transaction type may affect which date on the transaction record is used.  How?

•	Include Retainage--the option selected in the Include Retainage field: Yes or No. The value of the Include Retainage parameter and the amount type on the transaction record determine which amount is used to calculate the customer's unpaid detail. How?

•	Unpaid Only--the option selected in the Unpaid Only field: Yes or No. If Yes is selected, the transactions for the contract and customer being evaluated are summarized by the status sequence.  If No is selected, the transactions are summarized by the activity sequence.

•	Age Finance Charge--the option selected in the Age Finance Charge field: Yes or No. If Yes is selected, transactions with the Finance Charge amount type are included in the calculation. Otherwise, they are not included in the calculation.

Return

True or False.

Notes

•	The Contract Customer Detail function is used in the Suppress Cont Cust CND formula on the Aging Detail by Contract reports. The Suppress Cont Cust CND formula is applied to the customer, customer name, contact name, telephone number, and customer totals fields as a conditional print area. See "About conditional print areas" in Report Designer Help for information about conditional print areas.

•	This function is available from the AR - Functions index when you create a new design formula using the Formulas command (Tools menu) in Report Designer.

 Example


Contract Customer Detail function example

If you have a contract with multiple customers and the Unpaid Only option is selected, the customer overlines and totals print only for customers with a balance for that contract.

In this example, the overline and total for Customer 1 do not print for either contract. The overline and total for Customer 2 print for Contract 1, but not for Contract 2.

Contract 1

Customer 1	-0-

Customer 1 Total	-0-

Customer 2	100

Customer 2 Total	100

________________________________________

Contract 1 Total	 	100

Contract 2

Customer 1 	-0-

Customer 1 Total	-0-

Customer 2	-0-

Customer 2 Total	-0-

________________________________________

Contract 2 Total	-0-


Include Retainage parameter

Include Retainage? Yes or No	Amount Type	Amount
Yes	Retainage Billed or Tax Retainage Billed	Amount + Retainage
	Retainage Released or Tax Retainage Released	Amount – Retainage
	All Others	Amount
No	Retainage Released or Tax Retainage Released	Skip Record
	All Others	Amount + Retainage


Contract Only Detail function

This function evaluates each transaction to determine if it should be included in the calculation of the contract total. It also determines which amount on the transaction record to use in the calculation.  The parameters of this function are the fields in the report's Print Selection window and the contract and customer from the transaction being evaluated. Transactions with an amount type of Stored materials, Miscellaneous, or NSF bank charge are omitted. This function is applied as a formula in a conditional print area and is used to suppress contract overlines and totals if the contract is fully paid.

Syntax

ContractCustomerDetail(Contract, Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)

Parameters

•	Contract--the Contract ID on the transaction being evaluated.

•	Customer--the Customer ID on the transaction being evaluated.

•	Aging as of Date--the date entered in the Aging as of Date field. Transaction records with a date on or before this date are included in the calculation of the customer's total. The Aging Basis determines which date on the transaction record is compared to the Aging as of Date.

•	Aging Basis--the option selected in the Aging Basis field: Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Include Retainage--the option selected in the Include Retainage field: Yes or No.  The value of the Include Retainage parameter and the amount type on the transaction record determine which amount is used when calculating the customer's unpaid detail.  How?

•	Unpaid Only--the option selected in the Unpaid Only field: Yes or No. If Yes is selected, the transactions for the contract and customer being evaluated are summarized by the status sequence.  If No is selected, the transactions are summarized by the activity sequence.

•	Age Finance Charge--the option selected in the Age Finance Charge field: Yes or No. If Yes is selected, transactions with the Finance Charge amount type are included in the calculation. Otherwise, they are not included in the calculation.

Return

True or False.

Notes

•	The Contract Only Detail function is used in the Suppress Cont Only CND and Suppress Cont Ttl CND formulas on the Aging Detail by Contract reports. The Suppress Cont Only CND formula is applied to the contract and contract description fields and the Suppress Cont Ttl CND formula is applied to the contract totals as conditional print areas. See "About conditional print areas" in Report Designer Help for information about conditional print areas.

•	This function is available from the AR - Functions index when you create a new design formula using the Formulas command (Tools menu) in Report Designer.

 Example


Contract Only Detail function example

If you have a contract with two customers, one that is fully paid and the other with unpaid detail as of a specific date, the contract overline and totals print. If both customers are fully paid for that contract, the contract overline and totals do not print.

In the following example, Contract 1's overline and total print, but Contract 2's overline and total do not print.

Contract 1

Customer 1	-0-

Customer 2	100

________________________________________

Contract 1 Total	100

Contract 2

Customer 1	-0-

Customer 2	-0-

________________________________________

Contract 2 Total	-0-


Customer Detail With Retainage function

This function evaluates each transaction to determine if it should be included in the calculation of the customer total. It also determines which amount on the transaction record to use in the calculation. The parameters of this function are the fields in the report's Print Selection window and the customer from the transaction being evaluated.  Transactions with an amount type of Stored materials, Miscellaneous, or NSF bank charge are omitted.  The function is applied as a formula in a conditional print area and is used to suppress customer overlines and totals if the customer has fully paid detail.

Syntax

Customer Detail With Retainage(Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)

Parameters

•	Customer--the Customer ID on the transaction being evaluated.

•	Aging as of Date--the date entered in the Aging as of Date field. Transaction records with a date on or before this date are included in the calculation of the customer's balance. The Aging Basis determines which date on the transaction record is compared to the Aging as of Date.

•	Aging Basis--the option selected in the Aging Basis field: Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Include Retainage--the option selected in the Include Retainage field: Yes or No. The value of the Include Retainage parameter and the amount type on the transaction record determine which amount is used to calculate the customer balance. How?

•	Unpaid Only--the option selected in the Unpaid Only field: Yes or No. If Yes is selected, the transactions for the customer being evaluated are summarized by the status sequence. If No is selected, the transactions are summarized by the activity sequence.

