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AIMS Accounts Receivable

Version 6.3 May 1, 2006

Copyright © Western Canadian Software, 2006

TABLE OF CONTENTS

What About Accounts Receivable?...................................................................... 1

Module Topics...................................................................................................... 2

Accounts Receivable Menu Options .................................................................. 12 A/R File Maintenance Menu................................................................................ 13 Customer File Maintenance................................................................................. 14 Ship To File Maintenance .................................................................................... 20 Customer Notes Maintenance ............................................................................. 23 Shipping Instructions ........................................................................................... 24 Sales Tax File Maintenance ................................................................................. 25 Terms File Maintenance ...................................................................................... 26 Customer Type Maintenance .............................................................................. 28 Salesperson File Maintenance ............................................................................. 29 Branch File Maintenance..................................................................................... 31 Region File Maintenance ..................................................................................... 32 Currency File Maintenance ................................................................................. 33 Cash Receipts ........................................................................................................ 35 Enter/Edit Cash Receipts..................................................................................... 36 Post Cash Receipts................................................................................................ 44 Finance Charges ................................................................................................... 45 Create/Edit Finance Charges .............................................................................. 46 Print Edit List ....................................................................................................... 48 Post Finance Charges ........................................................................................... 48 Direct A/R Entry................................................................................................... 49 Create/Update Direct A/R Entries ...................................................................... 50 Post Direct A/R Entries........................................................................................ 55 Release A/R Holdbacks ........................................................................................ 56 Month End Processing ......................................................................................... 57 Year End Processing ............................................................................................ 57 Utility Functions ................................................................................................... 57 Delete Transaction History.................................................................................. 58 Change Customer Code ....................................................................................... 59 Change Customer and Ship To Status................................................................ 59 Delete Inactive Customers and Ship Tos............................................................ 60 Customer Merge Utility ....................................................................................... 61 Customer Quick File Maintenance ..................................................................... 62 Customer Inquiry ................................................................................................. 64 Reference Search .................................................................................................. 67 Transaction History Inquiry ............................................................................... 68 Customer Sales History........................................................................................ 69 Full Customer Inquiry ......................................................................................... 71 Customer File Listing........................................................................................... 74 Customer Master List .......................................................................................... 75

Customer Name List............................................................................................. 76 Customer Labels................................................................................................... 76 Customer Statements ........................................................................................... 77 Aged A/R Listing .................................................................................................. 79 Transaction History Report................................................................................. 81 120 Days Aged Summary List ............................................................................. 82 Reversed Aged A/R Listings ................................................................................ 83 Sales Reports......................................................................................................... 84 Top-Bottom Customer Analysis .......................................................................... 85 Sales Profit Analysis ............................................................................................. 87 Sales/Profit Analysis by Salesperson .................................................................. 89 Customer 12-Month Sales Comparison.............................................................. 89 Salesperson 12-Month Sales Comparison .......................................................... 90

Accounts Receivable

What About Accounts Receivable? • 1

What About Accounts Receivable? The Accounts Receivable module has been designed to maintain customer related information, enter direct invoices and cash receipts efficiently, collect outstanding receivables and print necessary management reports. You may use the Direct Invoice Entry option if not creating sales invoices within another AIMS module. Use this program to enter original outstanding transactions when you first set up the system, and to correct entries in A/R without affecting Sales Analysis. Cash receipts can be entered quickly and efficiently. You can adjust invoices to “write-up” or “write-off” small amounts. And when you receive payments that are difficult to apply, you can use an unapplied cash code and apply it correctly later. The Customer Inquiry gives you everything you need to collect outstanding receivables. And programs exist to produce reports and inquiries from summarized sales data for sales and credit managers. This module generates and posts finance charges and prints customer statements. Aged Listings can also be printed either in summary or in detail. Files include: • Customer Master File (AR-CUST) • Credit History File (AR-CREDH) • Ship To File (AR-SHIP) • Ship To Sales History File (AR-HIST) • Customer Notes File (AR-NOTE) • Salesperson File (OE-SLSMN) • Commission File (OE-COMM) • Shipping Instructions File (AR-INST) • Sales Tax File (AR-TAX) • Payment Terms File (AR-DISC) • Customer Type File (AR-TYPE) • Branch File (AR-TTYPE) • Region File (AR-REGIN) • Currency File (AR-CURR) • Transaction File (AR-TRAN) • Transaction History File (AR-THIST) • Web O/E User File (AR-WUSER)

Accounts Receivable

Module Topics • 2

Module Topics

Payments Customers can pay on-account balances by cheque, Visa, Master Card, EFT, etc. These amounts will post to individual G/L accounts and EFT’s will post in detail to the cash account. You can apply payments directly to specified transactions or handle receipts as unapplied cash. You can make adjustments to outstanding invoices to accommodate small write-offs like unpaid finance charges, or small short / over-payments. The system automatically creates a journal entry to update G/L for these adjustments.

Depositing Non-Receivable Cash To record a deposit not going towards paying outstanding receivables (e.g. a GST refund), record the transaction as a journal entry within G/L and use a separate deposit slip. Otherwise use two steps within A/R: Put the dollar amount to a miscellaneous customer’s unapplied cash, then after posting this entry, adjust unapplied cash to zero using the appropriate G/L account.

Every bank deposit on your bank statement should correspond to a deposit entry in your G/L. First write up your bank deposit, then enter the cash receipts into your system and balance the two deposit amounts. Then you do not need to reconcile deposits at month-end.

Direct A/R Entry Normally, all transactions are posted into A/R from another AIMS module (e.g. Order Entry), but Accounts Receivable can also stand alone since it has its own transaction entry program. Use Direct A/R Entry (option #13) to enter original receivable transactions or make adjustments that should not affect Sales Analysis (e.g. re-entering invoices paid by NSF cheques, or moving invoices / credit memos between customer accounts).

For customers who manually create invoices, Direct A/R Entry can update Ship To Sales History to provide sales reports. If you need detailed sales analysis use O/E - Manual Sales (option #12).

Sales Information The Sales Reports and the Sales Inquiry (option #23) use monthly sales history data stored for each ship-to. Detailed sales analysis information (i.e. by invoice) is found within the Sales Analysis module.

Accounts Receivable

Module Topics • 3

Updating Sales History The A/R section of the System Master file has an option to update sales history. It tells Direct A/R Posting whether to update the Ship To Sales History file. Users who use an AIMS billing module turn this flag “off,” since their billing module updates this file. Put this flag “on” if you enter invoices only through Direct A/R Entry to give you sales history.

Deleting a Customer You cannot delete a customer with current or historical transactions in the system. Before deleting, the following files are checked to ensure no information exists for the customer. • Accounts Receivable Direct Work File (AR-DH) • Accounts Receivable Transaction File (AR-TRAN) • Accounts Receivable History File (AR-HIST) • Accounts Receivable Transaction History File (AR-THIST) • Order Entry Header File (OE-ORDH) • Order Invoice Header File (OE-BILLH) • Contract Pricing File (OE-PRICE) • Sales Analysis Header File (SA-DETH) • Quotation Header File (QT-ORDH) • Job Costing Job Header File (JC-JOB##) • Rental Billing Contract Header File (RB-ORDH) • Rental Billing Invoice Header File (RB-BILLH) • Rental Billing History Header File (RB-DETH) • Service Order Order Header File (SO-ORDH) • Service Order Invoice Header File (SO-BILLH) • Service Order History Header File (SO-HDETL)

Inactivating a Customer If the system doesn’t let you delete a customer, you may inactivate their account instead. This stops users from creating new orders or invoices for the customer, and doesn’t show them in searches and inquiries. Another utility option deletes inactive customers when their historical information is no longer stored in the system. The system will not process transactions for inactive customers in Order Entry options #10, #11, and #12, Quotations #10, Rental Billing #10, 12 and 15, and Service Order #10 and 12.

Accounts Receivable

Module Topics • 4

Within the A/R module, inactive customers are dealt with as follows: #10-10 #10-11

Customer File Maintenance Ship To Maintenance

The searches includes inactive records. If you select an inactive customer or ship-to, a message appears saying they are inactive and no information is displayed.

#11-10 and #13-10

Enter/Edit Cash Receipts Create/Update Direct A/R Entries

You cannot enter transactions for inactive customers within these two options.

#20 and #22

Customer Inquiry Transaction History Inquiry

These inquiries do not display information for inactive customers when scrolling but will if the customer code is entered.

#23 and #24

Customer Sales History Customer Full Inquiry

If you select “All Inactive Customers” using the Set Next Key on either of these inquiries, the system displays them. You may also access an inactive account directly by entering their code.

#30 Customer File Listings This option lets you list active or inactive customer information.

#35 Customer Mailing Labels This option prints only active customers.

