Accounts Receivable
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The A/R system is designed to allow you total control over your most valuable asset; your customer files. Whether you want to search for a customer, enter a cash receipt, view a customer's invoice history or fax them a copy of an unpaid invoice, this system can do it all. The software provides an extensive customer search and selection program that allows you to find the desired customer quickly and efficiently. Our Customer Master Inquiry can provide a wealth of information about your customers. From here you may view the activity for any customer. All sales information is available at invoice summary and item detail levels. You can view current period, current year and prior year sales by customer or item categories. You may keep an unlimited number of years sales history. All payment history is available for viewing at the customer and invoice levels.
Cash Receipts and Adjustments
Entering and posting cash receipts and adjustments should be easy, fast and most of all flexible. This system allows multiple users and multiple cash accounts and can handle any type of user-defined payments including cash, check, wire, credit cards, debit cards, non A/R cash and even interactive credit card processing. The system will accept multiple payments and payment types for the same invoice. You can choose between open item or balanced forward payment methods. Edit and posting reports are provided with the ability to reprint lost or misplaced reports.
Manage A/R Collections
For a successful business, you not only have to sell your product, you have to collect your money as well. Since a steady stream of cash is vital to the well being of any company, the ability to manage cash flow through A/R collections becomes a paramount concern. This system provides the tools you need to manage your accounts receivables, while aggressively collecting on past due accounts. The system is capable of generating a set of past due letters with increasing levels of aggressiveness, based on the age of the overdue invoices. A past due call back list can be generated to aid in collections. Collection comments can be maintained at the customer and invoice levels. Bad debt customers can be removed from open A/R and turned over to outside collection agencies when the internal collection process has failed.
Marketing Capabilities
The system will allow you to collect marketing information about your customers. You can setup any number of contacts associated with a customer and collect phone numbers, fax numbers and email addresses for each contact. The system will allow a complete customer log to be maintained showing all customer sales, customer calls, faxes, emails and other activities. Users can generate call lists for customers that have not bought in a while. Call logs can be used to ensure customers are contacted regularly or when they have not ordered recently.
Faxing, Emailing and Achieving
One of the best features of the accounts receivable system is the ability to fully integrate with our other modules. Often times, important information such as commission reports, sales journals or A/R aging information needs to be quickly distributed to salesmen, managers or even bank officers. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any report, invoice or A/R statement generated by the system. It will be sent as a PDF attachment. You may also fax reports, invoices or customers statements when needed without leaving your desk. The archive system will allow you to automatically save reports such as month end aging, commission reports or cash postings to a folder on your iSeries that can be backed up in your nightly save routine.
Additional Features of the Accounts Receivable Module top
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Accounts Receivable System Requirements top
All CSS software is currently compatible with OS/400 V4R5M0 – V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.
There are several features in our software that will not work on machines below V5R3M0. Some of these features include:
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Accounts Receivable System Compatibility top
While the Accounts Receivable system will work fine in a stand-alone environment, it was designed to integrate with the other modules in our system. Clients wanting to interface this module with existing in-house systems can do so easily. Contact our office for more information.
The Accounts Receivable module will stand-alone, no other modules are required.
Optional modules you may want to consider:
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Here is a summary of how this module interfaces with our other modules:
| Sales Analysis | The S/A module pulls customer information from the A/R module. This module is required to use the sales analysis. |
| Accounts Payable | The A/P module does not interface with the accounts receivable system. |
| General Ledger | The G/L module will be updated with all G/L entries from the A/R module. This module is not required. |
| Cash Reconciliation | The C/R module will be updated with all deposits from the cash receipts system. This module is not required. |
| Fixed Assets | The F/A module does not interface with the accounts receivable system. |
| Payroll | The P/R module does not interface with the accounts receivable system. |
| Human Resources | The H/R module does not interface with the accounts receivable system. |
| Inventory Control | The I/C module does not interface with the accounts receivable system. |
| Inventory Purchasing | The I/P module gets customer information from the A/R module however it is not required to purchase A/R. |
| Order Entry | The O/E module gets information from the A/R module. This module is required to use order entry. |
| Point of Sale | The POS module gets information from the A/R module. This A/R module is required to use POS system. |
| Interactive Credit Card Processing | CSS has integrated interactive credit card processing software with the A/R module to allow processing of credit card information from inside the cash receipts program. This feature is optional and allows you the capability to run credit cards in batch or interactive mode. The A/R user can use this module to process reoccurring billing to credit cards for such things as: contract payments, maintenance payments and other times when you want to charge a credit card outside the POS system. |
| Faxing System | CSS has integrated our interactive faxing software with the A/R module to allow faxing of invoices, A/R statements and most reports generated by the A/R system. The faxing system is for outbound faxing only. This option requires that you purchase the faxing system and provide a phone line. |
| Email System | CSS has integrated our emailing software with the A/R module to allow emailing of invoices, A/R statements and most reports generated by the A/R system. The document will be sent as a PDF attachment. This email system is for outbound emailing only. |
| Archiving System | Interfacing with this module will provide the ability to archive all A/R reports to the iSeries IFS. |
Accounts Receivable Menu Summary top
The Accounts Receivable System has three menus. The first or main menu contains the most used programs. They include the Customer Master Maintenance, Customer Inquiry, Gift Card Inquiry and Cash Receipts processing programs. Also included on this menu are all the A/R system reports. The second A/R menu contains the setup and maintenance programs that are used to drive the order entry and A/R system. The third and final menu is for A/R collections and invoice write-offs. The following is a summary of each menu option available to the accounts receivable user. You can find more detailed information for each option in our software users manuals.
