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ACCOUNTS RECEIVABLE BSC

WINTEAM

Education Department | TEAM Software [email protected]

July 2019 | Version 2019.07

Copyright © 2017 TEAM Software, Inc. Page 1

TABLE OF CONTENTS Winteam ........................................................................................................................................................ 0

Objectives .............................................................................................................................. 3

Accounts Receivable BSC ........................................................................................................ 4

Defaults ......................................................................................................................................................... 4

Customer Master File .................................................................................................................................... 8

General Tab .................................................................................................................................................... 8

Custom Fields Tab ........................................................................................................................................ 13

Contacts Tab ................................................................................................................................................. 14

Statement ..................................................................................................................................................... 15

Item Master File ........................................................................................................................................... 15

Sales Tax ...................................................................................................................................................... 16

Recurring Invoices ...................................................................................................................................... 17

General Tab .................................................................................................................................................. 17

GL Distribution Tab ....................................................................................................................................... 22

Update Recurring to File ............................................................................................................................. 22

Invoice Entry ............................................................................................................................................... 24

General Tab .................................................................................................................................................. 24

GL Distribution Tab ....................................................................................................................................... 30

Recipients Tab .............................................................................................................................................. 31

Attachments Tab .......................................................................................................................................... 32

Collections Tab ............................................................................................................................................. 33

Invoice Processing ...................................................................................................................................... 34

AR Payment Wizard ..................................................................................................................................... 38

Payments ..................................................................................................................................................... 39

Cash Transfers ............................................................................................................................................. 40


Update to GL ............................................................................................................................................... 41

Collections .................................................................................................................................................. 42

Accounts Receivable Reports ..................................................................................................................... 43

Collections Report ........................................................................................................................................ 43

Customer Activities Report ........................................................................................................................... 44

Customer Master Report .............................................................................................................................. 44

Customer Sales Trend Report .................................................................................................................... 45

Diary Report .................................................................................................................................................. 45

Invoice Aging Report .................................................................................................................................... 46

Invoice Register Report ................................................................................................................................ 47

Payments Report .......................................................................................................................................... 48

Revenue By Sales Rep Report ...................................................................................................................... 49

Sales Tax Jurisdiction Report ...................................................................................................................... 50

Sales Tax Report ........................................................................................................................................... 51

Statements and Past Due Notices ............................................................................................................... 52


Objectives 1. Examine Accounts Receivable Defaults

2. Create Customer Master Files

3. Setup Items for Billable Services

4. Review Sales Tax Setup

5. Build Recurring Invoices Templates

6. Produce Recurring Invoices

7. Add and Edit AR Invoices

8. Process AR Invoices

9. Streamline the AR Payments process using the AR Payment Wizard

10. Facilitate Cash Transfers

11. Post AR Transactions to the General Ledger

12. Track Past Due Transactions using Collections

13. Generate Accounts Receivables Reports


Accounts Receivable BSC In WinTeam’s AR Module, you can track and maintain Customer Information (who you bill for the work), Create

and Process Invoices to bill customers, Post payments from customers, and Track Sales Tax.

DEFAULTS

Use the GL Accounts Receivable Number field to select the General Ledger account number to use when

posting Accounts Receivable transactions. The system debits this GL account number when posting printed


invoices from the AR Invoices screen, and credits this GL account number when posting all payments (not

miscellaneous deposits) from the Cash Posting screen.

Use the Starting Invoice Number field to designate the first invoice number to assign to invoices and recurring

invoices. The system automatically increments this number by one for every invoice created.

Use the Unbilled Work Ticket PO Source to choose either the PO number from the Work Schedule or the Job

Master File (accounting tab) as the default to include on AR Invoices for unbilled work tickets. This default

setting can be overridden on the Unbilled Work Tickets screen.

The ability to add multiple Jobs per request in eHub, is enabled if the ‘Allow Multiple Jobs Per Personnel

Request’ checkbox is selected in the AR: Customer Master File (General tab). Selecting the Allow Multiple Jobs

Per Request checkbox, defaults this selection in the aforementioned master file.

Use the Allow Products to be Invoiced check box to invoice inventory product items from the Item Master File

screen. On the Invoice and Recurring Invoice screens, the system includes the inventory product items in the

Item Number list on the Invoice Details grid. This option allows you to invoice inventory product items without

using the Unbilled Resale button.

Note: Use this option only when you do NOT track Inventory items for quantity. Product items entered on the

Invoice Details grid in these screens will not have this information updated to the Inventory module. You still

need to use the Unbilled Resale button for Inventory product items that are being tracked for quantity.

Use the Auto Increment Customer Number to automatically assign new customer number by increments of

one.

Use the Require invoice to be Posted for Payments to require invoices to be posted prior to applying a

payment to it. If this check box is selected and the invoice has not been posted, the Apply field in AR:Payments

will appear grayed out until you post that invoice.


Use the Restrict Default Job Number to Single Customer to prevent the same job number from being entered

in the Default Job Number for Invoice Entry grid. When this check box is cleared, the same job number can be

used for multiple customers.

Under the Payment Posting Information, enter the G/L Number and the maximum Limit allowed for Accounts

Receivable Discount, Finance Charge, Write Off and Revenue Adjustment that may be entered in the Cash

Posting screen before the system prompts for a password.