You cannot inactivate a customer who has open transactions in the system. Before inactivating, the system checks these files for any outstanding activity: • Order Entry Header File (OE-ORDH) • Order Invoice Header File (OE-BILLH) • Contract Pricing File (OE-PRICE) • Quotation Header File (QT-ORDH) • Job Costing Job Header File (JC-JOB##) [looks for active jobs] • Accounts Receivable Direct Work File (AR-DH) • Accounts Receivable Transaction File (AR-TRAN) • Rental Billing Contract Header File (RB-ORDH) • Rental Billing Invoice Header File (RB-BILLH) • Service Order Order Header File (SO-ORDH) • Service Order Invoice Header File (SO-BILLH)

Accounts Receivable

Module Topics • 5

Deleting a Ship-To A ship-to may not be deleted if it is being used by the system. Before deleting a ship-to, the system checks these files for any related activity: • Order Entry Header File (OE-ORDH) • Order Invoice Header File (OE-BILLH) • Quotation Header File (QT-ORDH) • Accounts Receivable History File (AR-HIST) • Rental Billing Contract Header File (RB-ORDH) • Service Order Order Header File (SO-ORDH)

Inactivating a Ship-To If the system does not let you delete a ship-to, you may inactivate it instead. This prevents the ship-to from carrying on any new business (i.e. orders, invoices). Inactive ship-tos do not display in searches or inquiries, unless requested by the Customer Sales History (option #23) or the Customer Full Inquiry (option #24). When an active customer with an inactive ship-to is displayed, inactive ship-tos are noted as such. You cannot inactivate a ship-to if there are open transactions for it in the system. Before inactivating, the system checks these files for outstanding activity: • Order Entry Header File (OE-ORDH) • Order Invoice Header File (OE-BILLH) • Quotation Header File (QT-ORDH) • Rental Billing Contract Header File (RB-ORDH) • Service Order Order Header File (SO-ORDH)

NSF Cheques Use option #13-10 to re-enter invoices paid by NSF cheques. The original invoice that the NSF cheque was applied against still shows as paid. But allocate a series of invoice numbers (e.g. starting with an “8”) for these situations and enter the original invoice number in the comment field so the re-entered invoice is recognizable. For the G/L disbursement, credit Cash.

Accounts Receivable

Module Topics • 6

Finance Charges You can generate finance charges for selected customers using a finance charge percentage defined in the System Master file. You can also specify the number of days allowed on unpaid invoices before they are subject to finance charges. Each customer has a finance charge record (called FINCG) in the A/R Transaction file. When finance charges are posted, the system creates a new finance charge record (displayed as NEW). The new finance charge amount shows on aged listings and is posted to G/L. New finance charges show separately on customer statements as new F/Cs, while previous finance charges show as old F/Cs. During month-end, new finance charges are added to previous charges.

Negative finance charges can be calculated upon unapplied cash and credit memos, or they can be ignored. This is an option within the System Master file.

Aging Buckets Aging start days and aging increment days are defined in the System Master file. These fields are normally set to 30 days each (and we assume 30 days for the example to follow). Each customer has five aging buckets: Current, Over 30, Over 60, Over 90, and Future. These amounts are updated through the Aged A/R Listings (option #32). This aging program may be run without generating a report, and is used this way immediately after posting cash receipts to keep aging figures up to date. Aging buckets are displayed in the Customer Inquiry (#20) and are used to make “yellow days” credit checks. The bucket for Over 120 days is only updated if you run the 120 Days Aged Summary List. Anything in this bucket is added to the Over 90 column on the Customer Inquiry (#20). If you print statements, format them to show the Over 120 field.

Collecting Money Collect money using the Customer Inquiry (option #20). Within this option, use the Set Next Key to display accounts with balances over 30 days. Then scroll through and call each customer to notify them of their status. Record customer comments in the Credit Notes field. Management can then scroll through all Over 60 accounts, for example, and review the notes to see which accounts require further attention.

Paying Out a Credit Balance If you need to send a customer cash for a credit balance, adjust the credit and enter a payable using the same clearing account.

Accounts Receivable

Module Topics • 7

Holdbacks Holdbacks are most often used in the construction industry. A holdback is the contractual amount of an invoice that is not paid until the entire job is complete. The Direct A/R Entry program (#13-10) handles G/L entries associated with holdbacks if the A/R holdback flag in the System Master file is set to “Y”. Here is an example of entries created for an invoice of $1,000 ($1,070 with GST) compared to a $1,000 ($1,070 with GST) invoice with a 15% holdback. Example: $1,000 ($1,070 with GST) invoice with no holdback

Debit Credit Accounts Receivable 1070.00 Contract Sales 1000.00 GST Payable 70.00

Example: $1,000 ($1,070 with GST) invoice with a 15% holdback Debit Credit

Accounts Receivable 909.50 A/R Holdbacks 160.50 Contract Sales 1000.00 GST Payable 59.50 GST Holdbacks Payable 10.50

The A/R debit of $909.50 is calculated by $850 plus $59.50 GST. The A/R Holdbacks debit is $150 plus $10.50 GST. The Sales account is credited with $1000 – as in the example without the holdback. The GST Payable accounts are credited with the GST amounts for the debits to the A/R and A/R Holdback accounts respectively. By splitting GST Payable for the holdback into a separate account, it does not have to be remitted until the holdback is paid.

Releasing the Holdback Release the holdback through option #13-12. Here is the G/L entry: Debit Credit

Accounts Receivable 160.50 A/R Holdbacks 160.50 GST Holdbacks Payable 10.50 GST Payable 10.50

See Release A/R Holdbacks to see where applicable G/L accounts are stored.

Accounts Receivable

Module Topics • 8

Credit Management AIMS considers two credit criteria when accepting orders: Is the customer within their established credit limit? And is their account current? Each customer has a credit limit defined within their Master file. Order Entry programs check to see if the order being entered falls within the credit still available to them. Available credit is calculated as follows:

Available Credit = Credit Limit - (Total Due + Open Orders) If this order puts the customer over their available credit, the pick slip will not print. You must release it through an option #23, Credit Hold Inquiry. Customers also have a credit status. Each customer is assigned one of five credit statuses.

Red stops orders from being entered for the customer or from processing cash sales. Green accepts orders if the customer is under their available credit limit. Yellow checks credit limits and also checks if the customer’s receivables are within a specified time period (e.g. 90 days). Cash Only means a charge invoice cannot be processed for the customer. C.O.D. means the customer pays upon delivery of goods – the letters COD will print on the picking slip. You cannot print pick slips for applicable customers over yellow days through Order Entry. You must release them through Credit Hold Inquiry options.

If you do not want to check available credit limits, set all customer credit limits to their maximum value ($999,999.00). If you do not wish to use “yellow day” checking, do not set any customer credit statuses to “Y”.

Accounts Receivable

Module Topics • 9

Sample Daily Paper Flow Cash receipts should be entered and posted daily (option #11). The Cash Receipts Posting Register and the related G/L Edit List, printed at the end of each posting, should be filed together (G/L on top). If you use Direct A/R Entry, file the Direct A/R Posting Report along with its related G/L Edit List (again, G/L on top).

Sample Month End Procedures Here is a sample month-end procedure. These steps should be performed before posting any invoices or cash receipts for the next month. 1. Complete all invoicing and cash receipts for the month. 2. Run Aged A/R Listings. File one in the Month End G/L file and send one to the bank (if

required). 3. Calculate and post Finance Charges (option #12). File the Finance Charge Posting Report

and the related G/L Edit List together. 4. Run Customer Statements (option #31). 5. Run Month End Processing (option #14). Discuss your specific daily and month-end procedures with your WCS account manager. Keep the recommendations within your System Doctor.

Accounts Receivable

Module Topics • 10

Training Guide 1. Module

a. Understand the current system.

b. Review the module by discussing every menu option and show the data flow.

c. Discuss customer codes, customer types, payment terms and tax codes as well as salesperson codes, region codes and shipping instruction codes. Discuss and update the A/R section of the System Master file.

2. Master File Entry

a. Set up the Shipping Instructions file, Sales Tax file, Terms file, Customer Type file, Salesperson file, Branch file, Region file and Currency file.

b. Explain that the Customer Master file stores billing information and the Ship To file stores shipping information.

c. Train users to enter customers and ship-tos. Demonstrate how to add, change and delete records. Explain accessing the Ship To file through options #10-11 and #10-10.

d. Show the Full Customer Inquiry and print the Master File Listings. Print and show customer mailing labels.

e. Explain the Ship To Sales History file and show the Customer Sales History Inquiry and the sales reports.

f. Set up the TEST System. 3. Invoice Entry (in TEST System)

a. Train on Direct A/R Entry (#13-10). Explain that this option is used only for set up or for adjustments (e.g. re-entering invoices paid by an NSF cheque or moving transactions from one account to another). Explain how the system uses a transaction work file by workstation. Show how to enter both invoices and credit memos. Discuss the G/L journal entry. Print an Edit List and view the Video Edit List, change some of the entries, and Post Direct A/R Entries (#13-11). Discuss filing the posting reports.

b. Discuss the “bill ship-to” feature.

c. Show how the Customer Inquiry (#20) and the Transaction History Inquiry (#22) display posted transactions.

