FAQ Overview

What is the Year End procedure?

Year End Procedure – Dealership

 

 

1.     Set up your Fiscal Calendar.  This should be completed within the two months prior to your Year End.

From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [GL Fiscal Year].

  • Click on New Year. The Fiscal Calendar will generate automatically.
  • Make any desired changes to the fiscal calendar.
  • Press Submit.

 

NOTE:  

  1. Do not include the closing period in your calendar.
  2. Enter your dates in alpha format (i.e. 1 Mar 2010).
  3. You will not see the new fiscal calendar in the GL Inquiry until you do the initial close.

 

2.     Check that the retained earnings account is correct.  

 

From the top menu bar, select [System Admin], [Parameters], [Ret. Earnings].

 

·      Check that the General Ledger account number shown is the retained earnings account.

·      If there is no account number or if the account number is incorrect, click on GL Account Number and select the correct account number from the list.

·      The retained earnings account must be a liability type account.


3.     Perform your Initial Close.  The Initial Close creates a place for the new year’s transactions to post and closes the Income and Expense accounts.  All profit from the old year is posted to the Retained Earnings account (i.e. generates a closing transaction). The Initial Close can be done any time in the last month of your current Fiscal Year, but it is ideally done at the end of the month.  

 

From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Initial Close].

 

  • The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
  • If a GL year sequence number and fiscal year description are displayed next to Last Fiscal Year (Open), you must run the Final Close for this year before you can continue with the Initial Close.  See step 8 in this document for more information about the Final Close.
  • The number of Unposted Transactions is displayed.  This number should be ‘0’.  You can click on Unposted Transactions to view details of any unposted transactions.
  • Once you have posted any unposted transactions, click Submit to perform your Initial Close.

NOTE: After you have performed your Initial Close, any adjustments you make to the  old year automatically generate closing transactions in the closing (CLO)  fiscal period.  

 

As per your normal month end procedure, be sure to advance your Current Fiscals.  From the top menu bar, select [System Admin]. [Parameters] and click [Current Fiscals]. 

 

4.     Complete your Physical Inventory (see Physical Inventory Procedure document for details).

 

5.     Run a Parts Inventory valuation report.  This report should be run after you have posted your physical inventory counts and before any activity for the new year.  The report shows your parts inventory with on-hand quantities and extended costs.  If you have more than one General Ledger Parts Inventory account for each store, run a separate report for each part class.  Give this report to your accountant.

  

From the top menu bar, select [Inventory], [Parts], [Reports], [Listings], [Std. Products].


6.     Adjust the General Ledger Parts Inventory account(s) balance(s).

 

The Post Inventory Counts step of the physical inventory procedure creates a GL transaction for the cost difference between the old quantities and the new quantities.  However, part cost changes throughout the year may not be reflected in the General Ledger Parts Inventory account balance.  

 

If your store is not configured to update the General Ledger from Purchase Order receipts, subtract the cost of any parts received (and included in your physical inventory) for which you haven’t entered an Accounts Payable invoice, from the total on the year-end Parts Inventory listing.  Do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match this amount.

 

If your store is configured to update the General Ledger from Purchase Order receipts, do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match the total on the year-end Parts Inventory listing.

 

7.     Run a Unit Inventory valuation report.  This report should be run after you have finalized all unit sales and entered all unit costs for the old year and before finalizing any unit sales or entering any unit costs for the new year.  The totals on this report should be the same as the General Ledger Unit Inventory accounts’ year end balances.  Give this report to your accountant.

 

From the top menu bar, select [Inventory], [Units], [Reports], [Unit Inventory].

 

  • Select the In Stock and Initialized Sale Statuses.  If there are units in your inventory that have other statuses, select those statuses also.
  • Click the Display Costs button.
  • Click the Include only Closed WO’s in Cost button. 

 

8.     Perform your Final Close.  This is often done months after the Initial Close when your accountant has completed everything for the year.  After you perform the Final Close, you cannot make any more adjustments to that year.

From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Final Close].

 

  • The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
  • The number of Unposted Transactions is displayed.  This number should be ‘0’.  You can click on Unposted Transactions to view details of any Unposted Transactions.
  • Once you have posted any Unposted Transactions, click Submit to perform your Final Close.

 

9.     Your Year End Procedure is now complete.

Author: Pear Tree
Last update: 2016-11-10 15:47


How do I add a new Logon Profile?

This entry is in revision and can not be displayed.

Author: Pear Tree
Last update: 2016-12-12 18:01


Documentation

Accessing Online Documentation

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.

Author: Pear Tree
Last update: 2016-12-21 15:15


ACCOUNTS PAYABLE

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.

 

image001.png

 

-        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:

image002.png

 

-        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:

image003.png

-        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.

image004.png

 

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

image005.png

 

-        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.

 

image006.png

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.

image007.png

 

-        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.

image008.png

 

-        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

 

image009.png

 

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.

image010.png

 

-        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.

image011.png

-        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.

image012.png

 

-        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.

image013.png

 

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

image014.png

 

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.

image015.png

 

 

 

 

 

 

Finance – Payables – Update – AP to AR

 

image016.png

 

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.

image017.png

 

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

 

image018.png

 

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.

image019.png

-        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

 

image020.png

 

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.

image021.png

 

-        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.

image022.png

 

Outstanding As At Date:

-        Defaults to the next Month End Date.

-        Must be a Month End Date or will receive a Warning.

 

image023.png

 

-        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.

 

 

Author: Pear Tree
Last update: 2016-12-21 15:15


ACCOUNTS PAYABLE ADMINISTRATION TABLES

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

 

image001.png

 

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

 

image002.png

 

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.

image003.png

 

Next Cheque No:

-        Next cheque to be printed in the system.

-        Can be edited.

-        Numeric only or will receive an Error message.

image004.png

 

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

 

image005.png

 

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.

 

Author: Pear Tree
Last update: 2016-11-10 15:47


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.

 

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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,

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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:

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-        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.

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-        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

 

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-        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.

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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

 

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-        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

 

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Show only invoices older than    Days: Mandatory

-        Manually enter a number.

-        If Submitted with no number entered will receive an Error message.

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-        Must be numeric or will receive an Error message.

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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.

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-        Add Comments:

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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.

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INQUIRIES AND REPORTS

 

Finance – Receivables – Inquiry – Receivables

 

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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:

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-         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.

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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.

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