Accessing Online Documentation

1.     Go to www.glenbriar.com.

2.     From the top menu bar, select [Support].

3.     From the left hand column, click on the Software Customers Only icon.

4.     A prompt will appear asking for your Username and Password.

·      In the Username field, enter               .

·      In the Password field, enter 1455FOO.

5.     From the Customers Only menu on the left hand side, select [Documentation].

6.     Under the Dealership heading, click on the desired link to view the documentation.  To view all of the documentation, click on Complete Training Manual.  To view documentation for a specific module, click on the corresponding link.

Contents

Finance – Payables – Update – AP Invoice

Quick Pay:

Examples of Invoices

Finance – Payables – Update – AP Cheque

Finance – Payables – Update – AP to AR

Inquiries and Reports

Finance – Payables – Inquiry – AP Invoice

Finance – Payables – Inquiry – AP Cheques

Finance – Payables – Reports – Aged Payables

Finance – Payables – Update – AP Invoice

Generally an invoice is recorded in A/P to pay for expenses, inventory or other amounts owed by the company excluding payroll.

-        A Payable can be changed before any payment has been made, either partial or full.

-        If for a Part, make sure a GL Inventory Account is attached.

Payable No:

-        Added by the system when Invoice is submitted.

-        If entering manually, must be an Invoice already submitted in the system or will receive an Error message:

-        Numeric only.

-        Can click on the Underlined link. A Table will appear with all Payables entered in the system.  Click in the light green area under Payable Number to bring up the appropriate invoice.

Vendor Code: Mandatory

-        Cursor automatically defaults to this field when screen is opened.

-        Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system.  Click in the light green area under Vendor Code to bring up the appropriate vendor.

Quick Pay:

-        Name and Address:

o   Text box appears when button is clicked.

o   Allows the system to create a cheque and Invoice in one screen without putting in a Vendor Code.

o   Can only pay one Invoice at a time.

o   Enter the name and the address of the Vendor.

o   Alphanumeric.

o   Freeform.

o   Unlimited space.

o   Enter Key is enabled.  

-        Correct accounts need to be set up in the system.

-        Two transactions occur, one for the Invoice and another for the cheque.

-        Once Submitted, a Cheque Print Button will appear.  Click to print the cheque.

-        Cheque can be cancelled.  This will cancel the Invoice associated with it.

Invoice No: Mandatory

-        Enter the number on the Invoice.

-        System checks to make sure there is not already an Invoice with that number for the Vendor.

-        If there is the system will bring up that Invoice, not create a new one with a duplicate number.

-        Alphanumeric.

-        Freeform.

Invoice Date: Mandatory

-        The date on the Invoice when received.

-        Can be added manually or through the Calendar icon.

-        Format will be MM/dd/YY.

Due Date:  Mandatory

-        Will automatically fill in a month from the Invoice Date.

-        Auto calculates from the Due Days specified on the Vendor’s Profile.

-        If Due Days have not been specified on the profile defaults from the  Store Parameters.

-        Can be changed manually or through the Calendar icon.

-        Format will be MM/dd/YY.

PO Number:

-        Reference only.

-        Can enter the PO # issued to the Vendor.

-        Not linked to anything.

Tax Code:

-        Defaults from the Vendor Profile.

-        Can be changed by using the dropdown.

Discounts:

-        For prompt payments.

-        Deducted from the cheque not the Invoice.

-        Percentage:

o   Enter amount manually.

o   Cannot be a negative value or will receive an Error message.

o   Cannot be over 100 or will receive an Error message.

-        Date:

o   If the Percentage is not 00, the current date will be entered by default.

o   Can be changed manually or with the calendar icon.

-        Total (Overridden):

o   Amount defaults in from the Percentage.

o   Can only be edited if Overridden is enabled.

o   Freeform.

o   Must be a valid number or will receive an Error message.

Exch. Rate:

-        If the Funds Code is not a domestic currency, this field will appear.

-        Rate can be overridden from this screen, if needed.

-        Do not need to update the Rate Table.

Line Amount:

-        Amount before taxes. 

-        Numeric only or will receive an Error message.

-        Positive, negative, or 0.00.

-        Manually entered.

Gross Amt:

-        Line Amount + Taxes

-        Automatically calculates.

-        To edit, click on the light green area.  A pop up box will appear.  A new Gross Amount can be entered.

-        The Line Amount will recalculate to account for Taxes.

Line Description:

-        Freeform.  

-        Alphanumeric.

-        Unlimited Space.

GL Account: Mandatory

-        May automatically default in when the Line Amount is entered, based on the Vendor.