•	Age Finance Charge--the option selected in the Age Finance Charge field: Yes or No. If Yes is selected, transactions with the Finance Charge amount type are included in the calculation. Otherwise, they are not included in the calculation.

Return

True or False

Notes

•	The Customer Detail With Retainage function is used in the Suppress Cust CND formula on the Aging Detail by Customer, Aging Detail by Customer Name, Aging of Unpaid Invoices, and Aging Summary reports.  The Suppress Cust CND formula is applied to the customer, customer name, contact name, telephone number and customer total fields as a conditional print area. See "About conditional print areas" in Report Designer Help for information about conditional print areas.

•	This function is available from the AR - Functions index when you create a new design formula using the Formulas command (Tools menu) in Report Designer.

 Example


Customer Detail With Retainage function example

If you have a customer with fully paid detail and the Unpaid Only option is selected, the customer overline and totals do not print. If the customer has unpaid detail, the customer overline and totals print.

In this example, the overline and total for Customer 1 do not print. The overline and total for Customer 2 do print.

Customer 1	-0-

Customer 1 Total	-0-

Customer 2	100

Customer 2 Total	100


Job Customer Detail function

This function evaluates each transaction to determine if it should be included in the calculation of the customer total for a specific job. It also determines which amount on the transaction record to use in the calculation. The parameters of this function are the fields in the report's Print Selection window and the job and customer from the transaction being evaluated. Transactions with an amount type of Stored materials, Miscellaneous, or NSF bank charge are omitted. The function is applied as a formula in a conditional print area and is used to suppress customer overlines and totals if the customer has fully paid detail for a specific job.

Syntax

Job Customer Detail(Job, Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)

Parameters

•	Job--the Job ID on the transaction being evaluated.

•	Customer--the Customer ID on the transaction being evaluated.

•	Aging as of Date--the date entered in the Aging as of Date field. Transaction records with a date on or before this date are included in the calculation of the customer's total. The Aging Basis determines which date on the transaction record is compared to the Aging as of Date.

•	Aging Basis--the option selected in the Aging Basis field: Invoice Date, Accounting Date, or Due Date.  The transaction type may affect which date on the transaction record is used.  How?

•	Include Retainage--the option selected in the Include Retainage field: Yes or No. The value of the Include Retainage parameter and the amount type on the transaction record determine which amount is used to calculate the customer's unpaid detail. How?

•	Unpaid Only--the option selected in the Unpaid Only field: Yes or No. If Yes is selected, the transactions for the job and customer being evaluated are summarized by the status sequence. If No is selected, the transactions are summarized by the activity sequence.

•	Age Finance Charge--the option selected in the Age Finance Charge field: Yes or No. If Yes is selected, transactions with the Finance Charge amount type are included in the calculation. Otherwise, they are not included in the calculation.

Return

True or False.

Notes

•	The Job Customer Detail function is used in the Suppress Job Cust CND formula on the Aging Detail by Job reports. The Suppress Job Cust CND formula is applied to the customer, customer name, contact name, telephone number, and customer totals fields as a conditional print area. See "About conditional print areas" in Report Designer Help for information about conditional print areas.

•	This function is available from the AR - Functions index when you create a new design formula using the Formulas command (Tools menu) in Report Designer.

 Example


Job Customer Detail function example

If you have a job with multiple customers and the Unpaid Only option is selected, the customer overlines and totals print only for customers with a balance for that job.

In this example, the overline and total for Customer 1 do not print for either job. The overline and total for Customer 2 prints for Job 1, but not for Job 2.

Job 1

Customer 1	-0-

Customer 1 Total	-0-

Customer 2	100

Customer 2 Total	100

________________________________________

Job 1 Total	100

Job 2

Customer 1	-0-

Customer 1 Total	-0-

Customer 2	-0-

Customer 2 Total	-0-

________________________________________

Job 2 Total	-0-


Job Only Detail function

This function evaluates each transaction to determine if it should be included in the calculation of the job total. It also determines which amount on the transaction record is used in the calculation. The parameters of this function are the fields in the report's Print Selection window and the job and customer from the transaction being evaluated. Transactions with an amount type of Stored materials, Miscellaneous, or NSF bank charge are omitted. This function is applied as a formula in a conditional print area and is used to suppress job overlines and totals if the job is fully paid.

Syntax

Job Only Detail(Job, Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)

Parameters

•	Job--the Job ID on the transaction being evaluated.

•	Customer--the Customer ID on the transaction being evaluated.

•	Aging as of Date--the date entered in the Aging as of Date field. Transaction records with a date on or before this date are included in the calculation of the customer's total.  The Aging Basis determines which date on the transaction record is compared to the Aging as of Date.

•	Aging Basis--the option selected in the Aging Basis field: Invoice Date, Accounting Date, or Due Date. The transaction type may affect which date on the transaction record is used.  How?

•	Include Retainage--the option selected in the Include Retainage field: Yes or No. The value of the Include Retainage parameter and the amount type on the transaction record determine which amount is used to calculate the customer's unpaid detail. How?

•	Unpaid Only--the option selected in the Unpaid Only field: Yes or No. If Yes is selected, the transactions for the job and customer being evaluated are summarized by the status sequence. If No is selected, the transactions are summarized by the activity sequence.

•	Age Finance Charge--the option selected in the Age Finance Charge field: Yes or No. If Yes is selected, transactions with the Finance Charge amount type are included in the calculation. Otherwise, they are not included in the calculation.

Return

True or False.

Notes

•	The Job Only Detail function is used in the Suppress Job Only CND and Suppress Job Ttl CND formulas on the Aging Detail by Job reports. The Suppress Job Only CND formula is applied to the job and job description fields and the Suppress Job Ttl CND formula is applied to the job total as a conditional print area. See "About conditional print areas" in Report Designer Help for information about conditional print areas.

•	This function is available from the AR - Functions index when you create a new design formula using the Formulas command (Tools menu) in Report Designer.