Please note the limit restriction is controlled by selecting the GL Limits Override Feature in the AR Payment

security screen.

Select the Allow Batchless AR Payments check box to allow payment processing without creating a batch

through the AR Payment Wizard. If this check box is not selected, you cannot create payment records or change

any existing Payment information or Deposit information without going through the Payment Wizard. However,

you can look up existing payment records and apply unapplied payment amounts to any outstanding invoice or

make adjustments in the Applied invoices area since neither of these functions create new payment records.

Under the Statement Printing Information, select a default Statement Form Type. You may select a Statement

Form Type other than the default on the Statement and Past Due Notices report options screen.

There are three types of Statement formats:

• The Invoice Statement shows all activity by invoice. • The Transactions Statement shows all activity by date of transaction. • The Preprinted Statement shows outstanding invoices only. Use this type when using preprinted forms

with boxes, etc. printed on them. This is the default selection.

Use the Statement and Past Due Message field to enter a message to default to the Message field on the

Statements & Past Due Notices report options screen.


Under the Invoice Information, select the Invoice Form Type you want to use as the default form to carry over

to the Invoice Print screen. You may select an Invoice Form Type other than the default on the Invoice Print

screen. There are four invoice form types to choose from: Preprinted, Paper without Remittance and Paper with

Remittance, and Framed by Job.

Select the Lock Invoice Message on Invoice Processing Screen check box to disable the ability for Users to

change the Invoice Message field on the Print Invoices screen.

Select the Include Tax Details check box to print tax details when printing/reprinting invoices. This check box is

not selected by default. Tax Details will not print on the Preprinted Invoices or Framed by Job Invoices.

Select the Prompt to Adjust Invoice PS Details check box to be prompted with a pop-up message to modify the

Personnel Schedule Details for an Invoice when selecting the Print/Process button on the AR: Invoice Entry.

This option will allow you to correct any Invoice Details that do not match the Invoice. If you select Yes on the

pop-up message, the AR Invoice Modify PS Details screen will appear. This allows you to modify the Work Date,

Post Description, Employee Name, In Time, Out Time, Lunch, Hours, Pay Rate and/or Hours Type. You can also

add/delete records.

Use the Invoice Message area to include a default message to print on every invoice. This information will not

appear on Preprinted Invoices.

The Commissions Determined By is used to determine where the Commissionable check box displays on

Invoice Entry screen. Select Invoice Header to display a Commissionable check box in the header of the Invoice

Entry screen. Select Invoice Details to display a Comm. column in the Invoice Details grid. The Revenue By Sales

Rep Report references this setting to determine how to find commissionable invoices, either by the entire

invoice or by specific invoice line.

The External Sales Tax Interface option is only if you are licensed for Avalara.


Under Invoice Aging, enter the Number of Months to use for computing Average Days Outstanding the average

days an invoice has been outstanding. If the Invoice is paid in full, the system will average the difference in days

between the Invoice Date and the last Deposit Date against this invoice. If the Invoice is not paid in full, the

system will average the difference in days between the Invoice Date and the Cutoff Date.

The Invoice Aging Periods can be set up using whatever periods you prefer. They apply to Days Past Due or

Invoice Date, whichever report option is selected on the Invoice Aging Report. The number must be greater than

0 and each successive period must be greater than the last. The default periods are 30, 60, 90, and 120 days.

CUSTOMER MASTER FILE Use the Customer Master File to set up new customers and maintain current customer information.

General Tab


Enter the Customer Number, Name, Address, City, State and Zip.

Under the Invoice Information, enter the Attention to in the field. This will show on the invoices.

The Taxable check box defaults in selected. For tax exempt Customers, deselect the Taxable check box. The

system will then require a Tax Exempt ID number.

The Print Past Due Notices and Print Statements check boxes default as selected. This means that you will be

able to print these two items for this customer. Unselect the check boxes if you prefer not to print.

The Show ‘For Approval Only’ check box is used to print ‘For Approval Only DO NOT PAY’ on the invoice. The

Invoice Entry screen will default to the setting you have selected here. You can change it at the time of creating

the invoice.

The Tax Exempt ID field is only available and required when the Taxable check box is unselected.

Use the Credit Limit field to enter a credit limit for this Customer. This is the highest account balance this

Customer may reach at any given time. If a Customer exceeds this amount, a status message display on the

Customer Details screen in green test that states “Credit Limit Exceeded”.

Select the Delivery Option to indicate how invoices should be delivered to the Customer. There are three

choices:

1. Print and/or E-mail – The invoice will print and if there are contacts set up and the Send E-mail check box is selected, it will also email the invoice.

2. E-mail Only – The invoice will be sent as a pdf attached to an email or the email will have a link to eHub. This will enable the user to view the pdf of the invoice in eHub.

3. Do Not Send – The invoice is not printed or sent.

Select the Terms for this Customer. This field can be customized to your needs. To edit this field, double-click on

the field. Default terms are Net 30 and Due Upon Receipt. You will notice that each has 10 days added to the


amount. This is done to allow mailing time. The Past Due Days indicates the number of days allowed to elapse

before an invoice is flagged as outstanding. This value is used on reports and in AR Invoices to calculate past due

status for Customers.

