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COINS®

COnstruction INdustry Software

bySHAKER

Accounts Receivable ManualVersion 7.6

October 1996

COINS® – COnstruction INdustry Software

ACCOUNTS RECEIVABLE MANUAL

Version 7.6

COPYRIGHT NOTICE: copyright© 1994, 1996, 1997 Shaker Computer and ManagementServices, Inc., a New York Corporation (hereinafter known as SHAKER). ALL RIGHTSRESERVED THROUGHOUT THE WORLD.

PROPRIETARY RIGHTS NOTICE: This software and the documentation attendantthereto contain trade secrets and confidential information proprietary to SHAKER. TheLicensee is bound to the proprietary nature of this material.

The software and the associated documentation may be used and/or reproduced only bya SHAKER Licensee and then only in accordance with the terms and conditions of theSHAKER End User License Agreement. Any unauthorized use, dissemination orreproduction of the software, documentation, and/or information contained therein isstrictly prohibited.

While efforts have been taken during the preparation of this manual to assure itsaccuracy, SHAKER assumes no liability for errors or omissions in this manual, or from theuse of information contained therein.

A form for users' comments is provided at the back of this manual. You may address yourcomments to Shaker Computer & Management Services, Inc., 50 Century Hill Drive,Latham, NY 12110.

COINS® is a registered trademark of Shaker Computer & Management Services, Inc.

Dig Deeper™ is a trademark of Shaker Computer & Management Services, Inc.

PROGRESS® is a registered trademark of Progress Software Corporation.

Results™ is a trademark of Progress Software Corporation.

UNIX® is a registered trademark of AT&T Bell Labs.AIX® is a registered trademark of International Business Machines Corporation.MS-DOS® is a registered trademark of Microsoft Corporation.

COINS, 10-96Accounts Receivable 7.6

Table of Contents

Contents - 1

Contents

Introduction ....................................................................................... I-1How to Use this Manual ........................................................... I-1

Integration with other COINS Modules .......................... I-3Features of COINS Accounts Receivable ................................ I-5Signing On ............................................................................... I-7

1 - Choose Accounting Activity ..................................... I-72 - Enter Company Number .......................................... I-83 - Enter User ID ........................................................... I-84- Select COINS Accounting Module ............................ I-8

Screen and Menu Layout ......................................................... I-9Commands .................................................................... I-9The Keyboard.............................................................. I-11Help Features.............................................................. I-16

Getting Started ................................................................................. 1-1Initial Considerations............................................................... 1-1Tailoring ..................................................................................1-2Initial File Maintenance ......................................................... 1-10Enter Unpaid Customer Invoices .......................................... 1-12

Add Invoices............................................................... 1-12Review Invoices ......................................................... 1-14Post invoices to AR accounts..................................... 1-15

Tailoring Changes ................................................................. 1-16

File Maintenance .............................................................................. 2-1Overview ................................................................................. 2-1

File Integration Chart .................................................... 2-1File Maintenance Menu ................................................ 2-2Set Up Order ................................................................2-2File Maintenance Commands ...................................... 2-3

Bank File ................................................................................. 2-5Credit Rating File .................................................................... 2-7Customer File .......................................................................... 2-9Customer Notes File ............................................................. 2-15Dunning File .......................................................................... 2-17Recurring Invoices File ......................................................... 2-18Sales Rep File ....................................................................... 2-21Tax Jurisdiction File .............................................................. 2-23

Contents - 2

Table of Contents


Batch Control ................................................................................... 3-1Initial Considerations............................................................... 3-1

Tailoring ....................................................................... 3-2User ID File Maintenance............................................. 3-4

Batch Control .......................................................................... 3-6Batch Header Record................................................... 3-7Security Measures ....................................................... 3-9

Batch Control Menu .............................................................. 3-11Change Batch ............................................................ 3-14Change Fiscal Period ................................................. 3-15Change Ownership .................................................... 3-16Close Batch ................................................................ 3-17Create Batch .............................................................. 3-19Delete Batch............................................................... 3-21Merge Batches ........................................................... 3-22Rename Batch ........................................................... 3-25

Invoices ............................................................................................ 4-1Invoice Overview..................................................................... 4-1

Invoices from Billing ..................................................... 4-1Invoices from Sales Order Processing ......................... 4-1Invoices from Service Management ............................. 4-1Commands ...................................................................4-2If Using Batches ........................................................... 4-3

Invoice Entry ........................................................................... 4-4Payment Schedule ....................................................... 4-9Recurring Invoice ....................................................... 4-13Review Invoices ......................................................... 4-14

Adjusting Invoices ................................................................. 4-15Retainage.............................................................................. 4-17Posting Invoices .................................................................... 4-19

Posting Report ........................................................... 4-20Effects of Posting Invoices ......................................... 4-22

Cash Receipts ..................................................................................5-1If Using Batches ........................................................... 5-2

Enter Cash Receipts ............................................................... 5-3Automatic Distribution .................................................. 5-5Normal Distribution ....................................................... 5-5


Table of Contents

Contents - 3

Quick Distribution ......................................................... 5-8Miscellaneous Cash Receipts ...................................... 5-9Writing off Bad Debts ................................................. 5-11

Posting Cash Receipts.......................................................... 5-13Posting Report ........................................................... 5-14Effects of Posting Cash Receipts ............................... 5-15

Reapplied Cash Receipts ..................................................... 5-17Posting Reapplied Cash Receipts ........................................ 5-19

Posting Report ........................................................... 5-20Effects of Posting Reapplied Cash Receipts .............. 5-21

Finance Charge s .............................................................................. 6-1Entering Finance Charges ...................................................... 6-2

Commands ...................................................................6-2If Using Batches ........................................................... 6-3Building Charges from History ..................................... 6-4Add Finance Charges .................................................. 6-6Check Finance Charges............................................... 6-8

Posting Finance Charges........................................................ 6-9Posting Report ........................................................... 6-10Effects of Posting Finance Charges ........................... 6-11

Statement s ....................................................................................... 7-1Printing Statements................................................................. 7-2Post Statements ......................................................................7-5

Posting Report .............................................................7-6Effects of Posting Statements ...................................... 7-6

Other Processe s .............................................................................. 8-1Change Posted Invoices ......................................................... 8-3Print Customer Labels ............................................................ 8-5Purge Paid and Voided Invoices ............................................. 8-7Void Posted Cash Receipts .................................................... 8-9Voiding Posted Invoices ........................................................ 8-11

Contents - 4

Table of Contents


Reports and Inquiries .................................................................... 10-1Reports ................................................................................. 10-1

Common Features ..................................................... 10-2Aged Receivables Report .......................................... 10-3Cash Receipts Journal ............................................... 10-5Customer History ....................................................... 10-7Receivable List ........................................................... 10-8Retainage Report ....................................................... 10-9Sales Journal ........................................................... 10-10Sales Tax Report ..................................................... 10-11User-defined Reports ............................................... 10-11Add a Report Package ............................................. 10-12Show Requested Reports Status ............................. 10-14Generate Foreground Reports ................................. 10-16

Inquiries .............................................................................. 10-17Aged Receivables Inquiry ........................................ 10-18Customer History Inquiry .......................................... 10-19Customer Inquiry ...................................................... 10-20Invoice Inquiry .......................................................... 10-22

AppendicesAppendix A: Field Size ChartAppendix B: Screen PointersAppendix C: Organization Chart

Index

Comment Form


Introduction ................................................................. I-1How to Use this Manual ..................................... I-1

Integration with other COINS Modules ................. I-3Features of COINS Accounts Receivable .......... I-5Signing On.......................................................... I-7

1 - Choose Accounting Activity............................. I-72 - Enter Company Number ................................. I-83 - Enter User ID ................................................... I-84- Select COINS Accounting Module ................... I-8

Screen and Menu Layout ................................... I-9Commands ........................................................... I-9The Keyboard ....................................................... I-11Help Features ....................................................... I-16

Introduction

Contents


I - 1

Introduction

Chapter 1

Introduction

Shaker designed the COINS Accounts Receivable Moduleto monitor accounts receivable and retention receivable,produce statements, and update job costs with billings andcash receipts.

• It automatically provides information to the JobStatus and General Ledger Modules so that youcan easily identify overbillings and underbillingsand determine job and company profitability on atimely basis.

• It automatically records your billing and cashreceipt information and prepares a number ofreports to help you analyze your receivables andfacilitate sales tax reporting.

• It allows you to manage retainage receivablesseparately from current receivables and recallcomplete billing and cash receipt histories for eachjob.

You can also easily access all customers associated with asingle job, or all jobs associated with a single customer.

How to Use thisManual

This Introduction gives an overview of the Accounts Receiv-able module. Read the chapters in sequence for detailsabout how COINS A/R works. You can also use the de-tailed index and table of contents to “zero in” on specifictopics as you need more information.

1) Getting StartedStarting the system up, completing the A/R tailor-ing screens, and an overview of the required initialfile maintenance and processing steps.

2) File MaintenanceSetting up the files and codes that you will refer tothroughout the A/R module.

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Introduction


3) Batch ControlUsing batches in the A/R module.

4) InvoicesEntering standard, adjusting, and credit invoices,posting them, voiding, changing and purgingposted invoices.

5) Cash ReceiptsEntering cash receipts, miscellaneous receipts,and reapplied receipts. Posting and changingposted receipts.

6) Finance ChargesAdding finance charges and building financecharges from customer history.

7) StatementsProducing A/R statements for customers.

8) Other ProcessesUsing some of the miscellaneous functions on theA/R menu: changing posted invoices, printingcustomer labels, voiding invoices and cash re-ceipts, and purging paid and voided invoices.

9) EOM and EOYEnd of month and End-of-year processing andrecommended reports.

10) Reports and InquiriesHow to get information out of the A/R module foranalysis. Includes descriptions of the inquiries andreports, as well as samples of the data retrieved byeach.

Appendices, an index for the entire manual, and a commentform complete the manual.


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Introduction

Chapter 1

Integration with otherCOINS Modules

The A/R module is integrated with the rest of COINS’ Ac-counting software, as shown on the following chart.

This manual focuses on the Accounts Receivable module.See the other manuals in this series for detailed informationon other modules.

If you are using the Billing module to retrieve costsfrom J/S for billing, a “Job cost –> Billing –> In-voice/Receipts” cycle comes into play. The post-ing of A/R information will update J/S informationat the cost code and cost category level.

Production Tracking

Consolidated Financials

Scheduling(by Others)

BillingJob

StatusEquipment

HumanResources

Payroll

General

Ledger

PurchaseOrder/

Inventory

AccountsReceivable

ServiceManagement

Fixed Assets(by Others)

AccountsPayable

CAD(by others)

SalesOrder

Processing

rev. 8/12/96

Contract Administration & Document Tracking

Requisition-ing

Estimating

COINS 7.6 System Integration

Accounts Receivable

Chapter 1

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Introduction


The system creates unposted invoices in the A/Rmodule when billings are posted in the Billingmodule.

When you post information in A/R, a number of JobStatus files, reports and inquires will show theeffects. In general, the posting of A/R transactionsupdates revenue, receipts and billing information inJob Status.

The system creates unposted journal entries in theGeneral Ledger when you post A/R invoices, cashreceipts, reapplied cash receipts, and financecharges. These entries will update the G/L ac-counts when the General Ledger is posted for thatfiscal period.

When you post work orders in the Service Manage-ment module, the system creates posted invoicesin A/R. In the process, the system updates agedreceivables information, adds the invoices to thecustomer history, and updates the Sales Journal,Sales Tax Report, Retainage Report, etc., asappropriate.

Information from the Sales Order Processingmodule updates Accounts Receivable with postedinvoices, posted cash receipts and posted unap-plied cash receipts when the End of Day process isrun in SOP.


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Introduction

Chapter 1

Features of COINSAccounts

Receivable

Unique features of the Accounts Receivable Module in-clude:

• Maintain detailed customer and job history.

• Handle retainage receivables and current receiv-ables separately.

• Selective sales tax reporting.

• Separate miscellaneous billings and cash receiptsfrom contract billings and receipts.

• Provide A/R summaries by completed and incom-plete contracts.

• Track change orders in detail and show themseparately from original contract amounts.

• Provide service charge capability.

• Provide reports separating completed and incom-plete contracts.

Other system features include:

• UNIX® multi-user capabilities let you have manypeople working in COINS, even within the samemodule, at the same time.

• An on-screen calculator is there whenever youneed to compute a value and enter it on thescreen.

• Strip menus list the activities available in a menubar at the bottom of the screen. Use your arrowkeys to select the desired option, or type the firstfew letters of the desired command.

Chapter 1

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Introduction


• On-screen context-sensitive Help screens areavailable whenever you need help on a function orfield in COINS. The system keeps track of whereyou are and provides Help for that field.

• The DOLLAR Key, normally [F5], allows you toview codes or other data whenever your cursor isin a field marked with an asterisk.

• The User-Defined Menus option on the main menucan list up to 20 transactions and reports, or cus-tom programs and reports.

• “Hot Keys” can be defined by the user, to accessspecific programs and functions quickly.

• Screen colors can be customized.

A variety of reports are available from the Accounts Receiv-able Module. You can request printouts of various transac-tions and files, as well as the following reports availablethrough the Report Menu:

Aged Receivables Report Cash Receipts JournalCustomer History Receivable ListRetainage Report Sales Journal


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Introduction

Chapter 1

Signing On Signing into the COINS Accounts Receivable moduleinvolves four simple steps:

1 - ChooseAccounting Activity

Select COINSAccounting

Module

Step 4Step 1

Activity Selection=

Accounting

Step 3

EnterUser ID

Step 2

EnterCompanyNumber

05/01/93 C O I N S SAMPLE 65-C 2 Accounts Receivable Menu

1. Enter Invoices 11. File Maintenance Menu 2. Post Invoices 12. Inquiry Menu 3. Enter Cash Receipts 13. Post Statements 4. Post Cash Receipts 14. Print Customer Labels 5. Enter Reapplied Cash Receipts 15. Print Statements 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices 7. Enter Finance Charges 17. Report Menu 8. Post Finance Charges 18. Void Posted Cash Receipts ----------------------------------- 19. Void Posted Invoices 9. Batch Control X. Exit 10. Change Posted Invoices

The COINS Activity Selection Menu displays immediatelyafter the Copyright/ Proprietary Rights Notice screen. It isused to access COINS Accounting, the Estimating system,and other COINS programs and functions. Choose option# 1, Accounting, to use any of the COINS Accountingmodules (including Accounts Receivable).

Chapter 1

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Introduction


2 - Enter CompanyNumber

Enter the number for the accounting company you wish touse. If this company has not already been defined, you willbe instructed to use the System Administrator Menu’s “Data-base Utility” to create the new Accounting company.

After a brief pause, the COINS version number will display.This version number is important when contacting ShakerClient Support, since information and procedures may varybetween versions.

3 - Enter User ID After a moment, another screen will display, on which toenter your User ID and optional password. Once your UserID has been accepted, the COINS Master Menu will display.

4- Select COINSAccounting Module

You will now see the COINS Main Menu. Choose the Ac-counting module that you wish to use. In this case, choosethe Accounts Receivable option.


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Introduction

Chapter 1

Screen and MenuLayout

The current Accounts Receivable main menu is shownbelow. Note that submenus are available from certainmenu selections.

•

••

Bank FileCustomer FileCustomer Notes FileDunning FileRecurring Invoice FileTax Jurisdiction FileSalesman File

Aged Receivables InquiryCustomer History InquiryCustomer InquiryInvoice Inquiry

Aged Receivables ReportCash Receipts JournalCustomer HistoryReceivable ListRetainage Report

Sales JournalUser-defined ReportsReport Package Show Requested Reports StatusGenerate Foreground Reports

05/01/93 C O I N S SAMPLE 65-C 2 Accounts Receivable Menu

1. Enter Invoices 11. File Maintenance Menu 2. Post Invoices 12. Inquiry Menu 3. Enter Cash Receipts 13. Post Statements 4. Post Cash Receipts 14. Print Customer Labels 5. Enter Reapplied Cash Receipts 15. Print Statements 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices 7. Enter Finance Charges 17. Report Menu 8. Post Finance Charges 18. Void Posted Cash Receipts ----------------------------------- 19. Void Posted Invoices 9. Batch Control X. Exit 10. Change Posted Invoices

Cash ReceiptsFinance ChargesInvoices

•

Commands On the first screen in a file, the strip menu includes basicoptions such as Add, Change, Delete, Print, Show, andExit. Additional selections are available on some menus.Select the function that you want by entering the first letterof the command (for example, A for Add), or use your arrowkeys to select the desired option.

