Manual:Accounts Receivable: Difference between revisions
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===Sales Order=== | ===Sales Order=== | ||
'''Menu Location:''' Inventory / Inventory Order / Order | '''Menu Location:''' Inventory / Inventory Order / Order | ||
# Order From / Ship To (Ship To defaults to Ordered By, but can be edited) | |||
# Cust PO – enter customer PO if they have one | #Order From / Ship To (Ship To defaults to Ordered By, but can be edited) | ||
# Terms – enter terms of payment (if different from default) | #Cust PO – enter customer PO if they have one | ||
# SalesPerson – enter salesperson | #Terms – enter terms of payment (if different from default) | ||
# Ship Via – enter carrier if specified | #SalesPerson – enter salesperson | ||
# Rush – check if a rush order | #Ship Via – enter carrier if specified | ||
# Due Date – enter date needed if necessary | #Rush – check if a rush order | ||
# Ship Date – displays ship date | #Due Date – enter date needed if necessary | ||
# Purchase Order Lines – enter the purchase order line items and update as needed | #Ship Date – displays ship date | ||
# Enter credit card information, if any or check C.O.D. | #Purchase Order Lines – enter the purchase order line items and update as needed | ||
#Enter credit card information, if any or check C.O.D. | |||
'''Buttons''' | '''Buttons''' | ||
:* '''Create AR Invoice''' – click to create invoice for displayed order | |||
:* '''Create PO''' – creates a purchase order for vendor | :*'''Create AR Invoice''' – click to create invoice for displayed order | ||
:* '''Print Label''' – creates shipping label | :*'''Create PO''' – creates a purchase order for vendor | ||
:* '''Create Pick List''' – creates pick list that can be printed to pick order for shipment | :*'''Print Label''' – creates shipping label | ||
:*'''Create Pick List''' – creates pick list that can be printed to pick order for shipment | |||
===Open Orders=== | ===Open Orders=== | ||
'''Menu Location:''' (Inventory / Inventory Order / Open Orders) | '''Menu Location:''' (Inventory / Inventory Order / Open Orders) | ||
:* Displays list and status of open orders | |||
:** Green = in stock | :*Displays list and status of open orders | ||
:** Yellow = partial | :**Green = in stock | ||
:** Red = Not received into inventory <br> | :**Yellow = partial | ||
:**Red = Not received into inventory <br> | |||
'''To Print Copy of Order(s):'''<br> | '''To Print Copy of Order(s):'''<br> | ||
1. Select orders using Ctrl+left mouse click on the record selection square[[File:RecordSelection.PNG]]<br> | 1. Select orders using Ctrl+left mouse click on the record selection square[[File:RecordSelection.PNG]]<br> | ||
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===Inventory Receipt=== | ===Inventory Receipt=== | ||
'''Menu Location:''' Inventory / Inventory Receipt List <br> | '''Menu Location:''' Inventory / Inventory Receipt List <br> | ||
:Actual receiving of product from a BOL/packing slip | |||
:Actual receiving of product from a BOL/packing slip | |||
===Invoice Screen=== | ===Invoice Screen=== | ||
'''Menu Location:''' AR / Invoice | '''Menu Location:''' AR / Invoice | ||
: '''Buttons''' | |||
::* '''Create RMA''' - for returns a new order is created with a negative quantity to put item back into inventory | :'''Buttons''' | ||
::* '''Single Print''' – Reprints invoice | ::*'''Create RMA''' - for returns a new order is created with a negative quantity to put item back into inventory | ||
::* '''Print Labels''' – shipping labels | ::*'''Single Print''' – Reprints invoice | ||
::* '''Select Quote''' – allows for manually linking of quote to invoice (used rarely) | ::*'''Print Labels''' – shipping labels | ||
::* '''Select Order''' – allows for manually linking order to invoice | ::*'''Select Quote''' – allows for manually linking of quote to invoice (used rarely) | ||
::* '''Print ProForma''' – Similar to a packing slip (used for International Shipments) | ::*'''Select Order''' – allows for manually linking order to invoice | ||