-        Comes from Vendor Profile.

-        Can be changed.

-        Can manually type in the correct account or click on the Underlined link and choose from the Table.

-        Can add multiple lines if multiple GL accounts are involved.

GL Description:

-        Defaults from the GL Account.

-        Cannot be edited from this field.

Comments:

-        Alphanumeric.

-        Unlimited.

-        Freeform.

Override:

-        Allows the User to override the Tax Amount.

-        Checked allows the Tax to be overridden.

-        Unchecked, the Tax cannot be overridden.

Tax Codes:

-        Comes from the Tax Code dropdown in the upper section of the window.

-        Cannot be overridden in this field.

Tax Amounts:

-        Line Amount * Tax Amount (from the Tax Code).

-        Cannot be changed if Overridden is not enabled. 

-        A Warning message will appear if try to change without checking the Overridden box.

-        Invoice Total will change if Tax Amounts is overridden.

-        Line Amount and Gross Amt do not change.

Submit:

-        Submits the new information to the system.

-        Generates an Invoice number in the Payable No field if creating from NEW.

Clear:

-        Clears all information from the screen.

-        If any new information has not been submitted, it will be lost.

Examples of Invoices

Flooring Invoice:

Vendor Code:

-        Flooring Vendor (General Electric, a certain Bank, etc.).

Invoice No.

-        Manually enter.

-        Unit ID can be used.

Invoice Date:

-        Manually enter or use Calendar icon.

Line Amount:

-        Enter amount of Unit.

GL Account:

-        Unit Inventory Account.

Unit Costs:

-        Unit ID:

o   Enter Unit.

-        Base Cost:

o   Enter cost for Unit – Line Amount entered on previous screen.

-        Submit

Freight Invoice:

Vendor Code:

-        Freight Company.

Invoice No.

-        Manually enter.

-        Unit ID can be used.

Invoice Date:

-        Manually enter or use Calendar icon.

Line Amount:

-        Enter Freight amount.

GL Account:

-        Unit Inventory Account.

Unit Costs:

-        Unit ID:

o   Enter Unit.

-        Cost Code:

o   Enter freight cost for Unit – Line Amount entered on previous screen.

-        Submit

Finance – Payables – Update – AP Cheque

Cheque Number:

-        Manually enter an existing cheque number to bring up a created cheque to look at, void or cancel, or click the Underlined link to choose from the Table.

-        If the cheque was a Quick Pay cheque, will give a Warning message.

-        Create a new cheque by entering a cheque number from a box of cheques, OR

Click New  to generate the next cheque number.  

-        Make sure the cheque number shown matches the pre-printed number on the next cheque to be used.

Next Cheque No.:

-        If either New or a manually entered number is selected, will show Waiting for Bank Code Selection:

-        If selecting an already created cheque number, this field will be blank.

-        If filling in the Vendor Code without entering a Cheque Number, will show the next cheque available.

Vendor Code:

-        For whom the cheque is to be made.

-        Manually enter or click the Underlined link to choose from the Table.

Bank Code:

-        The Bank from which the cheque is to be written.

-        Will fill in automatically from the Vendor.

-        Use dropdown if need to choose another Bank.

Cheque Date:

-        Defaults to the current date.

-        Can be manually changed by entering the date or by using the Calendar icon.

-        Can be pre- or post- dated.

Cheque Total:

-        The total of all payment amounts chosen.

-        Will show the total of all Pay Amounts when the Vendor Code is first entered.

Outstanding Balance:

-        The total Amount owing minus the Pay Amount chosen.

On or Before Due Date:

-        Defaults to current date.

-        Can be changed by manually entering the new date or using the Calendar icon.

-        Can change to a future date to show what is to be paid up to that date as well.  This could bring up more Payables.

-        If changing to a former date, will remove Payables not yet due by the date entered.

Cheque MICR#:

-        Pre-printed on the cheque.

-        Make sure matches number on the cheque.

Payable No.

-        Clicking the Underlined link shows all future Payables available for the Vendor.

-        If there are more Payables, add another line to the list before adding extra Payables.  Otherwise the new Payable will replace the Payable on the line showing.

-        If there are no more Payables a pop up box will appear.

-        To remove Payables not needed to be paid in this cheque run, click the x on that row.

Pay Amount:

-        Lists the full amount owing for each Payable.

-        Can be changed by manually entering the amount to be paid on the Payable.

-        If paying more than listed a Warning will appear.

-        Clicking the Underlined link removes the amounts from the rows.

-        Clicking Reload List adds the amounts again.