AddUse this command to add new records to a file. Thesystem will prompt you for data to identify this record.This is the “key” by which you will reference the item.Complete each screen according to the instructionsprovided in this manual.

BrowseUse this command to view complete records one at atime, in detail. Use your Arrow, Home, End, Page-up

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Introduction


and Page-down keys to move through all the records inthe file and zero in on the desired record(s).

ChangeUse this command to change an existing record. Youcan zero in on the desired record in several ways. Ingeneral, you can change all but the “key” fields on ascreen.

DeleteUse this command to delete an existing record from afile. Be careful when deleting records, so that you do notdelete a code referenced in another file.

ExitUse this command to leave this screen and return to theprevious one. You can also use the Exit Key on yourterminal (normally [F4] to leave a screen. If you are notat the strip menu, the data you entered may be lost.

Maint.When you are using the DOLLAR key to view records for afile or function, the MAINT command will allow you to addmissing information to the file. You will see this command ifyou type a slash,[/], while on the DOLLAR key listing.

PrintUse this command to list the records in a file. You cansend the report to a printer or display it on your screen.

SearchUse this command to locate a specific record in the listdisplayed. If the records in the file are currently sortedby code, you would enter the desired code. In manyfiles, you can re-sort the list by description, and thensearch by description instead. (Other sort options maybe available in some files.)


I - 11

Introduction

Chapter 1

Since COINS runs on such a wide variety of equipment,this manual discusses the use of the keyboard in generalterms. Shown below is a typical 101-key keyboard; yourequipment may differ from this. On this particular board,the function keys [F1] through [F12] are lined up across thetop. There may be fewer function keys on some key-boards, or their placement may vary.

Legend:

1 F1, Go 6 F8, to clear field

2 F2, Help 7 Return

3 F3, Insert 8 Arrow keys

4 F4, End/Error 9 Screen pointer key (•)

5 F5, normal DOLLAR Key

You will find here a description of the most important keysand how they work within COINS.

The Keyboard

Chapter 1

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Introduction


1 Go, [F1]This key signals the system that one function hasbeen completed and you are ready to start anotherone. The [F1] key will bring you to the next screenor group of fields while saving whatever informationyou have entered on this screen so far.

If used while entering data on a screen, it will takeyou to the next section of fields or to the nextscreen. If pressed while at a strip menu, the high-lighted option will be selected.

In many situations, the [F1] key has the sameeffect as the[RETURN] key.

2 Help Key, [F2]This is the COINS default Help key. During Com-pany Tailoring, the System Administrator chosewhat type of Help the [F2] key would invoke. Twotypes of Help are available from the system:

On-line Context-Sensitive HelpTo retrieve a HELP message based on the

position of the cursor when the HELP function isinvoked.

File Maintenance / Inquiry HelpTo access File Maintenance or Inquiry screens

without loosing data from your current transaction.(Make sure you use [F1] to exit the File Mainte-nance Help menu, or any changes you made to thefiles will be lost.)

The [F2] key will bring up only one type of Help;set up a Hot Key for the other type. (The Helpfeatures built into the system are discussed later inthis Introduction.)


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Introduction

Chapter 1

3 Insert Key, [F3]Use this key to toggle the “Insert” function on andoff for the position before the cursor.

4 End/Error Key, [F4]This key lets you leave the current screen withoutsaving any data you may have just entered. It isuseful if you made an error while entering data in aprevious screen or section of fields. You can alsouse it to back out through a series of menus.

5 Default DOLLAR Key, [F5]The DOLLAR utility is a feature of the COINSsoftware that lets you scroll through a list ofrecords and select one to use in the current trans-action. It is available for any field flagged by anasterisk. For example, if you use the DOLLAR keyfrom a field requesting a G/L Account number, youwill see a numerical listing of the G/L accounts.

06/19/92 A/R - Enter Invoices SCI Batch: <MASTER> Change 2.1.3Customer Number* NYSTATE NY DEPT OF TRANSPORTATIONInvoice Number: 00218Type(I/A): I Apply to Invoice #:Job Number* 91-125 Sales Tax Juris* 0000Phase* Salesman #* BURTContract Number: Discount Percentage: 0.00Invoice Date: 05/15/92 Discount Date: 05/15/92Due Date: 05/15/92 A/R Account* 0T&M Inv (Y/N): N Retainage Account* 0P.O. Number: Final Invoice (Y/N): N ————————————————————————————— G/L Account Listing ———————————————————————————— | Allow J/S EQ S/M| | Account Description Type Jour Last Post Cat Cat Cat| | ————————— —————————————————————————————— ———— ————— ————————— ——— ——— ———— + 13050000 SECURITIES - PLEDGED RETENTION A Y | | 14000000 ACCTS REC - CONST CONTRACTS A Y 09/30/91 | | 14020000 ACCTS REC - RETAINAGE A Y | + 14030000 ACCTS REC - EMPLOYEES A Y 12/31/91 | ——————————————————————————————————————————————————————————————————————————————

Chapter 1

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Introduction


The system default for the DOLLAR key is [F5]. Ifit is not supported by your equipment, you canredefine the DOLLAR key as described in theSystem Overview Manual.

The DOLLAR utility uses strip menus, allowing youto search and sort through the information. Enter aslash, [/], to bring this menu up at the bottom of thefile listing.

MAINT you will have access to the File Maintenancefile used for this listing. For example, you will beable to add a G/L account if the appropriate onedoes not already exist.

SEARCH the system will prompt you for the valueyou want, e.g., “Enter Account Number to Searchfor: _______”. You can enter any number, and thedisplay will begin with that number.

SORT the system will ask how you want this informa-tion to be sorted on your screen, for example by“Account Number” or “Account Description”. Theentries will appear in numerical or alphabeticalorder, 0 to 9 or A to Z.

Use the EXIT command or the [F4] key to leavethis listing.

6 Clear Field, [F8]Use the [F8] key to clear data in the field where thecursor is currently located, for example to clear thefield so you can correct a typing error.


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Introduction

Chapter 1

7 Return Key, [RETURN]When entering data on a screen, use the [RETURN]key to move in sequence through the fields. (Onsome equipment, this key may be labeled [ENTER].)

The question “Data Correct (Y/N)” appearsthroughout the system. It lets you verify informa-tion on one screen before proceeding to the nextone. When you see this question, you can use[RETURN] to accept the default response, or type adifferent answer and then press [RETURN].

8 Arrow keysUse the arrow keys on your keyboard to selectoptions from a menu screen or strip menu. Youcan also use these keys to move the cursor backto a previously completed field in the same datagroup.

9 Screen pointer key, [.]Use the Period key [.] at any menu to use ascreen pointer – either a screen pointer number asprovided by the system (e.g., 9.1.1) or your ownscreen pointer ID (e.g., “ADDAPP”). You set upthese ID’s through Screen Pointer File Mainte-nance, as described in Appendix B (Screen Point-ers).

Chapter 1

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Introduction


Help Features COINS has two types of on-screen help. The first is on-line,context sensitive help that explains how to use a givenscreen or field. The other is File Maintenance/Inquiry help,which gives you access to files and inquiries without leavingyour current transaction.

The Help Key (normally [F2]) accesses one of these typesof help. If you want to use both types, use the Help Key forone and set up a “Hot Key” for the other. See the SystemOverview Manual for information on setting up hot keys.

On-Line Context Sensitive Help

Use the Help Key to retrieve a HELP message that is basedon the position of the cursor when the HELP function isinvoked. In most cases, the Help Text will discuss the typeof information for a particular field. The HELP Text appearson your screen within a box; use your ARROW, HOME, andEND (normally [F4]) keys to move through the text.

Note: Help text is not available for all fields in COINS 7.6.

06/19/92 A/R - Enter Invoices SCI Batch: <MASTER> Change 2.1.3Customer Number* NYSTATE NY DEPT OF TRANSPORTATIONInvoice Number: 00218Type(I/A): I Apply to Invoice #:Job Number* 91-125 Sales Tax Juris* 0000Phase* Salesman #* BURTContract Number: Discount Percentage: 0.00Invoice Date: 05/15/92 Discount Date: 05/15/92Due Date: 05/15/92 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Numbe NDesc: ————————————————————————Due Date———————————————————————— N | DATE LENGTH: 8 OPTIONAL | 0.00Total Sale |——————————————————————————————————————————————————————|Taxable Am | Enter the date by which this invoice must be paid. |Sales Tax: | The system will provide a due date based on the |Retainage: | due type/due days established for this customer in |Invoice Am | the Customer File, but it can be changed here. | | |Avail Disco ————————————————————————————————————————————————————————


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Introduction

Chapter 1

An option on the System Utilities menu allows you to loadtextual help by module (or all) and to remove it from yourdatabase by module or all. See your System Administratorif On-line Help hasn’t been loaded on your system.

File Maintenance/Inquiry Help

COINS’ File Maintenance/Inquiry Help utility is also avail-able. It allows you to use File Maintenance and Inquiryscreens from within another transaction. Through Com-pany Tailoring, you are able to specify whether the COINSHelp Key will access this type of Help, or the new textualHelp. To access both types of Help, use one of the HotKeys provided by COINS.

06/19/92 C O I N S HELP

——————————————————————————————— H E L P M E N U ——————————————————————————————| FILE MAINTENANCE INQUIRY || || 1. Accounts Payable 13. Accounts Payable || 2. Accounts Receivable 14. Accounts Receivable || 3. Billing 15. Billing || 4. Custom Module 16. Custom Module || 5. Equipment 17. Equipment || 6. General Ledger 18. General Ledger || 7. Human Resources 19. Human Resources || 8. Job Status 20. Job Status || 9. Payroll 21. Payroll || 10. Purchase Order/Inventory 22. Purchase Order/Inventory || 11. Residential Rents 23. Residential Rents || 12. Service Management 24. Service Management || 25. Show COINS/Progress Versions || 26. Show DOLLAR and Hot Keys || X. Exit |————————————————————————————————————————————————————————————————————————————————

Chapter 1

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Introduction



Getting Started ............................................................ 1-1Initial Considerations .......................................... 1-1Tailoring .............................................................. 1-2Initial File Maintenance....................................... 1-10Enter Unpaid Customer Invoices........................ 1-12

Add Invoices ......................................................... 1-12Review Invoices.................................................... 1-14Post invoices to AR accounts ............................... 1-15

Tailoring Changes .............................................. 1-16

Chapter 1: Getting Started

Contents


1 - 1

Getting Started

Chapter 1

Getting Started

InitialConsiderations

The general procedures involved in setting up the COINSAccounts Receivable Module are outlined below. Thischapter covers each of these steps in detail.

Before setting up the Accounts Receivable Module,

1. Start up your General Ledger module, includingadding accounts, journals and beginning balances.See the G/L section of this manual for details.

2. Start up your Job Status module, including settingup jobs, phases and cost codes. See the J/Ssection of this manual for details.

3. Make a comprehensive list of your customers andassign each a code or number. The CustomerFile is shared by the A/R, Billing and Sales OrderProcessing modules. The codes established hereare referenced in other modules as well.

4. Collect the information for all unpaid customersales invoices.

When first starting up your Accounts Receivable Module,you must perform Module Tailoring to customize it for yourcompany’s needs. In A/R Tailoring, you establish the manyof the defaults which will be used throughout the module:among others, the G/L accounts numbers for AccountsReceivable, Retainage, Sales, Finance Charges, etc.,finance charge amounts and percentages, aging days anddunning codes.

Tailoring

File Maintenance

Enter Unpaid Invoices

Turn Posting On

1.

2.

3.

4.

Accounts ReceivableStart-Up

Enter invoicesReview invoicesPost invoices

Chapter 1

1 - 2

Getting Started


Tailoring Account Receivable tailoring enablesyou to adapt the COINS AccountsReceivable Module to your company’sneeds. Tailor the module carefully,since the information entered here willdefault throughout the module.

The COINS Module Tailoring Menu isreached through System Utilities .Select Module Tailoring and go into

Accounts Receivable Tailoring . You will see the first ofthree tailoring screens.

Default G/L Accounts

Enter the G/L account numbers that you want to default ontoA/R screens. Once posting to G/L is turned on, the systemwill automatically create the G/L journal entries to theseaccounts for A/R transactions.

Accounts Receivable Accountto reflect amounts owed by the customer


Tailoring

File Maintenance


Turn Posting On

1.

2.

3.

4.

09/05/94 A/R Tailoring SCI V6.5C ——————————————————————————————————————————————————————————————————————————————— | G/L Account Post in Detail Journal Code | |Accounts Receivable* 14000000 N Sales: SJ | |Retainage Receivable* 14020000 N Cash Receipts: CR | |Sales* 371101000 Y Discounts Given: CR | |Freight* 935000000 | |Finance Charges* 915000000 N Dunning | |Discounts Given* 605401000 N Days Code | |Allowances* 655201000 N A/R Aging 1: 30 01 | |Unapplied Cash* 300100000 N A/R Aging 2: 60 02 | |Cash: N A/R Aging 3: 90 03 | |Post Transactions to G/L: N | |Post Transactions to J/S: N T&M Invoices to | |Minimum Finance Charge Amount: 0.00 update J/S Contract | |Default Annual Finance Charge Pct: 00.00 Amounts(Y/N)?: N | |No. of Grace Days on Finance Charge: 0 | | Default Bank Code* FN | |Print Company Name on statements: N Standard Form Type: PR2 | |Print Company Address on statements: N | ———————————————————————————————————————————————————————————————————————————————


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Retainage Receivable Accountto reflect the outstanding retainage not yet receivedfrom the customer

Sales Accountto reflect sales when they are posted

Finance Charges Accountto reflect Customer Finance Charges when they areposted

Discounts Given Accountto reflect discounts given to customers

Allowances Accountto reflect allowances given to customers. If an allow-ance is given on an invoice, it actually reduces theamount of the invoice. Allowances are recorded at thetime the customer makes payment.

Unapplied Cash Accountto reflect cash received from overpayments by custom-ers. It also reflects those cash receipts for which aninvoice has not yet been created.

Cash Accountto which all cash amounts are posted. You do not needto enter the G/L account number in tailoring becausethis number comes from the bank in which the cash isdeposited.

Posting

Once posting to G/L is turned on, these accounts will beused for automatic journal entries for A/R transactions.Where provided for, indicate whether an account should beposted in detail or not. Enter Y if you want each individualinvoice to be shown for each account in this posting period.If you respond N, the invoice amounts will be totaled andwill appear as a lump sum for each G/L account.

Enter the journal codes you established in the GeneralLedger Module.

Sales Journal Codethe 2-letter code for your Sales Journal. Invoices

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Getting Started


entered in the Accounts Receivable Module will appearin the Sales Journal. (For example: SJ.)

Cash Receipts Journal Codethe 2-letter code for the Cash Receipts Journal. (Forexample: CR.)

Discounts GivenThis should be the same as the Cash Receipts Journal,for example CR.

Finance Charges

Enter the finance charge information that will defaultthroughout the A/R module, the aging days to be used, andother information required for the preparation of statements.

• Set the minimum finance charge amount. This isthe minimum finance amount that will be chargedeach customer who has an overdue balance.

• Indicate the number of grace days you will allow onfinance charges.

• The annual finance charge percent defaults to theCustomer File. You can change it there for specificcustomers.

Statements and Invoices

• Indicate whether you want your company’s nameand/or address to be printed on statements. Re-spond N if your statement forms are preprinted.

• Enter the Accounts Receivable Aging Days. Theusual aging days are 30, 60, and 90. This informa-tion will enable you to print an aged AccountsReceivable report when customer invoices havebeen posted into the system.

• Enter the dunning codes to be printed on the state-ments for each aging date. Be sure to establish


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Chapter 1

these messages in the Dunning File when you setup the master files.

T&M Invoices

Specify whether you want T&M invoices produced throughthe A/R system to update Job Status contract amounts. Ifyou have the Billing module, this is an accurate and auto-matic way to update the revenue estimate for a T&M job.

• Billing retrieves the costs from Job Status. Thecosts are multiplied, using the Job File multipliersor appropriate billing rates.

• When the bill is posted, the system creates anunposted invoice in Accounts Receivable. Youmust change the T&M Invoice flag for it to Y. Thesystem will prompt you for the J/S Estimate Typeto use.

• When you post the A/R invoices, the system willcreate an estimate that adjusts the revenue esti-mate for the job.

Bank and Form Type

Enter the code for the bank you will use most often in A/Rwhen recording your cash receipts. Be sure to add thiscode when you do Bank File maintenance.