Under the Sales Tax Option, use By Invoice Detail Line Items to have taxes calculated on each line item and then

the line is added to the subtotal. Otherwise, use by tax jurisdiction subtotal to have all of the line items (By tax

jurisdiction) are added and then taxes calculated on the subtotal.

Under the PS Invoice Options, use the Group Jobs on PS Inv check box to group specific jobs on an invoice.

Otherwise, WinTeam defaults to have one invoice per job. When this check box is selected, it adds a Default Job

column in the Default Job Number for Invoice Entry grid.

For the Rates field, select whether you want to Hide Pay Rate and Markup, Show Pay Rate or Show Pay Rate and

Markup on the Customer’s invoices.

The Default Job Number for Invoice Entry grid allows for the entry of Job Numbers to default during Invoice

Entry. Adding Job Numbers ties the Jobs to this Customer, making them available from the Quick Lookup under

Service Location on the AR Invoices screen. After selecting a Job Number, the Job Description displays. The

Invoice Group is used when updating PS Schedules to AR Invoices. This allows you to filter invoices using this

Invoice Group number when selecting Special Customer Grouping on the Update Schedules to AR Invoices

screen.

One Contact from the Contacts tab can be designated as the Primary Contact for each Customer. This field is

populated from the Contact set up screen. A Customer can have one or multiple Contacts.

Enter the Phone and Fax number for this Customer.


The Credit Score field was intended to hold either a FRISK or DNB score. This score can be used as a filter in the

Collections screen, the Collections Report and the Invoice Aging Report.

• FRISK ranges from 1 (worst) to 10 (best). • DNB ranges from 101 (worst) to 607 (best).

The Bankruptcy check box is for informational purposes only. It’s a flag used to mark Customers if they went

bankrupt.

The Customer Type field is used for grouping and sorting on reports and is sometimes used to help define billing

types.

Select the Sales Rep that is responsible for this Customer.

Select a default Collector to assign for the collection process for this Customer. The list includes only active

WinTeam users. If invoices for this Customer requires attention in Collections, WinTeam will assign the

designated default Collector for the collections processes. The Collector can be assigned or modified through

the Collections screen or the Invoice Entry screen.

The Parent Customer Number is used to group Customers that may need separate invoicing criteria but for

which you receive a single payment.

Select the Allow Multiple Jobs Per Personnel Request check box to allow more than one Job to be added to the

same Personnel Request in eHub. When this check box is selected, new Jobs that do not currently exist in

WinTeam can also be added to Personnel Requests in eHub. If this check box is cleared, only one Job will be

allowed per Personnel Request and no new Jobs can be added.

Enter any Notes pertaining to this Customer.


Click the Import button to import from Job File or Prospect information from TeamBid to create a Customer

Master File record.

Click the Recurring Invoices button to open the Recurring Invoices screen. You can add a new Recurring Invoice

or edit an existing one.

The Sub Customers button is enabled if this Customer is a Parent Customer. Parent Customers can have Sub

Customers. Sub Customers can be assigned to a Parent Customer by entering a Parent Customer Number. The

Parent Customer field establishes a relationship between the customers.

Click the Aging Report button to display the Invoice Aging Report options. When accessing the report from the

Customer Master File, the report is filtered for the selected Customer and the Include Collections Invoices check

box is selected by default.

Click the Customer Details button to display the Customer Details screen. You can view Average Days

Outstanding, Current Outstanding Balances, Unapplied Cash, Fiscal Year To Date balances and Year To Date

Adjustments.

Click the Invoice Review button to display the Invoice Review screen. From this screen, you can view detailed

invoice and tax information using many varied search options. Use this screen to review and research

outstanding and paid invoices.

The Sales Details screen displays a graph of the past year containing each period's sales.


Custom Fields Tab

Custom Fields allow you to set up fields for your own use. You may choose to use none of the custom fields or

any or all of the fields. You may customize each field to have a Drop Down list, Text entry, Numeric or Date field.

You can define up to 26 Custom Fields in the Customer Master File.

Custom fields offer you a way to keep track of specific information for your unique business needs. While

WinTeam provides fields to record most common data, you may require other information from time to time.

Custom fields allow you to set up and store that unique data.


Contacts Tab

Contacts can be assigned to Employees, Supervisors, Job Supervisors, Job Tiers, Prospects, Customers, and

Vendors. Contacts can be completely customized. You define how you want to use Contact Groups and Contact

Types.

The Primary Contact indicated on the Contacts tab displays on the General tab of the Customer Master File. Only

the Salutation, First Name and Last Name will appear.

You can assign a Contact to a Contact Group and instruct WinTeam to send e-mail messages to an entire Contact

Group or Contact Type. You can double click on this field to start an email message by launching the user’s local

email.

In order to set up a contact to receive invoices or Statements via e-mail you will need to select the check box E-

mail and then you will get the communication options.

If you set up a contact for eHub access you then wil have the option to select what customers and jobs they can

view in eHub.


Statement

The Statement tab contains information about the statement sthat have been sent to the customer. Click the

PDF icon at the end of the grid row to view the PDF of the statement that was emailed.

ITEM MASTER FILE

Item Numbers are used to identify the type of service being billed. They are set up in the Item Master File in the

Inventory Module.