Accounts Receivable

Module Topics • 11

4. Cash Receipts (in TEST System) a. Train on cash receipts. Show all features including payments, adjustments, creating

unapplied cash, applying credit memos and creating credit memos. Demonstrate the Video Edit List, print a paper Edit List and post. Explain the “Aging Only” option. Discuss filing posting reports.

b. Show the Customer Inquiry and Transaction History Inquiry, explaining again how payments are recorded.

c. Explain and show the Reference Search (#21). 5. Reports and Month End (in TEST System)

a. Show users how to print an Aged A/R Listing (#32). Explain how this program updates aging buckets in the Customer Master file.

b. Show how to create and post finance charges. Explain the FINCG and (New) records.

c. Explain and print customer statements.

d. Discuss and perform a month-end. Discuss what the year-end program does and how it is automatically run with the final month-end of the year.

e. Set up a month-end routine and discuss which reports to print and file each month.

f. Show users how to print the Transaction History Report and the 120 Days Aged Summary List.

6. Utilities (in TEST System)

a. Explain and execute all Utility Functions (#19).

Accounts Receivable

Accounts Receivable Menu Options • 12

Accounts Receivable Menu Options Here is the full Accounts Receivable menu with all available functions. This manual deals with topics in order of menu option.

Accounts Receivable

A/R File Maintenance Menu • 13

A/R File Maintenance Menu

Menu Accounts Receivable - Option #10 Files Affected:

This menu lets you select from eleven file maintenance options to add, change or delete data.

Accounts Receivable

Customer File Maintenance • 14

Customer File Maintenance

Menu Accounts Receivable - Option #10-10 Files Affected: AR-CUST, AR-NOTE, AR-SHIP, AR-TAX, AR-DISC, AR-TYPE, OE-SLSMN, AR TTYPE,

AR-CURR, AR-TRAN, AR-HIST, AR-THIST, AR-FIN## This function lets you add, change or delete customers from the Customer Master file. This file stores confidential customer information and should be secured to only a few users.

Once you confirm the information entered, you may maintain notes or ship-to information for this customer.

Since each customer must have at least one ship-to record of “00000”, the system automatically takes you to the Ship To Maintenance screen when adding a new customer. Select F1 to see the Ship To Maintenance screen (option #10-11). Choose F4 to access either Sales or Credit Notes (see instructions in option #10-12). Below is a description of each field in Customer File Maintenance:

Accounts Receivable


Field Explanation Cust # A - 10

Uniquely identifies each customer throughout the system. Customer numbers are usually the first three letters of the customer’s name followed by “001” (e.g. ABC001). Use “002,” “003,” etc. if multiple customers share the same first three letters.

Name A – 25

Customer’s name.

Add1 A - 25

Additional space for the customer’s name if the field is not long enough, or for additional address space (e.g. box number). Otherwise leave this field blank since it does not show on the search.

Add2 A - 25

Street address for the customer – one of two address lines shown in the customer search.

Add3 A - 20

City and province for the customer – the second address line shown in the customer search.

P/C A - 9

Postal code. Some customer listings are sorted by this field. The customer search also lets you search by postal code.

Sort A - 5

Sort code. Defaulted to the first five characters of the customer’s name, used to sort customer listings and to locate a customer code alphabetically in the customer search.

Phone N - 14

Telephone number. Enter the area code only when necessary for dialing (i.e. non-local calls).

Fax N – 10

Fax number. Enter the area code only when necessary for dialing.

Contact A – 20

Name of the person responsible for the company’s payables.

Cust Type A - 2

Used to group like customers together on many reports. You can also specify contract pricing by this field.

Terms Code A – 2

Payment terms for the customer.

Slspn Code A - 2

Salesperson assigned to the customer. This code defaults when adding ship-tos for the customer.

Branch A - 2

Branch to which this customer belongs. The A/R Aged Listing can be sorted by branch.

Accounts Receivable


Field Explanation Curr Code A - 2

Currency used to bill the customer (leave blank for Canadian or base currency). If transactions have already been processed for this customer under one currency, this field cannot be changed.

Stmt Cycle N - 1 (0-9)

Statement cycle. It groups customers according to how often they receive statements. 0 or 1 is most common. Use codes 2-9 if some customers receive a statement weekly, bi-monthly, etc. The codes indicate:

0 no statement 1 monthlt statement (printed) 2-7 other user-defined cycles (printed) 8 monthly statement (faxed) 9 monthly statement (email)

Credit Status A - (R, Y, G, C, D)

Customer’s credit status (see Credit Management under Module Topics). The codes indicate:

R - RED: Do not sell to this customer. Y - YELLOW: Print pick slips only if the account is within the yellow days parameter and if they are within their available credit. G - GREEN: Sell to this customer regardless of age of account (the system only checks available credit). C - CASH ONLY: Sell to this customer only on a cash basis (i.e. a charge invoice cannot be entered). D - CASH ON DELIVERY: Print COD on the packing slip to alert the shipper that the customer must pay upon delivery.

Fin Chgs A - 1 (Y, N)

Whether the customer is subject to finance charges.

Back Order A - 1 (Y, N)

Whether the customer accepts back orders. It is used by the invoicing program. If the quantity shipped is less than quantity ordered and this field is set to “Y”, then the system calculates the default value of the B/O. If this field is “N”, the B/O quantity defaults to zero.

P/O Req’d A - 1 (Y, N)

Whether the customer requires a purchase order on invoices. This field is used at order entry and at the time the invoice is generated. If set to “Y”, you must enter something in the Cust P/O field.

Price Pk Slip A - 1 (Y, N)

Whether to show prices on the customer’s pick slips. It defaults in the pick slip print program and can be overwritten.

Accounts Receivable


Field Explanation # Inv Copies N - 1 (1-9)

Number of invoices to print for the customer. For example, if you use a one-part form and the customer requires two copies, enter “3” to print three invoices each time (one for us, two for them).

This field also indicates the number of file copies to print for this customer if you fax or email invoices.

Invoice Type A - 1 (P, F, E)

Invoice type, whether print, fax or email.

P print F fax E email

Web Customer A - 1 (Y, N)

Whether the customer is eligible to order over the internet using the AIMS E-Commerce module.

Std Price Lvl N - 1 (1-5)

Which of the five selling prices in the Item Master file to use for pricing (see Standard Pricing in the Order Entry module).

Std Disc Lvl N - 1 (0-6)

Which of the five standard discount percentages in the Item Master file to use for pricing. Enter “0” if no discount applies (see Standard Pricing in the Order Entry module).

Qty Disc A - 1 (Y, N)

Whether the customer is eligible to receive quantity discounts. (See Standard Pricing in Order Entry).

Cred Limit N - 15.2

Customer credit limit. If the amount of the order plus the total amount due exceeds this limit, the system puts the order on credit hold (see Credit Management under Module Topics).

Date Opened N - 6 (MMDDYY)

Date the customer was added to the system. The default date, when adding, is the current system date.

Email A - 40

Customer’s billing email address. It is used to email out invoices if the bill ship-to feature is not active. (If the bill ship-to feature is active, the system uses the email address found in the Ship To file.)

Accounts Receivable


The fields below are not updated on this screen but are included here because they are stored in the Customer Master file. Statement Type A - 1

This field is always “I” to show the customer’s account is “open item” (the system no longer supports “balance forward”).

Total Balance Due N - 15.2

Total balance owed by the customer. It is automatically updated by all invoice posting programs and by the cash receipts program. It appears in Customer Inquiry (option #20).

Current Balance N - 15.2

Current balance due from the customer. The system recalculates this value when you run the aging program. View this amount through Customer Inquiry (option #20).

Over 30, 60, 90 Balance N - 15.2

Total amounts due over “NNN” days. Figures for “NNN” days are derived by using the Aging Start Days and Aging Increment Days defined in the System Master file (usually 30 and 30, resulting in balances of over 30, 60, and 90 days). These fields are recalculated when you run the aging program.

Future Balance N - 15.2

Sum of all invoices not yet due as of the aging date (e.g. aging date is Jan 31; invoice date is Feb 15). This occurs only if the invoice date is set to a future date or the aging date was set backwards.

Outstanding Order Amount N - 15.2

Amount of outstanding orders. The system uses this amount to calculate available credit. It is reduced when the order is invoiced.

Finance Charges N - 15.2

Outstanding finance charges. It is automatically updated when you run Post Finance Charges or when charges are paid.

Last Payment Date N - 6 (MMDDYY)

Date of last payment posted against the customer. It is updated by the Cash Receipts program. View this date in Customer Inquiry.

Last Purchase Date N - 6 (MMDDYY)

Date of last invoice posted against the customer. It is updated by all invoice posting programs. This field also displays in option #20.

MTD/YTD Sales N - 15.2

Accumulated dollar sales for the month and year, respectively. They are updated by all invoice posting programs. MTD is reset to zero during the month-end procedure and YTD is reset to zero during the year-end procedure. View YTD Sales in Customer Inquiry.