Indicate the default printer by entering a form type. Thiscode will default onto report request screens, where it canbe overridden. If you turned on user-specific form types inCompany tailoring, the default entered in tailoring will beused if no code exists for a given User ID.

Enter Y when the data on this screen is correct. You will beplaced at the second of the three A/R Tailoring screens.

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Getting Started


Batches

The first group of questions on this screen relate to the use ofbatches in this module, so that you can enter data in groups(batches) and post each independently of other batches.

The system prompts for Use Batches first; it only asks theother three questions if the response to the first one is Y. Thedefault response to all four questions is N.

Use BatchesRespond Y if you want to enter and process A/R trans-actions in batches. You must set up batches for in-voices, cash receipts and finance charges.

Use Batch SecurityTo use batch security, respond Y to this question.Users can only affect batches that they “own”, or thatare “owned” by their subordinate users. This is typi-cally used when batches are not set to User IDs.

Set Batch to User IDSpecify whether or not batches are to be set to UserIDs, in which case each user creates and enters datain their own batch.

10/15/96 A/R Tailoring SCI 76c1 - CO7 —————————————————————————————————————————————————————————————————————————— | Use Batches (Y/N): Y | | Use Batch Security (Y/N): Y | | Set Batch to User ID (Y/N): Y | | Reuse Batch Numbers (Y/N): Y | | | | Customer F/M Default S/O/P Payment Type: CR | | Mark Job as Complete when Final Invoice is Posted (Y/N): Y | | Exclude Previous Past Due Finance Charges from Past Due | | Invoices when Building Finance Charges from History (Y/N): Y | | Associate the Finance Charge to the Invoice (Y/N): Y | | % of Contract to Invoice after which Retainage not defaulted: 90.00% | | Permit Invoices to be Entered in A/R or Billing for an | | Inactive Job Status Job (Y/N): N | | Sales Tax to be Based on Billings or Cash Receipts (B/C): B | ——————————————————————————————————————————————————————————————————————————


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If batches aren’t set to User IDs, the Create Batchprocess will prompt for the batch number.

Reuse Batch NumbersIf you want to be able to reuse batch numbers fromone posting to another, respond Y to this question.Otherwise, the system will force you to enter a uniquenumber or code for each batch.

If you respond Y to Set Batch to User ID , you mustalso respond Y to Reuse Batch Numbers . Thesystem will not accept an N response.

S/O/P Payment Type

If the Sales Order Processing module is part of your COINSsystem, the payment type you enter here will default to newCustomer F/M records. This field has no effect when SOP isnot on your system, since the payment type field will not appearin the Customer File. See the Sales Order Processing Manualfor details.

The valid payment types for SOP are:CA CashCK CheckCC Credit CardCR A/R CreditCOD Cash on delivery

Completed Job Option

Indicate whether you want jobs to be automatically tagged ascomplete in the Job File when the final A/R invoice is posted. Ifyou respond N to this question, you will need to go into the JobFile and mark a job as complete yourself.

• You have the option of marking a job as complete fromthe final invoice (as tagged during A/R invoice entry).

• When a “final” A/R invoice is posted, the J/S Job Fileis updated. This includes posting invoices automati-

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Getting Started


cally created in A/R from Billing invoices markedas the final bill for the job.

• Job Status tailoring includes other informationrelating to the completion of a job.

Building Finance Charges

If you want to exclude “past due” finance charges from thepast due amount when calculating new finance charges,respond Y to Exclude Previous Past Due FinanceCharges… . A N response will cause past due financecharges to be lumped with the invoice amounts, and thefinance charge will be based on the total past due amount.

You can associate finance charges with specific invoices,rather than adding them to the account balance. If yourespond:

Y The system calculates the finance charge for eachpast due invoice separately. The Invoice Inquiryshows the finance charge details for each invoice.

N Since this option creates separate finance chargeentries for each invoice, the Build Finance Chargesfrom History process will take longer.

Invoice Defaults

Specify the percent completed for a contract before theretainage amount does not default to the invoice. This willdefault to the individual jobs as they are added in the JobStatus module, where it can be changed.

The system normally does not allow the entry of invoices ineither A/R or Billing for jobs with an “Inactive” status in theJob Status module’s Job File. This tailoring screen enablesyou to change that default.

A/R can calculate sales tax based on either the amountsbilled to customers or the payments received from them.


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B Use B (Billings) option when your accountingmethod is Accrual.

C Use C (Cash Receipts) when you have a CashBasis accounting system.

Enter Y when the data on this screen is correct and go tothe last tailoring screen.

Enter codes for the posting descriptions for invoices orchecks to be generated in each module to which you post.Each posting description may include up to 30 characters,including a system-inserted space between items.

For example, an invoice posting description for Job Statusof ABDE (posting number, customer number, invoice num-ber and job number) would total 35 characters(6+1+8+1+10+1+8=35). The system will display the num-ber of characters selected and will truncate all charactersover 30, including only the used portion of the field andsuppressing any blanks.

Enter Y when the data on this screen is correct. Return tothe COINS main menu.

09/05/94 A/R Tailoring SCI V6.5C ———————————————————————————————————————————————————————————————————————— |Invoice Posting General Ledger Description Definition: ABEFHI | | (valid entries are: ABCDEFGHIJ) | |Invoice Posting Job Status Detail Description Definition: BHC | | (valid entries are: ABCDGHIJ) | |Check Posting General Ledger Description Definition: ABK | | (valid entries are: ABCDEFGHKLM) | |Check Posting Job Status Detail Description Definition: BK | | (valid entries are: ABCDGIKLM) | | | |Code Item Length Code Item Length | |A. Posting Number 6 H. Invoice Desc 30 | |B. Customer Number 8 I. Invoice Type 1 | |C. Customer Name 30 J. P/O Number 10 | |D. Invoice Number 10 K. Check Number 9 | |E. Job Number 8 L. Check Date 8 | |F. Phase 2 M. Bank Number 2 | |G. Contract 8 | ————————————————————————————————————————————————————————————————————————

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Getting Started


Initial FileMaintenance

Before doing file maintenance in this module, you mayfinish tailoring your other COINS modules.

Before entering invoices or receipts, or doing any otherprocessed in Accounts Receivables, you must set up yourmaster files through the File Maintenance menu. Data maybe added to these files on an on-going basis. The followingchart illustrates the relationship between the files. Informa-tion feeds from one file into another, all feeding into theultimate goals of the A/R module — the control of AccountsReceivable invoices, cash receipts and production of state-ments.

Tax Jurisdictions

Salesmen

Banks

Dunning Messages

Invoices and Cash

Receipts

Recurring Invoices

CustomersCustomer

Notes


Tailoring

File Maintenance


Turn Posting On

1.

2.

3.

4.


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Generally speaking, you should follow the order givenbelow, skipping any files you don’t intend to use (for ex-ample, the Salesman File).

• Tax Jurisdiction File (shared with other modules)• Salesman File• Customer File• Dunning Codes File• Bank File• Recurring Invoice File• Customer Notes File

From the COINS Master Menu, select Accounts Receiv-able. Then select File Maintenance from the A/R menu.Choose the file you want to update from the F/M menu.

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Getting Started


Enter UnpaidCustomer

Invoices

To get the outstanding account balances for your customersinto the A/R module, you should enter information for allunpaid customer invoices.

B If Accounts Receivable is tailored to use batches,you must have a valid, open batch to which to addthe start-up invoices.

Add Invoices To do this, select Enter Invoices from the A/R menu. Thenuse the Add Invoices option to enter the unpaid invoices.After entering the batch number (optional) and fiscal date(required), you will see a screen similar to the following.

09/05/94 A/R - Enter Invoices SCI V6.5c Add 2.1.1Customer Number* PICO PICOTTE ENTERPRISESInvoice Number: 00003Type(I/A): I Apply to Invoice #:Job Number* 91-111 Tax Jurisdiction* NYS-ALBPhase* Salesman #* HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 11/28/93 Discount Date: 11/28/93Due Date: 11/30/93 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: BY CONTRACT Final Invoice (Y/N): NDesc: REQ #2 Pymt Schedule (Y/N): N Assoc. Costs: 0.00Total Sales: 557932.00Taxable Amount: 0.00Sales Tax: 0.00Retainage: 55793.20Invoice Amount: 502138.80

Avail Discount: 0.00


Tailoring

File Maintenance


Turn Posting On

1.

2.

3.

4.


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• A customer number should have been set up foreach of these customers already. Enter it andassign an invoice number to each unpaid cus-tomer invoice.

• Enter an invoice type of I (Invoice) for all of theunpaid invoices. The other type is A, representingan adjustment to a previously entered invoice.

• If this invoice is associated with a job, job/phase,or contract, provide the information requested.

• Enter the invoice date. The system will display adue date, based on information established for thiscustomer in the Customer File, but it can bechanged.

• Indicate whether this is a Time & Materials invoice.If you have it, enter the customer’s P.O. numberrelating to this sale.

• The sales tax jurisdiction, salesman, discountpercentage, discount date, and A/R and Retainageaccounts default from the Customer File. Any ofthis information can be changed on the invoice.

• Enter the applicable Total Sales, Taxable Amount,Sales Tax, Retainage, and Available Discountinformation for the invoice being entered. Theinvoice amount will be calculated and displayed bythe system. (The system will also calculate thesales tax based on the sales tax jurisdiction, butthat amount can be changed.)

Enter Y when the data on this screen is correct. You will begiven an area on the screen on which to distribute the salesamount to different G/L sales accounts. The total amountof the distribution must equal the total sales amount.

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Review Invoices Continue entering the unpaid customer invoices. Whenthey all have been entered, print a listing and check it foraccuracy.

Select the Print option from the Enter Invoices menu . Anunposted Invoice List will be produced, which you can editto check the accuracy of the data entered. Corrections canbe made to the unposted invoice list through the ChangeInvoices option on the Enter Invoice screen.

The following totals should be in agreement with the “Start-up” balances of the specified General Ledger accounts:

a) The total of all invoices entered less the totalretainage should be in agreement with your “Start-up” General Ledger Account balance for AccountsReceivable Construction Contracts.

b) The total retainage should be in agreement withthe “Start-up” General Ledger account balance forAccounts Receivable- Retained %.

c) Sales, back charges, billings - time and materialtotals for jobs completed and closed within thecompany’ s current fiscal year, should be part ofthe “Start-up” balance for each related revenueaccount.

d) However, it is likely that the sales tax total will notbe in agreement with related sales tax payableaccounts on “start-up.” The accuracy of the bal-ances in the sales tax payable accounts should bedetermined prior to entering the “start-up” GeneralLedger account balances for the sales tax payableaccounts.

Return to the Accounts Receivable main menu.


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Post invoices to ARaccounts

For these invoices to update the A/R files, they must beposted. At this time, A/R should still be tailored not to postto any other modules.

Select Post Invoices from the A/R Master Menu. Use thisoption to post invoices from the unposted invoice file topermanent Accounts Receivable Files. You will see thefollowing screen.

If you answer N to Post Invoices? , you will be returned tothe A/R Main Menu. If you answer Y, posting will takeplace and a posting report will be generated by this proce-dure.

B If using batches, you must also specify thebatch number.

09/05/94 A/R - Post Invoices SCI

—————————————————————————— | Post Invoices(Y/N): Y | ——————————————————————————

——————————— Output Options ——————————— |Output Form* PR2 | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————

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Getting Started



Tailoring

File Maintenance


Turn Posting On

1.

2.

3.

4.

The Posting Report lists the detail that has been posted intothe Accounts Receivable Module. It should be reviewed foraccuracy.

• Corrections to non-financial information can bemade through the Change Posted Invoices optionon the A/R Master Menu.

• To change financial information, enter anotherinvoice using invoice type A (adjusting informa-tion).

Tailoring Changes You are now ready to perform your daily processing. Returnto the COINS Master Menu.

Select System Utilities from the COINS Master Menu.

Select Module Tailoring from the System Utilities Menu.

Select Accounts Receivable from the Module TailoringMenu. On the first Tailoring Screen:

• Change Post Transactions to G/L to Y.

• Change Post Transactions to J/S to Y.

Enter Y when the data is correct, then proceed through theremaining tailoring screens. You are now ready to com-mence daily activities in the Accounts Receivable Module.


File Maintenance ......................................................... 2-1Overview ............................................................ 2-1

File Integration Chart ............................................ 2-1File Maintenance Menu ........................................ 2-2Set Up Order ........................................................ 2-2File Maintenance Commands ............................... 2-3

Bank File ............................................................ 2-5Credit Rating File ................................................ 2-7Customer File ..................................................... 2-9Customer Notes File........................................... 2-15Dunning File ....................................................... 2-17Recurring Invoices File ....................................... 2-18Sales Rep File .................................................... 2-21Tax Jurisdiction File ............................................ 2-23

Chapter 2: File Maintenance

Contents


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File Maintenance

Chapter 2

File Maintenance

Overview Before Accounts Receivable processing can begin, youmust establish codes for the banks, customers, sales reps,etc. that will be used in Accounts Receivable. This is doneusing the File Maintenance selection from the AccountsReceivable main menu.

Other Prerequisites

It is advisable to finish tailoring your other COINS modulesbefore doing A/R file maintenance.

Make sure that the Account File in the General Ledgercontains all the accounts that will be required by A/R filemaintenance.

Make sure that Job Status File Maintenance information isup-to-date, particularly the Job, Phase and Cost CodeFiles. See the Job Status Manual for instructions on settingup the J/S master files.

File Integration Chart The File Integration Chart shows how information feedsfrom one A/R file into another, all feeding into the ultimategoals of the A/R module — the control of Accounts Receiv-able invoices and cash receipts and the production ofstatements.

Tax Jurisdictions

Salesmen

Banks

Dunning Messages

Invoices and Cash

Receipts

Recurring Invoices

CustomersCustomer

Notes

Chapter 2

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File Maintenance


File MaintenanceMenu

To maintain the master files in the Accounts Receivablemodule:

1. Select Accounts Receivable from the COINSmain menu.

2. Select File Maintenance from the A/R menu.This menu is illustrated here.

3. Select the desired file from the A/R File Mainte-nance menu.

Set Up Order In this chapter, the various files on the A/R File Maintenancemenu are discussed in alphabetical order, as they appearon the menu. However, when initially setting up your sys-tem, the files should be established in the following order:

Tax Jurisdiction FileSales Rep FileCredit Rating FileCustomer FileDunning Codes FileBank FileRecurring Invoice FileCustomer Notes File

10/15/96 C O I N S SCI 76c1 - CO7 2.11 Accounts Receivable

——————— File Maintenance Menu ——————— | | | 1. Bank File | | 2. Credit Rating File | | 3. Customer File | | 4. Customer Notes File | | 5. Dunning File | | 6. Recurring Invoice File | | 7. Tax Jurisdiction File | | 8. Sales Rep File | | X. Exit | | | —————————————————————————————————————


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Chapter 2

File MaintenanceCommands

When you select a file from the File Maintenance menus, thesystem will place you on the first screen in the file.

A strip menu at the bottom of the screen lists the file mainte-nance options or commands available for that file. Selectthe function that you want by entering the first letter of thecommand (for example, A for Add), or use your arrow keysto select the desired option.

A list of standard commands appears below. Commandsthat apply to a single file will be discussed with the file.

AddUse this command to add new records to a file. Thissystem will prompt for a code to identify this record.You then complete each screen according to theinstructions provided in this section.

BrowseUse this command in combination with the Showcommand to view complete records one at a time, indetail. Use your arrow, Home, End, Page-up andPage-down keys to move through all the records inthe file and zero in on the desired record(s).

10/30/96 Customer F/M SCI 76c1 - CO7

—————————————————————————————— | Customer Number* | —————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | Name: Annual Finance Chg Pct: | | Address: Taxable Status (S/C/N): | | Address: Customer TIN: | | City: Default Tax Juris* | | State: Zip Code: Default Job Number* | | Phone: Credit Limit: | | Fax: Credit Rating* | | Contact: Print Statement (Y/N): | | Discount Type( /D/N): Statement Cycle: | | Discount Days: Receive Dunning Messages: | | Discount Percent: Sales Rep* | | Due Type( /D/N): Customer Price Group: | | Due Days: Misc Cust (Y/N): | —————————————————————————————————————————————————————————————————————————————— Add Change Delete Print Show Exit

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File Maintenance


ChangeUse this command to change an existing record. Type the“key” for the desired record. For example, in the CustomerNotes File, enter the customer and note number to change anitem.