The Item Number field is an alpha-numeric field. For example, you may want to set up similar numbers or letters

to indicate different types of services such as Floors101, 101Monthly, 201Trash, etc.

Enter an item Description for this service item. This field will display on the invoice you send to your customer.

Changes may be made to this description on individual invoices.

The item Category tells the system where in the General Ledger to post the income. When a service item (e.g.,

Monthly Service) is set up in the Item Master File, a category is used to let the system know where in the General

Ledger to post sales (revenue) when this inventory item is used.

The Item Type will help you classify and manage your Service inventory items, and create reports that sort

records.

Select the Service check box to mark this Item Number as a Service.

SALES TAX There are three ways to calculate sales tax in WinTeam:

1. In the Job Master File, Accounting Tab, Item Taxability is Determined by. To determine taxability based on the Job, select the Job check box and then select whether Services or Products (or both or neither) are taxed. The system will determine if an item on an invoice is a product or service based on how that item is set up in the Inventory Item Master File. To determine taxability based on Tax Jurisdiction, select the Tax Jurisdiction check box. The system bases taxes on what is set up in the Sales Tax Codes screen using the Item Details. Instructions for setting up Sales Tax Codes is found in the Sales Tax by Jurisdiction handout and can be referenced in WinTeam Helps.

2. In the AR Invoice Entry screen, the Invoice Detail can be individually taxed. Note for Canadian Customers: Government Type, County will be updated as PST. Government Type, State will be updated as GST.

3. In the Recurring Invoices screen to bill services that recur on a standard billing cycle (e.g., monthly cleaning service, semi-annual floor cleaning, monthly carpet service, etc.).


RECURRING INVOICES Use the Recurring Invoices screen to bill items that have a fixed billing rate, such as monthly cleaning service,

monthly guard service, monthly carpet service, etc.

General Tab

Complete the Bill To Information for the Customer for whom the Invoice is being created. You can begin typing

the name of the Customer and a drop down will appear from which to select a name. You can also enter the

Customer Number. The remaining fields populate based on what is contained in that Customer Master File. If

you need to change the Bill To Information, unselect the Link check box and make the changes.

Complete the fields for Primary Service Location section that will be displayed on this Invoice. This field can be

auto-populated in the same way as the Bill To field. Click the Same button to make the Job address match the


Customer’s address. If you need to change the Primary Service Location information, unselect the Link check

box and make the changes. Use the Print Primary Location on Invoice if there is only one Job for this Customer.

If there are multiple Jobs for this Customer, unselect the check box. This will print “Multiple Service Locations”

on the invoice.

You can enter a start date for a recurring invoice which allows you to future-date the recurring invoice to begin

being updated at a later time. The end date field is only available if a start date has been entered. Invoices are

only updated from this recurring invoice if the invoice date is on or after the start date and on or before the end

date. If you enter a start date but leave the end date blank, the recurring invoice is active indefinitely. Temporary

and permanent holds still apply, invoices on hold are not updated, even if the invoice date meets the specified

start and end date criteria. Since these are optional fields, if you leave them blank the recurring invoice will be

active for all invoicing dates. This functionality makes it possible to build future billing rate changes into your

recurring accounts receivable invoices.

Use the Type box to select the day of the month you will bill this recurring invoice, such as Monthly, First of

month, End of Month, Schools, etc.

Select the Terms to apply to this Invoice.

If a Purchase Order is associated with this Invoice, you may enter it here.

Select the Sales Rep assigned to this Customer.

Select the Commissionable check box if this invoice is one which would receive commission. This check box will

either appear in the header or in the invoice details, depending on how the AR Defaults were set up.

The Permanent Hold check box defaults as cleared during initial entry. You may select this option to place a

recurring invoice on permanent hold. While an invoice is on permanent hold, no invoice will be generated during

the Update Recurring to File process. When you want to begin billing again you must clear this check box.


The Temporary Hold check box defaults as selected during initial entry. You may select this option to place a

recurring invoice on temporary hold. If selected, a recurring invoice will not update to the Invoice Entry screen

the next time Update Recurring to File is run. After the next Update to Recurring File is completed, the

Temporary Hold status will be removed from the record and the recurring invoice will update to Invoice Entry

during the next update.

Use the Show in eHub CSS check box to display this invoice for the eHub CSS user.

The Show ‘For Approval Only’ check box is used to print ‘For Approval Only DO NOT PAY’ on the invoice.

Enter any Notes pertaining to this Recurring Invoice.

Under the Go To menu, you have five options:

1. Go to Resale – This will display the Sold/Usage screen. From this screen, you can enter inventory to be resold to the customer that is currently being invoiced. It may also be used to view an existing document.

2. Go To WO’s – This will display the Schedules screen. From this screen you can enter billable work orders, which can then be billed through Invoice Entry.

3. Tax Summary – This will display the Tax Summary screen. This command is not available until taxes have been computed.

4. Unbilled Resale – This will display the Unbilled Resale screen. It allows for the selection of specific inventory documents to be imported into an Invoice. Only items that have not been invoiced will display.

5. Unbilled Work Tickets – This will display the Unbilled Work Tickets screen. This screen shows billable Work Tickets that have not been invoiced. If you select to import a Work Ticket, the billing information is added to the invoice under Invoice Details.