MTD/YTD Receipts N - 15.2

Accumulated dollar receipts for the month and year, respectively. They are updated by the Cash Receipts program. MTD is reset to zero during the month-end procedure and YTD is reset to zero during the year-end procedure. View YTD Receipts in option #20.

Accounts Receivable


Field Explanation MTD/YTD Number of Invoices N - 5

Number of invoices billed to the customer for the month and year. They are updated by all invoice posting programs. MTD is reset to zero during the month-end procedure and YTD is reset to zero during the year-end procedure.

Credit High N - 15.2

Highest credit amount ever extended to this customer. View on the Customer Inquiry screen (option #20).

Number of Paid Invoices N - 2 (0-10)

The system uses this field to calculate Average Days To Pay. It is updated by the Cash Receipts program.

Average Days To Pay N - 5

Average number of days the customer takes to pay their invoices, based on the previous ten payments. It is updated and recalculated by the Cash Receipts program, using this formula:

(old # paid invoices X old avg days to pay) + (days for new invoice) (old # paid invoices + 1)

View this field on the Customer Inquiry screen (option #20).

Accounts Receivable

Ship To File Maintenance • 20

Ship To File Maintenance

Menu Customer Maintenance - Option #10-11 Files Affected: AR-SHIP, AR-HIST

This function lets you add, change, delete and list customer ship-to information stored in the Ship To file (AR-SHIP). Customers often want to receive goods at more than one location. Ship-tos allow separate sales records for each address. The billing information for all ship-tos is maintained under the common customer number. The system automatically sets up a ship-to code of “00000” when you add a customer through Customer Master File Maintenance (option #10-10). This ship-to stores shipping information for the customer’s head office or “bill to” address.

Accounts Receivable


Field Explanation Valid Entries A=Alphanumeric N=Numeric

Cust # A - 10

Customer for whom you are entering ship-to information.

Ship To # N – 5

Ship-to code. It uniquely identifies this ship-to throughout the system.

Name A - 25

Company name for the ship-to. The default is the name from the Customer Master file.

Add1 A - 25

Additional name or address information. If the name fits in the Name field and the address space is sufficient, leave this field blank.

Add2 A - 25

Street address for the ship-to. This is one of two address lines shown in the ship-to search.

Add3 A - 20

City and province for the ship-to – this is the second address line shown in the ship-to search.

P/C A – 9

Postal code.

Phone N – 14

Telephone number. Enter the area code only if necessary for dialing.

Fax A – 10

Fax number. Enter the area code only if necessary for dialing.

Contact A – 20

Contact name (usually a sales contact). It prints on quotes, sales orders and rental contracts.

Region A – 4

Sales region for the ship-to, used for sales analysis.

Slspn A - 2

Salesperson for the ship-to. The default is the salesperson specified in the Customer Master file.

Ship Inst A - 2

Shipping instructions. Preferred method of shipping to this location.

Accounts Receivable


Field Explanation Tax Code A - 3

Tax code for the ship-to. This info box will appear:

The first and second digits, respectively, show whether GST and PST are applicable. “1” means the tax applies; “0” means it does not. The third digit shows the province code from the Sales Tax file to use for PST (see the Sales Tax module topic in Order Entry).

Email A - 40

Billing email address for this ship-to (if using the bill ship-to feature). It is also used as the default email address for quotes if not being deriving from the contact.

GST # A – 12

Ship-to’s GST exempt number (if applicable).

PST # A – 12

Ship-to’s PST exempt number (if applicable).

Freight A - 1

Method by which freight is to be paid for. This info box will appear:

If you select “Prepaid” or “Collect,” freight charges cannot be entered during invoicing. If you select “Prepaid and Charge,” freight charges can be entered.

Bill To A – 5

Ship-to that will be billed. Leaving it blank indicates that invoices are to be sent to the bill-to. Only use this field if invoices for this ship-to must be sent to this or another ship-to.

Web Loc N – 2

Inventory location this customer buys from when using the AIMS E-Commerce module. Only active if E-Commerce is installed.

The field below is not updated on this screen but is included here because it is stored in the Ship To file. Last Sale Date N - 6

Last date you sold to this ship-to. It is automatically updated by all invoice posting programs.

Accounts Receivable

Customer Notes Maintenance • 23

Customer Notes Maintenance

Menu Customer Maintenance - Option #10-12 Files Affected: AR-NOTE

This function lets you maintain sales and credit notes for customers. Sales notes are displayed in the Order Entry, Service Order and Rental Billing modules. You can view and update credit notes within the Customer Inquiry (option #20). The system prompts you for the code of the customer whose notes you want to access. Choose the type of note: sales or credit. You will see a window with the first page of notes. Add or change them here.

800 lines are available for each note. PgUp and PgDn take you to the previous or next page.

Accounts Receivable

Shipping Instructions • 24

Shipping Instructions

Menu Customer Maintenance - Option #10-13 Files Affected: AR-INST

This function lets you add, change, delete or list shipping instructions. These codes can then be assigned within the Ship To Master file to provide default shipping instructions in sales modules. For example: If code “04” represents “Greyhound,” then when you type “04” in the Ship To file, the shipping instructions automatically default in Order Entry.

Field Explanation Shipping Inst Code A – 2

Shipping instruction code.

Shipping Inst Desc A - 25

Shipping instruction.

Accounts Receivable

Sales Tax File Maintenance • 25

Sales Tax File Maintenance

Menu Customer Maintenance - Option #10-14 Files Affected: AR-TAX

This function lets you add, change, delete or list sales taxes. Each tax record stores the applicable tax percentages to use when calculating tax. For a description of how sales tax is applied see the Sales Tax section of Order Entry.

Field Explanation Tax Code N - 1

Sales tax code.

Taxing Authority A - 30

Description of the tax code.

GST Tax % N - 7.3

GST percentage.

GST G/L Code N - 4 → 16

G/L account for posting GST collected (GST payable).

PST Tax % N - 7.3

PST percentage.

PST G/L Code N - 4 → 16

G/L account for posting PST collected (PST payable).

Is PST charged on GST? A - 1 (Y, N)

Whether PST is charged on GST.

Accounts Receivable

Terms File Maintenance • 26

Terms File Maintenance

Menu Customer Maintenance - Option #10-15 Files Affected: AR-DISC

This function lets you add, change, delete or list payment terms extended to customers. For example, a payment term of “2%/10 Net 30” means that if the customer pays the full invoice amount within ten days of the invoice date, they receive a 2% discount. If they pay after ten days, they receive no discount.


Terms Code A - 2

Payment terms code.

Terms Desc A - 15

Terms description.

Terms % N - 6.3

Percentage used to calculate the discount.

Accounts Receivable

Terms File Maintenance • 27

Field Explanation Terms Days N - 3

Number of days after the invoice date that the discount applies, or when the invoice is due.

Terms Months N - 1

Number of months after the invoice date that the discount applies, or when the invoice is due. It works with Terms Days to accommodate terms such as “20th of the following month.”

For example, to set up a “20th of the following month” payment term, set Terms Days to “20” and Terms Months to “1”. If terms do not involve the following month, set this field to “0”.

How to set up “Net 30 Days”.

Accounts Receivable

Customer Type Maintenance • 28

Customer Type Maintenance

Menu Customer Maintenance - Option #10-16 Files Affected: AR-TYPE

This function lets you add, change, delete or list customer types from the Customer Type file. Customer types are assigned to customers in the Customer Master file, making it possible to sort customers by type for sales analysis reports and to assign them special prices through contract pricing.


Customer Type Code A – 2

Customer type code (must be two characters).

Customer Type A - 30

Customer type description.

Accounts Receivable

Salesperson File Maintenance • 29

Salesperson File Maintenance

Menu Customer Maintenance - Option #10-17 Files Affected: OE-SLSMN, OE-COMM

This function lets you add, change, delete or list salespeople from the Salesperson Master file.


Sales ID A - 2

Code of the salesperson or specific sales area. Numbers are preferable to salesperson initials because they allow salespeople to change territories. This field must be two characters.

Name / Terr A – 20

Name of the salesperson or territory.

Email A – 40

Email address. Only used with the AIMS Dispatch module.

On Gross or Sale Amount (G or S) A - 1 (G, S)

Whether commissions for this salesperson is based on gross margin or total sale amounts.

Remaining sales, credit and commission figures are updated by invoice posting programs.

Accounts Receivable

Salesperson File Maintenance • 30

After you add or change information on the first screen, a second screen will appear:

Specify invoice sale or gross margin break points along with associated commission percentages. These amounts refer to a single invoice amount. In the above example, no commission is paid on invoices under $1,000, 5% is paid if the invoice is between $1,000 and $4,999.99, 7% is paid between $5,000 and $14,999.99, and 10% is paid on every invoice over $15,000.

The last break amount must equal 9999999.

Commission is shown on the Commission Report (S/A #23), and is calculated by multiplying each break amount by the associated rate.