 Example


Job Only Detail function example

If you have a job with two customers, one that is fully paid and the other with unpaid detail as of a specific date, the job overline and totals print. If both customers are fully paid for that job, the job overline and totals do not print.

In the following example, Job 1's overline and total print, but Job 2's overline and total do not print.

Job 1

Customer 1	-0-

Customer 2	100

________________________________________

Job 1 Total	100

Job 2

Customer 1	-0-

Customer 2	-0-

________________________________________

Job 2 Total 	-0-


List of Accounts Receivable formula functions

 Contract Customer Detail

 Contract Detail Exists As Of

 Contract Only Detail

 Customer Detail Exists As Of

 Customer Detail With Retainage

 Job Customer Detail

 Job Detail Exists As Of

 Job Only Detail


Message AR0009

Unable to bill retainage by invoice for the criteria entered on the previous window. Overbilled retainage exists on bill retainage invoice ID xx. Click [Help] for further instructions.

When overbilled retainage exists for invoices that meet the criteria entered on the Bill Retainage window, you cannot bill retainage by invoice using [Select Invoices]. For example, on the Bill Retainage window you select a customer and job, click [Select Invoices], and receive this error message. Previously for that same customer and job, retainage has been billed and at least a portion of it was flagged as overbilled. Choose one of the below options to bill retainage in this situation:

•	The recommended option is to correct the overbilled retainage, and then you can bill retainage by invoice using [Select Invoices]. Refer to "Correcting overbilled retainage" in Help.

•	If you do not correct the overbilled retainage, you can still bill retainage for the selected criteria by entering a retainage to bill amount in the Bill Retainage window rather than in the Select Invoices window.


Message AR0700

Work-In-Progress records already exist for this contract. Do you want to continue reinstating the invoice?

If you continue reinstating, the invoice will be voided in Accounts Receivable and reinstated in Billing. Billing records for the voided invoice will be combined with other existing billing records for this contract (in the Unbilled.BLW file). If you do not want these billing records to be included on the next invoice, be sure to enter an appropriate Cut-off date when generating invoices.

If you answer No, the void process will be canceled and you will be returned to the Adjust Receivables window.


Message AR0701

The Billed.BLW was not found. The invoice cannot be reinstated in Billing. Do you want to continue without reinstating this invoice?

The Billed.BLW file was not found and is required when reinstating cost-based Billing invoices. If you continue without reinstating the invoice, it will be voided in Accounts Receivable and Billing, but will not be reinstated in Billing.

If you want to reinstate the invoice in Billing, answer No. The voiding process will be canceled and you will be returned to the Adjust Receivables window. Click [Close] to exit. Then check the following before trying to void again:

•	Verify that the Billed.BLW file exists in your data folder or in the location specified in Data Folder Settings, File Locations.

•	Check to see if other users are accessing the file. If so, close the other task or try again.

•	Check for any network issues that may be preventing the file from being accessed.

•	If this error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0702

Worksheet Entry records exist. The invoice cannot be reinstated in Billing. Do you want to continue without reinstating the invoice?

Because Worksheet Entry records exist in Billing for this contract-based invoice, it cannot be reinstated in Billing. If you continue, the invoice will be voided in Accounts Receivable and Billing, but will not be reinstated in Billing.

If you want to reinstate the invoice in Billing, answer No. The voiding process will be canceled and you will be returned to the Adjust Receivables window. Click [Close] to exit. In Billing, delete the existing worksheet in Enter Worksheets (Tasks menu) before voiding the invoice in Accounts Receivable.


Message AR0703

The invoice was not found. The invoice cannot be reinstated in Billing. Do you want to continue without reinstating the invoice?

The invoice was not found in the Billed.bli file. If you continue without reinstating, the invoice will be voided in Accounts Receivable, but not voided or reinstated in Billing.

If you want to reinstate the invoice in Billing, answer No. The voiding process will be canceled and you will be returned to the Adjust Receivables window. Click [Close] to exit. You can use File Doctor (TS Main, Tools menu) to check the Billing and Accounts Receivable files. If the error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0704

The Billed.BLI was not found. The invoice cannot be reinstated in Billing. Do you want to continue without reinstating the invoice?

The Billed.BLI file was not found and is required when reinstating contract-based Billing invoices. If you continue without reinstating the invoice, it will be voided in Accounts Receivable, but not voided or reinstated in Billing.

If you want to reinstate the invoice in Billing, answer No. The voiding process will be canceled and you will be returned to the Adjust Receivables window. Click [Close] to exit. Check the following before trying to void the invoice again:

•	Verify that the Billed.BLI exists in your data folder or in the location specified in Data Folder Settings, File Locations.

•	Check to see if other users are accessing the file. If so, close the other task or try again.

•	Check for any network issues that may be preventing the file from being accessed.

•	If this error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0705

Unable to delete invoice details in Billing. Unable to void.

The invoice cannot be voided in Accounts Receivable and cannot be reinstated or voided in Billing due to a database or network error. Click [OK] to cancel the voiding process. You can use File Doctor (TS Main, Tools menu) to check the Billing and Accounts Receivable files. If the error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0706

Unable to reinstate in Billing. Unable to void.

The invoice cannot be voided in Accounts Receivable and cannot be reinstated or voided in Billing due to a database or network error. Click [OK] to cancel the voiding process. You can use File Doctor (TS Main, Tools menu) to check the Billing and Accounts Receivable files. If the error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0707

Unable to set the void status for the invoice in Billing. Unable to void.

The invoice cannot be voided in Accounts Receivable and cannot be reinstated or voided in Billing due to a database or network error. Click [OK] to cancel the voiding process. You can use File Doctor (TS Main, Tools menu) to check the Billing and Accounts Receivable files. If the error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0708

The invoice cannot be loaded in Billing. Unable to complete the void in Billing.

The invoice could not be reinstated or voided in Billing due to a database or network error, but it will be voided in Accounts Receivable. Click [OK] to cancel the voiding process. You can use File Doctor (TS Main, Tools menu) to check the Billing and Accounts Receivable files, but you will not be able to void the invoice a second time to reinstate it in Billing.


