Manual:Accounts Receivable

Accounts Receivable

Sales Order

Menu Location: Inventory / Inventory Order / Order

1. Order From / Ship To (Ship To defaults to Ordered By, but can be edited)
2. Cust PO – enter customer PO if they have one
3. Terms – enter terms of payment (if different from default)
4. SalesPerson – enter salesperson
5. Ship Via – enter carrier if specified
6. Rush – check if a rush order
7. Due Date – enter date needed if necessary
8. Ship Date – displays ship date
9. Purchase Order Lines – enter the purchase order line items and update as needed
10. Enter credit card information, if any or check C.O.D.

Buttons

• Create AR Invoice – click to create invoice for displayed order
• Create PO – creates a purchase order for vendor
• Print Label – creates shipping label
• Create Pick List – creates pick list that can be printed to pick order for shipment
• Close Order – Changes Close OR flag to True on all Order Lines without impacting inventory counts and drops lines off open order lines report and open orders if all lines are closed
• Back Orders – generates a back order report showing what has shipped and what hasn't shipped

Copy An Order

1. Navigate to the order to copy
2. Click the Other Actions icon (ellipses) on the Toolbar and select Copy Record
3. Click OK on the pop-up message to see the newly copied order

Open Orders

Menu Location: (Inventory / Inventory Order / Open Orders)

• Displays list and status of open orders
  • Green = in stock
  • Yellow = partial
  • Red = Not received into inventory
    

To Print Copy of Order(s):
1. Select orders using Ctrl+left mouse click on the record selection square
2. Click Print Selected Orders

3. Check either box that applies and then click OK
4. After clicking OK, you will then see the ReportPreview, which you can then either save or print.

Order Hold

Menu Location: Inventory / Inventory Order / Order

The Hold Open check box on the Order Screen is for filtering purposes. The Open Orders Report and the Purchase Orders List Report allow for filtering on orders that have the ‘Hold Open’ field on the Order checked allowing fulfilled orders to remain on these reports as if they were open.

Inventory Receipt

Menu Location: Inventory / Inventory Receipt List

1. Fill out Order By section. Ship To section will auto-populate. Change Ship To address if necessary.

2. If needed, enter the following:

a. Enter Cust PO

b. Enter Ship Via

c. Enter Sales Person

d. Enter Category

e. Enter Location

3. Enter Code

4. Enter Qty to Pick (if pulling items, Enter Actual Qty Pulled)

5. Enter Part Number

6. Enter special instructions, if applicable

-If pulling items, you can create an AR Invoice from those items:

1. Select Create AR Invoice

2. Most boxes will auto-populate

3. If necessary, put a comment on the invoice in the Comments box.

4. The invoice is now created. From there, you have the following options:

a. Create RMA - for returns a new order is created with a negative quantity to put item back into inventory

b. Single Print – Reprints invoice

c. Print Labels – shipping labels

d. Select Quote – allows for manually linking of quote to invoice (used rarely)

e. Select Order – allows for manually linking order to invoice

f. Print ProForma – Similar to a packing slip (used for International Shipments)

g. Packing List – prints packing slip for shipment

h. Back Orders – prints list of back orders

i. Send Email – send invoice as an email

The following are also options on the Inventory Shipment/Pick List

1. Create ASN (Advanced Ship Notice)

2. Packing List. This will let you save or print a packing list.

Invoice Screen

Menu Location: AR / Invoice

Buttons

• Create RMA - for returns a new order is created with a negative quantity to put item back into inventory
• Single Print – Reprints invoice
• Print Labels – shipping labels
• Select Quote – allows for manually linking of quote to invoice (used rarely)
• Select Order – allows for manually linking order to invoice
• Print ProForma – Similar to a packing slip (used for International Shipments)
• Packing List – prints packing slip for shipment
• Back Orders – prints list of back orders
• Send Email – send invoice as an email

