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ACCOUNTS RECEIVABLE

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Contents Finance – Receivables – Update – Invoice .................................................................................................... 1

Finance – Receivables – Update – Payments ................................................................................................ 5

Finance – Receivables – Update – AR to AP.................................................................................................. 7

Finances – Receivables – Update – Collections ........................................................................................ 8

INQUIRIES AND REPORTS ............................................................................................................................ 10

Finance – Receivables – Inquiry – Receivables ....................................................................................... 10

Invoice Payment ...................................................................................................................................... 12

Finance – Receivables – Reports – Aged Receivables ............................................................................. 13

Finance – Receivables – Reports – Cust. Reports – Cust. Stmt ............................................................... 14

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.

ACCOUNTS RECEIVABLE

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- 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.

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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.

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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

- 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.:

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- 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.

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- 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.

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- 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:

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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.

INQUIRIES AND REPORTS

Finance – Receivables – Inquiry – Receivables

Customer ID:

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

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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.

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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.

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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.

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- 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

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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.