Accounts Receivable

Branch File Maintenance • 31

Branch File Maintenance

Menu Customer Maintenance - Option #10-18 Files Affected: AR-TTYPE

This function lets you add, change, delete or list branches in the Branch file. Branches refer to different locations within your company. For example, you may have an Edmonton branch, a Calgary branch, and a Red Deer branch. Every customer in the Customer Master file is then assigned to a branch.


Branch Code A – 2

Branch code.

Branch Desc A - 30

Branch description.

Accounts Receivable

Region File Maintenance • 32

Region File Maintenance

Menu Customer Maintenance - Option #10-19 Files Affected: AR-REGIN

This function lets you add, change, delete or list regions in the Region file. Regions are geographic sales areas defined within your company. For example, you may have a Northern Alberta region, a Southern Alberta region, and a Central Alberta region. Every ship-to is assigned to a sales region and sales reports may be run this way.


Region Code A – 4

Region code.

Region Desc A - 20

Region description.

Accounts Receivable

Currency File Maintenance • 33

Currency File Maintenance

Menu Customer Maintenance - Option #10-20 Files Affected: AR-CURR

This function lets you add, change, delete or list currency information from the Currency file. This file stores the conversion rate and applicable G/L accounts used by invoice posting and cash receipt programs.


Currency Code A - 2

Currency code. This field must be two alpha characters.

Description A - 25

Description of the currency.

Conversion Rate N - 9.6

Exchange rate in Canadian dollars (or base currency).

Accounts Receivable

Currency File Maintenance • 34


Bank Account N - 4 → 16

Foreign currency bank account.

Bank Exchange Account N - 4 → 16

G/L account for the exchange amount related to the foreign bank.

A/R Account N - 4 → 16

Foreign currency accounts receivable account.

A/R Exchange Acct N - 4 → 16

G/L account for the exchange amount related to the foreign A/R.

Holdback Account N - 4 → 16

Foreign currency holdbacks receivable account. Leave blank if not using holdbacks.

Holdback Exch Account N - 4 → 16

G/L account for the exchange amount related to the foreign holdbacks. Leave blank if not using holdbacks.

Deposit Account N - 4 → 16

Foreign currency accounts receivable account.

Deposit Exch Acct N - 4 → 16

G/L account for the exchange amount related to the foreign A/R.

Currency Symbol A - 1

Symbol for the currency. It is also not used by the system.

See Order Entry Module Topics for more about multiple currency processing.

Accounts Receivable

Cash Receipts • 35

Cash Receipts

Menu Accounts Receivable - Option # 11 Files Affected:

Within this menu are options to enter and edit cash receipts and post them.

Accounts Receivable

Enter/Edit Cash Receipts • 36

Enter/Edit Cash Receipts

Menu Cash Receipts - Option #11-10 Files Affected: AR-CUST, AR-TRAN

Option #11-10 lets you apply cash receipts (cheques received) to active customer accounts, adjust outstanding transactions and apply credit memos. You can also allocate cash received to unapplied cash, if you’re not sure where else to put it. If multi-currency is activated, the system prompts you to enter the currency of the cash receipts. Next is the action code.

If you choose D, the system prompts for the customer code and cheque / transfer / reference number to be deleted. Then confirm the deletion.

Choose L to print a Cash Receipts Edit List.

Accounts Receivable


If you choose E, this Video Edit List appears. In many cases this screen saves you from printing a hard copy edit list:

Choose F1 to see the following totals. This window is used to balance entries to deposit tape hash totals.

If you choose A, the system prompts you for customer code, receipt type, cheque / transfer / reference number and cheque amount. If you choose C, the system prompts you for customer number, receipt type, cheque / transfer / reference number and modified amount of the cash receipt.

Accounts Receivable


Here is a more detailed description of each field: Field Explanation Cust # A - 10

Customer code.

Receipt Type A - 1

Whether payment is being made by cheque, EFT, cash, Visa, MasterCard, Amex or Interac.

Cheque # A - 12

Cheque number. If left blank, the system defaults the date and time (commonly used when performing only an adjustment). For EFT’s this field is labelled Xfer (transfer number) and all other receipt types use Reference number (defaulting date and time).

Function keys available are: Press F1 at the customer code to display the customer for a reference number as follows (same as option #21).

Accounts Receivable


Press F2 to see the customer’s outstanding transactions:

Press F4 to search cheques you have already entered. Amount is the

cheque amount and Balance is the cheque balance yet to be applied.

You are then prompted for a Transaction Code. You have four options:

Transaction Code 1 = Payment This transaction code lets you post payments to outstanding transactions. After you select “1”, a reference number prompt appears with these function keys:

Accounts Receivable


Enter the invoice number to pay or press F1 to use the full screen method. Use “FINCG”, as the reference number to pay finance charges. Press F1 to display all outstanding transactions. Choose invoices and credit memos to pay and select F or P to apply a full or partial amount. Press F3 when done.

Press F4 to search all outstanding transactions if entering invoice numbers one at a time.

The transaction will then be displayed. At the prompt, enter the amount to pay.

Accounts Receivable


The amount defaults to the remaining balance. A payment transaction with the same reference number is created with a transaction type of “5”. The system stores the customer’s cheque number in the description field. Payment transactions display directly under the invoice paid on the Customer Inquiry (option #20). If the outstanding invoice is (or was) subject to a terms discount, the cursor stops at the discount field. If payment is being made within the date restriction, the discount amount defaults; if it’s being made after the discount period, the field defaults to zero but allows overriding to facilitate customers taking discounts outside the time restriction. If a payment balance still exists after all transactions have been paid, you can create an unapplied cash entry or cash receipt credit memo using transaction type “4”.

Transaction Code 2 = Adjustment This transaction code lets you make debit or credit adjustments to an outstanding transaction (excluding payments). You can select this option only if the payment balance is zero. A prompt for reference number (Ref #) appears with these function keys:

Press F4 to show outstanding transactions. Then select a reference number.

Accounts Receivable


Details of the transaction selected display. At the prompt enter “D” to debit (increase) Accounts Receivable, or “C” to credit (decrease). Enter the amount of the adjustment. The original invoice amount and total A/R balance due will be adjusted. Then enter the offsetting G/L account (which defaults from the System Master file). Also enter (or confirm) the G/L posting memo. It defaults to the customer number and reference number.

Transaction Code 3 = Apply Credit This transaction code lets you apply outstanding credit memos and unapplied cash to invoices or finance charges. A prompt for a credit reference number (CR Ref #) appears with these function keys:

Press F4 to display outstanding credit memos. Once a credit memo is selected it is displayed (enter “0000000” for unapplied cash).

At the Chg Ref # prompt select an invoice where the credit memo is to be applied.

Accounts Receivable


Press F4 to see outstanding invoices. Press F1 to display a full screen of outstanding invoices, where you can allocate the credit fully or partially (just like applying payments). After entering the invoice, it displays under the credit. Then enter the amount to be applied.

The system adds this amount to the applied amount for the invoice and subtracts it from the outstanding credit memo. Transaction code “3” does not generate a payment transaction in the Transaction file, but does create an applied credit transaction in the Transaction History file

Transaction Code 4 = Create Credit This transaction code lets you create credit memos or unapplied cash record for any left over payment balance. Unapplied cash has a reference number of seven zeroes (“0000000”) and only one unapplied cash record is allowed per customer. The reference number for a credit memo comes from the System Master file. If you want to track these entries individually, use cash receipt credit memos. The system prompts you to choose the type of credit. Then enter the amount of the credit.

If you try to exit when the cheque amount is not fully disbursed, a warning message appears. Choose “N” to return to the transaction code.

Cheques not completely disbursed will not be posted by option #11-11.

Accounts Receivable

Post Cash Receipts • 44

Post Cash Receipts

Menu Cash Receipts - Option #11-11 Files Affected: AR-CUST, AR-TRAN, AR-THIST

This function posts cash receipts entered through option #11-10. The system uses G/L accounts from the Location Master file for location 01. EFT payments post individually to G/L showing the first twenty characters of the customer name plus the first 10 digits of the transfer number. This program also recalculates the average number of days field in the Customer Master file.

Enter the G/L posting date and press Enter to continue, or F3 to back up without posting.

A posting report prints along with a G/L Batch Edit List. File these reports together. For multi-currency users, the exchange rate is posted to the AR-TRAN file but is not used by the system.

Accounts Receivable

Finance Charges • 45

Finance Charges


This function presents you with three menu options: Within them you can create, then edit, finance charges, print an edit list and then post them.

Accounts Receivable

Create/Edit Finance Charges • 46

Create/Edit Finance Charges

Menu Finance Charges - Option #12-10 Files Affected: AR-FIN##

This option calculates finance charges for the current month on all applicable customers. These finance charges are stored in a work file. They can then be changed or deleted before posting. First select whether to create new finance charges, or edit finance charges already calculated but not yet posted.

If you Create New Finance Charges when the multi-currency flag is “on,” you will be prompted to enter the currency. The next screen asks for a cut-off date. The cut-off date is the date against which each unpaid invoice is checked. If the invoice date is before the cut-off date, then finance charges are calculated on that invoice.