DeleteUse this command to delete an existing record from a file. Becautious when deleting records, so that you do not inadvert-ently delete a code used in another file.

ExitUse this command to leave this screen and return to theprevious one. You can also use the Exit Key [F4] to leave ascreen without updating it.

MaintWhen you are using the DOLLAR key to view records for a fileor function, the MAINT command will allow you to add missinginformation to the file. You will see this command if you typea slash [/] while on the DOLLAR key listing.

PrintUse this command to list the records in a file. You can directthe report to your printer or display it on your screen.

SearchUse to locate a specific record in a list of records in the filewhile on a DOLLAR key display. This command is alsosometimes available in combination with the Show command.What you enter to retrieve the specific record will vary accord-ing to the SORT applied to the file

ShowUse this command to list the records in a file on your screen.Each listing has its own sort criteria, as appropriate for the file.

SortUse this command to change the order in which the items inthis File display while on a DOLLAR key display. When youenter SORT, the valid sort options for that file will display.This command is also sometimes available in combinationwith the Show command.


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Bank File The Bank File holds information on the banks used in the A/R module, for the purpose of tracking cash receipts.

• This file must contain at least one entry, repre-senting the default bank entered during A/Rtailoring.

• If you process credit card sales through theSales Order Processing module, this file mustalso contain a bank entry solely for credit cardsales. The “Cash Account” for this bank is theCredit Card Receivables account.

Select the Bank File from the A/R File Maintenance Menu.Select Add to add a bank or Change to update an existingbank. In either case, you will see a screen similar to theone shown here.

Bank NumberEnter a 2-character code to identify the bank in theA/R Module. Bank codes are not shared betweenCOINS Modules, and must be established anew ineach.

NameEnter the bank’s name.

09/05/94 A/R - Bank F/M SCI V6.5C Add

———————————————————— | Bank Number* FN | ———————————————————— ——————————————————————————————————————————————————— | Name: FIRST NAT. BANK-GENERAL | | Cash Account* 10050000 | | Account Number: 11-51345 | ———————————————————————————————————————————————————

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File Maintenance


Cash AccountEnter the appropriate G/L account number for theCash Account to be updated by transactions involv-ing this bank.

Account NumberEnter the Bank Account number, as supplied by thebank and shown on bank statements.


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The Credit Rating File contains codes for the credit ratingsthat may be applied to A/R customers. This file is shared bythe A/R and Sales Order Processing (SOP) modules. Dif-ferent versions of the screen will appear if SOP is not in-stalled on your system.

• For clients who have SOP, this file is extremelyimportant for the credit checking that occurs forA/R credit invoices. See the Sales Order Pro-cessing Manual for details.

• For COINS clients who do not have SOP, this fileis informational.

Select the Credit Rating File from the A/R File Mainte-nance Menu. Select Add to add a credit rating or Changeto update an existing record. In either case, you will see ascreen similar to the one shown here.

Customer Credit RatingEnter a unique code for each credit rating.

Credit Rating File

10/15/96 Credit Rating F/M DEV 76c1 - CO7 Change .2

———————————————————————————————————— | Customer Credit Rating* TIER-2 | ———————————————————————————————————— ——————————————————————————————————————————————— | Description: TIER 2 CREDIT (GOOD) | | | | [— SALES ORDER PROCESSING —] | | | | A/R Aging Allowable Percentage | | Days of Credit Limit | | | | Current 100.000 | | 31 - 60 100.000 | | 61 - 90 75.000 | | > 90 50.000 | ———————————————————————————————————————————————

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File Maintenance


DescriptionEnter a brief description for this credit rating code. Itwill identify the code on reports and DOLLAR screendisplays.

A/R Aging DaysAllowable Percentage of Credit Limit

These fields appear only when SOP is installed onyour system. For each aging period set up in A/Rtailoring, you may specify a different allowable per-centage of the customer’s credit limit. A warning willappear when entering SOP orders when a A/R creditorder exceed the customer’s credit rating. See theSales Order Processing Manual for details.


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Customer File The Customer File holds information on all the customersreferenced in the A/R and Billing modules, including name,address, phone number, contact person, Sales Rep, taxand discount information. Since it is shared by the A/R,Billing and Sales Order Processing, any information en-tered in this file will affect all three modules.

Customer numbers are also referenced in other files andmodules, for example in Job Status and Service Manage-ment.

You should assign a customer number to any company,government agency or individual from whom you receiveorders and payments. You may also set up a “Miscella-neous” customer. This would include, among others:

• All customers• Employees and owners of the businesses that have

accounts receivable, loans, and/or advances• Related companies• Companies that pay dividend or interest income directly to

you• Brokerage companies which send you the proceeds from

the sales of securities• Engineering & Architectural firms that return plan deposits

Select the Customer File from the A/R File MaintenanceMenu. Use ADD to add information about your customers.

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File Maintenance


Screen 1:

You will see the following screen:

Note: COINS allows limitation on a user’s ability to updatedata in the Customer File, through User ID definition. Seeyour System Administrator if you need to update customerinformation to which your User ID does not have access.

Customer NumberEnter a code to identify this customer. This will bethe “key” for the customer’s information.

Name, Address, City, State, Zip Code, Phone, FaxEnter the name, address and contact information forthe customer. Two lines are provided for the streetaddress. Also enter the city, state, zip code, etc., atthe appropriate prompts.

ContactEnter the name for the primary A/R contact at thecustomer’s site.

10/15/96 Customer F/M SCI 76c1 - CO7 Change .2 —————————————————————————————— | Customer Number* GE | —————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | Name: GENERAL ELECTRIC Annual Finance Chg Pct: 9.50 | | Address: RIVER ROAD Taxable Status (S/C/N): S | | Address: Customer TIN: | | City: SCHENECTADY Default Tax Juris* NYS-ALB | | State: NY Zip Code: 12345 Default Job Number* | | Phone: 518 370 0001 Credit Limit: 0.00 | | Fax: 518 370 0002 Credit Rating* TIER-1 | | Contact: JOE WIRED Print Statement (Y/N): Y | | Discount Type( /D/N): Statement Cycle: | | Discount Days: 0 Receive Dunning Messages: N | | Discount Percent: 0.00 Sales Rep* | | Due Type( /D/N): N Customer Price Group: | | Due Days: 0 Misc Cust (Y/N): N | ——————————————————————————————————————————————————————————————————————————————


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Discount Type, Days, PercentSpecify the sales discount information for this customer.

D Use D as the discount type if the payment must bereceived next month by the day specified in Dis-count Days .

N Enter N if the payment must be received within thespecified number of days from the invoice date if thediscount is to be given.

Due Type, DaysEnter the payment due information for this customer:Use D and N for the due type in the same manner as forthe discount type.

Annual Finance Charge PercentEnter the finance charge percent that you will charge thecustomer if the invoice is not paid within the specifiedtime. The default finance charge percent established intailoring will default here, but you can change it.

Taxable StatusIndicate the customer’s taxable status:

S Tax due based on the amount of the sale (i.e., salestax); this is the default.

C Tax due based on the cost of the goods (i.e., usetax).

N the customer is exempt from sales tax; the defaulttax jurisdiction for the customer should be the codeestablished in the Tax Jurisdiction File as the “Ex-empt” jurisdiction.

Customer TINIf used by your company, enter the customer's TaxIdentification Number. If Sales Order Processing isinstalled in your COINS system, the customer's TaxExempt Number optionally defaults from the customerTIN.

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Default Tax JurisdictionEnter the sales tax jurisdiction code which will be auto-matically associated with this customer on Invoice Entry.

Default Job NumberIf the invoices created for this customer will generally berelated to a specific job, then that job number should beentered. It will default to the invoice entry screen whenthis customer number is entered.

Credit LimitCredit Rating

Enter the credit limit and credit rating for this customer.This is informational only, unless SOP is installed on yoursystem. See the Sales Order Processing Manual fordetails.

Print StatementSpecify whether statements are to be printed for thiscustomer.

Statement CycleEnter the statement cycle. The cycle will be used togroup this customer with other customers for the produc-tion and mailing of statements.

Receive Dunning MessagesIndicate whether dunning messages are to be printed onthis customer’s statement for overdue amounts.

Sales RepSpecify the default Sales Rep for this customer.

Customer Price GroupSpecify the Customer Price Group to be used by theBilling and Sales Order Processing modules.

Misc CustomerIf you are setting up a record for a “Miscellaneous” cus-tomer, respond Y to Misc. and leave the address blank.The system will prompt for the appropriate address whenyou enter invoices.


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Note that sales to the Misc customer code will becombined on reports and inquiries. Since goodaccounting practice requires a cash receipts journalshowing from whom all funds are received, it isadvisable to use a more specific customer number.

Enter Y when the data shown on the screen is correct. Asecond screen will appear.

Screen 2

On this screen, you will enter G/L account numbers andshipping information for this customer. If SOP is installedon your system, additional fields will appear for SOP-spe-cific information.

A/R AccountRetainage AccountSales AccountFreight AccountAllowances AccountDiscount Account

Enter the G/L account numbers for the A/R,Retainage, Sales, Freight, Allowances and Dis-

10/15/96 Customer F/M SCI 76c1 - CO7 Change .2 —————————————————————————————— | Customer Number* GE | —————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | A/R Account* 14000000 Ship To- | | Retainage Account* 14020000 Name: | | Sales Account* 371101000 Address 1: | | Freight Account* 371101000 Address 2: | | Allowances Acct* 371201000 City: | | Discount Account* 371401000 State: Zip Code: | —————————————————————————————————————————————————————————————————————————————— ———————————————————————————————————————————————————————————————————————— | [—————————— SALES ORDER PROCESSING ——————————] | | Cash Customer (Y/N): N Order Cutoff Date: | | Payment Type: CR | | P.O. Required for Sales Order (Y/N): N | | Item Price Level: 0 | | Ship Via* CC | ————————————————————————————————————————————————————————————————————————

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counts accounts for this customer. They will defaultfrom A/R Tailoring, but you can change them here.

Ship to Name, Address, City, State and Zip CodeEnter the shipping information for this customer

The remaining fields shown on the sample screen appearonly when SOP is installed in your COINS system. See theSales Order Processing Manual for detailed information on:

Cash CustomerPayment TypeP.O. Required for Sales OrderItem Price LevelShip ViaOrder Cutoff Date


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Customer NotesFile

Use the Customer Notes File to record miscellaneous infor-mation about a customer, entered in textual form.

• This data will appear on the Aged ReceivablesReport if you run the report by customer andinclude Miscellaneous Customer information.

• The Print option on the strip menu is particularlyflexible. Use it to generate action lists, retrieveinformation by entry date, note number or notetype, and show it in summary (i.e., “directory”) ordetailed format.

Select the Customer Notes File from the A/R File Mainte-nance Menu. If you select the Add option, you will see thefollowing screen:

CustomerEnter the customer number for the customer to whomthis note applies.

09/05/94 A/R - Customer Notes F/M SCI V6.5C Add

————————————————————————————————————————————————————————— | Customer* BAXT BAXTER LABS | | Note Number* 000001 | ————————————————————————————————————————————————————————— ——————————————————————————————————————————————————————————— | Date Taken: 04/12/91 Next Action Date: 05/13/91 | | Note Type: Contact: JOHN ACKER | ——————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | Check statement for proper handling of credit for | | overbilling ($431.75). | | | | | | | | | | | | More Text (Y/N): N | ——————————————————————————————————————————————————————

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Note NumberYou can enter the note number yourself, or hit[RETURN] to have the system assign the next sequen-tial note number.

Date TakenEnter the date the note was taken, i.e., the entrydate for the note. Today’s date will default as theDate Taken .

Note TypeThe Note Type is an optional field. It allows you toenter a user-maintained code of up to eight charac-ters, in order to classify this note and help retrieve iton file listings.

Next Action DateIf this call requires further action, enter the date bywhich the action is required. You can print a listingof this file by Next Action Date .

ContactEnter the name of the contact person at thecustomer’s site. The Contact defaults from theCustomer File, but you can enter another name hereinstead.

TextAt the bottom of the screen, enter the text of the noteor customer message. If you need more room,respond Y to More Text . Additional screens willappear, on which to continue the note.


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Dunning File Use the Dunning File for dunning codes and associated textto print on the statements of past-due accounts. The mes-sages are associated with the aging dates of an invoice(generally 30, 60 and 90 days past due). You can designatein the Customer File that you wish to print these messageson certain customers’ past-due statements.

• Be sure to enter a Dunning Message for each ofthe Dunning Codes entered in A/R Tailoring.

Select the Dunning File from the A/R File MaintenanceMenu. Select Add Dunning Codes. You will see the follow-ing screen.

Dunning CodeEnter a code to reference this dunning message.

Message Line 1, 2, 3Type the associated text (up to three 60-characterlines of text). This is the dunning message which willappear on the customer’s monthly statement foramounts past due, according to the aging datesestablished in A/R Module Tailoring.

09/05/94 A/R - Dunning F/M SCI V6.5C Add

————————————————————— | Dunning Code* 01 | —————————————————————————————————————————————————————————————————————————————————————————————————————| Message Line 1: YOUR ACCOUNT IS CURRENTLY 30 DAYS PAST DUE. PLEASE BRING || Message Line 2: YOUR BALANCE UP TO DATE AS SOON AS POSSIBLE. || Message Line 3: |————————————————————————————————————————————————————————————————————————————————

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RecurringInvoices File

A recurring invoice is one that occurs on a regular basis forthe same customer. Use this file to enter invoices thatoccur every billing period for the same customer. By enter-ing it as a recurring invoice, it is easier to bill because it canbe generated automatically.

The system allows you to set up a recurring invoice so thatit will stop automatically:

1. on a specified expiration date (a fiscal period enddate)

2. when the maximum number of payments have beenreceived, or

3. when the total amount originally invoiced has beeninvoiced.

Select the Recurring Invoice File from the A/R File Main-tenance Menu. Select Add Recurring Invoices. You willsee the following screen.

Recurring Invoice NumberEnter the number you will use to reference thisinvoice.

09/05/94 A/R - Recurring Invoices F/M SCI V6.5C Add ————————————————————————————————————————— | Recurring Invoice Number* RPICO | ————————————————————————————————————————— Customer Number* PICOTTE PICOTTE MANAGEMENT ASSOCIATES Cycle: M Max # of Payments: 12 Job Number* 91-001 Assoc. Costs: 0.00 Phase* Total to be Paid: 420.00 Contract Number: BASE Total Sales: 420.00 P.O. Number: Taxable Amount: 0.00 Description: Sales Tax: 0.00 MAINTENANCE CONTRACT Retainage: 0.00 Sales Tax Juris* 0172 Invoice Amount: 420.00 Discount Pct: 3.00 Avail Discount: 12.60 A/R Account* 14000000 Retainage Account* 14020000 Hold Invoice(Y/N): N Salesman Number* CONNERY Expiration Fisc Dt: 12/31/91


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Customer NumberSpecify the number of the customer to whom itapplies. The customer name will display from theCustomer File.

CycleThe cycle is a user-defined code used to groupinvoices from different customers for a statementrun. It will default from the Customer File, but youcan change it here.

Job NumberPhaseContract NumberP.O. Number

If this recurring invoice is associated with a specificjob, job/phase, contract number or purchase order,enter that information in the appropriate field.

DescriptionEnter a brief description of this invoice, to identify iton reports and inquiries at a later date.

Sales Tax JurisdictionThe sales tax jurisdiction, discount percentage, G/Laccounts and Sales Rep will default from the Cus-tomer File. You can change any of these fields.

Discount PctEnter the discount percentage for this invoice, ifappropriate.

A/R AccountRetainage Account

Specify the G/L accounts that will be affected by thisinvoice.

Hold InvoiceIndicate whether or not you want to hold this invoice.If you respond Y, it will not appear on statementsyou prepare for this invoice until this setting ischanged.

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Sales RepEnter the code for the sales rep for this invoice.

Expiration Fiscal DateMax # of PaymentsTotal to be Paid

As appropriate, enter the expiration date for this invoice,the maximum number of payments, or the total to be paid.

Assoc CostsEnter the costs to be associated with this recurring in-voice. The associated costs are used to determine theTotal Gross Margin for the customer (Total Gross Margin= Sales - Associated Costs).

Total SalesTaxable Amount

Enter the total sales and taxable amounts for this invoice.

Sales TaxThe system will calculate the sales tax based on the salestax jurisdiction entered above, but the amount can bechanged.

RetainageThe system will calculate the retainage amount,, but youcan override it.

Invoice AmountThe invoice amount will display, based on the numbersentered on this screen.

