Invoice Maintenance and Balancing Batches June 22-24, 2011 Terri Schwarzrock AgVantage ® Software National Conference.

Invoice Maintenance and

Balancing Batches

June 22-24, 2011Terri

Schwarzrock

AgVantage® Software National Conference

Invoice Maintenance

• Creating Batches from Crossover & Correcting Errors

• Balancing Batches of Invoices

• AgVantage Contract Options

• Sales Tax Exemption

• Transferring Prepaid Money

• Removing Bookings

eAgVantage

Store POS Invoicing

DPR, Sales Contracts, & Grain

Bank

GraineAg

V

Product Pricing/Contracts

(bookings, prepaids)

AR

Item Balances

Inv

AgVantagePC

Invoicing

Enhanced Counter

InvoicingInvoice via

x-over

Patron Sales Activity Pat

r

General Ledger GL

InvoicesU4TRND/H

1-Cash Sale2-Charge3-POA5-Booking8-Prepayment9-Charge on Prepaid

Edit & Merge Invoices

AR

Batches o

f Invo

ices

can co

me from

many source

s

Data updated

immediate or

during m

erge

process

.

EnergyEnergy

AgVantage Store Counter

AgVantagePC (Touch Screen) Invoicing

AgVantage Counter Invoicing

F16 - Returns

Batches from Crossover• Interfaces

– Creates a batch of invoices from other software• Grain

– Charge out drying income, storage, or hauling prior to paying the customer for his grain.

– Deducting the customer’s A/R account from their Grain Check• Account Payable

– A misc. check to refund a customer’s credit balance.• Payroll

– Deducts and applies payment to A/R for employee purchases

1. Upon sending something to crossover – Get in the habit of creating the batch.

2. Check for any invoices that come over bad and correct errors in batch 3. Merge A/R Batch to the same month as the other packages4. Verify the Crossover account balance is zero after the Crossover

batch is merged

• Interfaces– Creates a batch of invoices from other software

• Grain– Charge out drying income, storage, or hauling prior to paying the

customer for his grain.– Deducting the customer’s A/R account from their Grain Check

• Account Payable– A misc. check to refund a customer’s credit balance.

• Payroll– Deducts and applies payment to A/R for employee purchases

1. Upon sending something to crossover – Get in the habit of creating the batch.

2. Check for any invoices that come over bad and correct errors in batch 3. Merge A/R Batch to the same month as the other packages4. Verify the Crossover account balance is zero after the Crossover

batch is merged

Cross Over

4. Accounts Receivable

1. Daily Operations

3. Create and Change a Batch of Transactions

1. Crossover

Create a Batch from Crossover

Check for Invoices with Errors

Correct Errors on Invoice

Valid Customer Number Required Valid Term/ Due Date Required

Valid Salesman Required

Manage BatchesMerge or Delete batches asap!• Display Active Batches

(U4MEN1.5)• Unmerged batch warning

– Tells when batch is over 15 days old

– Shows date of invoices so you know what month it was created in.

• Delete unwanted batches invoices before payments get applied

• Once a payment is applied to an invoice and merged can not delete that invoice – even if the invoice has yet to be merged.

Balance A/R Edit• Count & balance Cash & Checks• Close & balance to Credit Card Machine.• Edit invoices in error or enter reversing

invoice• Cash Detail Report • Summary page must equal zero. • Verify accurate GL Accounts affected.• Record transaction for Cash Over/Short

Balance A/R Edit

1. Check for ‘** ERROR **’

Optional Reports • Margin per unit • Missing invoice • Retail price

difference • Deleted

invoice • Audit Tracking

Reprint edit after any changes

2. Keep the last good edit. Cannot reprint after merged.

Change Due DatesBe very

careful!

Will change all invoices that match this criteria

Batch can be merged or not

F5 Prints a report to verify transaction change

F13 actually makes the change

U4MEN14.10

Create a Batch of Transactions Menu Option 10 Change Due Dates

Delete of Batch of Invoice• Enter Batch

Number You Wish to Delete

• Verify Edit

• F1 to Delete

• Any Payments Must be deleted manually

• Previous Finance Chg Date

• Current Finance Chg Date

• Batch Number to Delete

Delete a Batch of Finance Charges

Invoices Change when:

• Invoice balance changes when payments are applied to an invoice.

• Paid off date filled when invoice is paid in full• Due Dates Change when menu option run• Payment transaction codes are changed to a

charge as Credit on Account when overpaid.• Merge code is changed to Y during merge.• All of these changes affect the Aging.

Aging Report

Calculates balances for AR Month/Year when requested

Available by location or term.

Customer Aging Report Customers to Include. . . . . . . . . 1

1 – 30-60-90 Days and Over (All customers)

2 - 31 Days and Over

3 - 61 Days and Over

4 - 91 Days and Over Select Customer Sequence . . . L

L-Location, S-Salesman, A-AllOrder to Print . . . . . . . . . . . . . . A

A-Alpha, N-NumericA/R Month . . . . . . . . . . . . . . . . 5

Calendar Month A/R Year . . . . . . . . . . . . . . . . . 2009

Calendar Year (four digits) Put Report on Hold . . . . . . . . . . Y

Y/N Number Of Copies . . . . . . . . . . 1

Print customer address . . . . . . N

Y/N

Aging by Terms . . . . . . . . . . . . N

N- All Terms, Y-Select Terms Recalculate Zero Balance Customers . N Y will increase run time

Customer Information Menu

Option 7 Customer Aging Report

Option 17 not recommended

Verify Aging = Ledger

AR G/L Balance Forward AR G/L

Ending Balance

Prepaid G/L Balance

Budget G/L Balance

Check for #

Balance to AR GL Account

Prepaid and Booking Contracts for multiple Items (FLC, Location or Price Level)

Use this when receiving prepay money from customers for chemicals, seed, fertilizer for spring planting. This allows you to prepay/book one item and charge multiple items from that prepaid. It also keeps the price level of the contract to use on the items that are charged against it.

Setup:4. Accounts Receivable, 9. Setup File Maintenance, 15. Activate Optional Features

Y Apply multiple items to a contract if they qualify within the parameters set up on the contract.N Do not apply other items to contracts, only the item identified on the contract, and allow transaction code 9 to select a contract to charge against.

Prepaid and Booking Contracts for multiple Items (FLC, Location or Price Level)

When entering a Booking or Prepayment Contract via counter, optional fields available to enter.

FLC Range for Auto Select -

allows any items within the FLC in this range, to be used off of this contract.

Loc Range for Auto Select – excludes items outside this location.

Price Level for Auto Select - When the items are sold, they will automatically use the prepay dollars up at the price of that item at this price level.

Contracts for multiple customers The contracted customer is

the person holding the contract.

The invoicing customer is the customer pulling from the contracted customer’s contract.

You can only be an invoicing customer once

You may have many invoicing customers pulling from one contracted customer.

Customer Information Menu Opt 21 Assign Shared Contract Customers

Tax Codes for Exemptions

Linking Customer to Tax Exemption

Transferring Prepaid Money

Transferring Prepaid MoneyQuestions & Answers

Prepayments and Booking Menu Option 6 Roll Prepaid Transactions

F13 = Make Change

Remove Bookings

Option 12 Remove a Selected Customers Booking

Option13 Remove a Range of Bookings

Questions & Answers

Thank You for attendingAgVantage National Conference 2011