Then enter the Finance Charge Percentage and Number Of Days for which a balance outstanding is subject to charges. Both of these values default from the System Master file.

Calculation of Finance Charges The transaction date of each invoice is checked against the specified cut-off date. If the invoice is overdue by more than the number of days to calculate overdue, the system multiplies the transaction balance by the finance charge percentage to calculate new finance charges.

The system can create negative charges for unapplied cash and credit memos or completely ignore them based on a flag set in the System Master file. If the total finance charge is negative, it will be set to zero.

Accounts Receivable

Create/Edit Finance Charges • 47

If you choose Edit New Finance Charges a screen appears prompting you to add, change or delete finance charges already calculated but not yet posted.

Once you choose a customer, you see the finance charge. At the prompt, enter “OK” to confirm the finance charge; “RE” to return to the action code prompt; or “NO” to position the cursor at “New Finance Charges” and edit the amount.

Post Finance Charges creates a “NEW” finance charge record for the customer. During Month End, this “NEW” amount is added to the previous finance charge amount.

Accounts Receivable

Print Edit List • 48

Print Edit List

Menu Finance Charges - Option #12-11 Files Affected:

This function prints an edit list of all unposted finance charges. Decide whether to print the list for a range or all applicable customers.

Post Finance Charges

Menu Finance Charges - Option #12-12 Files Affected: AR-CUST, AR-TRAN, AR-THIST

This function posts finance charges to customer accounts. This option creates the NEW finance charge record (see Finance Charges under Module Topics). Two G/L entries are created: A debit to Accounts Receivable and a credit to Finance Charges Revenue. Both accounts are kept in the System Master file. (If multi-currency, the A/R account is taken from the A/R Currency file.) Enter the G/L batch posting date.

Accounts Receivable

Direct A/R Entry • 49

Direct A/R Entry


This option yields the following three menu options: Enter direct A/R entries (usually invoices if not using an AIMS Billing module, or adjustments), post these entries and release holdbacks (if activated).

Accounts Receivable

Create/Update Direct A/R Entries • 50

Create/Update Direct A/R Entries

Menu Direct A/R Entry - Option #13-10 Files Affected: AR-DH[wsid], AR-DG[wsid], AR-DJ[wsid]

Here you can enter previously created invoices and credit memos for active customers. This option is also used to re-enter invoices paid in error or move outstanding invoices from one account to another. These transactions are stored in a work file. Later this file is posted through option #13-11. You can print an edit list and make changes to the transactions before posting. Choose A to add, C to change or D to delete entries. L prints an edit list and E displays entries on the screen. The system debits Accounts Receivable and credits the G/L account entered (usually a revenue account). Transactions can also be disbursed to a job if the J/C module is linked to A/R.

Below is a description of header fields.

Accounts Receivable


Field Explanation Customer Code A – 10

Customer code for this entry.

Inv Type A

Whether the transaction is an invoice or a credit memo.

Inv/Ref # A - 7

Invoice or credit memo number. It is checked against the Transaction file and your Entry Work file to see if it already exists. If the transaction has already been entered, an error message appears.

Use a unique series of invoice numbers so not to create duplicates.

Ref Date N - 6 (MMDDYY)

Reference date. It defaults to the system date, but may be overwritten.

Terms N – 2

Payment terms code. It defaults from the Customer Master file.

Due Date N - 6 (MMDDYY)

Date by which the invoice must be paid. The default due date is the current system date plus the terms days specified for the terms code. For a credit memo, this date becomes the Ref Date.

Gross Amount N - 15.2

Transaction amount. Zero is invalid.

Disc Amount N - 15.2

Discount amount available if a partial or full payment is made before the due date. The default is calculated using the percentage for the terms code but can be overwritten. If the transaction is a credit memo, zero is defaulted.

H/B % N - 5.2

Holdback percentage for the invoice. This field only displays if the holdback flag is active in the System Master file.

Holdback Amt N - 15.2

Holdback amount calculated by multiplying the holdback percentage by the gross amount. It is not included when the original invoice is paid. It must be released through Release A/R Holdbacks.

Net Amount N - 15.2

Net amount due. It is calculated by subtracting the discount and holdback amounts from the gross.

Comment A - 20

Customer’s purchase order number, or some other description for the entry. It appears on the Customer Inquiry (option #20) and is normally used for A/R collections.

The cursor then moves to the detail portion of the screen to enter G/L disbursements.

Accounts Receivable


General Ledger Interface Below is an example of the screen used to distribute the transaction to various G/L accounts.

The G/L proof tracks the amount left to distribute. The system keeps asking for accounts until the proof is zero. Enter valid account numbers and distribution amounts one line at a time. Field Explanation G/L Acct N - 4 → 16

G/L account where the amount is to be distributed. When you enter an invoice to a GST applicable customer, the first line defaults to a predefined GST Payable account. The GST amount charged on this invoice is calculated and defaulted. At this point, confirm or change the entry.

Once the GST has been disbursed, enter the next G/L (usually a sales / revenue account). If applicable, the PST G/L account and amount default.

For foreign invoices, the A/R Exchange account defaults.

Account Description A – 30

Description of the G/L account.

Amount N - 15.2 (may be negative)

Amount to be distributed to the specified G/L account.

This may default to a calculated amount based on the nature of the transaction. As described above, this field may default to the GST amount. After the GST has been disbursed, the remainder of the amount left to be distributed is defaulted.

The GST and PST accounts and percentage are taken from the Sales Tax file using the tax code found in the customer’s Ship-to “00000” record.

Accounts Receivable


Job Costing Interface If the A/R – J/C flag is on and at least one of the G/L disbursement accounts has its J/C link set to “Y,” then the following Job Costing disbursement screen appears.

The J/C proof shows the amount disbursed to G/L accounts having J/C links. This amount must now be disbursed to jobs. Enter job numbers and distribution amounts one line at a time. These fields are used for the J/C distribution. Field Explanation Valid Entries A=Alphanumeric N=Numeric

Job A – 8

Job number.

Job Name A – 20

Description of the job from the Job Header file.

Amount N - 15.2 (may be negative)

Amount to be disbursed to the specified job. It defaults to the amount left to be distributed.

Press F2 to go back to the G/L disbursement screen.

Accounts Receivable


All transactions are written to the A/R Direct Entry Work file. Select L to print an Edit List. It gives the customer number and name, invoice or credit memo number, invoice date, due date, gross amount, holdback (when applicable), discount, and net amounts. It also gives the G/L and J/C distribution for each transaction. You may also press E to view the work file on the screen. A box with totals will appear when you hit F1.

Accounts Receivable

Post Direct A/R Entries • 55

Post Direct A/R Entries

Menu Direct A/R Entry - Option #13-11 Files Affected: AR-CUST, AR-TRAN, AR-THIST

This function posts transactions created by Direct A/R Entry (option #13-10). The system prints a hard copy audit trail and a G/L batch edit list with every posting. File these reports together. Enter the posting date.

At the screen below, continue with posting or press F3.

For multi-currency users, the exchange rate posts to the AR-TRAN file (but it is not used by the system).

Accounts Receivable

Release A/R Holdbacks • 56

Release A/R Holdbacks

Menu Direct A/R Entry - Option #13-12 Files Affected: AR-TRAN

This function lets you release holdback amounts into current receivables and update the invoice due date for holdback invoices.

The invoice date is updated to the Posting Date (this facilitates proper aging).

G/L Accounts and GST Percentage When creating the original invoice, the system used the GST account and percentage from the Sales Tax file (using the tax code from Ship-to “00000”). And G/L accounts for A/R Holdback and GST Holdback are taken from the System Master file (for Canadian or base currency transactions). For foreign currency transactions, the A/R Holdback and Holdback Conversion accounts come from the Currency file. If applicable, the GST Holdback account comes from the System Master file (as with Canadian currency transactions). To release holdbacks in this program, the system uses the same G/L Accounts.

Application for Holdback The system prompts to print an application for holdback form. This form is defined like any other AIMS form with Forms Queue Maintenance (S/M option #15). It prints one form per customer listing original invoice, customer P/O and holdback amount.

Accounts Receivable

Month End Processing • 57

Month End Processing

Menu Accounts Receivable - Option #14 Files Affected: AR-CUST, OE-SLSMN, AR-CRED, AR-TRAN

This option resets all month-to-date values to zero in the Customer and Salesperson Master files. It also updates the Credit History file with summary aging information for the month and deletes all fully paid invoices with their corresponding payment records from the Transaction file. This option also updates the invoice and due dates on the FINCG record if charging finance charges. The fields updated in the Credit History file are MTD Receipts, Average Days to Pay, Total Due, the Over Days buckets (Current, Over 30, Over 60, Over 90) and Finance Charges.

Year End Processing

Menu Accounts Receivable - Option #14 Files Affected: AR-CUST, OE-SLSMN, AR-HIST

The last month-end of the year automatically runs the year-end program. This function resets all year-to-date values to zero in the Customer and Salesperson Master files. It then moves all current year amounts to prior year and prior year amounts to prior year 2, and sets the current year amounts to zero in the Ship To History File.