Avail DiscountThe system will also calculate the discount amount, butyou can change it.

An area will display on this screen on which to enter salesaccount information. The Sales Account will default from theCustomer File, but it can be changed. You can distribute theinvoice to several accounts, but the total distributed must equalthe total sales amount previously entered.

Enter Y when this data is correct.


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Sales Rep File Use the Sales Rep File to keep track of your sales people.If you have the Sales Order Processing module (SOP), thisfile also contains the Sales Rep commission information.This file is used throughout COINS, for example in the J/SJob File and when entering invoices in Billing. This file isshared by the A/R, SOP and Service Management modules,so any information entered in either module will affect both.

• Sales Rep information will appear on the AgedReceivables Report, which can be printed bySales Rep.

• Service Management does not use the commis-sion information established in the Sales RepFile. Instead, it uses the commission informationset up for the service site. Use the Sales RepCommission Report in S/M to view commissioninformation for service.

• If you have Sales Order Processing, use theSales Rep Commission Report in that module forsales order commissions.

Select the Sales Rep File from the A/R File MaintenanceMenu. Select Add to add information to this file. You willsee the following screen:

09/05/94 A/R - Salesman F/M SCI V6.5C Add

—————————————————————————————— | Salesman Number* CARS | —————————————————————————————— —————————————————————————————————————————————————————— | Name: LARRY CARSON | | Commission %: 15.00 | ——————————————————————————————————————————————————————

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Sales RepEnter a Sales Rep number or code for each salesperson you will reference in your Customer File.

NameEnter the Sales Rep’s name in this field.

The remaining fields are specific to the Sales Order Pro-cessing module. The commission information defaults toSOP orders, where it can be changed only by users withaccess to commission information. See the Sales OrderProcessing Manual for full details.

Employee NumberEnter the PR employee number for this sales rep.This field is informational, to make it easier to pro-cess commission payments for the sales rep.

Commission TypeCommissions in SOP may be paid on a flat rate (F) orpercentage basis (P).

Commission Percent/AmountIf the commission type is P, this field contains thecommission percentage. If the commission is F, thefield contains the commission amount for each order.

Commission BasisFor percentage type commissions, indicate whetherthe commission is based on the merchandise amountor gross profit for the order.


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Use the Tax Jurisdiction File to set up the sales tax and usetax information that you will refer to throughout the COINSsystem. You can access this file through the File Mainte-nance menus of A/P, A/R, Billing and PO/Inventory. Thedifferences between sales and use tax are:

Sales Taxcan be either collected by the contractor via billings,or paid by the contractor on an A/P invoice. The taxpaid on an A/P invoice at the time of payment issales tax.

Use Taxsales tax that could have been paid at the time of theA/P invoice but was instead deferred. The use tax isaccumulated for a specified period (e.g., one month),then paid by a direct payment to the appropriate taxentity (i.e., tax jurisdiction). The taxing entitiesrequire you to get a certificate to make direct pay-ments, which is the meaning of the Direct PayPermit referred to in Job Status.

The way the system tracks use and sales tax is discussed atlength in the General Ledger Manual.

Select the Tax Jurisdiction File from the A/R File Mainte-nance Menu. Use the Add option to enter the codes. Youwill see the screen shown on the next page.

Tax JurisdictionFile

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Jurisdiction Definition

Tax Juris CodeEnter a user-defined Tax Jurisdiction Code touniquely identify each tax jurisdiction that you will usefor sales or use tax.

DescriptionEnter a brief description of the jurisdiction.

Starting Zip CodeEnding Zip Code

It is often helpful to further define the tax jurisdictionby an inclusive range of zip codes, to help youdetermine the correct jurisdiction for a given job.

Use the rest of this screen to define which cost elements aretaxable, according the way that you run your company andthe tax jurisdiction’s requirements.

Freight TaxableIndicate whether freight amounts should be includedin the total amount subject to sales tax.

09/05/94 C/O - Tax Jurisdiction F/M SCI V6.5C Change ——————————————————————————————— | Tax Juris Code* NYS-ALB | ——————————————————————————————— ———————————————————— Jurisdiction Definition ——————————————————— | Description: NYS - ALBANY CO | | Starting Zip Code: | | Ending Zip Code: | | Freight Taxable (Y/N): Y | | Billing Cost Category Taxable (Y/N): LA: Y MA: Y EQ: Y | | SU: Y OC: Y OC: Y | | J/S Cost Category Taxable (Y/N): LA: Y EQ: Y MA: Y | | SU: Y OC: Y AC: Y | | Service Cost Category Taxable (Y/N): LA: N MA: N SU: N | | EQ: N OC: N | | Equipment Labor Cost Taxable (Y/N): Y | | Equipment Non-labor Taxable (Y/N): Y | ————————————————————————————————————————————————————————————————


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Billing Cost Category TaxableFor collecting sales tax on billings, indicate whichcost categories are taxable.

J/S Cost Category TaxableService Cost Category TaxableEquipment Labor Cost TaxableEquipment Non-labor Cost Taxable

For each of the costing modules (Job Status, ServiceManagement, and Equipment), enter the tax defaultsfor each cost category.

In the case of Equipment, which has an unlimitednumber of cost categories, you simply indicatewhether labor costs and non-labor costs are taxable.

Tax Entity Definitions

On subsequent screens, you will enter the percentages andG/L accounts for each taxing entity within the jurisdiction.tax amounts.

CodeIf the tax jurisdiction includes separate taxing enti-ties, enter a code and description to identify eachone. Up to five separate entities can be recorded;this is useful if you need to keep track of separatestate, county, city, etc.,

09/05/94 C/O - Tax Jurisdiction F/M SCI V6.5C Change ——————————————————————————————— | Tax Juris Code* NYS-ALB | ——————————————————————————————— ————————————————— Taxing Entity 1 Description———————————————— | Code: | | Description: | | Rate: 8.000 | | Sales Tax Account* 316110000 | | Use Tax Account* 319110000 | | Vendor Number* | | Maximum Taxable Base: 0.00 | | Excess Rate over Maximum: 0.000 | —————————————————————————————————————————————————————————————

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DescriptionEnter a brief description to identify the tax entity.

RateSpecify the tax rate, by entering the tax percentagefor this tax entity. This is the total tax rate for thisentity. If the jurisdiction includes more than oneentity, the jurisdiction’s total rate is the sum of therates of the entities.

In addition to normal Tax Jurisdictions, you maywant to create a special 0% tax code, to be used fortax-exempt customers and for receipts that do nothave a sales tax. Set this code up by entering 0%for the tax percent, and using [F1] to bypass the G/Laccount number field.

Sales Tax AccountUse Tax Account

Enter the G/L account numbers for each tax jurisdic-tion. Sales tax and use tax normally accrue inseparate G/L accounts.

If the tax jurisdiction includes multiple entities, youshould set up separate G/L accounts for each entity.If you apply each entity’s tax amounts to the sameaccount, the system will not be able to track theseparate totals for you.

Vendor NumberIndicate the default vendor code (from the AccountsPayable Vendor File) for this taxing entity. You willuse this when creating the A/P invoices to pay usetax.

Maximum Taxable BaseExcess Rate over Maximum

If this tax entity uses a tiered tax system, you canenter a Maximum Taxable Base amount andExcess Rate . When the taxable amount exceed theMaximum Taxable Base, the system will use theExcess Rate to determine the tax amount.


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For example:

A/P invoice subject to use tax: 10,000.00Maximum Taxable Base 1,000.00Tax Rate 7%Excess Rate 1%

1,000 x 7% = 70.009,000 x 1% = 90.00

Use Tax Amount = 160.00

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Batch Control .............................................................. 3-1Initial Considerations .......................................... 3-1

Tailoring ................................................................ 3-2User ID File Maintenance ..................................... 3-4

Batch Control ...................................................... 3-6Batch Header Record ........................................... 3-7Security Measures ................................................ 3-9

Batch Control Menu............................................ 3-11Change Batch ....................................................... 3-14Change Fiscal Period ........................................... 3-15Change Ownership ............................................... 3-16Close Batch .......................................................... 3-17Create Batch ......................................................... 3-19Delete Batch ......................................................... 3-21Merge Batches ..................................................... 3-22Rename Batch ...................................................... 3-25

Chapter 3: Batch Control

Contents


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Chapter 3

Batch Control

The COINS Accounts Receivable module has a batchprocessing capability, the use of which is optional. Thebatch features in A/R are similar to those used in othermodules that have optional batch processing, for examplePayroll and Accounts Payable.

When you use batches in Accounts Receivable, you willenter and post certain types of information in separatebatches. The types of A/R transactions that use batchesare cash receipts, finance charges and invoices.

InitialConsiderations

Your COINS Account Consultant will help you decidewhether to use batches in Accounts Receivable. There is acertain trade-off of convenience in entering and processingtransaction for security and control of the Accounts Receiv-able process.

The batch process has a number of built-in security mea-sures. Batches must be created using the Batch ControlMenu, which can be protected by User ID security.

In addition, if you use batch security:

• Once a batch has been created, only certain userscan add, change or delete transactions in it.

• Only certain users can affect the batch headerrecord itself.

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Tailoring If you have decided that you want to use batches for Ac-counts Receivable processing, you must turn the capabilityon in A/R tailoring.

The system prompts for “Use Batches” first; it only asks theother three questions if the response to the first one is “Y”.The default response to all four questions is “N”.

Use BatchesRespond “Y” if you want to enter and process A/Rtransactions in batches. If batches are used, youmust set up batches for cash receipts, financecharges and A/R invoices. The “Use Batches” flagcannot be changed when any unposted recordsare on file.

Use Batch SecurityTo use batch security, respond “Y” to this question.When in effect, users can only use batches thatthey “own”, or that are “owned” by their subordinateusers. Batch security is commonly used whenbatches are not set to User IDs.

08/31/94 A/R Tailoring SCI V6.5C —————————————————————————————————————————————————————————————————————————— | Use Batches (Y/N): Y | | Use Batch Security (Y/N): N | | Set Batch to User ID (Y/N): N | | Reuse Batch Numbers (Y/N): Y | | | | Mark Job as Complete when Final Invoice is Posted (Y/N): Y | | Exclude Previous Past Due Finance Charges from Past Due | | Invoices when Building Finance Charges from History (Y/N): Y | | Associate the Finance Charge to the Invoice (Y/N): Y | | % of Contract to Invoice after which Retainage not defaulted: 90.00% | | Permit Invoices to be Entered in A/R or Billing for an | | Inactive Job Status Job (Y/N): N | | Sales Tax to be Based on Billings or Cash Receipts(B/C): B | ——————————————————————————————————————————————————————————————————————————


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• Subordinate users are set up viaUser ID definition, as discussedlater in this chapter.

• The Master User can affect anybatch.

• Batch security is in addition to anyrate, security level or security typesecurity measures already used inyour system.

Set Batch to User IDSpecify whether or not batches are to be set toUser IDs, in which case each user creates andenters data in their own batch.

If you set batches to User IDs, the Create Batchprocess automatically uses the User ID as thebatch name. Only that user will be able to adddata to this batch.

Reuse Batch NumbersIf you want to be able to reuse batch numbersfrom one posting to another, respond “Y” to thisquestion. Otherwise, the system will force you toenter a unique number or code for each batch.

If you respond “Y” to “Set Batch to User ID”, youMUST reuse Batch Numbers. The system will notaccept an “N” response.

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User ID FileMaintenance

If you tailor Accounts Receivable to use batch security, thena “Subordinate Users/Groups” screen will appear for eachUser ID (or Group ID) that is given access to the A/R mod-ule.

Because you will not see this screen unless themodule has already been tailored to use batch security, youshould do your module tailoring before you set up most ofyour User or Group IDs.

On this screen, you will list all User or Group IDs that aresubordinate to the User or Group ID being added orchanged. Subordinate users or groups will not be allowedto change or affect batches which are owned by this user orgroup.

08/31/94 Utilities - User ID F/M SCI V6.5C KIM Change User IDs

Accounts Receivable

————————————— Subordinate Users/Groups ————————————— | ANITA | | MELENA | | ED | | | | | | | | | | | | | | | | | ————————————————————————————————————————————————————


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Valid entries on this screen are:

• The word ALL, to indicate that all users/groups aresubordinate. If ALL is used, it must be in the firstposition on the screen and no other codes can beentered.

• The word NONE, to indicate that no one is subor-dinate to this user/group. If NONE is used, it mustbe in the first position on the screen and no othercodes can be entered.

• Existing User IDs, if this is a User ID definitionscreen.

• Existing Group ID, if this is a Group ID definitionscreen..

User IDs and Group IDs ARE NOT VALIDATED.This allows you to enter subordinate users or groups as youcreate new IDs, even if the IDs for the subordinate users orgroups have not yet been added to the system.

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Batch Control The “Batch Control” option has been added to the mainmenu of each module that supports batching. Each menuitem is one type of transaction with that module that can bebatched. The Batch Control Menu for the Accounts Receiv-able module is shown below.

• When batches are in use, all transactions in thatmodule that can be batched, must be batched.You can’t mix and match batches and unbatchedtypes of activities.

• If batches are not in use, an appropriate errormessage will display if you try to use the “BatchControl” selection.

08/31/94 C O I N S SCI V6.5C

Accounts Receivable

———————— Batch Control Menu ———————— | | | 1. Cash Receipts | | 2. Finance Charges | | 3. Invoices | | X. Exit | | | ————————————————————————————————————


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Batch Header Record Once you complete the initial screen, the batch records inthe subset will display. However, the “Create Batch” func-tion does not have any down frame.

• The Merge Batches function has a slightly differentdown frame design, because it allows the user toselect and deselect batches to be merged.

• Once a batch has been posted, a batch headerrecord will still remain for that batch. It remains onfile until the batch ID is reused.

Once you’ve identified the batch to be changed, deleted,etc., the batch record will display, with the following stan-dard information.

Batch NumberThe name, number or code assigned to this batch whenit was created.

DescriptionA brief description of the contents of the batch, as

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Change Batch

———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | | | | ————————————————————————————————————————————————————Data Correct (Y/N): N

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entered when the batch was created. This can beupdated through “Change Batch”.

Current OwnerThe User ID of the current owner of the batch, or <MAS-TER> if it is currently owned by the company’s MasterUser. This can be updated through “Change Owner-ship”.

Closed to EntryWhether the batch is closed to the entry of additionalinformation. This can be updated through “Close Batch”,which is used to close and reopen batches.

PostedWhether the batch has been posted. This is updated bythe system.

Date & Time Last UpdatedUpdated by the system when the user selects an add,change, or delete option from the appropriate transactionmenu. This is not refreshed by any Batch Control action.

Last Updated byThe User ID of the user who last updated the transac-tions in this batch.

Original OwnerThe original owner of the batch, tracked by the system.This is important when ownership of the batch changes.

Date and Time CreatedThe date and time the batch was originally created, asrecorded by the system.


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Security Measures Batch Locks, Exclusive and Input/Output

The Batch header record must be exclusively locked duringbatch control functions. This means that you won’t be ableto perform any of these functions if someone is using thebatch. Likewise, once you start a batch control function, noone else will be able to access that batch until you arethrough.

Batch Ownership

Only the owner of the batch or the master user is allowed toupdate the batch, except to change its ownership. See thediscussion of Change Ownership later in this chapter.

• The Master User ID is never displayed, either asthe batch owner or “Last Updated by”. In its placeis the word: <MASTER>.

• You can also use <MASTER> as the batch nameor as the batch’s owner. A pop-up window willverify that you really know the Master User ID.

Other Restrictions

To add, change, or delete transactions in a batch, or toperform any action on a batch of transactions which re-quires an input/output (i.e., “shared”) lock:

• The batch must have been created through theBatch Control menu.

• The batch must be open (i.e., not closed) andunposted.

• The batch must not be exclusively locked byanother user.

• You must have access rights to the batch. Thatmeans that you are the owner of the batch, or you

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are the Master User, or your list of subordinateusers is “ALL” or includes the owner of the batch(i.e., you are a “superior user”). A user who passesthis test is a “privileged” user.

If you successfully gain access to a batch, then thebatch is considered locked for input/output. Other“privileged” users can also perform input/output onthe batch, but no one will be able to exclusively-lockthe batch while an input/output lock exists on it.


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Batch ControlMenu

Once you select a transaction type from the Batch ControlMenu, you will see a menu similar to the one shown below.

Change BatchTo change the batch description.

Change Fiscal PeriodTo change the fiscal period of an existing batch. Whenposted, the system will create journal entries for the newfiscal period.