::* '''Packing List''' – prints packing slip for shipment | ::*'''Print ProForma''' – Similar to a packing slip (used for International Shipments) | ||
::* '''Back Orders''' – prints list of back orders | ::*'''Packing List''' – prints packing slip for shipment | ||
::* '''Send Email''' – send invoice as an email | ::*'''Back Orders''' – prints list of back orders | ||
::*'''Send Email''' – send invoice as an email | |||
===Enter Invoice=== | ===Enter Invoice=== | ||
::1. Click Add | ::1. Click Add | ||
::2. Enter Bill To company | ::2. Enter Bill To company | ||
:::* Ship to will auto-populate, update if necessary | :::*Ship to will auto-populate, update if necessary | ||
::3. Enter Customer PO number, if applicable | ::3. Enter Customer PO number, if applicable | ||
::4. Enter SalesPerson, if applicable | ::4. Enter SalesPerson, if applicable | ||
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===Email AR Invoices=== | ===Email AR Invoices=== | ||
'''Menu Location:''' Company | '''Menu Location:''' Company | ||
::1. Search and select Company | ::1. Search and select Company | ||
::2. Click the Addresses Tab | ::2. Click the Addresses Tab | ||
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:::• '''Payment Email''' – enter email payment confirmation should be sent to | :::• '''Payment Email''' – enter email payment confirmation should be sent to | ||
::4. Click Save | ::4. Click Save | ||
===Email a Single Invoice=== | ===Email a Single Invoice=== | ||
'''Menu Location:''' AR / Invoice | '''Menu Location:''' AR / Invoice | ||
::1. Search and select the Invoice you want to email | ::1. Search and select the Invoice you want to email | ||
::2. Click[[File:Send_Email.png]] | ::2. Click[[File:Send_Email.png]] | ||
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===Email Multiple Invoices=== | ===Email Multiple Invoices=== | ||
'''Menu Location:''' AR / Email Invoice Utility<br> | '''Menu Location:''' AR / Email Invoice Utility<br> | ||
:Note: One-time setup per customer is required (see Invoice Email Setup above)<br> | :Note: One-time setup per customer is required (see Invoice Email Setup above)<br> | ||
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===Pay AR Invoice=== | ===Pay AR Invoice=== | ||
'''Menu Location:''' AR / Pay AR Invoice | '''Menu Location:''' AR / Pay AR Invoice | ||
::1. Select Company | ::1. Select Company | ||
::2. Select invoice(s) to apply payment to | ::2. Select invoice(s) to apply payment to | ||
:::* To select multiple Invoices use Ctrl+left mouse click on[[File:RecordSelection.PNG]] | :::*To select multiple Invoices use Ctrl+left mouse click on[[File:RecordSelection.PNG]] | ||
:::* If amount is less than invoice amount, highlight row and enter Amount Paid and Amount Credited, and then tab through the row | :::*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 | :::*Amount to Pay will auto-calculate based on invoices selected | ||
::3. Enter '''Payment Type''' | ::3. Enter '''Payment Type''' | ||
:::* If Check, select Check | :::*If Check, select Check | ||
:::** Enter Check No. in '''Check / Ref #''' | :::**Enter Check No. in '''Check / Ref #''' | ||
:::* If Credit Card, select Credit Card | :::*If Credit Card, select Credit Card | ||
:::**A dialog box will appear for entry of credit card information | :::**A dialog box will appear for entry of credit card information | ||
:::* Other Payments Types may be available: | :::*Other Payments Types may be available: | ||
:[[File:AR_Payment_Types.PNG]] | :[[File:AR_Payment_Types.PNG]] | ||
===Payment History=== | ===Payment History=== | ||
Menu Location: AR / Payment History | Menu Location: AR / Payment History | ||
:Shows all payments | :Shows all payments | ||
===Create Deposit=== | ===Create Deposit=== | ||
'''Menu Location:''' AR / Create Deposit | '''Menu Location:''' AR / Create Deposit | ||
:Shows list of all checks received | :Shows list of all checks received | ||
::1. Select records for the individual deposit | ::1. Select records for the individual deposit | ||