Message AR0709

The Billing interface is not set up correctly. The invoice cannot be voided in Billing.

The invoice cannot be voided in Accounts Receivable and cannot be reinstated or voided in Billing due to an error with the Billing interface. Click [OK] to cancel the voiding process. Check to see that the Billing application is still installed. If the error persists and you have no recent backup of your data files, record the error message number and contact Customer Support for further instructions.


Message AR0710

The invoice was created with a prior version of Billing. The invoice cannot be reinstated. Do you want to continue without reinstating the invoice?

Accounts Receivable is unable to reinstate invoices that were created with an earlier version of Billing than you are currently running. If you continue without reinstating, the invoice will be voided in Accounts Receivable, but will not be reinstated or voided in Billing. You cannot reinstate this invoice in Billing.


Message AR0711

The invoice you are voiding and reinstating contains retainage billed.

The invoice you are voiding and reinstating contains retainage billed. Either its associated invoice with retainage held is not in the current file, or it has no associated invoice with retainage held (retainage was overbilled).

If a retainage held invoice exists, you need to move it from the history file to the current file before voiding and reinstating. You can use the Retainage Prep report from the Reports menu to determine what records need to be moved. For more information on moving invoices, see "Moving paid invoices" in Help.

If there is no associated invoice with retainage held, you need to delete the overbilled retainage portion of the invoice as follows:

  1  In Accounts Receivable, use the Adjust Receivables command to void and reinstate the invoice with overbilled retainage billed. For more details on voiding, see "About voiding" in Help. Make sure all void entries are posted successfully in Accounts Receivable and Contracts (if contract related).

  2  In Billing, for cost-based invoices, use the Generate Invoices and Change Invoices commands to enter the correct retainage amount before printing the invoice again.

  3  In Billing, for contract-based invoices, use the Enter Worksheets command to delete the worksheet, reselect the contract, and enter the correct retainage amount before generating and printing the invoice again.

  4  In Billing, for Quick Bill invoices, use the Enter Quick Bill command to enter the correct retainage amount before printing the invoice again.


Message AR0712

This cash receipt was applied to multiple invoices.

This cash receipt was applied to multiple invoices. The cash receipt record(s) for the other invoice(s) are not in the current file. You need to move these cash receipt record(s) from the history file to the current file before entering an NSF adjustment.

To determine what other cash receipt records need to be moved, use the Deposit with Cash Receipts report from the Reports menu, Receivable Registers.

For more details on moving invoices, see "Moving paid invoices" in Help.


Current to History - Print Selection window

•	Use this window to enter criteria for identifying which invoices to move from the current files to history files. When you click [Start], the move process begins.

•	Criteria included on this window are:

•	Start and end date

•	An option to move unassociated entries (Miscellaneous GL and Miscellaneous JC cash receipt types, and transactions for activities that have been voided and not retained)

•	Ranges and conditions

•	You can also change the printer and page setup information that applies to the journal.

Warning

•	If you don't enter a range or conditions, all invoices that have an invoice date that falls between the start and end dates are moved from the current files to the history files.

For help on an item in this window, click on the toolbar and then click the item.

 About moving invoices

 How To


Start date

Enter a starting date to limit the invoices and deposits that are moved. Entry in this field is required.


End date

Enter an ending date to limit the invoices and deposits that are moved. Entry in this field is required.


Move unassociated entries

If you want to move Miscellaneous GL and Miscellaneous JC cash receipt types, and transactions for activities that have been voided and not retained, mark this box. Unassociated entries will move regardless of start date, end date, ranges, or conditions entered.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Ranges]

Opens a Ranges window where you can specify a range of invoices to be moved. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


[Start]

Begins processing, which includes printing according your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


About moving invoices

You can move invoices from your current files to history files using the Move Invoices command from the Tools menu.

Invoices move from current to history files if:

•	They are fully paid.

•	Any retainage held is billed. Retainage billed does not have to be paid for an original invoice to move to the history files.

•	They fall between the start and end dates entered on the Move Invoices window.

When invoices are moved, the following invoice, payment, adjustment, and deposit entries are moved:

•	Transactions

•	Distributions

•	Activity

•	Status

•	During the move process, a deposit and its deposit items move to history files if all invoices associated with each deposit item have been moved and if the deposit date falls between the start and end dates on the Move invoices window. When moving from current to history, entries are moved from the Activity.ARA to the History.ARA (activity files) and from the Current.ART to the History.ART (transaction files).

•	You can also move invoices from history files back to current files. A deposit and its items move from history files to current files only if one of its invoices is also being moved or is already moved. Whether a deposit moves with an invoice or after it, depends on whether they both have dates that fall between the start and end dates entered for the move. When moving from history to current, entries are moved from the History.ARA to the Activity.ARA (activity files) and from the History.ART to the Current.ART (transactions files). You can view entries moved to the history files by selecting those files when using inquiries or reports.

Note

•	Voided invoices move during the Move Invoices process.

 How To

 Additional information


Moving Invoices

You can move paid invoices from your current files to history files.

  1	Back up your data files. For additional information, see " Backing up files."

  2	From the Tools menu, select Move Invoices and then select Current to History.

  3	If history files have not been created, you will receive the message "The AR History Activity file was not found. The file will be created." Click [OK] to create the file. When you receive the message "The AR History Transaction file was not found. The file will be created.", click [OK] to create it.

  4	In the Current to History – Print Selection window, enter an invoice start and end date. These dates provide a range that limits the invoices to be moved. Entry in these fields is required.

  5	If you want to move Miscellaneous GL and Miscellaneous JC cash receipt types, and transactions for any activities that have been voided and not retained, mark the box titled Move unassociated entries.

  6	Click [Range] to select a group or range of invoices to move. Only invoices with a status of Paid or Voided display in the range window. Entering a range of invoices is optional.