Change OwnershipTo change the ownership of a batch, either to allowchanges, merges, etc., or to move it to a different levelof user for additional processing.

Close BatchTo close a batch to transaction entry, or to reopen abatch that was closed earlier.

Create BatchTo create a new batch for this type of transaction.

Delete BatchTo delete a batch. Any unposted transactions in thebatch will be deleted as well.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts

————————————————————————————————— | | | 1. Change Batch | | 2. Change Fiscal Period | | 3. Change Ownership | | 4. Close Batch | | 5. Create Batch | | 6. Delete Batch | | 7. Merge Batches | | 8. Rename Batch | | X. Exit | | | —————————————————————————————————

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Merge BatchesTo merge batches into a single batch for consolidatedprocessing.

Rename BatchTo change the name of a batch; does not change itsowner or description.

With the exception of Create Batch, the options on thismenu work the same way, i.e., an empty down frame ap-pears and a “Subset” box allows you to describe the subsetof batch records that you want displayed on the screen.


———————————————————————————— Current Batches in Use ————————————————————————————| Original Current Date Last Ent || Batch ID Description Owner Owner Updated Clsd Pst|| ———————— ———————————————————— ———————— ———————— ————————— ———— ———|| || || || || || —————————————————————— Subset —————————————————————— || | Starting Current Owner: KIM | || | Ending Current Owner: KIM | || | Starting Batch: | || | Ending Batch: | |————————————— | Posted/Unposted/All Batches (P/U/ALL): U | ————————————— | Closed/Open/All Batches (C/O/ALL): ALL | ————————————————————————————————————————————————————


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The options in the Subset box are:

Starting and Ending Ownerboth default to your User ID unless you logged in withthe Master User ID. Then the default is ALL owners.

Starting and Ending Batchdefault is blank.

Unposted/Posted Batchesdefault is Unposted; most batch control functionsrequire that the batch not be posted.

Closed/Open/All Batchesdefault is ALL.

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Change Batch Use the “Change Batch” option to change the batch descrip-tion. You can only change the batch information if you arethe owner of the batch (or a superior user or the MasterUser) and the batch has not been posted.

As with most batch control screens, when you select“Change Batch”, the system prompts you for the subset thatyou want displayed on the screen. Select the batch that youwant to change from the resulting list.

The system will only allow you to update the “Description”field of the batch header record. The system will promptyou with “Data Correct” when you have completed thescreen. The default response is “N”, so be sure to enter “Y”if the changes should be implemented as entered.

You will be returned to the selection screen. To exit the

Change Batch function, use your Slash key ( ) to bring up

a submenu, then use the Exit option. If you use , yourchanges may be lost.


———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | | | | ————————————————————————————————————————————————————


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Change Fiscal Period The “Change Fiscal Period” function is used to change thefiscal period for a batch. A change here will affect allunposted transactions in the batch.

After showing the batch header record for the selectedbatch, the system will prompt for the new fiscal date, asillustrated above.

To exit this function, use the Slash key ( ) to bring up a

submenu, then use the Exit option. If you use , yourchanges may be lost.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Change Fiscal Period

———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | —————————————————————————————————————————————— | | | New Cash Receipts Fiscal Date: 09/30/94 | | —— —————————————————————————————————————————————— ——

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Change Ownership Only the owner of a batch, the Master User, or a superioruser is allowed to update the batch.

The Change Ownership function can be used to take controlof a batch from another user, e.g., to take a batch awayfrom a subordinate user and give it to a user on a higherlevel. You can change the ownership of a batch if:

• You are the owner of the batch or the Master User,or the owner is subordinate to you, and

• The batch has not been posted.

Select the batch that you want to change. Your User ID willdefault as the “new owner”. If you change it, you must entera valid User ID as the new owner of the batch.

To exit this function, use your Slash key ( ) to bring up a


08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Change Ownership

———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | —————————————————————————— | | | New Owner: MELENA | | ———————————— —————————————————————————— ————————————


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Close Batch The “Close Batch” function is used to close a batch to theentry of new transactions or the updating of existing ones. Itis also used to reopen a batch that has been previouslyclosed.

• A batch must be OPEN to enter or update cashreceipts, finance charges or A/R invoices. If it isclosed, you will see an error message: “ThisBatch is closed to entry. Changes to it are

not allowed. ”

• A batch may be either OPEN or CLOSED forposting.

You can close and reopen batches if the following are alltrue: if you are the owner of the batch (or a superior user orthe Master User) and the batch has not been posted.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Close Batch

———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | | | | ————————————————————————————————————————————————————Close this Batch (Y/N): Y

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The system prompts you for the subset that you want dis-played on the screen. Select the batch that you want toclose or reopen.

• If the batch is open, the system will ask if you wantto close this batch.

• If the batch is already closed, the system will tellyou that it has already been closed to entries andask if you want to open it.

To exit this function, use your Slash key ( ) to bring up asubmenu, then use the Exit option. If you use , yourchanges may be lost.


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Create Batch Use the “Create Batch” function to set up new batches forwhatever type of transaction you have selected. Thisfunction has no down frame, since no selection is involved.The system simply prompts you for the new batch informa-tion.

Enter the Batch ID for this new batch, according to the wayyou have tailored the system.

• If you are defaulting batch IDs from the User ID,the new batch’s ID must be a valid User ID or theMaster User ID. You can use <MASTER> torepresent the Master User ID; the system willprompt you for the actual ID in a pop-up box,where you can key it in without the actual charac-ters appearing on the screen.

• If you are not reusing batch numbers, the Batch IDmust not already be on file.

• If you are reusing batch numbers, the Batch IDmay have been previously used, but the previousbatch must have been posted. The Batch IDcannot be currently in use by any other users.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Create Batch

——————————————————————————————————————— | Batch ID: 8-31 | | Description: A/R Cash Receipts | | Owner: KIM | ———————————————————————————————————————

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The system will next prompt you for a description for thebatch. The system provides a default description, e.g., “A/R Cash Receipts”, but you can change it.

The owner of a new batch is automatically the User ID thatwas used to create it. Use the separate “Change Owner-ship” function to turn this batch over to a different user.

When this screen is completed, respond “Y” to the “DataCorrect”.


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Delete Batch The “Delete Batch” function will delete the batch headerrecord. If there are unposted records in the batch, thesystem will first remove all unposted records and thendelete the batch header record itself. (Posted records arenot affected.)

You can delete batches if you are the owner of the batch(or the Master User) and the batch has not been posted.

Select the batch that you want to delete from the resultinglist.

• The default response to “Delete this Batch” is “N”.As a safety precaution, you must change it to “Y”for the batch to be deleted.

To exit this function, use your Slash key ( ) to bring up a


08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Delete Batch

———————————————————————————————————————————————————— | Batch Number: 8-31 | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 10:51 | | | | | | | | | | | | | ————————————————————————————————————————————————————Delete this Batch (Y/N): N

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Merge Batches Use the “Merge Batches” function to merge existingbatches of this type of transaction into a different batch, sothat combined processing and posting can be performed.

You can use the Merge Batches function to combinesmaller batches into larger ones, or to extract particularcustomers from one batch and add them to another.

You can merge batches if all of the following are true:

• You are the owner of the batches to be merged, asuperior user, or the Master User.

• You are the owner of the batch to be merged to, asuperior user, or the Master User.

• The batch can be exclusively locked.

The system prompts you for the subset. Select the batchesthat you want to merge from the resulting list by moving upand down with the arrow keys and pressing to selecta particular batch, or to deselect it if you make an error.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Merge Batches

———————————————————— Current Unposted Batches in Use ————————————————————| Select Current Date Last Ent || (Y/N) Batch ID Description Owner Updated Clsd|| —————— ———————— ———————————————————— ———————— ————————— ————|| Y 8-29 A/R Cash Receipts KIM N || N 8-30 A/R Cash Receipts DICKW N || Y 8-31 A/R Cash Receipts KIM N || || || || || || || |—————————————————————————————————————————————————————————————————————————

Search Subset Exit


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• To exit this screen, use your Slash key ( ) tobring up a submenu, then use the Exit option.

• If you are not the owner of a selected batch, oryou are not the master user, then an error mes-sage will display and the batch will be automati-cally deselected.

A list of the batches that you selected will display. Youmust then enter the batch into which the other batches areto be merged.

This can be a batch that already exists, or you can create anew batch.

• If you want to merge separate batches into asingle existing batch, select the batches to mergeas shown here, then enter the “Merge to” batch.

• The “Merge to” batch should not also be se-lected as a “Batch to Merge”.


———————————————————————————— | Selected Batches to Merge* | —————————————————————————— | 8-29 | | 8-31 | | | | | | | | | | | | | | | ———————————————————————————————————————————————— | Merge to Batch Number: 8-31M | | Description: A/R Cash Receipts | | Owner: KIM | ————————————————————————————————————————————————

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• If you create a new batch, then the same errorchecking and other requirements are done as forthe Create Batch function.

Another screen will appear, allowing you to select ranges ofcustomer numbers, invoices, etc., to be extracted from the“Batches to Merge” and add to the “Merge to” batch.


———————————————————————————— | Selected Batches to Merge* | —————————————————————————— | 8-29 | | 8-31 | | | | | | | | | | | | | | | ————————————————————————————————————————————————— | ——————————————————————————————————————————— | | | Starting Customer Number: | | | | Ending Customer Number: | | —— ——————————————————————————————————————————— ——


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Rename Batch Use this function to rename a batch. None of the otherinformation in the record will be affected. You can renamea batch if you are the owner of the batch (or the MasterUser) and the batch has not been posted. Also, a batchwith the new name does not already exist. If you tailoredthe system not to allow the reuse of batch names, this alsoincludes previously posted batches.

As with most batch control screens, when you select “Re-name Batch”, the system prompts you for the subset thatyou want displayed on the screen. Select the batch thatyou want to delete from the resulting list.

To exit this function, use your Slash key ( ) to bring up asubmenu, then use the Exit option. If you use , yourchanges may be lost.

08/31/94 A/R - Batch Control SCI V6.5C Cash Receipts Rename Batch

———————————————————————————————————————————————————— | Batch Number: 8-31M | | Description: A/R Cash Receipts | | Current Owner: KIM | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: KIM | | Date and Time Created: 08/31/94 11:01 | | | | | | | | | | ————————————————————————————— | | | New Batch ID: KIMCR | | —————————— ————————————————————————————— ———————————

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Invoices ........................................................................ 4-1Invoice Overview ................................................ 4-1

Invoices from Billing ............................................. 4-1Invoices from Sales Order Processing ................. 4-1Invoices from Service Management ..................... 4-1Commands ........................................................... 4-2If Using Batches ................................................... 4-3

Invoice Entry....................................................... 4-4Payment Schedule ............................................... 4-9Recurring Invoice.................................................. 4-13Review Invoices.................................................... 4-14

Adjusting Invoices .............................................. 4-15Retainage ........................................................... 4-17Posting Invoices ................................................. 4-19

Posting Report ...................................................... 4-20Effects of Posting Invoices ................................... 4-22

Chapter 4: Invoices

Contents


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Invoices

Invoice Overview You will use the “Enter Invoices” menu to add, change,delete, print, or show customer invoices, or to add recurringinvoices. It will be used for your daily and weekly transac-tions.

Before the invoices are posted, you can change or deleteincorrect invoices through the Invoice Entry menu. Oncethe invoices have been posted, you must enter an adjustinginvoice to change amounts or use the Change PostedInvoices and Void Posted Invoices menu option to makecorrections.

Invoices from Billing If you have the COINS Billing module and have tailored it to“Post to A/R”, the system will automatically generateunposted invoices in A/R when you post invoices in Billing.You can maintain the A/R invoice information by using theChange and Delete functions in the normal way.

Invoices from SalesOrder Processing

If you have the COINS Sales Order Processing module andhave tailored it to “Post to A/R”, the system will createposted invoices in A/R when the End of Day process isperformed SOP, as well as posted applied and unappliedcash receipts from the day's activities in SOP. You cannotupdate these A/R invoices as you would an unpostedinvoice.

Invoices from ServiceManagement

If you have the COINS Service Management module andhave tailored it to “Post to A/R”, the system will createposted invoices in A/R when you post invoices in S/M.You cannot update these A/R invoices as you would anunposted invoice.

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Commands The basic commands for invoice entry include:

AddChoose this option to add invoices to a temporary A/Rtransaction, where they will be held until posted. If you areusing batches that are not set to User ID, you will beprompted for both a fiscal date and a Batch ID before youenter the actual invoice.

Add RecurringChoose this option to add A/R invoices that occur on aregular basis, as established in the Recurring Invoice File.

ChangeChoose this option to change information on invoices thathave been entered but are not yet posted. To change aninvoice, you must provide the customer number, invoicenumber and invoice type. Because the invoice has alreadybeen entered, the screen shows the information already onfile.

If you are using batches that are not set to User ID, you willalso need the original Batch ID.

Once invoices have been posted to permanent files, you canuse the Change Posted Invoices menu option to change alimited amount of invoice information.

DeleteChoose this option to delete unposted invoices from the A/RModule. To delete an invoice, you must provide the cus-tomer number, invoice number and invoice type. Becausethe invoice has already been entered, the screen shows theinformation already on file.

If you are using batches that are not set to User ID, you willneed the original Batch ID as well.

Once invoices have been entered, use the “Void PostedInvoices” menu option.

PrintWhen you have finished entering invoices, you may want toprint a listing of them and review it for accuracy and com-pleteness.


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ShowChoose this option to display on the screen a listing of theunposted invoices. If you want to see specific invoices,make use of the starting Customer/Invoice number field.

If Using Batches In Accounts Receivable, you have the option of usingbatches. This lets you enter data in groups called batches,which can be processed and posted independently of otherbatches for that same type of transaction. This makes A/Roperations smoother, since you can post information with-out locking up all the files.

To use batch processing, you must first turn it on in Ac-counts Receivable tailoring as discussed in Chapter 1,“Getting Started”. Your tailoring responses determinewhether the system will prompt for the batch number or useyour User ID to identify the batch. It also determineswhether batch security will be in effect. See Chapter 3,“Batch Control”, for detailed information.

When entering or updating A/R invoices, an open batchmust be available. Batches are created, closed, reopened,changed, etc., through the Batch Control Menu.

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Invoice Entry B If batches are in use and they are not set to UserIDs, you must enter the number for an open In-voice batch in order to add A/R invoices. Tochange or delete an invoice, you must enter thenumber of the batch that contains it.

When you add a vendor invoice, you will be prompted forthe appropriate fiscal date. The system provides a numberof warnings at this point. For example, it will warn you if:

• this date is not a valid fiscal period ending date, asestablished in G/L tailoring

• this period has been posted in the General Ledger.You can continue with the invoice entry, as long asthe period has not been closed.

• this date is for a closed fiscal period, as specifiedon the second G/L tailoring screen. If you need toenter an invoice for a closed fiscal period, you mustfirst reopen the fiscal period.

A typical Add screen will look like the one shown here.

08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 91-111-S2Type(I/A): I Apply to Invoice #:Job Number* 91-111 Tax Jurisdiction* NYS-ALBPhase* Salesman #* HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: 002983 Final Invoice (Y/N): NDesc: FOR WORK PERFORMED Pymt Schedule (Y/N): N Assoc. Costs: 2109.00Total Sales: 3500.00Taxable Amount: 450.00Sales Tax: 36.00Retainage: 350.00Invoice Amount: 3186.00



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• If you were using batches, the Batch ID wouldappear in the upper left corner; you would needthe Batch ID to change or delete the invoice.

Enter a code from the Customer File to indicate the cus-tomer associated with the invoice. Also supply an invoicenumber, i.e., the number that will identify this invoicethroughout the A/R module. If you leave this field blank, thesystem will supply a sequential invoice number.

Specify the invoice type. If this is a normal invoice, enter “I”as the invoice type.

• “I” type invoices are used for regular invoices andretainage invoices. Retainage invoices will bediscussed later in this chapter.

• Use “A” to make an adjustment to an existinginvoice, or to issue a credit memo. If you enter anadjusting invoice, you must apply it to a postedinvoice. This process is discussed later in thischapter.

Enter the Job number for this invoice, if any applies. If thejob uses phases, enter the phase for this invoice. You canalso identify the invoice with a contract number.

• If the customer has a default job number (asentered in the Customer File), that number willappear here; you can change it.

• The contract is a user-defined code that can beentered here or can come from the Billing Module.

Enter the date of this invoice and its due date, i.e., the dateby which it must be paid.

• Invoice aging can be tied to either the invoice dateor the due date when you build the financecharges.