Here is a sample of the first A/R menu:
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ACRMENU1 Accounts Receivable Menu 1 Select one of the following: 1. Customer Master Maintenance 13. Print Accounts Receivable Reports 2. Customer Master Inquiry 14. 3. 15. Gift Card Maintenance 4. 16. 5. Enter Cash & Adjustments 17. 6. Edit Cash & Adjustments 18. 7. Post Cash & Adjustments 19. 8. Reprint Deposit Register 20. 9. 21. 10. 22. 11. A/R Collection Comments 23. Past Due/Collections Menu 12. A/R Invoice Maintenance 24. Additional A/R Procedures 30. Display A/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
A/R Menu 1 Option 1 - Customer Master Maintenance
The Customer Master Maintenance consists of two sections: search and maintenance. The search program uses an extensive list of search parameters to allow quick and easy access to the desired customer’s account. Once the customer is located the user is taken to the maintenance section of the program where he can perform any and all desired functions for this customer. You may setup and maintain the following for each customer: multiple ship to addresses, customer contacts, comments, email addresses and fax numbers. You may also view and update the customer log information and enter customer collection information. Customer numbers can be manually assigned by you or automatically generated by the system.
A/R Menu 1 Option 2 - Customer Master Inquiry
This program is the meat of the accounts receivable system. From this program you will be able to see anything and everything you have done with a customer. You will be able to view all data stored in the customer master file as well as all transaction history for any customer. Comments and collection information will be provided for each customer along with a complete activity log. You can reprint, fax or email copies of customer invoices and statements as needed.
A/R Menu 1 Option 5 – Enter Cash & Adjustments
This procedure allows the entry of cash receipts, adjustments and other payments to customer’s accounts. The program allows for an unlimited number of payment types to be created to handle all types of payments including: cash, credit and debit cards, gift cards, checks, money orders and wire transfers. The program will assign a batch number to each user so multiple users can be entering cash and adjustments at the same time. Each POS terminal can be assigned a batch to handle payment on account at the register.
A/R Menu 1 Option 6 – Edit Cash & Adjustments
This procedure will generate a report listing of the information necessary to validate the entries that have been made in the “Cash Receipts Entry” program. This procedure can be ran anytime there are cash receipts entered but not posted to the accounts receivable files. Daily totals are printed to allow reconciling to bank deposits by batch number.
A/R Menu 1 Option 7 – Post Cash & Adjustments
This procedure will apply the cash receipts and other payments and adjustments that have been entered but not posted. The customer master file, open invoice file, A/R history file and G/L files will be updated at this time. A report by type will be generated showing all payments and adjustments that were posted.
A/R Menu 1 Option 8 – Reprint Deposit Register
This procedure will allow you to reprint a daily payment register should you lose it or need to reprint a specific day or period. You may select to see only one user or all users and can see the report in detail or summarize format.
A/R Menu 1 Option 11 – A/R Collection Comments
One of the tools available to the A/R user is the ability to enter collection comments for a particular invoice. This program allows you to access any open invoice and add comments to it. You may select to search by invoice number, purchase order or account number. The system allows for an unlimited number of comments for an invoice. When printing an aging report, you can request that the comments be included on the report. These comments will also be available on other screens in the system.
A/R Menu 1 Option 12 – A/R Invoice Maintenance
This program will allow you to change specific information on an open invoice. You may change the purchase order number or the due date on any open invoice.