  7	Click [Conditions] to enter other criteria for selecting specific invoices to move. Entering conditions is optional.

  8	In the Current to History – Print Selection window, click [Start] to begin moving invoices. A journal identifies the number of items moved or rejected with the reason for rejections.

Notes

•	If you don't enter a range or conditions, all paid invoices that have an invoice date that falls between the start and end dates are moved from the current files to history files.

•	You can move paid invoices from the history files back to the current files. From the Tools menu, select Move Invoices and then History to Current. The steps are the same as those above, excluding the creation of history files in step three.

Related Topics


History to Current - Print Selection window

•	Use this window to enter criteria for identifying which paid invoices to move from the history files to the current files. When you click [Start], the move process begins.

•	Criteria included on this window are:

•	Start and end date

•	An option to move unassociated entries (Miscellaneous GL and Miscellaneous JC cash receipt types, and transactions for activities that have been voided and not retained)

•	Ranges and conditions

•	You can also change the printer and page setup information that applies to the journal.

Warning

•	If you don't enter a range or conditions, all paid invoices that have an invoice date that falls between the start and end dates are moved from the history files to the current files.

For help on an item in this window, click on the toolbar and then click the item.

 About moving invoices

 How To


Start date

Enter an invoice starting date to limit the invoices that are moved. Entry in this field is required.


End date

Enter an invoice ending date to limit the invoices that are moved. Entry in this field is required.


Move unassociated entries

If you want to move Miscellaneous GL and Miscellaneous JC cash receipt types, and transactions for activities that have been voided and not retained, mark this box. Unassociated entries will move regardless of start date, end date, ranges, or conditions entered.


[Printer Setup]

Opens the Printer Setup window to modify printer options before printing. [Printer Setup] displays with asterisks if printer options have been changed.


[Page Setup]

Opens the Page Setup window to modify page options before printing. [Page Setup] displays with asterisks if page options have been changed.


[Ranges]

Opens a Ranges window where you can specify a range of invoices to be moved. [Ranges] displays with asterisks if ranges are specified.


[Conditions]

Opens the Add Condition window if no conditions are specified, or opens the Condition Selection window if conditions are specified. [Conditions] displays with asterisks if conditions are specified.


[Start]

Begins processing, which includes printing according your print selections.


[Cancel]

Closes this window without accepting any of the current entries.


[Help]

Starts Help and displays information about this window.


AB add a customer/contact

The windows and fields described here are accessed through AB, but the Help files are with AR because these are AR coding. The windows are available when the user selects AR from a drop-down list displayed by a button labeled "Use As" in the AB Company Setup and AB Person Setup windows. These topics follow style guidelines for PJ and AB Help.


Customer

Enter the customer ID that you want to assign to this AR customer. A customer ID can be alphabetic, numeric, or a combination of both. If you use a coding scheme in AR to group different types of customers, follow that scheme here.

The title of this item may be different if changed in Custom Descriptions.


Add New Customer window

Use to enter information required by AR so that the company contact information you enter here is associated with an AR customer.

  1	In the Customer field, enter the customer ID that you want to assign to this AR customer. (The Name field is prefilled with the name you entered in the Company Setup window.)

  2	In the Type field, select the type you want to assign to this AR customer.

  3	Click [OK] to save the information and close this window.

Once you save this customer information, a record is created in AR with the name, shipping address, e-mail address, and phone you enter in AB. You can modify this information either from the Address Book or from AR.

The title of this item may be different if changed in Custom Descriptions.


Name

This field is prefilled with the name you entered on the Company Setup window.

If you want to change the name, click [Cancel] to close this window and change the name on the Company Setup window.


Type

Click [image] in the Type field and select the type you want to assign to this AR customer.

The contents of the list may be different if you changed them in AR Customer type in File > Data Folder Settings.

Examples: Government, Commercial, Residential


Add New Contact window

Use to enter information required by AR so that the person contact information you enter here is associated with an AR contact.

  1	In the Contact field, enter the contact ID that you want to assign to this AR contact. (The Name field is prefilled with the name you entered in the Person Setup window.)

  2	In the Type field, select the type you want to assign to this AR contact.

  3	In the Company field, enter the company name for the contact.

  4	Click [OK] to save the information and close this window.

Once you save this contact information, a record is created in AR with the name, address, e-mail address, and phone you enter in AB. You can modify this information either from the Address Book or from AR.

The title of this item may be different if changed in Custom Descriptions.


Contact

Enter the contact ID that you want to assign to this AR contact.

The title of this field may be different if you changed it in File > Data Folder Settings > AR Contact.


Name

This field is prefilled with the name you entered on the Person Setup window.

If you want to change the name, click [Cancel] to close this window and change the name on the Person Setup window.


Type

Click [image] in the Type field and select the type you want to assign to this AR contact.

The contents of the list may be different if you changed them in AR Contact type in File > Data Folder Settings.

Examples: Government, Commercial, Residential


Company

Enter the company name for this AR contact.

This field is optional. Entering a company name in this field does not establish a relationship between this AR contact and any company record you may have created.


New in Accounts Receivable 5.3

The following enhancements have been made to Accounts Receivable in this release. For additional changes in this release, read the Release Notes (ARreadme.wri) which are located on the Help menu.

Import Invoices

This release includes the ability to import invoices into Accounts Receivable. Refer to the following Help topic for details:

 About importing invoices

Draw IDs and Invoice numbers

The draw ID has been added to the invoice in this release. The ID retrieval method, which was used for invoice IDs in previous versions has been applied to the new Draw ID.

Refer to the following Help topic for details:

 About the draw ID retrieval method in Accounts Receivable

The invoice ID has been changed from a sectionable to a non-sectionable 15 character field in this release. The Last invoice number is located in AR Settings, Entry Settings and is incremented by 1 when invoices are final printed in Billing, an invoice number is entered in Accounts Receivable - Enter Invoices, invoices are imported into Accounts Receivable, or when a Quick Bill invoice is printed in Billing.