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• The system will provide a due date based on theinvoice date and due type/due days from the Cus-tomer File, but it can be changed.

At the “T&M Invoice” prompt, enter “Y” if this is a Time andMaterial Invoice.

• This flag is used by the system if you have tailoredA/R to update Job Status revenue estimates fromT&M invoice information.

• The system will prompt for the Revenue EstimateType to be used for the Job Status estimate trans-action it will create.

Enter the P/O number associated with this invoice, i.e., thecustomer’s purchase order.

Enter a brief description of the invoice, to identify it onscreens and reports.

Enter the code for the tax jurisdiction that will be used forthe computation of sales or use tax. The tax jurisdiction willdefault from the job, if a job number was entered for thisinvoice. Otherwise, it will come from the customer’s defaulttax jurisdiction. In either case, you can change it.

The default salesman, discount percentage, and discountdate will appear on this screen, as established in the Cus-tomer File.

The A/R and Retainage account numbers will default fromA/R tailoring, but you can override the defaults.

You can indicate whether this is the “Final Invoice” for a job.If your A/R module is tailored to mark a job as completewhen its final invoice is posted, the system will use the dateof the final invoice to update the job’s Completion Date inthe Job File. See the Job Status Manual Version 6.5 forinformation on processing completed jobs.


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If you want to set up a payment schedule for this invoice,set this Payment Schedule flag to “Y”. This is discussedlater in this chapter.

You can enter an amount for “Associated Costs” related tothis invoice. If the invoice comes from a COINS cost basisbilling, the system supplies an amount from the job’s costs.You can also enter an “Associated Costs” amount directly.On the Customer Inquiry, the total associated costs can bedisplayed for the current and previous year. You can usethis amount to arrive at a total gross margin amount for thecustomer (Gross Margin = Sales – Associated Costs).

You are now ready to enter the amounts for this invoice:

• The total amount of the sale on this invoice.

• The amount of the invoice which is subject to tax.This may be the same or less than the Total Salesamount.

• The tax, calculated by the system but adjustableby the user.

• The Retainage amount, calculated by the systembased on the retainage percentage for this job.The user can change it.

• The system will calculate the discount amount, ifappropriate, using the discount percentage en-tered above.

• The system calculates and displays the amount ofthis invoice, i.e., the total sales amount plus anytax amount, less the retainage. This line cannotbe changed.

Upon entering “Y”, the Invoice Amount will display and youwill be able to disburse the amount to various Sales Ac-counts.

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• If you wish to redistribute the amount to otheraccount(s), you may override the Sales Accountwhich defaults from A/R tailoring..

• The total amount of the distribution must equal thetotal Sale amount.

If you need to distribute to more than five (5) Sales Ac-counts, you may continue by pressing . After confirm-ing that the data already entered is correct, a new screenwith additional sales accounts will appear.

08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 91-111-S2Type(I/A): I Apply to Invoice #:Job Number* 91-111 Tax Jurisdiction* NYS-ALBPhase* Salesman #* HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: 002983 Final Invoice (Y/N): NDesc: FOR WORK PERFORMED Pymt Schedule (Y/N): N Assoc. Costs: 2109.00Total Sales: 3500.00Taxable Amount: 450.00 Sales Account* Sales AmountSales Tax: 36.00 1 371101000 3500.00Retainage: 350.00 2 0 0.00Invoice Amount: 3186.00 3 0 0.00 4 0 0.00Avail Discount: 0.00 5 0 0.00


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Payment Schedule If you want to create a payment schedule for a particularinvoice, respond “Y” to the “Payment Schedule” prompt onthe invoice entry screen.

• You will only enter the Taxable Amount and verifythe Sales Tax on this screen.

• The Total Sale is supplied by the system later,equal to the sum of the interest and principalentered on subsequent screen. The retainage,invoice and discount amounts are also left blankfor now.

Another screen will appear, prompting for the type of distri-bution (equal payments or manual distribution) and thePrincipal Amount. The principal will default from the Tax-able Amount entered on the first screen, but you canchange it.

08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 00250Type(I/A): I Apply to Invoice #:Job Number* Tax Jurisdiction* NYS-ALBPhase* Salesman #*Contract Number: Discount Percentage: 0.00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: Final Invoice (Y/N): NDesc: FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR Pymt Schedule (Y/N): Y SITE. Assoc. Costs: 0.00Total Sales: 0.00Taxable Amount: 5000.00Sales Tax: 400.00Retainage:Invoice Amount:

Avail Discount:

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Invoices


• If you select “Equal Payments” (the option illus-trated here), the system will prompt you for thenecessary information, and then create the pay-ment schedule. When using the “Even Payment”option, the system will determine the paymentamount for you.

• If you select “Manual Distribution”, the system askswhether the sales tax should be distributed evenly,what the interest percentage is which payment thefirst interest charge should be associated with, andthe Interest account number. The system willprompt you for the individual payment dates andprincipal amounts. When the payments are en-tered, the system calculates the interest, distributesthe sales tax, and displays the amount due foreach payment.

Use this screen to specify:

• Number of equal payments - principal amount only

08/26/94 A/R - Enter Invoices SCI V6.5C Add——————————————————————————————————————————————————————————————————————————————|Customer Number: PICO Invoice Number: 00250 ||Sales Tax: 400.00 Total Scheduled Payments: ||Interest Amount: Total Sales Amount: ||Principal Amount: 5000.00 Balance to distribute: 5000.00 |—————————————————————————————————————————————————————————————————————————————— ———————————————————————————————————————————— | Number of Equal Payments: 4 | | Distribute Sale Tax Evenly (Y/N): Y | | Period Type (D/M): M | | First Payment Grace Period: 0 | | Interval between Payments: 1 | | Interest Percentage: 9.0000 | | Interest Grace Period: 1 | | Interest Account* 915000000 | | Payment Amount: 1250.00 | ————————————————————————————————————————————


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• How to distribute sales tax from the first screen; ifnot evenly, you can manually distribute the salestax to each payment period.

• Period type, “D” for days and “M” for months. Thisdetermines whether the system treats the num-bers entered in the “Grace Period” and “Interval”fields as days or months.

• Interest percentage applied to the principalamount over the course of the payment period.

• G/L account where the interest income will accrue.This account will be listed along with the normalSales Account on the Sales Account distributionwhen the invoice is finished.

Another screen will appear, detailing for each payment theamount of principal, interest, sales tax, and the amountdue, with the appropriate due date for each payment.

08/26/94 A/R - Enter Invoices SCI V6.5C Add——————————————————————————————————————————————————————————————————————————————|Customer Number: PICO Invoice Number: 00250 ||Sales Tax: 400.00 Total Scheduled Payments: 5000.00 ||Interest Amount: 675.00 Total Sales Amount: 5675.00 ||Principal Amount: 5000.00 Balance to distribute: 0.00 |—————————————————————————————————————————————————————————————————————————————— ———————————————————————————————————————————————————————————————————————————— |Payment # Due Date Amount Interest Sales Tax Amount Due | |————————— ———————— ————————————— —————————— —————————— ————————————— | | 1 05/10/94 1250.00 0.00 100.00 1350.00 | | 2 06/10/94 1250.00 337.50 100.00 1687.50 | | 3 07/10/94 1250.00 225.00 100.00 1575.00 | | 4 08/10/94 1250.00 112.50 100.00 1462.50 | | | | | | | | | | | ————————————————————————————————————————————————————————————————————————————

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08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 00250Type(I/A): I Apply to Invoice #:Job Number* Tax Jurisdiction* NYS-ALBPhase* Salesman #*Contract Number: Discount Percentage: 0.00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: Final Invoice (Y/N): NDesc: FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR Pymt Schedule (Y/N): Y SITE. Assoc. Costs: 0.00Total Sales: 5675.00Taxable Amount: 5000.00 Sales Account* Sales AmountSales Tax: 400.00 1 371101000 5000.00Retainage: 0.00 2 915000000 675.00Invoice Amount: 6075.00 3 0 0.00 4 0 0.00Avail Discount: 0.00 5 0 0.00

Press the space bar to return to the main invoice entryscreen. The system displays the Total Sale amount, Retain-age, and Invoice Amount. You can enter an available dis-count amount. When you accept this information, the salesaccount distribution will appear. Notice that the interest istreated as a separate sales amount, applied to the G/Laccount specified on the Payment Schedule screen.

The invoice is now complete. Once posted, you can seepayment schedule information in several places.

• The Invoice Inquiry includes the payment scheduleif you respond “Y” to “Show Payment Schedule”.

• The Aged Receivables Report shows paymentamounts in the appropriate aging columns.

• On The Aged Receivables Inquiry, invoices withpayment schedules are flagged with an asterisk.


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Choose the “Add Recurring” option on the Enter InvoicesMenu to add invoices that occur on a regular basis. Thisprocess is simplified by using information set up one time inthe Recurring Invoice File (see Chapter 2).

When you use the “Add Recurring” option, the system willprompt you for the fiscal date and Batch ID the same aswhen using the “Add” option. A screen similar to the follow-ing will appear:

Enter the invoice date, which is important for invoice aging.

Then select the recurring invoices that will be included byrange of invoice number or cycle, or a combination of bothnumber and cycle.

Once the invoices have been added to the unposted in-voice file, you will be able to use the Change, ChangeBatch, Delete, etc., commands in the normal manner.

Recurring Invoice

08/26/94 A/R - Enter Invoices SCI V6.5C Add Recurring

—————————————————————————————————————————————————— |Invoice Date: 08/26/94 | |Starting Recurring Invoice Number: | |Ending Recurring Invoice Number: | |Starting Cycle: | |Ending Cycle: | ——————————————————————————————————————————————————

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Review Invoices After entering both regular and adjusting invoices, youshould check the unposted list of invoices for accuracy. Todo this, use the Print option on the “Enter Invoices” menu.

You can print the listing by invoice or customer number, forall unposted invoices or a range of them. The system willproduce a listing of unposted invoices, including system-generated invoices originating in the Billing Module. Asample page of this report is shown here.

Make any necessary changes through the Change selectionon the Enter Invoices menu.

RUN DATE 08/26/94 13:05:32 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. UNPOSTED INVOICE LIST BY CUSTOMER FOR ALL USER IDS

INV INVOICE #/ JOB/ INV DT/ TX JURIS/TYPE APPLY TO #/ PHASE/ FISCL DT/ A/R ACCOUNT/ SALES DISTRIBUTION / CONTRACT/ DUE DT/ RETAINAGE ACCOUNT/ / SALESMAN/ DISC DT T&M INVOICE/ DESC ACCOUNT AMOUNT P.O. # REVENUE EST TYPE/ FINAL INVOICE

PICO PICOTTE ENTERPRISES

I 00250 05/10/94 NYS-ALB TOTAL SALES 5675.00 371101000 5000.00 05/31/94 14000000 TAXABLE AMOUNT 5000.00 915000000 675.00 05/10/94 14020000 SALES TAX 400.00 .00 05/10/94 N RETAINAGE 0.00 .00 INVOICE AMOUNT 6075.00 .00 FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR N AVAIL DISCOUNT 0.00 .00 SITE. ASSOC. COSTS 0.00


I 91-111-S2 91-111 05/10/94 NYS-ALB TOTAL SALES 3500.00 371101000 3500.00 05/31/94 14000000 TAXABLE AMOUNT 450.00 .00 05/10/94 14020000 SALES TAX 36.00 .00 HOUSE 05/10/94 N RETAINAGE 350.00 .00 001983 INVOICE AMOUNT 3186.00 .00 FOR WORK PERFORMED N AVAIL DISCOUNT 0.00 .00 ASSOC. COSTS 2109.00

REPORT TOTALS ————————————— TOTAL SALES 9175.00 TAXABLE AMOUNT 5450.00 SALES TAX 436.00 RETAINAGE 350.00 INVOICE AMOUNT 9261.00 AVAIL DISCOUNT 0.00 ASSOC. COSTS 2109.00


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Adjusting Invoices Adjusting invoices can be used to enter credit memos, byentering an invoice with a negative amount. You would usean Adjusting Invoice (Invoice Type “A”) to change amountson a posted invoice or to process a credit memo. (The“Change Posted Invoices” option only allows you to changeinvoice date, due date, etc., not amounts.)

Using an adjusting invoice has several advantages overvoiding the original invoice and entering a new one whenthe original invoice has already been sent to the customer.

• It is easier to associate the customer’s check withthe proper invoice.

• It avoids the aging problem that would occur with anew invoice. The invoice, due and discount datesentered for an adjusting invoice are not used forinvoice aging purposes. The system uses thedates for the original invoice instead.

• When you post the adjusting invoice, thecustomer’s account and relevant A/R reports willreflect the change. For example, the adjustinginvoice will appear on the detailed CustomerHistory Report. The Aged Receivables Reportdoes not list the adjusting invoice, but it does showthe corrected amount of the invoice to which it wasapplied.

Select the Add option from the “Enter Invoices” option fromthe A/R menu. The system will ask you for the fiscal periodand Batch ID (if appropriate). Most of the screen is filled inthe same as a normal invoice.

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Enter the customer number and invoice number. If you hit

at the Invoice Number field, the system will supply thenumber for you.

For the invoice type, enter “A”. The system will prompt youfor the “Apply to Invoice”, i.e., the posted invoice that is tobe adjusted. Finish completing the invoice screen as de-scribed earlier in this chapter.

Enter the adjusting amounts. A positive amount will in-crease the balance of the “Apply to Invoice”, while a nega-tive amount will reduce it.

08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 91-111-S2Type(I/A): I Apply to Invoice #:Job Number* 91-111 Tax Jurisdiction* NYS-ALBPhase* Salesman #* HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: 002983 Final Invoice (Y/N): NDesc: FOR WORK PERFORMED Pymt Schedule (Y/N): N Assoc. Costs: 2109.00Total Sales: 3500.00Taxable Amount: 450.00 Sales Account* Sales AmountSales Tax: 36.00 1 371101000 3500.00Retainage: 350.00 2 0 0.00Invoice Amount: 3186.00 3 0 0.00 4 0 0.00Avail Discount: 0.00 5 0 0.00


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To prepare an invoice for retainage, you must enter aninvoice with $0.00 as the Total Sales amount and retainageas a negative amount. This will credit the Retainage Ac-count and debit the A/R Account. It will not increase sales,because it merely removes the dollars from Retainage andplace it into Receivables.

The following sample screen illustrates how this would bedone:

• The “Total Sales” amount and “Taxable Amount”are both $0.00.

• Enter the retainage to be paid as a negativeamount in the Retainage field.

• The system will display the invoice amount, whichshould be the amount of retainage that is to bepaid.

Retainage

08/26/94 A/R - Enter Invoices SCI V6.5C AddCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number: 00259Type(I/A): A Apply to Invoice #: 91-111-S2Job Number* 91-111 Tax Jurisdiction* NYS-ALBPhase* Salesman #* HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 05/25/94 Discount Date: 05/25/94Due Date: 05/25/94 A/R Account* 14000000T&M Inv (Y/N): N Retainage Account* 14020000P.O. Number: Final Invoice (Y/N): NDesc: ADJUSTMENT FOR DAMAGE TO VEHICLE Pymt Schedule (Y/N): N Assoc. Costs: 0.00Total Sales: 0.00Taxable Amount: 0.00 Sales Account* Sales AmountSales Tax: 0.00 1 371101000 0.00Retainage: -6810.60 2 0 0.00Invoice Amount: 6810.60 3 0 0.00 4 0 0.00Avail Discount: 0.00 5 0 0.00

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• The amount distributed to the Sales Account will bezero.

When a retainage invoice is posted, it will update the retain-age information for the job and customer, as shown on thissample page of the Retainage Report.