Reload List:

-        If anything has been changed, reloads all Payables matching the Search Parameters.

Clear List:

-        Clears the Payables list.

-        If too many Payables match the Search parameters, and only need to pay a few, instead of deleting all the rows not needed, click this button.  

-        Click the Underlined link to Payables No. and choose only the Payables needed from the Table.

Submit:

-        Prepares the cheque.

Clear:

-        Clears the window of all information.

Void Cheque:

-        Voids the given cheque.

-        Re-opens the Payable(s) attached to the cheque.

-        Cannot be voided if already cashed.

Print:

-        Prints the cheque.

-        Allows the User to choose a Printer to print the cheques.

-        From the Printer settings, need to choose Actual Sized. 

Print History:

-        Shows a history for the cheque showing: prints, voids, reprints, etc.

-        Click on the field under Harvest Report PDF to show the actual cheque.

Finance – Payables – Update – AP to AR

Vendor ID:

-        Manually enter or click the Underlined link to choose from the Table.

-        If the Vendor does not have any outstanding balances, an Error message will appear.

Customer:

-        Automatically fills in if the Vendor is set up as a Manufacturer.

-        If nothing defaults in, need to set the Vendor up as a Customer.

-        Does not need to be a Manufacturer.

New:

-        If Vendor does not have a Customer Profile, can add here.

-        Fill in as in Customer Update.  All fields with an * are mandatory.

-        Submit.

Outstanding Invoices

-        A list of AP invoices.

-        Click on each Invoice No. to be added to the Transfer List.

-        Can be a credit as well as a debit.

-        Will automatically show under Items to Transfer To Payables.

Items to Transfer To Receivables

Payable 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 Payable Balance.

-        Can be overridden.

Submit:

-        Transfers the balances to AR.

Inquiries and Reports

Finance – Payables – Inquiry – AP Invoice

Vendor Code:

-        Manually enter or click the Underlined link to choose from the Table.

Payable Number:

-        Must be a Payable number in the system or will receive an Error message.

-        Enter manually.  

Clear:

-        Clears the screen of information.

Print Activity:

-        Creates a Summary Report of the Vendor’s activities in the system.

Outstanding Invoices

Payable No.:

-        Shows all outstanding invoices.

-        Drill down for further details on the Payable.

Invoice No./Invoice Date/Due Date/Invoice Total/Total Paid/Invoice Balance:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

Paid Invoices

Paid Payable:

-        What Payables have been fully paid.

-        Drill down for further details on the Payable.

Invoice No./Invoice Date/Invoice Total/Paid Date:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

Year/Total Paid:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

Payments

Item #:

-        What Payments have been made.

-        Drill down for further details on the Payments.

Pay Date/Pay Amount/Date Cashed/Void Date/Source:

-        Defaults in from other windows.

-        Cannot be edited in this window.

Finance – Payables – Inquiry – AP Cheques

Vendor Code:

-        Manually enter or click the Underlined link to choose from the Table.

Cheque No.:

-        If the Cheque Number is known, enter here to bring up the details of only that cheque.

-        Will show the list of Payables associated with that cheque.

-        Clicking the Payable No. in the pop up will show the AP Invoice.

Outstanding Cheques

-        Shows all the un-reconciled cheques for the Vendor.

-        Clicking on the field under Cheque No. will bring up the Payables attached to that cheque.

-        Further information can be gained by clicking on the Payable No. or GL Transaction No. in the pop up.

All Cheques:

-        Shows reconciled, un-reconciled and voided cheques.

Finance – Payables – Reports – Aged Payables

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.

-        Will only show Payables up to the entered Month End.

Summary or Detail:

-        Choose between Detail or Summary.

-        Defaults to Detail Aged Report.

AP Code:

-        Different Payable Codes  in the system: Canadian AP, Floor Financing, US AP, etc..

-        Choose from dropdown.

-        If nothing chosen will print all Invoices grouped by Currency.

Calculate Aging using…:

-        Defaults to Due Date.

-        Choose between Due Date and Invoice Date.

Convert Foreign Funds To Domestic:

-        Check to have all Funds showing in the domestic currency.

-        Currency will be calculated based on the Exchange Rate in the system.

-        The Funds Code will still show as the foreign currency Code.

Print:

-        Prints the Report based on the Search Parameters chosen.

-        Shows Vendors alphabetically on the Report.

To Excel:

-        Send the report to an Excel spreadsheet.

Clear:

-        Resets the window to the Default settings.

