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

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.

Inventory Receipt

Menu Location: Inventory / Inventory Receipt List

Actual receiving of product from a BOL/packing slip

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 SalesPerson, if applicable

5. Enter Ship Via, if preference

6. 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

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

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

Create EDI Invoices

EDI = Electronic Data Interchange

Sends electronic versions of invoices to customers

Reports

• Open Orders
• Aging Report – lists of everyone owing money
• Statement – lists 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.

Enter a Purchase Order

Menu Location: Inventory / Inventory PO / Purchase Order

1. Order From – enter Company Name

2. Ship To – enter Ship To Company Name

3. Enter Purchase Order Lines

a. Enter Quantity

b. Select Part Number

c. Update Price

Receive and Invoice Purchase Order

Menu Location: Inventory / Inventory PO / Purchase Order

1. Search for Purchase Order

2. Click Receive PO

3. Click Yes

• Creates an Inventory Receipt List

• From the Inventory Receipt List an Invoice can be created by clicking the “Create Invoice” button

Enter an Invoice

Menu Location: AR / Invoice (the last invoice entered is displayed)

1. Select from the Toolbar

2. Enter Bill To Company

3. Enter Ship To Company if different from Bill To Company

4. Enter Customer PO if provided

5. Enter Ship Via if specified

6. Enter SalesPerson if applicable

7. Enter AR Invoice Lines

a. Enter Code

b. Enter Quantity

c. Enter part number (Select from inventory list)

d. Verify Price

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