Utility Functions

Accounts Receivable

Delete Transaction History • 58


This menu presents these six special menu options:

Delete Transaction History

Menu Utilities - Option #19-10

Accounts Receivable

Change Customer Code • 59

Files Affected: AR-THIST This function deletes all records in the Accounts Receivable Transaction History file dated on or before the specified cut-off. All deleted records are physically removed from the disk.

Change Customer Code

Menu Utilities - Option #19-11 Files Affected: All applicable files

This function changes all references from one customer code to a new customer code. After you select this function, enter both the old and new codes.

Confirm the information. The system will search through all system files with references to the customer code and change the old code to the new one.

Change Customer and Ship To Status

Menu Utilities - Option #19-12 Files Affected: AR-CUST, AR-SHIP

Accounts Receivable

Delete Inactive Customers and Ship Tos • 60

This function lets you inactivate a customer or ship-to. For a detailed discussion of this process and the criteria for inactivation, see Inactivating Customers and Ship-tos under Module Topics. You will be prompted to make the selections listed below.

If the customer or ship-to cannot be inactivated because of open transactions, an error message will appear. If there is no problem, then the initial “Change Status” window will reappear.

Delete Inactive Customers and Ship Tos

Menu Utilities - Option #19-13 Files Affected: AR-CUST, AR-SHIP

Accounts Receivable

Customer Merge Utility • 61

This function physically deletes customers and ship-tos tagged as “inactive.” They can only be physically deleted if they meet the criteria of the deletion programs (i.e. they no longer have historical data on the system). This option prints a report of deleted customers and ship-tos. For deletion criteria, see the discussion on Deleting Customers and Ship-tos in Module Topics.

Customer Merge Utility

Menu Utilities - Option #19-14 Files Affected: All applicable files

Accounts Receivable

Customer Quick File Maintenance • 62

This function merges two customers into one. It is commonly used when one customer purchases another or to correct the situation where multiple customer records have been set up in error (e.g. you weren’t using the bill ship-to feature). The program prompts for from and to customers as well as new ship-to codes for the from customer.

Customer Quick File Maintenance

Menu Accounts Receivable - Option #19-15 Files Affected: AR-CUST

This function provides a quick method to individually update customer master data.

Accounts Receivable

Customer Quick File Maintenance • 63

Use the arrow and Enter keys to select the fields you wish to update. Then press F1 to accept your selection.

You will then be presented with the Vendor Master file. Press Enter to scroll though vendors. The Set Next Key feature is also available.

You may also use F1, F2 to move between vendors but this does not update any data. You must press Enter in order for a change to take affect. An audit trail of all changes prints and is stored by the system. It is accessible through System Doctor option #31.

Accounts Receivable

Customer Inquiry • 64

Customer Inquiry

Menu Accounts Receivable - Option #20 Files Affected: AR-CUST, AR-NOTE, AR-TRAN, AR-TTYPE, AR-CRED, OE-SLSMN, SA-DETL,

Accounts Receivable


IN-MSTR

This function provides a detailed inquiry into a specific customer account. The screen displays pertinent information from the Customer Master file, credit notes and open transactions. This screen is typically used for collections. You can scroll through the customer information in a variety of ways with the Set Next Key.

Transaction fields will show: reference (or invoice) number, comment (P/O or cheque number), original transaction amount, amount applied to date, balance remaining to be paid, invoice date, due date and transaction type (e.g. invoice, payment or finance charge).

Future due is included with Current and Over 120 is included with Over 90.

A reference number of “0000000” shows the transaction is unapplied cash. “FINCG” denotes either finance charges or a payment applied to finance charges. “(NEW)” denotes new finance charges not yet rolled into the balance forward “FINCH” record during month-end. Other numbers in the Ref # field designate invoice numbers, credit memo numbers, or payments. Payments applied to an invoice use the same reference number as the invoice. If the transactions fill more than one screen, press Pg Up or Pg Dn to view. These function keys are available:

Accounts Receivable


Field Explanation F5 Chg Notes

F5 enlarges the Credit Notes window and lets you update information. Press F1 to insert today’s date.

F6 Trans Hist

Takes you to the Transaction History Inquiry (option #22).

ENTER Inv Det

Highlight a specific invoice and press ENTER to see the invoice in its entirety (see below):

Press F4 to reprint, fax or email the invoice (only one copy will print regardless of number of invoice copies defined in the Customer Master file) Other F-keys are described under sales Analysis option #70. Field Explanation F7 Credit History

Press F7 to see the following credit history information.

Accounts Receivable

Reference Search • 67

The Sales column does not include GST; the Receipts column includes GST.

F8 To Do

Press F8 to add a to-do to the Contact Manager. (See that module for more details.)

Reference Search

Menu Accounts Receivable - Option #21 Files Affected: AR-CUST, AR-TRAN

Accounts Receivable

Transaction History Inquiry • 68

This inquiry displays information about open transactions in the A/R Transaction file. It helps identify the customer for a particular invoice and is very useful when one company pays another’s invoices (e.g. numbered companies, related companies, buying groups). Enter a reference number and you will see the following screen showing the reference number, type (whether an invoice or credit), the customer code and name, reference date, balance and description (comment).

Transaction History Inquiry

Menu Accounts Receivable - Option #22 Files Affected: AR-CUST, AR-THIST

Accounts Receivable

Customer Sales History • 69

This function displays detailed historical information for a customer. This inquiry is helpful when reconciling your records with those of a customer. An opening balance is shown along with a running balance after each transaction. You can also select to show only those transactions that pertain to a specific cheque or reference number. Each line shows: reference number, type (whether invoice, credit memo, discount, payment, applied credit or finance charge), transaction date, amount, comment (p/o or cheque number), and total running balance (if applicable).

This inquiry is reminiscent of the “good old” manual ledger card system used long before we had computers and software manuals.

Customer Sales History

Menu Accounts Receivable - Option #23 Files Affected: AR-CUST, AR-HIST, AR-SHIP, AR-TTYPE, OE-SLSMN

Accounts Receivable

Customer Sales History • 70

This function displays three screens of sales information summarized by customer or detailed by ship-to. Sales, profit, margin percentage, number of invoices, average sale and average profit per invoice are displayed for the current year, prior year, and prior year 2.

All foreign invoices are converted to Canadian (or base currency) before posted to this file.

Scroll through this information in a variety of ways using the Set Next Key. You can inquire specifically about an inactive account; however, when scrolling, inactive accounts are omitted. The cursor prompts for the customer number. Press F5 to see summary totals by salesperson, branch, currency, region, customer type or for all customers.

The first screen shows all ship-tos summarized for the customer: Press F7 to see information for an individual ship-to. In this case the function keys become the following:

Accounts Receivable

Full Customer Inquiry • 71

Press F1 or F2 to scroll through ship-tos for a customer. Press F7 to return to the screen that summarizes by customer. Press F8 to bring the cursor to the Ship-to # field and enter the ship-to you want displayed (a search of ship-tos is available). Below is the second screen.

The third screen shows profit figures instead of sales.

Full Customer Inquiry

Menu Accounts Receivable - Option #24 Files Affected: AR-CUST

This function displays the entire Customer Master file for each customer. The first screen shows data maintained through Customer Master File Maintenance, while the second shows data

Accounts Receivable


automatically calculated by the system. Inactive accounts are only displayed if requested through a special Set Next Key option, or if specifically entered as the customer code. After you enter a customer number, you will see the first screen:

Press F4 to display all ship-tos for the customer. You can then select a specific ship-to.

Accounts Receivable


Press F5 to view the sales or credit notes for the customer. The top right hand corner of the screen indicates if a note exists. Press ENTER at the first screen to go to the second.

Accounts Receivable

Customer File Listing • 74

Customer File Listing

Menu Accounts Receivable - Option #30 Files Affected: AR-CUST

This menu gives three file listings to choose from:

Select your option, then tell the system how to sort and select the information you want printed.

Accounts Receivable

Customer Master List • 75

Customer Master List

Menu Customer File Listings - Option #30-10 Files Affected: AR-CUST, AR-SHIP

This function produces a master list of all selected customers. It prints all fields in the Customer Master file and Ship To file. This report is often used as an edit list for master file entry. It lists customer number, name, address, phone and fax numbers, contact name, customer type, payment terms code, salesperson and branch, currency, statement cycle, credit status, finance charges flag, backorder flag, P/O required flag, price pick slip flag, number of invoice copies to print, customer’s price and discount levels, quantity discount flag, credit limit, and date the account was opened. Sort and select customers whose information you want shown. Options include:

Accounts Receivable

Customer Name List • 76

Customer Name List

Menu Customer File Listing - Option #30-11 Files Affected: AR-CUST

This function produces a simple “one-liner” list of information per customer. It prints the customer number and name, phone and fax numbers, last purchase date, customer type, branch and salesperson.

This report includes an additional option to print customer sales notes. This is a good way to review all sales notes on the system. Sort and select options are the same as for the Master List.

