ACCOUNTS RECEIVABLE
Contents
Finance – Receivables – Update – Invoice
Finance – Receivables – Update – Payments
Finance – Receivables – Update – AR to AP
Finances – Receivables – Update – Collections
INQUIRIES AND REPORTS
Finance – Receivables – Inquiry – Receivables
Invoice Payment
Finance – Receivables – Reports – Aged Receivables
Finance – Receivables – Reports – Cust. Reports – Cust. Stmt
Finance – Receivables – Update – Invoice
- Updates Accounts Receivable and General Ledger only.
- Used for loading open Invoices when starting to use Peartree Dealership. Also used for Miscellaneous invoices and manufacturer rebates.
- Most invoices are created elsewhere: Part Sales, Work Orders, Finalize Unit Sale.
Invoice No.:
- Automatically defaults to NEW.
- To bring up an Invoice already in the system, manually enter the Invoice No or click the Underlined link to choose form the Table.
- If the Invoice ends in .1, the Invoice has been Cancelled.
- Cannot assign own Invoice number.
Ship To:
- Customer.
- If creating a new Invoice, enter the Customer ID or click the Underlined link to choose from the Table.
Invoice Date:
- Defaults to the current date.
- Can be changed by manually entering the new date.
Tax Code:
- On clear window, defaults to the Tax Code set in the Store Parameters.
- Once a customer is added, will use the Code set up on the Customer’s Profile.
- Can be changed by choosing a new Code from the dropdown.
- When loading Opening Balances, change to Tax Exempt.
Purchase Order #:
- Enter if the PO Number is known.
C:
- Not used.
Quantity:
- Usually 1 or -1 for a credit.
Units:
- Unit of Measure: Each, box, etc.
- From System Admin –Configurations - Tables – UOM.
- Optional.
Product:
- Can be anything.
- Not connected to Parts or Unit Inventory.
- Alphanumeric.
- Freeform.
- Prints on invoice
Description:
- Description of the Product.
- Alphanumeric.
- Freeform.
- Prints on invoice
Price:
- Numeric only or will receive an Error message,
TX:
- Tax.
- From Customer Profile.
- Can change by either entering another code or clicking the Underlined link to choose from the Table.
Sales GL Account:
- No defaults.
- Manually enter or click the Underlined link to choose from the Table.
- Usually an Income account.
Sales GL Description:
- From the Sales account.
- Cannot be edited in this window.
Extension:
- Quantity * Price.
- Cannot be edited in this field.
Net Total:
- All Extensions added together.
Tax Codes/Tax Amounts:
- Shows the different types of Taxes used.
- The total amount of each different tax type.
Tax Total:
- Total of all the different taxes added together.
Invoice Total:
- Net Total + Tax Total.
Comments:
- Shows on the Invoice.
- Alphanumeric.
- Freeform.
Submit:
- Saves the invoice to the system.
Clear:
- Clears the information from the screen.
- Any new information added and not submitted is lost.
Cancel Invoice:
- Cancels the Invoice.
Print:
- Prints invoice.
Unit Rebates:
- Used to put a Rebate on a Unit, which reduces the cost.
- If entering a Rebate, the Sales GL account must be the unit inventory account linked to the unit
- Unit ID:
o Manually enter the Unit or click the Underlined link to choose from the Table.
- Unit Description:
o Defaults in from the Unit ID.
o Cannot be edited in this window.
- Dealer Price:
o Defaults in from the Unit Profile.
o Cannot be edited in this window.
- Rebate Code:
o Manually enter the Code or click the Underlined link to choose from the Table.
o From Sales – Administration – Sales Rebate.
- Rebate Amount:
o Amount on the Invoice.
o Manually enter the amount.
o Numeric only or will receive an Error message.
- Rebate Description:
o Manually enter.
o Alphanumeric.
o Freeform.
- Close:
o Closes the window.
Submit:
- Saves the changes made in the Rebate window.
Finance – Receivables – Update – Payments
- Use to enter payments in foreign funds.
- Can be used to enter payments in domestic funds.
Customer ID:
- Manually enter or click the Underlined link to choose from the Table.
- If the customer has no Invoices will receive a Warning message.
Payment Date:
- Defaults to the current date.
- Can be changed by manually entering the date or using the Calendar icon.
Payment Form:
- How the Payment is made: Cheque, Credit Card, etc.
- Defaults in from a Table.
- Can change by choosing from the dropdown.
Description:
- Description of the Payment.
- Could be the cheque number.
- Alphanumeric.
- Freeform.
Total Owing:
- Amount Customer owes.
- Cannot be edited in this window.
- Amount reduces with each Payment flagged.
Total Payments:
- How much has been paid.
- When finished should equal the payment amount received.
- As each row is flagged for payment, the amount will increase.
Lump Sum Payment:
- If the customer makes a payment with no instructions on which invoice to put towards, the amount can be entered here.
- Click Apply.
- Payments will be made to all eligible Invoices from the first row down, till the amount is used.
Clear List:
- Clears all Invoices from the Payment section.
- If there are a large amount of Invoices, instead of flagging individual invoices, can clear all the Invoices, click the Invoice No. link and choose from the Table which to add.
Reload List:
- Reloads all Invoices into the Payment section.
Invoice No.:
- Shows all Invoices for the customer, including ones with 0.00 Balance.
Payment:
- Manually enter the Payment amounts for each line or click the Underlined link to fill in all Payments automatically.