A/R Menu 1 Option 13 – Print Accounts Receivable Reports
This procedure will display all the reports available to the A/R user. These reports include the following:
| Print Customer Master Report Print Customer Aging Report Print Open Invoice Registers Print Customer Statements Print Mailing Labels |
Print Customer Ship to Report Print Customer Balance Report Print Sales History Register Salesman Master Listing Sales Comparison Report |
A/R Menu 1 Option 15 – Gift Card Maintenance
This program will allow viewing and maintenance to the gift card system. You can view, delete, reinstate or write-off any gift card from inside this program. You can also view all transactions made on a card and by whom.
A/R Menu 1 Option 23 – Past Due Collection Menu
This option will take you to the accounts receivable collections menu. Please refer to that section for a complete description of the available options.
A/R Menu 1 Option 24 – Additional A/R Procedures
This option will take you to the additional procedures menu. Please refer to that section for a complete description of the available options.
A/R Menu 1 Option 30 – Display A/R Documentation
This option will display the accounts receivable system documentation. Please refer to that section for a complete description of the available options.
A/R Menu 1 Option 90 – Sign off
This option will sign you off the system.
Accounts Receivable Menu 2 Summary top
The Accounts Receivable system consists of three menus; this is the second A/R menu. It contains many of the maintenance programs that are used to setup the initial system and other procedures that are used periodically such as manual invoicing and the A/R end of month procedure. The following is a brief description of each option.
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ACRMENU2 Accounts Receivable Menu Select one of the following: 1. Enter Manual Invoices 13. Location Code Master Maintenance 2. Print Manual Invoices 14. Transaction Code Maintenance 3. Post Manual Invoices 15. Terms Code Maintenance 4. Reprint Manual Invoice Post 16. Ship Code Maintenance 5. Salesman Master Maintenance 17. Category Code Maintenance 6. Salesrep Master Maintenance 18. Sales Tax Master Maintenance 7. Sales Commission Report Edit 19. Sales Tax Reason Maintenance 8. Open Commission Maintenance 20. Payment Type Master Maintenance 9. Sales Commission Close 21. Customer Level Maintenance 10. 22. Method Master Maintenance 11. Action Code Maintenance 23. A/R System Parameters 12. Enter Credit Approval/Orders 24. A/R Period End Processing 30. Display A/R Documentation Selection or command 90. Signoff ===> ________________________________________________________ |
A/R Menu 2 Option 1 - Enter Manual Invoices
The manual invoice system is made up of batches that contain the individual invoices to be posted. Batches are used to allow several different users the ability to enter, print and post invoices while working at the same time. First you will setup a batch, then you can enter invoices into it. Once the batch is posted it will be deleted from this screen and will no longer be available for processing.
A/R Menu 2 Option 2 - Print Manual Invoices
This option will allow you to print the invoices that have been entered. If the invoices are incorrect you will return to option one and correct the data before reprinting them.
A/R Menu 2 Option 3 - Post Manual Invoices
This procedure will post all selected manual invoices that have been printed. This procedure will post the selected invoices to the customer’s accounts, create open item records for each invoice and update the general ledger file. Once posted the manual invoice will be deleted from this system and will not be available for changing or viewing. The newly created open item invoices can be viewed in the “Customer Master Inquiry”.
A/R Menu 2 Option 4 –Reprint a Posted Manual Invoice
This procedure will allow you to reprint a specific manual invoice that was created in this system and has not been posted to the open A/R.
A/R Menu 2 Option 5 - Salesman Master Maintenance
The system uses a salesman master file to store specific information relating to each salesman. This procedure will allow you the ability to enter and update the salesman master records. The system will allow reporting of sales and commissions by salesman.
A/R Menu 2 Option 6 – Sales Rep Master Maintenance
The system uses a sales rep master file to store specific information relating to the sales rep. This set of sales reps is separate and distinct from the salesman file. You can assign both a salesman and sales rep to each customer. This can be useful when splitting commission between two salesmen. This procedure will allow you the ability to add and maintain the sales rep master records. The system will allow reporting of sales and commissions by sales rep.
A/R Menu 2 Option 7 – Sales Commission Edit
This program will print a commission edit report showing all commissions due. You may run the commission edit as many times as you desire to track the monthly progress of commissions owed. The report will only show invoices that have a commission due for the period.
A/R Menu 2 Option 8 – Open Commission Maintenance
This program will allow you the ability to change or correct commission amounts, salesman numbers or sales reps for any open invoice. After choosing a customer number you will be able to view all of his open invoices. After making the desired changes you can rerun the commission edit report to verify your changes.
A/R Menu 2 Option 9 – Sales Commission Post
This program will print a final commission report for the period and then will post the commissions to the system. You may run the commission edit as many times as you desire to track the monthly progress of commissions owed and invoices paid, but you should run this post program only once a period. This report will only show invoices that have a commission due and what was paid. You may choose to clear the open item file of all paid items at this time.