Enter Invoice

1. Click Add

2. Enter Bill To company

• Ship to will auto-populate, update if necessary

3. Enter Customer PO number, if applicable

4. Enter Location, if applicable

5. Enter SalesPerson, if applicable

6. Enter Ship Via, if preference

7. Ship Date will auto-populate, update if necessary

8. Term will auto-populate, update if necessary

9. Due Date will auto-populate, update if necessary

10. Enter AR Invoice Lines

a. Select Code

b. Enter Quantity

c. Enter Part Number

d. Enter Price (if different from default)

e. Tab through Total

f. If Tax Exempt, uncheck Tax box

g. Enter Comment if needed

h. Click Save

11. Add comment in the comments section if necessary

12. Fill out credit card #

Email AR Invoices

Menu Location: Company

1. Search and select Company

2. Click the Addresses Tab

3. Complete the information in the Send Email area

• Email Invoice – check if invoice should be emailed to customer

• Invoice Email – enter email address invoice should be sent to

• Payment Email – enter email payment confirmation should be sent to

• Sned invoice via Email

4. Click Save

 

Email a Single Invoice

Menu Location: AR / Invoice

1. Search and select the Invoice you want to email

2. Click

3. A popup email form will appear with the Invoice attached as a .PDF

4. Enter “To” Email address

5. Attach additional files if desired by clicking “Attach” and navigating to the file

6. Click Send

Email Multiple Invoices

Menu Location: AR / Email Invoice Utility

Note: One-time setup per customer is required (see Invoice Email Setup above)

1. Run the Email Invoice Utility

2. Complete the box with the correct criteria and click OK

• This will send the corresponding invoice(s) to all the companies that fit the criteria

• Upon clicking OK the emails are sent, and a report is generated showing all the invoices that were sent. If any errors occur, make the necessary corrections to the email address and use the single email method above.

If there are several invoices for a company, invoices will be combined into one .PDF file and one email will be sent to the company.

Pay AR Invoice

Menu Location: AR / Pay AR Invoice

1. Select Company

2. Select invoice(s) to apply payment to

• To select multiple Invoices use Ctrl+left mouse click on
• If amount is less than invoice amount, highlight row and enter Amount Paid and Amount Credited, and then tab through the row
• Amount to Pay will auto-calculate based on invoices selected

3. Enter Payment Type

• If Check, select Check
  • Enter Check No. in Check / Ref #
• If Credit Card, select Credit Card
  • A dialog box will appear for entry of credit card information
• Other Payments Types may be available:

Payment History

Menu Location: AR / Payment History

Shows all payments

Create Deposit

Menu Location: AR / Create Deposit

Shows list of all checks received

1. Select records for the individual deposit

• To select multiple Invoices use Ctrl+left mouse click on

2. Click Create Deposit

3. Select Receipts for this Deposit

• To select multiple Invoices use Ctrl+left mouse click on
• Verify Total at bottom

4. Click Create Deposit

• The amount of deposit will match the amount on deposit slip provided to your bank

Reports

• Open Orders
• Aging Report – lists of everyone owing money
• Statement – list of all invoices with amounts credited and what is still due
• Sales Tax Return – sales tax on total gross sales report
  • See insight reporting / Accounts Receivable for all available AR reports.

Create an Invoice from an Existing Quote or Order

Menu Location: AR / Invoice

1. To Select an existing Quote, click

2. To select an existing Order, click

• Information will auto-populate from existing Quote or Order and fields can be updated as necessary.

Verify the following:

a. Date (typically the date of Sale)

b. Customer Name (if Company name does not exist, click Add Record)

c. Person (optional)

d. Bill To and Ship To Addresses will automatically populate. If different, remove displayed address by clicking on – sign and then click on + sign to choose existing address from Address Table (or add new if needed)

e. Customer’s PO number, if applicable

f. SalesPerson, if applicable

g. Code (usually P1 for Inventory Sales or S1 for Service)

h. Quantity

i. Part Desc will auto-populates from the Inventory Table

j. Line Desc will auto-populate from the Inventory Table

k. Unit of product being sold (i.e. each, case, bottle, etc.)

l. Price (Unit) you are charging customer

m. Price will auto-calculate; Tab through fields

n. If item is nontaxable, tab to and uncheck this box

o. Comments pertaining to this invoice, if applicable

p. Click Save