- If any rows are not to be paid, delete the Payment amount for that Invoice.
Pay Flag:
- Click this field to make payment on the Invoice.
- The full amount appears in the Payment field. This amount can be changed.
Submit:
- Saves the payments to the system.
Clear:
- Clears the screen.
- Any Payments that have been flagged but not Submitted will be lost.
Finance – Receivables – Update – AR to AP
- Contras.
Customer ID:
- Manually enter the Customer or click the Underlined link and choose from the Table.
AP Vendor:
- Automatically fills in if the Customer is set up as a Manufacturer.
- If nothing defaults in, need to set the Customer up as a Vendor.
- Does not need to be a Manufacturer.
Add Vendor:
- If Customer does not have a Vendor Profile, can add here.
- Fill in as in Vendor Update. All fields with an * are mandatory.
- Submit.
Outstanding Invoices
- A list of AR invoices.
- Click on each Invoice No. to be added to the Transfer List.
- Can be a credit as well as a debit.
- When transferred to AP, no longer a credit (Finance – Payables – Inquiry – AP Invoice).
- Will automatically show under Items to Transfer To Payables.
Items to Transfer To Payables
Invoice No.:
- Cannot add a line here.
- Added from the Outstanding Invoices section.
- Can delete a line using the x at the front if needed.
Transfer Amount:
- Shows full amount of the Invoice Balance.
- Can be overridden.
Submit:
- Transfers the balances to AP.
Finances – Receivables – Update – Collections
Show only invoices older than Days: Mandatory
- Manually enter a number.
- If Submitted with no number entered will receive an Error message.
- Must be numeric or will receive an Error message.
Submit:
- Click Submit and all customers fitting the criteria will appear in the Customer section.
Customer Name:
- Choose a Customer from the list by clicking on the light green field with that name.
- A pop up will appear with the customers invoices and aged balances.
- Will also show the Contact information if it has been added on the Customer Profile.
- Add Comments:
o Another pop up appears.
o Can phone the customer and make notes here during or after the conversation.
- Submit:
o Saves the comments to the system.
- View Comments:
o Shows any comments already in the system for the customer.
o Cannot be edited.
o If no comments have been added for this customer will receive a message.
INQUIRIES AND REPORTS
Finance – Receivables – Inquiry – Receivables
Customer ID:
- Manually enter or click the Underlined link and choose from the Table.
AR Invoice No.:
- If Customer is unknown, can enter just the Invoice Number.
- If known, enter the Invoice Number to look at that Invoice only.
- A pop up will appear with the Invoice details.
Print Statement:
- Can Print as of a certain Date.
- Can run by Due Date or Invoice Date.
- Has an Overdue Column (OVD) so can see at a glance what Invoices are overdue.
- Aged Balances show at the bottom of the report.
Print Activity:
- Shows all activities for the customer: Invoices, Payments, and Deposits.
- It is a running balance.
Outstanding Invoices
- Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order.
Invoice No.:
- Shows all Outstanding Invoices for that Customer.
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
All Invoices
- Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order.
Invoice No.:
- Shows all Outstanding Invoices for that Customer.
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
Invoice Payment
AR Invoice No,:
- If an Invoice in either of the Top Sections is chosen, the Invoice Number will show here.
View Invoice:
- Will show more information about the Invoice:
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice.
Payment Date:
- The Date the Payment was made.
- Can click on the field to show more information.
Finance – Receivables – Inquiry – AR Payments
Shows Payments a Customer has made, as well as Write offs, Bad debts, etc. Any payment made in the system.
Customer ID:
- Manually enter or click the Underlined link and choose from the Table.
Accounts Receivable Invoice Payments
Payment No.:
- Can click on a field to show attached Invoices in the lower section of the window.
Accounts Receivable Invoices
Payment No.:
- The payment number of the Invoices showing below.
Invoice No.:
- Shows all Invoices for the Payment No. chosen..
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
Finance – Receivables – Reports – Aged Receivables
Used to balance the General Ledger.
Outstanding As At Date:
- Defaults to the next Month End Date.
- Must be a Month End Date or will receive a Warning.
- Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date.
Summary or Detail:
- Choose between a Detail Aged Report or a Summary Aged Report.
- Defaults to Detail Aged Report.
AR Code:
- Different currencies in the system.
- Choose from dropdown.
- If nothing chosen will print all Invoices grouped by Currency.
Customer Type:
- Choose from the dropdown.
- If no Type is chosen will show all Types.
Calculate Aging using…:
- Defaults to Due Date.
- Choose between Due Date and Invoice Date.
Balance To GL:
- Looks at either Unposted GL Sales or Unposted AR Payments.
Print:
- Brings up the Report.
- Customers in alphabetical order.
- On Report may show 0.00 as Outstanding Balance but have Invoices showing above it (Debits and credits (On Account) not matched to 0.00).
Finance – Receivables – Reports – Cust. Reports – Cust. Stmt
Outstanding As Of Date:
- Defaults to the current Date.
- Can be changed manually or by using the Calendar icon.
Calculate Aging using…:
- Choose either Due Date or Invoice Date.
- Defaults to Due Date.
Include Credit Balances:
- Check to include.
Customer ID:
- If want only a particular Customer Statement, enter here.
- Manually enter the Customer ID or click the Underlined link to choose from the Table.
Print:
- Brings up the report if not set to Direct to Print for Reports.
- Can Print from Adobe if report is shown.