Contents

Finance – Payables – Administration – Payables Codes

Finance – Payables – Administration – Bank Codes

General Ledger Account Numbers

Finance – Payables – Administration – Funds Codes

Finance – Payables – Administration – Payables Codes

Payables Code:

-        Manually enter the Code to be added.

-        If the Code is already saved in the system, manually enter or click the Underlined link to choose from the Table.

-        Alphanumeric.

-        Freeform.

Payables Description:

-        Enter a description of the Code.

-        Alphanumeric.  

-        Freeform.

Bank Code:

-        From Finance – Payables – Administration – Bank Codes.

-        Choose the appropriate Bank from the dropdown.

-        Default Bank set up for Vendors.

-        Can be overridden on the Vendor’s Profile.

Payables GL Account:

-        Liability Account.

-        Accounts Payable Control Account.

-        Manually enter or click the Underlined link to choose from the Table.

Exchange GL Account:

-        If the Bank is a foreign Bank with a foreign currency.

-         Liability Account.

-        Not a Control Account.

-        The system will look at the current exchange rate, covert to domestic currency and put the difference in this account.

Discount GL Account:

-        If giving a discount to a Vendor for paying early, the difference between the amount of the Payable and the amount actually paid.

-        Expense Account.

Finance – Payables – Administration – Bank Codes

Bank Code: Mandatory

-        Set up for every Bank the Dealership deals with.

-        Can also set up for Credit Cards.  

-        If adding Credit Cards here, do not set up AP Codes.

-        If adding, manually enter the code.

-        If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.

Name:

-        Name of the Bank.

-        Alphanumeric.

-        Freeform.

Bank Address:

-        Address of the Bank.

-        Alphanumeric.

-        Freeform.

Bank Number:

-        Number of the Bank.

-        Alphanumeric.

-        Freeform.

Transit Number:

-        Alphanumeric.

-        Freeform.

Bank Account:

-        Bank Account to be used.

-        Alphanumeric.

-        Freeform.

Funds Code:

-        From Finance – Payables – Administration – Funds Codes.

-        Choose from dropdown.

General Ledger Account Numbers

Bank Deposit GL Account: Mandatory

-        Actual Bank Account.

-        Used to balance Bank Statement.

-        Account used when paying the Vendor.

-        Account used when doing a Bank Deposit.

-        Account used for Direct Deposit – payment from a customer.

-        Manually enter or click the Underlined link to choose from the Table.

Bank Exchange GL Account:

-        If a foreign currency.

-        Exchange account to be used.

-        Manually enter or click the Underlined link to choose from the Table.

Currency Variance GL Account:

-        Used if the Exchange Rate has changed from the time the Invoice was entered in the system to the time it was paid.

-        Reverses the Invoice, reverses the original Exchange Rate, enters in Payables as the current Exchange Rate and amount.  This is the difference between the two.

-        If a foreign currency.

-        Variance account to be used.

-        Liability or Expense account.

-        Manually enter or click the Underlined link to choose from the Table.

Bank Clearing GL Account:

-        Un-deposited Funds.

-        Manually enter or click the Underlined link to choose from the Table.

Cheque Number Prefix:

-        Used of there is more than one Bank Code.

-        Prefix added before the cheque number.

-        Used if there is a possibility the cheques may cross.

-        Cannot have two cheques with the same number in the system.

-        Letter only or will receive an Error message.

Next Cheque No:

-        Next cheque to be printed in the system.

-        Can be edited.

-        Numeric only or will receive an Error message.

Print MICR Number:

-        Number pre-printed on the cheque.

-        Banks go by MICR Number not cheque number.

-        Enable to Print.

AP Cheque Template:

-        Specifies the format.

-        Three choices: Top, Middle or Bottom.

-        Three sections: Two Receipt stubs and a cashable cheque.

-        Determines where the cashable cheque prints on the 8 _ x 11” sized paper.

-        Choose from dropdown.

Payroll Cheque Template:

-        Three choices: Top, Middle or Bottom.

-        Choose from dropdown.

Finance – Payables – Administration – Funds Codes

Funds Code:

-        Code needs to be set up for every currency to be used in the system.

-        If adding, manually enter the code.

-        If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.

Funds Description:

-        Alphanumeric.

-        Freeform.

-        Unlimited.

Domestic To Foreign Exchange Rate:

-        If Domestic Currency, enter 1.00.

-        If not Domestic currency, enter to exchange rate for this particular currency.

Foreign To Domestic Exchange Rate:

-        System automatically calculates using the Domestic To Foreign Exchange Rate.

Domestic Currency:

-        Must specify which currency is domestic.

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.