:::* To select multiple Invoices use Ctrl+left mouse click on | :::*To select multiple Invoices use Ctrl+left mouse click on | ||
::2. Click Create Deposit | ::2. Click Create Deposit | ||
::3. Select Receipts for this Deposit | ::3. Select Receipts for this Deposit | ||
:::* To select multiple Invoices use Ctrl+left mouse click on | :::*To select multiple Invoices use Ctrl+left mouse click on | ||
:::* Verify Total at bottom | :::*Verify Total at bottom | ||
::4. Click Create Deposit | ::4. Click Create Deposit | ||
:::* The amount of deposit will match the amount on deposit slip provided to your bank | :::*The amount of deposit will match the amount on deposit slip provided to your bank | ||
===Create EDI Invoices=== | ===Create EDI Invoices=== | ||
EDI = Electronic Data Interchange | EDI = Electronic Data Interchange | ||
:Sends electronic versions of invoices to customers | :Sends electronic versions of invoices to customers | ||
===Reports=== | ===Reports=== | ||
::* Open Orders | |||
::* Aging Report – lists of everyone owing money | ::*Open Orders | ||
::* Statement – lists of all invoices with amounts credited and what is still due | ::*Aging Report – lists of everyone owing money | ||
::* Sales Tax Return – sales tax on total gross sales report | ::*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=== | ===Enter a Purchase Order=== | ||
:'''Menu Location:''' Inventory / Inventory PO / Purchase Order | :'''Menu Location:''' Inventory / Inventory PO / Purchase Order | ||
::1. Order From – enter Company Name | ::1. Order From – enter Company Name | ||
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===Receive and Invoice Purchase Order=== | ===Receive and Invoice Purchase Order=== | ||
'''Menu Location:''' Inventory / Inventory PO / Purchase Order | '''Menu Location:''' Inventory / Inventory PO / Purchase Order | ||
::1. Search for Purchase Order | ::1. Search for Purchase Order | ||
::2. Click Receive PO | ::2. Click Receive PO | ||
::[[File:AR_Unassigned_Receipts.png]] | ::[[File:AR_Unassigned_Receipts.png]] | ||
::3. Click Yes | ::3. Click Yes | ||
:::* Creates an Inventory Receipt List | :::*Creates an Inventory Receipt List | ||
::[[File:AR_Inventory_Receipt_List.png]] | ::[[File:AR_Inventory_Receipt_List.png]] | ||
:::* From the Inventory Receipt List an Invoice can be created by clicking the “Create Invoice” button | :::*From the Inventory Receipt List an Invoice can be created by clicking the “Create Invoice” button | ||
===Enter an Invoice=== | ===Enter an Invoice=== | ||
'''Menu Location:''' AR / Invoice (the last invoice entered is displayed) | '''Menu Location:''' AR / Invoice (the last invoice entered is displayed) | ||
:1. Select [[File:Add.png]] from the Toolbar | :1. Select [[File:Add.png]] from the Toolbar | ||
:2. Enter Bill To Company | :2. Enter Bill To Company | ||
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===Create an Invoice from an Existing Quote or Order=== | ===Create an Invoice from an Existing Quote or Order=== | ||
'''Menu Location:''' AR / Invoice | '''Menu Location:''' AR / Invoice | ||
::1. To Select an existing Quote, click [[File:Select_Quote.png]] | |||
::1. To Select an existing Quote, click [[File:Select_Quote.png]] | |||
::2. To select an existing Order, click [[File:Select Order.png]] | ::2. To select an existing Order, click [[File:Select Order.png]] | ||
:::* Information will auto-populate from existing Quote or Order and fields can be updated as necessary. | :::*Information will auto-populate from existing Quote or Order and fields can be updated as necessary. | ||
'''Verify the following:''' | '''Verify the following:''' | ||
::a. Date (typically the date of Sale) | ::a. Date (typically the date of Sale) | ||
:: b. Customer Name (if Company name does not exist, click Add Record) | ::b. Customer Name (if Company name does not exist, click Add Record) | ||
::c. Person (optional) | ::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) | ::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) | ||