Enter the Job Number for which you will be billing. You may enter multiple Job Numbers on a single invoice. You

may also enter the same Job Number on separate lines if necessary.


Select the Item Number of the service being billed. These are set up in the Item Master File in the Inventory

Module.

The Item Description will populate based on the Item Number selected. You may customize the description by

invoice.

Select the Taxable check box if the invoice item or service is subject to sales tax. If the item or service is not

taxable, be sure to clear the check box. Items and services are automatically marked taxable on an invoice when

the customer is designated as taxable in the Customer Master File and the items and services are designated as

taxable in the Job Master File. If either customer or the item and service at the job level are not designated as

taxable, the check box is cleared upon entry.

Select the Once check box to add a line item to the recurring invoice one time. This is great for one-time charges

that you do not want to appear on every recurring invoice. Once you update recurring to file, the line item you

added with the Once check box selected will no longer display on the Recurring Invoice. An asterisk will display

on the Preview report when updating recurring to file to indicate the line item is a one-time charge.

Click the Detail button to display the Invoice Tax Details screen. You cannot edit tax details on the Invoice Tax

Details screen when accessing it directly from Recurring Invoices. This button is disabled until taxes have been

computed.

Use the Print Order to set the order each detail item will print on the invoice.

Enter the Quantity for the Item being billed. It may be 1 for one monthly service, or 1250 for square feet, for

example.

Enter the Price to calculate for the Quantity entered.


The Measure field contains the measuring unit from the Unit of Measure field in the Item Master File, if the Unit

of Measure is used for this item.

The Extension field will automatically calculate if both Quantity and Price are entered. Alternatively, you may

leave the Quantity and Price fields blank and enter only the Extension amount.

Select the Commissionable check box if this line item is commissionable. This check box will either appear in the

header or in the invoice details, depending on how the AR Defaults were set up.

Click the Insert Row button to open a new line in the gird.

Click the Renumber Print Order button to clear the current print order values and renumber in increments of 10

based on the order listed in the Invoice Details grid.

Select the Warehouse for the system to use when computing the price for a new line item.

The Revenue Total displays the total of all the extension values for the items entered in the Invoice Details

section of the screen. This figure does not include taxes for the items.

Click the Compute Taxes button to compute sales tax information for the invoice. This button only shows if you

have not already computed taxes. Once you have clicked this button, only the Revenue Total, Tax and Invoice

Total will display.

The Tax displays if you have already computed taxes. It displays the calculated total tax applied to the items

entered in the Invoice Details screen.

The Invoice Total displays if you have already computed taxes. It displays the sum of the Revenue Total and Tax

total for this invoice.


GL Distribution Tab

Use the Revenue Distribution grid to enter the General Ledger Account number you want to distribute the

revenue amount to and the Job Number to credit for this distribution. If no edits are made, the distribution will

post based on the Job Number(s) of the invoice detail line(s) and the Income Account’s General Ledger number

that is set up with the Item number’s inventory Category. Normally, you would not be making any edits to this

information unless you wanted the revenue amount to be distributed differently in the General Ledger.

Click the View button to display the information in the Revenue Distribution grid.

Click the Edit button to change the information in the Revenue Distribution grid.

Click the Reset button to change the information in the Revenue Distribution grid back to the way it was.

UPDATE RECURRING TO FILE Use the Update Recurring Invoices to File screen to update recurring billing into the Invoice Entry file and assign

each recurring billing an invoice number. The system will assign the next available Invoice Number and update

with the invoice and posting date and Month of Service description.


Preview and print the Recurring Invoices reports before committing the update.

It is important to remember to only update the Invoice Type you want to invoice for that particular date. Select

the Pick from List Recurring Invoice Types option so the selection of the correct invoice type(s) may be made.

Once the system has updated these invoices, they cannot be “undone.” All changes or deletions must be done in

the AR Invoice Entry screen for each individual invoice that needs a correction.

After the update process is completed, generate the Invoice Register to be sure that the Recurring Invoices

report balances to the Invoice Register report.


INVOICE ENTRY Use the Invoice Entry screen to bill non-recurring items such as work orders, additional billing for recurring

customers, credit memos and inventory resale. It is also used to review and edit invoices created through

Update Recurring to File and Updates Schedules to File.

After creating an invoice, you can print or reprint the invoice directly from this screen, provided you have the

proper security to Print Invoices. Security can be set to only allow someone security to reprint previously printed

invoices and not allow printing of an invoice for the first time.

The AR Invoices screen contains five tabs: General, GL Distribution, Recipients, Attachments and Collections.

General Tab


Complete the Bill To Information for the Customer for whom the Invoice is being created. You can begin typing

the name of the Customer and a drop down will appear from which to select a name. You can also enter the

Customer Number. The remaining fields populate based on what is contained in that Customer Master File. If

you need to change the Bill To Information, unselect the Link check box and make the changes.

Complete the fields for Primary Service Location section that will be displayed on this Invoice. This field can be

auto-populated in the same way as the Bill To field. Click the Same button to make the Job address match the

Customer’s address. If you need to change the Primary Service Location information, unselect the Link check

box and make the changes. Use the Print Primary Location on Invoice if there is only one Job for this Customer.