A/R Menu 2 Option 11 – Action Code Maintenance
This program controls what options and functions are allowed to be displayed and selected in the “Customer Master Inquiry” program and the POS order entry screen. CSS will setup this program and provide it with all necessary entries on software shipment. You should use caution in changing or adding any information to this program without consulting CSS first. Failure to use this program correctly could result in programming errors in the POS and accounts receivable modules.
A/R Menu 2 Option 12 - Enter Credit Approval
This system allows you to control the granting of credit approval for customers that are past due, or have had their credit stopped. With the proper authority, a user can override the over credit limit status by using predefined approval codes.
A/R Menu 2 Option 13 - Location Code Maintenance
The accounts receivable system gives you the ability to separate your customers by location codes. The system requires that you setup at least one location as a default if you don’t want to setup multiple locations. If you have multiple stores you can assign the customer to the store he purchases from most often and this information will be passed to the order entry and POS system as a default location on orders, repairs and transfers.
A/R Menu 2 Option 14 -Transaction Code Maintenance
The point of sale, order entry and A/R manual invoice program requires that you setup transaction codes to tell the system what type of transaction you want to perform. All transaction codes are predefined to the system using this program. Transaction codes can be setup to handle many different transaction types depending on your needs. There are several predefined codes that are included with installation. You may add as many new transaction codes as you need.
A/R Menu 2 Option 15 – Terms Code Maintenance
The terms code is used by the system to calculate the invoice due date for orders that are invoiced. This procedure will allow you to define what A/R terms the system will recognize. All terms codes must be setup here before being used in the POS or order entry system. You may add as many new terms code as needed.
A/R Menu 2 Option 16 – Ship Code Maintenance
The ship codes are used by the order entry and POS system to define the different methods of shipment you will allow. This procedure will allow you to define what ship codes the system will recognize. All ship codes must be setup here before being used in the POS or order entry system. You may add as many new ship codes as needed.
A/R Menu 2 Option 17 – Category Code Maintenance
The customer categories are used to classify customers based on their relationship to other customers. This procedure will allow you to define what customer categories the system will recognize. All category codes must be setup here before being used elsewhere. You may add as many new customer categories as needed.
A/R Menu 2 Option 18 – Sales Tax Master Maintenance
The order entry system has the ability to calculate and track sales tax for customer invoices. The system will use a sales tax master file to store sales tax rates for various states and cities. This procedure will allow you to define what sales tax areas the system will recognize. All sales tax areas and rates must be setup here before being used in the order entry or POS system. You may add as many new sales tax rates as needed.
A/R Menu 2 Option 19 – Sales Tax Reason Code Maintenance
This system not only tracks sales tax, it also tracks the reason why each non-taxable invoice was not taxed. Many states are now requiring a reason for tax-exempt status to be included in the sales tax reporting each month. This program will allow you to enter each reason for tax-exempt status. Users may select the reason during order entry and invoicing time. All tax-exempt reasons must be setup here before being used in the order entry or POS system. You may add as many new reasons as needed.
A/R Menu 2 Option 20 – Payment Type Master Maintenance
This system allows you to define what types of payments you will accept. The POS and cash receipt programs will allow you to enter a wide variety of payment types including cash, check, credit card, gift cards, money orders, wire transfers and any other type you wish to define. To use a payment type it must first be defined to the system. This procedure will allow you to define what type of payments you will allow. All payment types must be setup here before being used elsewhere. You may add as many new payment types as needed.
A/R Menu 2 Option 21 - Customer Level Maintenance
This system allows you to assign customers to a predefine level. Consider the level another way of assigning classifications to the customers; you can use it for anything you want. To use a level it must first be defined to the system. This procedure will allow you to define what type of levels you will allow. All levels must be setup here before being used elsewhere. You may add as many new levels as you need.
A/R Menu 2 Option 22 – Method Maintenance
This system allows you to assign methods to customers. Consider the method another way of assigning classifications to the customers; you can use it for anything you want. To use a method it must first be defined to the system. This procedure will allow you to define what methods you will allow. All methods must be setup here before being used elsewhere. You may add as many new methods as needed.
A/R Menu 2 Option 23 - A/R System Parameters
The accounts receivable parameter maintenance contains three screens. They allow you to enter various parameters that affect how the system performs. These parameters should be entered/reviewed during the implementation of the system. Caution - some of these parameters are set at installation time and should not be changed after putting the system into production.