In Accounts Receivable - Enter Invoices, you can enter any combination of alpha-numeric characters (up to 15) for the invoice ID. When an alpha-numeric ID is entered, the Last invoice number in AR Settings in not incremented.

Changing the list order for customers and contacts

Customer and contact lists throughout the software can be set to sort by ID or by name in this release. This setting is automatically saved until the next time you change the sort order.

Taxable amounts on Sales Tax reports

A new field has been added to the invoice, which allows you to change the calculated Taxable amount on an invoice, which appears on the sales tax reports. See the following troubleshooting Help topic for details:

 Taxable amounts on Sales Tax reports are incorrect


New in Accounts Receivable 5.4

Accounts Receivable 5.4 has no new enhancements.


New in Accounts Receivable 7.0

The following enhancements have been made to Accounts Receivable in this release. For additional changes in this release, read the Release Notes (ARreadme.wri) which are located on the Help menu.

Voiding Billing invoices in Accounts Receivable

When you void a Billing invoice in Accounts Receivable, you now have the option of reinstating it in Billing. Once reinstated, Billing records become available for editing in Enter Worksheets, Change Work-In Progress, and Enter Quick Bill.

Refer to the following Help topic for details:

 About voiding Billing invoices in Accounts Receivable

Adjust Receivables View– Filter Activity

A new view titled Filter Activity has been added to the View selection on the Adjust Receivables window. Use this view to enter a combination of criteria such as invoice, draw, contract, job, activity status or unapplied customer activity, for determining the activity that displays on the Adjust Receivables window.

Refer to the following Help topic for details:

 Filters window

AR Application Function Formulas

Three Accounts Receivable application function formulas have been added. They can be used when designing Accounts Receivable aging and statement reports in Report Designer. The functions determine whether a customer, contract, or job has non-zero detail as of a specific date. The names of the functions are Customer Detail Exists As Of, Contract Detail Exists As Of, and Job Detail Exists As Of.

Automatic Posting from Billing

Billing entries can now be posted automatically. In the Billing application, mark the Automatic Post setting box in the Post and Interface Settings window (Company Folder Settings, BL Settings). If you choose to post automatically, when transactions are posted in Billing, Accounts Receivable will automatically post Billing entries. If you choose to post automatically, you may also want to select automatic posting for Contracts in AR Settings in Accounts Receivable for consistency and reconciliation purposes.

Primary ID

A new Primary ID setting has been added to the AR Settings - Entry Settings window. Select whether you want the invoice or draw to be listed first in the Cash Receipt Selection window in Enter Cash Receipts (Tasks menu). This setting also determines whether the invoice or draw is listed in the ID column in the Adjust Receivables window (Tasks menu). In these windows, you can use the best fit feature to select from the list by entering the draw or invoice (whichever is the Primary ID) on the keyboard instead of selecting the item using the mouse. As you type, the item in the list that most closely matches your input is selected. In addition, the following reports print either invoice or draw, based on this setting: AR Aging Detail by Customer, AR Aging Detail by Customer Name, AR Aging of Unpaid Invoices (Detail), and all AR Statement of Account reports.

Automatic selection of invoices for payment

A new box titled Apply cash receipts to invoices has been added to the Entry Settings window. If you want invoices to be automatically selected for payment in the Cash Receipt Selection window in Enter Cash Receipts (Tasks menu), mark this box. Oldest invoices are applied first.

Apply and Unapply buttons

Two new buttons, [Apply] and [Unapply], have been added to the Cash Receipt Selection window in Enter Cash Receipts and the Apply Selection window in Adjust Receivables. Click [Apply] to automatically apply the deposit item or cash receipt to multiple invoices, starting with the highlighted item and those listed below it. Click [Unapply] to unapply the deposit item or cash receipt from the highlighted item.

Batches in Enter Invoices

The ability to manually assign batch names and enter batch totals has been added for use with the Enter Invoices command. When you choose the manually assign batch name setting (Data Folder Settings menu, General), you also have the ability to access and edit any unposted manually or automatically assigned batches using the Enter Invoices command.

Refer to the following Help topic for details:

 Editing unposted invoices

Intercompany Accounting

The Due-to and Due-from intercompany accounting fields in GL Settings (File, Data Folder Settings, AR Settings) have been renamed to Intercompany payable and Intercompany receivable. Additionally, Intercompany payable and receivable fields have been added to the General Ledger prefix record to provide separate accounts for tracking intercompany balances among multiple companies or entities. Refer to the following Help topic for details.

 About intercompany accounting in Accounts Receivable


New in Accounts Receivable 7.1

The following enhancements have been made to Accounts Receivable in this release. For additional changes in this release, read the Release Notes (ARreadme.wri) which are located on the Help menu.

ABN

For those doing business in Australia, you can now enter your customer's ABN (Australian Business Number) on the contact setup (General tab) and/or customer setup (Taxes tab). These print on tax retainage invoice designs in Billing and Accounts Receivable. Refer to the What's This Help on those fields for more information.

Automatic calculation of taxes

A new option to automatically calculate taxes when entering invoices has been added. After you enter an invoice distribution with a tax group and exempt status of Taxable, click [Calculate Taxes]. The tax amount calculated for each tax rate is listed in a separate line below the distribution line it is associated with. Taxes can still be entered manually by entering a distribution line with an amount type of Tax.

Refer to the following Help topic for details:

 Calculating taxes in Enter Invoices

Bill retainage by invoice

A new option to bill retainage by specific invoice(s) and/or invoice distribution(s) has been added to the Bill Retainage command. By clicking [Select Invoices] on the Bill Retainage window, you have access to a list of invoices and distributions. Amounts such as total retainage held, total retainage billed to date, and total retainage available to bill are listed for each invoice and distribution. You can choose to bill the full or partial retainage amount for an invoice or distribution.