If there are multiple Jobs for this Customer, unselect the check box. This will print “Multiple Service Locations”

on the invoice.

Select the Terms for this invoice. These can be different than the terms assigned on the Customer Master File for

this Customer.

Select the Sales Rep to assign to this invoice. It can be different than the one assigned to the Customer.

If a Purchase Order is associated with this Invoice, you may enter it here.

The Commissionable check box will be shown in the Header or in the Invoice Details section, depending upon

what option is selected AR Defaults. Users will have the ability to check or uncheck Commissionable even after

Invoice has been posted.

The Show ‘For Approval Only’ check box is used to print ‘For Approval Only DO NOT PAY’ on the invoice.

Use the Credit Memo button to create an invoice with details for the total amount of the invoice. The system

assigns a new invoice number and each of the details will have a credit balance.


Use the Reason field to specify a Reason for creating the Credit Memo.

Use the Invoice Number field to enter a unique Invoice Number to identify the invoice throughout WinTeam. If

you are entering a new invoice, it is not necessary to enter a number here since the system will assign the next

available number based on the Starting Invoice Number in AR Defaults.

Use the Invoice Status field to view or change the status of the invoice. On a new record, the Invoice Status is

populated with the associated Delivery Option selection made on the Customer Master File record. However,

you can change an Invoice Status when necessary. If the Delivery Option is either Print and/or E-mail or E-mail

Only, then the Invoice Status is ‘Send Invoice’. If the Delivery Option is Do Not Send, then the Invoice Status is

‘Do Not Send’. All invoices that are marked as ‘Send Invoice’ must be processed in order to post to the General

Ledger. There are six Invoice Statuses:

1. Send Invoice – An invoice remains in this status until it has been processed. 2. Do Not Send – Use this option if you do not want to print or process an invoice. 3. Invoice Sent – Once an invoice has been processed, the status changes from Send Invoice to Invoice

Sent. 4. Invoice Resent – If an invoice is resent from a Resend Invoice or Duplicate Invoice Status, the status

updates to Invoice Resent. 5. Resend Invoice – If the invoice has been processed once and then is modified, the status of the invoice

will update to Resend Invoice. 6. Duplicate Invoice – After an invoice has been processed once, the Duplicate Invoice Status is available.

If you select a Duplicate Invoice Status, the invoice will reprint a hardcopy with the word Duplicate printed on the invoice.

The Invoice Date defaults to today’s date. This is when the invoice was created.

Use the Posting Date to enter the date you want the invoice to post to the General Ledger. It defaults to today’s

date. You can post invoices to a previous date or a future date.

The Billing Period allow you to enter the dates in which you are billing for.

Enter any Notes that pertain to this invoice.


Use the Personnel Scheduling check box to make the invoice a Personnel Scheduling type invoice. The Invoice

Details section is the only area that changes.

Select the Show in eHub CSS check box if you want this invoice to display in eHub for eHub CSS users.

There are three option on the Actions menu:

1. Import – This will enable you to import invoice details into the Invoice Entry screen. You must be on a new invoice record for the Import function to work.

2. Reset All Taxes – This will recomputed Jurisdictions, Taxability rules, Taxability rates and then update the Taxable Amount, Non-Taxable Amount and Tax fields.

3. Renumber Print Order – This will clear the current print order values and then renumber in increments of 10 based on the order listed in the Invoice Details grid.

There are five options on the Go To menu:

1. Inventory Resale – This will display the Sold/Usage screen. From this screen, you can enter inventory to be resold to the customer that is currently being invoiced. It may also be used to view an existing document.

2. Tax Summary – This displays tax information by Jurisdiction. 3. Unbilled Resale – This will display the Unbilled Resale screen. It allows for the selection of specific

inventory documents to be imported into an Invoice. Only items that have not been invoiced will display.

4. Unbilled Work Tickets – This will display the Unbilled Work Tickets screen. This screen shows billable Work Tickets that have not been invoiced. If you select to import a Work Ticket, the billing information is added to the invoice under Invoice Details.

5. Work Scheduling – This will display the Schedules screen. From this screen you can enter billable work orders, which can then be billed through Invoice Entry.

Enter the Job Number for which you will be billing. You may enter multiple Job Numbers on a single invoice. You

may also enter the same Job Number on separate lines if necessary.

Select the Item Number of the service being billed. These are set up in the Item Master File in the Inventory

Module.


The Item Description will populate based on the Item Number selected. You may customize the description by

invoice.

Select the Taxable check box if the invoice item or service is subject to sales tax. If the item or service is not

taxable, be sure to clear the check box. Items and services are automatically marked taxable on an invoice when

the customer is designated as taxable in the Customer Master File and the items and services are designated as

taxable in the Job Master File. If either customer or the item and service at the job level are not designated as

taxable, the check box is cleared upon entry.

Click the Detail button to display the Invoice Tax Details screen. You cannot edit tax details on the Invoice Tax

Details screen when accessing it directly from Recurring Invoices. This button is disabled until taxes have been

computed.

Use the Print Order to set the order each detail item will print on the invoice.

Enter the Quantity for the Item being billed. It may be 1 for one monthly service, or 1250 for square feet, for

example.