A/R Menu 2 Option 24 – A/R Period End Processing
This option will be used to close the month for the accounts receivable system when you are running in a stand-alone environment. If you have the order entry, POS or sales analysis system this close will be done automatically when you close those modules.
A/R Menu 2 Option 30 – Display A/R Documentation
This option will display the accounts receivable system documentation. Please refer to the help text documentation for a full discussion of the program features
A/R Menu 2 Option 90 – Sign off
This option will sign you off the system
Accounts Receivable Menu 3 Summary top
The Accounts Receivable system consists of three menus; this is the third and final A/R menu. It contains past due and collection programs. The accounts receivable system can create a variety of collection and past due letters as well as move un-collectable invoices to outside collection agencies. The system will allow you to write-off bad invoices and exclude them from the current aging reports. Here is an example of the menu and a brief description of each option:
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ACRMENU3 Accounts Receivable Menu 3 Select one of the following: 1. Customer Master Maintenance 13. Print Accounts Receivable Reports 2. Customer Master Inquiry 14. 3. 15. Print Invoice in Collections 4. Print Past Due Letters 16. 5. 17. 6. Collections/Write Off Entry 18. 7. Collections/Write Off Edit 19. 8. Collections/Write Off Post 20. 9. 21. 10. 22. 11. A/R Collection Comments 23. 12. A/R Open Invoice Maintenance 24. A/R Parameter Maintenance 30. Display A/R Documentation Selection or command 90. Signoff ===> _________________________________________________________________ |
A/R Menu 3 Option 1 – Customer Master Maintenance
This option will take you to the “Customer Master Maintenance” program. Please refer to that section for a complete description of the program. This option is put here for the convenience of the collections person using this menu.
A/R Menu 3 Option 2 – Customer Master Inquiry
This option will take you to the “Customer Master Inquiry” program. Please refer to that section for a complete description of the program. This option is put here for the convenience of the collections person using this menu.
A/R Menu 3 Option 4 – Print Past Due Letters
This program will print a past due letter for all customers that currently have past due invoices in the system. The type of letter and frequency of the letter will be based on the parameters you put in the “A/R System Parameter Maintenance” program for past due invoice cycling. You will also have the option to print an “edit only” listing of the invoices that would be included in a regular run. This will allow you to see what is going to print before it does. You may choose to exclude any customer you wish from receiving letters. A custom form or overlay can be used to print the letters. You will define the overlay in the “A/R System Parameter Maintenance” program.
A/R Menu 3 Option 6 – Collections/Write off Entry
The collections write off system allows you to remove bad debt from your A/R. This program allows entry of an invoice to be written off as bad debt. You can enter a collection agency for later tracking as well.
A/R Menu 3 Option 7 – Collections/Write off Edit
This option prints a list of the invoices entered in the Collections/Write off Entry. You can review this list prior to posting the write offs.
A/R Menu 3 Option 8 – Collections/Write off Post
This program updates all invoices entered in the Collections/Write off Entry to a write off status.
A/R Menu 3 Option 11 – A/R Collection Comments
One of the tools available to the A/R user is the ability to enter collection comments for a particular invoice. This program allows you to update and create comments for any open invoice or credit entered in the system. Invoice access can be by invoice number, purchase order number or customer account number. The system will allow an unlimited number of comments for each invoice. When printing an aging report, you can request that the collection comments be included on the report. These comments will also be available on several other screens throughout the system.
A/R Menu 3 Option 12 – A/R Open Invoice Maintenance
This program will allow you to change specific information on an open invoice. You may select to change the purchase order number or the due date.
A/R Menu 3 Option 13 – Print Accounts Receivable Reports
This procedure will display all the reports available to the A/R user. These reports include the following:
| Print Customer Master Report | Print Customer Ship to Report | |
| Print Customer Aging Report | Print Customer Balance Report | |
| Print Open Invoice Registers | Print Sales History Register | |
| Print Customer Statements | Salesman Master Listing | |
| Print Mailing Labels | Sales Comparison Report |
A/R Menu 3 Option 15 – Print Invoice in Collections
This option will allow the user to print reports of all invoices in collections.
A/R Menu 3 Option 24 – A/R Parameters Maintenance
The “Accounts Receivable Parameter Maintenance” program contains three screens. This program will allow you to enter various parameters that affect how the system performs. These parameters should be entered/reviewed during the implementation of the system. Caution - some of these parameters are set at installation time and should not be changed after putting the system into production.
A/R Menu 3 Option 30 – Display A/R Documentation
This option will take you to the “A/R System Documentation” program. Please refer to that section for a complete description of this program.
A/R Menu 3 Option 90 – Sign off
This option will sign you off the iSeries.