Refer to the following Help topic for details:

 Billing retainage by invoice

Reversal Accounting Date window

When changes are made to an invoice using [Edit] in Adjust Receivables, if the new accounting date entered on either the Edit Invoices window or Adjust Receivables window is not in the same accounting period as the original invoice, a Reversal Accounting Date window displays. You can choose the old or new accounting date for the reversal entry.

Refer to the following Help topic for details:

 Reversal Accounting Date window

Editing retainage billed invoices

Retainage billed invoices can now be edited using [Edit] in Adjust Receivables. The amounts can be decreased but not increased. If cash receipts are applied to the retainage billed invoices, they can be edited only if you unapply the cash receipts.

Exclude AR Tax amounts sent to Job Cost

The Exclude AR Tax amounts sent to Job Cost box in AR Settings was moved to the tax rate (Setup menu, Taxes, Tax Rate).

Editing the General Ledger account when adjusting invoices

Some General Ledger accounts can now be changed when entering the following adjustment types for an invoice using [Adjust] in Adjust Receivables:  For AR Credit adjustments, you can change the debit account; for AR Debit adjustments, you can change the credit account; for Bad Debt adjustments, you can change the debit account.

Include historical files in verification

A new box titled Include historical files in verification has been added to the AR Settings - Entry Settings window. This setting is active if you have not marked the Allow duplicate invoices box above. When duplicate invoice numbers are not allowed, if you want the invoices in the history files checked in addition to the current files, mark this box. If you only want the invoices in the current files checked, leave this box unmarked.

Move Invoices

Paid invoices can be moved from your current files to history files using the Move Invoices command from the Tools menu. You can also move invoices from the history files back to the current files.

Refer to the following Help topic for details:

 About moving invoices

Retainage percent from the job

If an invoice is entered without a contract, the retainage percent from the job setup (Billing Info tab) in Job Cost is retrieved in certain entry situations.

Refer to the following Help topic for details:

 About calculating retainage during Enter Invoices

Tracking tax retainage

If you are tracking tax retainage, in addition to marking the box in AR Settings, you need to mark the box on the tax rate (Setup menu, Taxes, Tax Rate) for each tax rate that requires tax retainage tracking. Also, you need to enter a retainage credit account on the Tax Rate Setup window.

Transaction summarization

A new option for No summarization has been added to the Transaction summarization selection in GL Settings.


New in Accounts Receivable 7.2

Accounts Receivable 7.2 has no new enhancements.


New in Accounts Receivable 7.2.1

Enter Cash Receipts (Tasks menu)

You can now manually enter a tax distribution or automatically calculate a tax distribution when entering a cash receipt with a type of Miscellaneous GL or Miscellaneous JC.

Refer to the following Help topic for details:

 Calculating taxes in Enter Cash Receipts

Reports

To accommodate cash basis accounting, two new reports for the Australian Business Activity Statement are AR BAS Detail - Cash Report and AR BAS Summary - Cash Report. These reports do not appear in the Reports menu. They are located in the Timberline Office\Accounting\Report folder (where program files are installed). You can add them to the Reports menu as needed.  See "Adding report names to the Reports menu" in Report Manager help.


New in Accounts Receivable 7.3

Adjust Receivables (Tasks menu)

The following applies only if you are using the Purchasing and Inventory (PO/IV) application. In Accounts Receivable, when you void a Billing Quick Bill invoice that has standard items, the system now clears the Misc Check Box on the Billing Item record. Unmarking this box indicates that the item needs to be added back to inventory. The Adjust Receivables journal identifies these items. You need to manually add these inventory items back in PO/IV.


New in Accounts Receivable 7.4

Accounts Receivable has no new enhancements in 7.4.


New in Accounts Receivable 7.5

Accounts Receivable has no new enhancements in 7.5.


New in Accounts Receivable 8.0

Customer Setup

With the Addition of Address Book, all address city fields increase in size from 15 to 30 characters.

Inquiries and Reports

All inquiries and reports that access the prefix, bank, or job record were modified for security considerations.

For more information, see "Effect of record security on inquiries" and "Effect of record security on reports" in Security help.

Security

Two check boxes have been added to Tasks Security. For Setup security, the options now include Allow Customer Quick Add and Allow Contact Quick Add.

SM Integration

Accounts Receivable 8.0 enables Service Management clients to void Service Management invoices in AR. You have the option to reinstate these invoices as open work orders in SM. This applies only to invoices created in SM after you install this upgrade.


New in Accounts Receivable 8.3.0

Finance Charges

Finance charges can now be charged on overdue amounts.

For more information, see "About Finance Charges" and "Generating Finance Charges" in Accounts Receivable help.


New in Accounts Receivable 9.1

Create Retainage Released Transactions

Accounts Receivable creates retainage released transactions in order to accurately report outstanding retainage balances on AR aging reports. If you upgraded to Accounts Receivable from a previous version, you need to perform a one-time task to create these transactions in your existing data. If you are new to Accounts Receivable, you do not need to perform this task (it will not be available on the Tools menu).

To create retainage released transactions

  1	From the Tools menu, select Create Retainage Released Transactions.

  2	Repeat for every data folder.

Write Off Retainage

Accounts Receivable allows you to write off retainage amounts for retainage billed invoices in Cash Receipts and enter write-off adjustments for retainage billed invoices in Adjust Receivables.

For information about how to write off billed retainage, see "Writing off billed retainage (Enter Cash Receipts)" and "Writing off billed retainage (Adjust Receivables)."

Aging Report Enhancements

Accounts Receivable contains several aging report enhancements:

•	New application function formulas prevent record overlines from printing on aging reports if there is no corresponding detail for that record.

•	New retainage released transactions provide improved reporting for retainage.

•	Aging reports now include retainage-only invoices.

•	Aging reports now handle duplicate customer invoices.

Crystal Accounts Receivable Agings and Statement

Accounts Receivable provides these new reports:

•	Crystal aging reports for Customer, Customer Name, Contract, and Job.

•	Crystal statement.