Enter the Price to calculate for the Quantity entered.

The Measure field contains the measuring unit from the Unit of Measure field in the Item Master File, if the Unit

of Measure is used for this item.

The Extension field will automatically calculate if both Quantity and Price are entered. Alternatively, you may

leave the Quantity and Price fields blank and enter only the Extension amount.


Select the Commissionable check box if this line item is commissionable. This check box will either appear in the

header or in the invoice details, depending on how the AR Defaults were set up.

Click the Insert Row button to open a new line in the gird.

Select the Warehouse for the system to use when computing the price for a new line item.

The Collection Status displays the status in which this invoice is in for Collections. The statuses could be

Initiated, Assigned, In Dispute, Promised, Lapsed, Outsourced or Closed. If the invoice is not in Collections, this

field will be blank.

The Amount Paid displays the amount paid on the invoice.

The Last Date Paid displays the last date a payment was made on this invoice.

The Payment Details button displays the Payment Details screen. This screen displays payments made toward

the select invoice. Each payment applied to the selected invoice display individually.

The Revenue Total displays the total of all the extension values for the items entered in the Invoice Details

section of the screen. This figure does not include taxes for the items.

The Tax displays if you have already computed taxes. It displays the calculated total tax applied to the items

entered in the Invoice Details screen.

The Invoice Total displays if you have already computed taxes. It displays the sum of the Revenue Total and Tax

total for this invoice.


GL Distribution Tab

Use the Revenue Distribution grid to enter the General Ledger Account number you want to distribute the

revenue amount to and the Job Number to credit for this distribution. If no edits are made, the distribution will

post based on the Job Number(s) of the invoice detail line(s) and the Income Account’s General Ledger number

that is set up with the Item number’s inventory Category. Normally, you would not be making any edits to this

information unless you wanted the revenue amount to be distributed differently in the General Ledger.

Click the View button to display the information in the Revenue Distribution grid.

Click the Edit button to change the information in the Revenue Distribution grid.

Click the Reset button to change the information in the Revenue Distribution grid back to the way it was.


Recipients Tab

The Recipients grid displays all Recipients setup to receive invoices. This list can be customized for each invoice

by adding additional Contacts or E-mail Addresses.

The History grid displays the Recipients that were sent the invoice, including those using the print method.


Attachments Tab

The Attachments grid allows you to add files to be sent along with the invoice. Once the invoice has been sent,

you will also see the pdf of the invoice as well.


Collections Tab

The Collections tab is used to mark an invoice for Collections and to manage and track information pertinent to

the Collection process.


INVOICE PROCESSING To begin processing invoices, select the Invoice Processing screen from the Accounts Receivable Module. Here

you can use the Invoice Processing screen to print Invoices, create PDF invoices, email invoices, and create

reminder notices.


The user can process three types of invoices either individually or together: Printing, Email and/or both.

Use the options under Invoice Status to select which invoices to print based on the Status of the invoice.

If the Customer Master File is set up to Do Not Send Invoices (the Do Not Send Invoices check box is cleared), but

the actual Invoice Status is set up to send, the invoice will get sent. The system looks at the invoice status, not

the Customer.

Send - This selection defaults upon entry of the Invoice Printing screen. This option includes invoices for sending

that have a 'Send Invoice' status.

Resend - This option includes any invoices that have been modified after having been processed initially. The

invoices to send are those with a 'Resend Invoice' status on the invoice.


If an invoice is marked for resending, the system will delete the existing PDF and recreate it.

Duplicate - Once an invoice has an 'Invoice Sent' status, it can be changed to 'Duplicate Invoice'. Duplicate

invoices when sent, will have the word 'Duplicate' on them.

Use the following screen to select printing options and designate an invoice message. From this screen you can

also attach a file that will be included in all invoices sent to be e-mailed.

After selecting the print options, a summary of processed invoices will appear ready for printing and review.


After Invoices are created in the AR Invoices screen, they are available to print. WinTeam will verify that the

Revenue total plus Tax equals the Invoice total. If an invoice does not pass this verification, you will receive an

error message.

Please note if you have invoices sent for e-mail once they have been processed the e-mail review screen will

come up to see the invoices being e-mailed.


AR PAYMENT WIZARD

The Payment Wizard is available from the Options drop down of the Accounts Receivable Menu. Use this

selection to create a separate Deposit batch or to create a batch to Apply Account Credits. Payment records are

separated into different batches. Multiple deposits can be entered on one day and the totals will be separate.

Multiple Users can enter deposits and will have a separate Deposit total to balance. Using the batch process

allows deposits to more closely coincide with amounts shown when reconciling the cash account. Apply

Account Credits will apply any credits that contain an Invoice Being Credited.


PAYMENTS

Use Payments to apply payments, unapplied cash, and credit card payments to invoices. You may also use AR

Payments to apply credit memos, adjustments, and miscellaneous deposits.

The Allow Batchless AR Payments check box in AR Defaults must be selected to allow payment processing

without creating a batch through the AR Payment Wizard. If this check box is not selected, you cannot create

payment records without using the Payment Wizard. In this case, the Payments screen becomes read-only. All

fields related to the Payment record are locked, except the Lookup field. The Outstanding Invoices area will also

be available to apply unapplied cash or create an adjustment.