Customer Labels

Menu Accounts Receivable - Option #30-12 Files Affected: AR-CUST

This option prints customer mailing labels, ship-to mailing labels or file labels. You will be prompted for the following information.

If you choose Laser printer, the following prompt will appear:

Then select which customers to run labels for. Mailing labels contain the customer name and address, customer number and salesperson code.

For dot matrix printers, use Avery #04145 (3½” x 15/16”), single-width, tractor-feed computer address labels. For lasers use Avery #05160 (3 columns, 10 rows) for customer and ship-to labels and Avery #5266 for file labels.

Accounts Receivable

Customer Statements • 77

Customer Statements


This function prints customer statements. If the multi-currency flag is “on,” you must select a currency. The system then prints statements only for those customers with the specified currency. You will first see this warning screen:

Make sure you age all customer accounts through the Aged A/R option and calculate and post finance charges before printing statements. The Aged Listing is the only program that updates the aging buckets. If you do not run this before printing, the aging buckets on the statements will be incorrect. If the appropriate programs have already been run, press ENTER to continue.

Accounts Receivable

Customer Statements • 78

The next prompt allows you to enter a message (up to 40 characters) to appear on all statements.

Press F1 to print a sample pattern to help you align the statement forms in the printer. Prompts ask if you wish to print statements for zero-balance customers, show payments on the statement, and which customers to print. You may select an individual customer, all customers within a statement cycle, or only those customers over 30, 60 or 90 days.

After you “Run Statements,” enter the statement date to appear on each statement.

Customers with their statement cycle defined as “8” will fax statements (rather than print) and those with statement cycle “9” will email.

Excluding zero-balance customers still prints statements for customers with negative balances.

Accounts Receivable

Aged A/R Listing • 79

Aged A/R Listing


This function ages all customer accounts and produces a detailed or summary aged listing. When aging an account, the system first sets each customer’s aging buckets to zero, then reads all open transactions for the customer. The system uses the aging start days and aging increment days from the System Master File. Assuming you have assigned 30 to both, the five aging buckets would be Current, Over 30, Over 60, Over 90 and Future. Finance charges and unapplied cash are always considered “current.”

The Over 120 day aging bucket is calculated only by the 120 Days Aged Summary List.

If the multi-currency flag is “on,” you must select a currency. Only customers with that currency will be listed. You are then asked whether to age and print a detailed report, age and print a summary report, or only age the accounts (without a report).

If you choose Age with Summary, the report shows only the aging bucket totals for each customer. If you choose Age with Detail, the report includes all open transactions. If you select Aging Only, the system calculates all A/R balances but does not print a report. The Aging Only option is typically run after cash receipt posting to update the aging buckets for the Customer Inquiry and for yellow days credit checking.

Accounts Receivable

Aged A/R Listing • 80

If you select either Age with Detail or Age with Summary, these prompts appear:

If you answer either question regarding which transactions to include using non-zero responses, the aging buckets will not be updated. Aging will only be done for the report. Then choose whether to age by date or by month. Aging by date ages according to how many days old each invoice is; Aging by month ages according to the number of months (i.e. all of January’s invoices will show in one column, all of February’s in another).

Finally, enter the start date for aging.

Holdbacks are not included in total due since these two amounts must be balanced separately.

Accounts Receivable

Transaction History Report • 81

Transaction History Report

Menu Accounts Receivable - Option #33 Files Affected: AR-CUST, AR-THIST

This function produces a report that lists all transactions by customer. It is the printed version of option #22 – useful to send to customers who disagree with their balance on record. If the multi-currency flag is “on,” you must select the currency. Only customers with that currency will be listed.

Then you will be prompted to select the customer and date range.

The report shows transaction details including: reference number, type of transaction, transaction date and amount, description, applied amount and a running balance of transactions. Totals for invoices, unapplied cash, finance charges, applied credits, credit memos, adjustments, payments and discounts are also printed.

Accounts Receivable

120 Days Aged Summary List • 82

120 Days Aged Summary List


This function produces a different style aged listing than option #32. This report ages into Current, Over 30, Over 60, Over 90, and Over 120 day categories and shows its own set of unique fields. Like #32, this report also updates the aging buckets in the Customer Master file. Also listed is: total balance due, highest credit ever given, last payment date, and average days to pay. The report shows totals of each aging category and total balance due for all customers listed. These additional totals are shown at the bottom of the report:

• YTD Sales Amount • Total Accounts With Balances • Total With Current Balance Only • Total With Credit Balance • Accounts Exceeding Credit Limit • Average Days to Pay

If the multi-currency flag is “on,” select a currency for the listing. Only customers with that currency will be listed.

You will then go directly to the confirmation screen.

Accounts Receivable

Reversed Aged A/R Listings • 83

Reversed Aged A/R Listings


This option prints either a detailed or summary aged listing according to a past date. The report selects invoices based on their posting date (rather than invoice date), but ages them based on the invoice date. It is the same report format as the Aged A/R Listing (option #32) and the prompts are the same. See that section of this manual for complete descriptions.

This program does not update the aging buckets in the Customer Master File.

The final prompt asks you when you want the aging to start. For example, if today is November 15, 2002, and you need an aging report for the previous month, enter October 31, 2002 as the Starting Aging Date.

Accounts Receivable

Sales Reports • 84

Sales Reports


This menu gives you these five reporting options:

When you select a report range using salespersons, the system uses the salesperson stored in the Ship To file.

Accounts Receivable

Top-Bottom Customer Analysis • 85

Top-Bottom Customer Analysis

Menu A/R Sales Reports - Option #36-10 Files Affected: AR-CUST, AR-HIST

This function produces a report of customers ranked in order of month-to-date or year-to-date sales or margin amounts. You may list a certain number of customers based on either Top or Bottom sales amounts. For each customer, the report lists either month-to-date or year-to-date sales or margin, number of invoices, and average sales or profit amount per invoice, along with the date of the last sale, customer type and salesperson. Enter the time period you want shown on the report.

If appropriate, this report will print inactive customers and ship-tos.

Accounts Receivable

Top-Bottom Customer Analysis • 86

You are asked whether to print the report in Detail (one line of information for each ship-to) or in Summary (one line per customer).

Select Top (“best” sales) or Bottom (“worst” sales), enter the number of customers and decide whether to print customers with a zero balance.

Then choose whether to print MTD or YTD sales or margin figures.

Select one or more ranges for the listing.

Selection by salesperson uses the salesperson from the Ship To file for both the detail and summary reports.

Accounts Receivable

Sales Profit Analysis • 87

Sales Profit Analysis


This function produces a report of month-to-date and year-to-date sales and profit information for each selected customer. It only prints active customers with MTD and YTD sales balances. The report lists MTD and YTD sales and profit figures and gross profit expressed as a percentage of sales. Individual ship-tos or customer summarized data can be shown. The bottom of the report shows accumulated totals for all listed customers. Enter the time period you want.


Accounts Receivable

Sales Profit Analysis • 88

If the multi-currency flag is “on,” select a currency for the listing. Only customers with that currency will be listed. Then decide whether to list in Detail (one line of information for each ship-to) or in Summary (one line per customer).

The report lists one address line for each ship-to. Select any of the address lines to display.

Select one of three types of sales data comparisons.

Choose a sort option.

Choose whether to display customers with zero sales. Then select one or more ranges for the listing.


Accounts Receivable

Sales/Profit Analysis by Salesperson • 89

Sales/Profit Analysis by Salesperson

Menu A/R Sales Reports - Option #36-12 Files Affected: AR-CUST, AR-HIST, OE-SLSMN

This function produces a report very similar to #36-11, grouped instead by salesperson. The report lists customer number and name, last sale date, MTD and YTD sales and profit figures along with gross profit expressed as a percentage of sales. For comparison purposes, prior YTD figures may also be listed. This information is accumulated and totals are printed for each customer, for all customers assigned to a salesperson, and for all customers listed. Enter the time period you want reflected on the report. If the multi-currency flag is “on,” select a currency. Only customers with that currency will be listed. Then answer whether to list Detail (one line per ship-to) or Summary (one line per customer).

Select one of three types of sales data comparisons.

And choose whether to display customers with zero sales.

Then select one or more ranges for the listing.


Customer 12-Month Sales Comparison

Accounts Receivable

Salesperson 12-Month Sales Comparison • 90


This function produces a report of monthly sales amounts by customer. It lists sales figures for each month of the current year, prior year and prior year 2. It reports what you see in option #23. List in Detail (one line per ship-to) or Summary (one line per customer).

Choose whether to display customers with zero sales.

Select one or more ranges for the listing.

Select Run Report to print.



Salesperson 12-Month Sales Comparison

Accounts Receivable

Salesperson 12-Month Sales Comparison • 91

Menu A/R Sales Reports - Option #36-14 Files Affected: OE-SLSMN

This function produces a report of monthly sales amounts by salesperson. The report lists sales figures for each month of the current and prior year, and the year-to-date commission earned for each salesperson. List a range of salespeople or all salespeople.

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