Generate Finance Charges (Tasks menu)

Use to generate finance charges based on current finance charge setup. Generate finance charges applies the finance charges to the customer's balance based on the information in AR Settings. You can run Generate Finance Charges as often as necessary.

 Window

 How To

 Additional Information


Generate Finance Charges window
Generate Finance Charges - Print Selection window

Use to generate finance charges based on current finance charge setup. You can select ranges of customers and set conditions based on invoice distribution information. Finance charges are applied to the customer's balance based on the information in AR Settings.

Use the Trial Run option to preview the finance charge amounts and the effect the charges will have on customer balances. After you preview the finance charges, you can make any necessary adjustments before you create the final entries and apply them to the customer balances.

Select the Create Entries option to generate the finance charges and apply the amounts to customer's outstanding balances. The report shows the charges created.

For help on an item in this window, click [image] on the toolbar and then click the item.

 How To

 Additional Information


Trial Run / Create Entries

Select Trial Run to preview the effect that finance charges will have on the customer accounts without creating transactions. The report shows the finance charges that will be created when you select Create Entries. After you review the report, you can make adjustments to the set up, ranges, or conditions before creating the final entries and applying them to the customers’ balances. This option does not change the database.

Select Create Entries to generate the finance charges and apply the amounts to customer's outstanding balances. The report shows the charges created.


Generation Date

Enter the date on which the generated finance charges will be based. The date entered in this field is checked against the settings in AR Settings > Aging Settings > Aging basis to determine if an invoice is past due.

If you are generating finance charges at the Customer level, this generation date will be used for the invoice date for the finance charges.


Accounting Date

Enter the accounting date for these transactions. If you select Create Entries, this date is required.


Last Finance Charge Generation Date

This field displays the last date on which finance charges were generated using Create Entries. Selecting Trial Run does not affect this field.

The title of this item may be different if changed in Custom Descriptions.


[Printer Setup]

Opens the Printer Setup window in which you can select a destination printer or assign a print file name.


[Page Setup]

Opens the Page Setup window in which you can change the page orientation and margins.


[Ranges]

Opens a Range window which allows you to select one or more ranges of records on which to generate finance charges.


[Conditions]

Sets up, displays, or clears conditions which limit your choices or the customers or invoices on which finance charges will be generated


[Start]

Begins generating finance charges for the customers or invoices that fit the criteria you have defined.


[Cancel]

Closes this window without accepting any of the current entries and returns to the main Accounts Receivable window.


[Help]

Starts Help and displays information about this window.


[Send]

Sends the report and any attachments to printer, fax, or e-mail address.


About generating finance charges

The Generate Finance Charges command automatically calculates finance charges. If you generate finance charges at the customer level, one invoice containing all the finance charges is created for each customer. If you generate finance charges at the invoice level, a new distribution is created for the finance charges on each past due invoice.

This command allows you to enter the generation and accounting dates and set ranges and conditions which determine the customers and invoices selected.

Use the Trial Run option to preview the finance charge amounts and the effect the charges will have on customer balances. The changes appear on the Generate Finance Charges journal. After you preview the finance charges, you can make any necessary adjustments before you create the final entries using the Create Entries option.

Select the Create Entries option to generate the finance charge entries. The command updates the Last Finance Charge Generation date on this window. Post the entries to apply the amounts to customers’ outstanding balances. Finance charge totals appear on the Customer window, Totals Setup, Other Billings tab. The Generate Finance Charges journal shows the charges created.

Only posted transactions are included in the generate finance charges process.

Related Topics


How finance charge rates are retrieved

To calculate finance charges, the software first looks at finance charge eligibility (whether or not the job, extra, contract, contract item, or customer has the Exempt from finance charges check box cleared). After eligibility is determined, then it looks for the finance charge rate to use.

The software compares an invoice and its distributions to the scenarios listed in the table below. After it determines which invoice scenario applies, it looks at the Exempt from finance charges check box for the items listed in the Finance charge eligibility column--in the order they are listed. Both items in the list must be eligible for finance charges to be calculated.

If any item in the finance charge eligibility column is exempt from finance charges, the process ends and no finance charges are calculated. If all items in the Finance charge eligibility column are eligible, it calculates a finance charge using a rate retrieved from the rate retrieval list in the last column of the table. It searches the rate retrieval list (in the order listed) in the Finance charge rate retrieval hierarchy column and uses the first rate it finds to calculate finance charges.

Example:

An invoice has an extra, but no contract item. The customer and extra are finance charge eligible. No finance charge rate is set up for the extra, but there is a rate set up for the customer.

During the eligibility assessment, the software determines that the invoice matches scenario two. It then looks to the items in the Finance charge eligibility column (customer and then extra) and sees that both are eligible for finance charges. To determine the finance charge rate, the software looks first at the extra and finds no finance charge rate. Then it looks to the customer and finding a rate there, it uses that rate to calculate the finance charges.

Invoice Scenario	Invoice contains the following:	Finance charge eligibility (Exempt from finance charge check box retrieval hierarchy)	Finance charge rate retrieval hierarchy
1	Contract item (for jobs with a Use Contract billing method)	1 Customer   2 Contract item	1 Contract item   2 Contract   3 Customer   4 AR Settings
2	Extra, but no contract item (for jobs with a Use Quick Bill billing method)	1 Customer   2 Extra	1 Extra   2 Customer   3 AR Settings
3	Job, but no contract item and no extra (for jobs with a Use Quick Bill billing method)	1 Customer   2 Job	1 Job   2 Customer   3 AR Settings
4	Customer only. No contract, contract item, job, or extra	Customer	1 Customer   2 AR Settings
Item	Exempt from finance charge check box and finance charge rates locations
AR Settings	AR: File > Data Folder Settings > AR Settings > [Finance Charge Settings]
Customer	AR: Setup > Customer > Billing tab
Job	JC: Setup > Job > Billing Info tab
Extra	JC: Setup > Job > Extra > General tab
Contract	CN: Contract, Billing tab
Contract item	CN: Contract item, Billing tab