Enter the Customer Number for the payment you want to record. This can be different from the Invoice you are

applying payment to. If you do not have the Customer Number but do have the invoice number, you enter the


letter “I” followed by the invoice number and the system will bring up the Customer to whom that invoice

number applies.

The Show Invoices for Related Customers check box is always checked, even if the Customer does not have any

related Customers. This check box controls whether you automatically see all related Customers’ invoices in the

Outstanding Invoices area. If entering a payment for a Customer that has Sub Customers, uncheck this box to

limit the Outstanding Invoices to that one Customer.

The Outstanding Invoices filter can filter using a variety of fields including: Customer; PO Number; Invoice

Number; and Invoice Amount. It will find all Invoices that are currently outstanding whose original Invoice

amount was equal to the amount entered in this field.

Change the Outstanding Invoices view to bring up another Customer’s Invoices in order to apply a payment

across multiple Customers (even if it was not a Sub Customer that you were applying the payment toward).

Click the Unapplied Payments button to open the Lookup where the default criteria is already set and records

are displayed in the grid. You can set this up to prevent entering a new Payment record on this screen without

being in a batch.

When the Adjustment/Credits payment type is selected, several fields of information are removed and the

payment amount is set to $0.00. This is used to apply credits or apply adjustments. There is no payment to

update to the General Ledger. It simply clears credits or applies adjustments to get rid of remaining amounts

due.

CASH TRANSFERS


Use the Cash Transfers screen to record transfers between Cash Accounts. Once the record is saved, the To

Account creates a receivables record and reflects in the Check Register as a Deposit. When you update a

Transfer, a payment record is created in Accounts Payable. This amount reflects in the Check Register as a

Payment.

Each record is on one grid line. By specifying a date range and the GL Cash Account that money was transferred

to (not from), the user can filter the details of a transfer. You may filter for information by the GL Cash Account,

the From Date, and the To Date. You will only see records for which you have User Security authorization.

The From Date defaults to two weeks prior to today’s date. Without the From Date as part of the filter, you will

see all Transfers in the database. This is because the grid includes all records based on the filtering specified at

the top of the screen.

UPDATE TO GL


Use the General Ledger Update screen to preview, print, and update invoices and payments to the General

Ledger.

Remember that nothing automatically posts to the General Ledger. Every module must be updated from the

subsidiary ledgers in order to affect the General Ledger. The user must update Accounts Receivable transactions

separately to the General Ledger.

The four transactions are:

1. Update Printed Invoices. The invoice status must be marked with a status of either Invoice Printed or Don’t Print in order to update it to the General Ledger.

2. Update Payments. This will update the cash payments to the General Ledger. 3. Update Transfers. This will update the Cash Transfer to the General Ledger. 4. Update Posted Payment Details. This will update any unapplied cash that has now been applied to an

account to the General Ledger. Since the payment was previously posted, it is called a posted payment detail and clears the AR Trade Journal for amount of unapplied cash that was applied.

COLLECTIONS


The Collections screen is used to manage the invoices that have been made a part of the collections process.

The Totals section will show the number of invoices for each Status and the total Amount. In the Collections

grid, you have the ability to create a Diary Entry, Update the Collector, Update Outsourced To, Update the

Dispute Status and print the Diary Report. All of these functions are under the Actions button.

ACCOUNTS RECEIVABLE REPORTS Collections Report

The Collections Report can be used to Preview, Print and Export select information related to invoices that are

currently in Collections or invoice that have been previously sent to Collections.


Customer Activities Report

The Customer Activities report is used to view account activity for a customer, a group of customers, or all

customers during a specified date range. Use this report to find invoice totals, credit memos, payment

information, adjustment details, and unapplied cash.

Customer Master Report


The Customer Master Report lists all information contained in the Customer Master File. Use this report as a

reference for all the customer numbers in your WinTeam system.

CUSTOMER SALES TREND REPORT

The Customer Sales Trend Report is used to view customer’s sales history by month and year-to-date. This

report is gathering information from invoices, not from the General Ledger.

Diary Report

The Diary Report prints entries that have been created in the Customer Diary.


Invoice Aging Report

The Invoice Aging Report is used to view all outstanding invoices by aging date (invoice date or posting date).

The report may also include Unapplied Cash.


Invoice Register Report

The Invoice Register Report is used to view invoice details for selected invoices. Use this report for reviewing

revenue, tax, and invoice totals, and for invoice printing status.


Payments Report

The Payments Report is used to verify payments received and deposits made. You may also use this report to

balance your bank statement.


Revenue By Sales Rep Report

The Revenue By Sales Rep Report is used to view invoice details for a specified date range. Use this report for

reviewing payment status, service details, and revenue total.


Sales Tax Jurisdiction Report

The Sales Tax Jurisdictions Report is used to review sales and use tax setup, rates, and item taxability.


Sales Tax Report

The Sales Tax Report is used to track taxable and non-taxable purchases for a specific date range. Use this report

when filing sales tax forms for the state, county, and city.


Statements and Past Due Notices

The Statements and Past Due Notices are used to print and or e-mail statements and past due notices for

customers. You may include a message that prints on all statements and/or past due notices.

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