RUN DATE 06/24/92 11:02:34 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 Sample Contractor, Inc. DETAILED RETAINAGE REPORT BY CUSTOMER THRU FISCAL PERIOD 05/31/92

CUSTOMER INVOICE# INV DATE JOB SALES AMOUNT RETAINAGE INV RET% SALES TOTAL RETAIN TOTAL RET% TOT

PICO PICOTTE ENTERPRISES 093093 09/30/93 91-111 64605.99 6460.60 10.00 64,605.99 6,460.60 10.00 91-111-S2 05/10/94 91-111 3536.00 350.00 9.90 68,141.99 6,810.60 9.99 R1 91-111 02/28/93 91-111 115234.84 11523.48 10.00 183,376.83 18,334.08 10.00 R3 09/30/93 91-111 5600.00 560.00 10.00 188,976.83 18,894.08 10.00 R4 91-111 10/31/93 91-111 18838.57 1883.86 10.00 207,815.40 20,777.94 10.00 R5 91-111 11/19/93 91-111 9526.57 952.66 10.00 217,341.97 21,730.60 10.00 R6 91-111 03/28/94 91-111 12911.29 1291.13 10.00 230,253.26 23,021.73 10.00 R7 91-111 04/28/94 91-111 70377.13 7037.71 10.00 300,630.39 30,059.44 10.00 RET-1 05/25/94 91-111 0.00 -6810.60 ? 300,630.39 23,248.84 7.73 -------------------------------------------------------------------------------- CUSTOMER TOTAL 300,630.39 23,248.84 300,630.39 23,248.84 7.73

============================================================================================================================== REPORT TOTALS 300,630.39 23,248.84 300,630.39 23,248.84 7.73


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When the invoices have been entered and reviewed, youare ready to post them. The posting process will updatethe permanent information in the Accounts Receivablesfiles. Once your beginning balances have been estab-lished, this selection will also post A/R invoice informationto the General Ledger and Job Status Modules.

Note that invoices posted to A/R from the Sales OrderProcessing and Service Management modules do not gothrough this posting step. Their status is already postedand they immediately affect the customer balances in A/R.

Select Post Invoices from the Accounts Receivable MasterMenu. You will see the following screen:

Answer “yes” to Post Invoices. If you enter “N”, you will bereturned to the A/R Menu.

This posting procedure will post the invoices to the properGeneral Ledger Accounts, update the relevant A/R files andgenerate a posting report.

B If batches are in use, you must enter the numberfor the batch that you want to post.

Posting Invoices

08/26/94 A/R - Post Invoices SCI V6.5C

—————————————————————————— | Post Invoices(Y/N): Y | ——————————————————————————


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At the bottom of the screen, enter the output form, numberof copies, and printer option code (if required) needed toprint the report.

If you see the messages:

WARNING: Not Posting to General Ledger

or

WARNING: Not Posting to Job Status

then the invoices will not be posted to the General Ledger orto the Job Status file, because A/R Tailoring for “Post Trans-actions to G/L” and “Post Transactions to J/S” are set to “N”.

Posting Report The system produces a posting report that details the infor-mation that has been posted and the accounts that wereaffected.

• The Invoice Posting Report shows the detail of allinvoice information previously entered. It alsoshows, in journal entry form, the General Ledgeraccounts and the amounts being debited or cred-ited to each account.

• Posting reports may be rerun through the “ReprintPosting Reports” selection of System UtilitiesMenu. To find this option, go into the Report Utili-ties option in System Utilities.

Sample pages from an Invoice Posting Report appear here.The second page summarizes the net credit/debit effect onG/L accounts.


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RUN DATE 08/26/94 13:00:20 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. INVOICE POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y

INVOICE POST: 0011

INV INVOICE #/ JOB/ INV DT/ TX JURIS/TYPE APPLY TO #/ PHASE/ FISCL DT/ A/R ACCOUNT/ SALES DISTRIBUTION / CONTRACT/ DUE DT/ RETAINAGE ACCOUNT/ / SALESMAN/ DISC DT T&M INVOICE/ DESC ACCOUNT AMOUNT P.O. # REVENUE EST TYPE/ FINAL INVOICE


I 00250 05/10/94 NYS-ALB TOTAL SALES 5675.00 371101000 5000.00 05/31/94 14000000 TAXABLE AMOUNT 5000.00 915000000 675.00 05/10/94 14020000 SALES TAX 400.00 05/10/94 N RETAINAGE 0.00 INVOICE AMOUNT 6075.00 FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR N AVAIL DISCOUNT 0.00 SITE. ASSOC. COSTS 0.00

SCHEDULE OF PAYMENTS PAYMENT INTEREST CUMULATIVE PAYMENT # DUE DATE AMOUNT AMOUNT SALES TAX AMOUNT DUE AMOUNT 1 05/10/94 1250.00 0.00 100.00 1350.00 1350.00 2 06/10/94 1250.00 337.50 100.00 1687.50 3037.50 3 07/10/94 1250.00 225.00 100.00 1575.00 4612.50 4 08/10/94 1250.00 112.50 100.00 1462.50 6075.00


I 91-111-S2 91-111 05/10/94 NYS-ALB TOTAL SALES 3500.00 371101000 3500.00 05/31/94 14000000 TAXABLE AMOUNT 450.00 05/10/94 14020000 SALES TAX 36.00 HOUSE 05/10/94 N RETAINAGE 350.00 002983 INVOICE AMOUNT 3186.00 FOR WORK PERFORMED N AVAIL DISCOUNT 0.00 ASSOC. COSTS 2109.00

RUN DATE 08/26/94 13:00:20 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 SAMPLE CONTRACTOR, INC. INVOICE POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y

INVOICE POST: 0011

ACCOUNT DESCRIPTION DEBITS CREDITS

14000000 ACCTS REC - CONST CONTRACTS 9,261.00 0.00 14020000 ACCTS REC - RETAINAGE 350.00 0.00 316110000 SALES TAX PAY - STATE NY 0.00 436.00 371101000 BILLINGS - CONTRACTS 0.00 8,500.00 915000000 FINANCE CHARGE INCOME 0.00 675.00 ================== ================= 9,611.00 9,611.00

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Effects of PostingInvoices

When you post A/R invoices, the following reports andinquiries are affected:

A/R Reports

Aged Receivables ReportIncreases Total Invoice Balance, Retainage. Updates theamount under the appropriate aging column.

Customer HistoryUpdates Invoice Amount. Updates Retainage Amount.

Receivable ListUpdates Invoice Balance.

Retainage ReportIf there was retainage, the system updates Sales Amount,Sales Total. Updates Retainage Amount, %, and Total.

Sales JournalUpdates Invoice and related information. Updates TotalSales Amount.

Sales Tax ReportUpdates Sales Amount, Taxable Amount and Sales Tax+

A/R Inquirie

Aged Receivables InquiryUpdates Invoice #. Updates the proper aging column.

Customer History InquiryUpdates Invoice Amount. Updates Current Receivable.

Customer InquiryUpdates Current Balance

Invoice InquiryUpdates Total Sales. Updates Balance.


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Job Status Reports

Cost Code Detail History Report (if using the Billing Module toretrieve job costs)Updates cost code detail and Labor, Materials, and othercost columns. Updates Job Totals.

Cost/Revenue Report (If using the Billing Module )Updates Forecast, Labor Hours and Labor, Total Costs andBillings.

J/S Accounts Receivable LedgerUpdates Invoice Amount, Balance, and Retainage Receiv-able.

Job Cost/Margin ReportUpdates Amount Billed. If using the Billing Module toretrieve job costs, also updates cost categories and totalcosts.

Job Status ReportUpdates Billing This Month and to Date, Receipts, AccountsReceivable Balance. Updates Last A/R Posting.

Labor Analysis Report (If using the Billing Module)Updates Labor Hours this week and job to date and Job toDate Labor Amount.

Percent of Completion ScheduleUpdates Billings, and Underbilled or Overbilled column.

Revenue Detail HistoryUpdates Invoice Amount, Invoice Number.

Summary Revenue LedgerUpdates, by G/L account, Period to Date amount, Year toDate amount, and Job to Date amounts.

Unit and Job Cost Report (If using the Billing Module)Updates Quantity/Labor Hours, Actual Costs, ProjectedGain/Loss.

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Job Status Inquiries

Cost Code History Inquiry (if using the Billing Module)Updates Amount and Total for each cost code.

Job Cost/Estimate ComparisonUpdates Last A/R Posting date.

Job to Date Earnings SummaryUpdates Billing to date, Overbilled, Underbilled, and Marginto Date. Updates Last A/R Posting date.

Unit and Job Cost Inquiry (if using the Billing Module)Updates Quantity and Labor Hrs this week and actual.Updates incurred costs.

General Ledger

Journal EntriesCreates unposted journal entries.


Cash Receipts ............................................................. 5-1If Using Batches ................................................... 5-2

Enter Cash Receipts .......................................... 5-3Automatic Distribution .......................................... 5-5Normal Distribution ............................................... 5-5Quick Distribution ................................................. 5-8Miscellaneous Cash Receipts .............................. 5-9Writing off Bad Debts ........................................... 5-11

Posting Cash Receipts ....................................... 5-13Posting Report ...................................................... 5-14Effects of Posting Cash Receipts ......................... 5-15

Reapplied Cash Receipts ................................... 5-17Posting Reapplied Cash Receipts ...................... 5-19

Posting Report ...................................................... 5-20Effects of Posting Reapplied Cash Receipts ....... 5-21

Chapter 5: Cash Receipts

Contents


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Cash Receipts

Chapter 5

Cash Receipts

The Accounts Receivable allows two types of cash receipts:Cash Receipts, which reference specific invoice numbers, andUnapplied Cash Receipts, payments received from a customerfor which an invoice number is not available or not posted. Usethe highlighted options on the A/R main menu to process cashreceipts as described in this chapter. Notice that there areseparate posting routines for each type of cash receipt.

Enter Cash ReceiptsUsed to enter any payments or other money received from acustomer, whether as the result of a statement or not.

Post Cash ReceiptsTo make the information entered through “Enter Cash Receipts”part of the permanent A/R information.

Enter Reapplied Cash ReceiptsTo apply payments received from a customer to an invoice,when the payment was originally entered as “unapplied”.

Post Reapplied Cash ReceiptsTo make reapplied cash receipts entered through the previousmenu selection part of the permanent A/R information.

Note: If the Sales Order Processing module is part of yourCOINS system, cash receipts from SOP will be reflected in A/Ras posted cash receipts (if the corresponding invoice has been

04/05/93 C O I N S SCI 2 —————————————————————————— Accounts Receivable Menu —————————————————————————— | | | 1. Enter Invoices 11. File Maintenance Menu | | 2. Post Invoices 12. Inquiry Menu | | 3. Enter Cash Receipts 13. Post Statements | | 4. Post Cash Receipts 14. Print Customer Labels | | 5. Enter Reapplied Cash Receipts 15. Print Statements | | 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices | | 7. Enter Finance Charges 17. Report Menu | | 8. Post Finance Charges 18. Void Posted Cash Receipts | | ——————————————————————————————————— 19. Void Posted Invoices | | 9. Batch Control X. Exit | | 10. Change Posted Invoices | | | ——————————————————————————————————————————————————————————————————————————————

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completely processed) and unapplied cash receipts (whenthe order has not yet been shipped and is therefore notready for invoicing).

If Using Batches In Accounts Receivable, you have the option of usingbatches. This lets you enter data in groups called batches,which can be processed and posted independently of otherbatches for that same type of transaction. This makes A/Roperations smoother, since you can post information withoutlocking up all the files.


When entering or updating A/R cash receipts, an openbatch must be available. Batches are created, closed,reopened, changed, etc., through the Batch Control Menu.


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Enter CashReceipts

The “Enter Cash Receipts” option on the A/R menu allowsyou to add, change, delete, show, or print cash receipts.The “Enter Cash Receipts” option can also be used toprocess bad debts, as discussed later in this chapter.

Select Enter Cash Receipts from the A/R main menu. Ifyou use the Add option, to enter a new receipt, you will seea screen similar to the following example.

B If batches are in use and they are not set to UserIDs, you must enter the number for an open CashReceipts batch in order to add A/R receipts. Tochange or delete a cash receipt, you must enterthe number of the batch that contains it.

• The system will always prompt for the fiscal datefor the cash receipts being entered.

• Note that the bottom part of the screen is empty.The fields that appear here later will depend onthe distribution method you select.

Enter the number of the customer from whom the cash wasreceived, using a code from the Customer File.

06/24/92 A/R - Enter Cash Receipts SCI Batch: KIM Add 2.3.1

Customer #* NYSTATE NY DEPT OF TRANSPORTATION

Check #: 1978 Deposit Date: 05/25/92 Check Date: 05/17/92 Deposit #: 1 Check Amount: 4,500.00 Misc Receipt(Y/N): N Bank Code* FN Income or Cost(I/C):

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Enter the number of the check received, the date for thereceipt, and the total amount of the check.

Specify the bank where this check will be deposited. It willdefault from A/R tailoring, but you can change it to anotherbank from the A/R Bank File.

• Enter the date on which this check was or will bedeposited.

• Also enter a number to group this check with oth-ers for a deposit. For example, you could enter “1”,“2” or “3” to indicate that this deposit is the first,second or third of the day.

Indicate whether is a miscellaneous receipt, i.e., one thatdoes not relate to a specific invoice. If the receipt is a mis-cellaneous one, you must establish whether or not it is toapply to a cost or if it is to be considered as income. Addi-tional lines will appear on your screen, as discussed later inthis chapter.

If the Cash receipt is not a miscellaneous one, you mustdistribute the receipt to the proper invoice(s). Three distri-bution methods are available:

A Automatic, to automatically distribute the receipt tothe oldest invoice first. The system will apply anyexcess amount to the next oldest invoice, by agingdate.

N Normal, to apply the receipt to a specific invoice,but not necessarily the oldest one. You can distrib-ute to a number of invoices by responding “Y” to“More Distribution Lines?”.

Q Quick, to distribute the receipt to several invoiceson one screen, rather than using a separate screenfor each distribution.


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AutomaticDistribution

If you select Automatic Distribution, the system will proceedwithout any further intervention from the user.

1) It will apply the receipt amount toward the oldestinvoice for this customer.

2) If anything is left over, it will continue to the nextoldest invoice until the cash receipt has beencompletely distributed.

3) If the system is unable to apply the cash receipt(or any part of it) to an invoice, it will distribute theamount to an Unapplied Cash Receipt Account forthis customer to be used toward future invoices.

Normal Distribution The “normal” method to distribute a cash receipt is to applyit to a specific invoice. Normal distribution allows you tomanually distribute the cash receipt to the invoice youchoose. By responding “Y” to the question “More distribu-tion lines?”, you can distribute to other invoices as well.You may distribute the cash receipt to as many as 99separate invoices.

The Normal distribution screen is shown on the next page.

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The system will display the “Amount remaining to distribute.”

• If this is the first distribution for this cash receipt,the total amount of the receipt will appear.

• If you have already applied a portion of it to an-other invoice, then the remaining amount willappear.

• The system automatically supplies a number, usedto reference this distribution line for this receipt.

Enter the number of the invoice to which you wish to applythis cash receipt. You may apply all or part of the receipt tothis invoice.

• If you do not have an invoice to which to apply thisreceipt, leave this line blank. The system willrecord it as an unapplied amount if you answer“yes” to “Do you want this amount to be unap-plied?”.



Check #: 1978 Deposit Date: 05/25/92 Check Date: 05/17/92 Deposit #: 1 Check Amount: 4,500.00 Misc Receipt(Y/N): N Bank Code* FN Income or Cost(I/C):

Amount remaining to distribute: 4,500.00

Line #: 1 Invoice #* 00218 Invoice amount: 5,000.00 Fiscal Date: 04/30/92 Invoice Balance: 4500.00 Amount To Apply: 4,500.00 Available Discount: 0.00 Discount Taken: 0.00 Discount Date: 05/15/92 Discount Acct* 605401000 Job: 91-125 Allowances: 0.00 Phase: Allow Acct* 655201000 New Invoice Balance: 0.00


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• At a later date, you can apply the unappliedamount to an invoice through the use of the “EnterReapplied Cash Receipts” screen.

The information for this invoice will display. You can enterinformation on the following lines:

Enter the portion of this cash receipt that you wish to applyto the invoice. The amount may be the entire cash receiptor it may be part of it.

• If the customer took a discount when submittingthis payment, indicate the “Discount Taken”amount. The default Discount Account will displayfrom A/R tailoring, but you can change it.

• Enter any allowances pertaining to this customer’sinvoice. The G/L account for these allowances willdefault from A/R Tailoring.

Upon completing this information, the Invoice amount,balance etc. will display.

If any part of this cash receipt is unapplied, the system willask you if you wish to add more invoices. You can continueadding invoices until there is nothing left to distribute, orleave the remaining amount as “Unapplied”.

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Quick Distribution Quick distribution is the option to choose if you want toapply the cash receipt to several invoices at once. You willbe presented with a screen which indicates the amountremaining to distribute and a list of invoices.

In the following example, we have received a check for$4,500.00 from a customer, which we distribute to twoseparate invoices regardless of their aging dates.



Check #: 1978 Deposit Date: 05/25/96� Check Date: 05/17/96 Deposit #: 1 Check Amount: 4,500.00 Misc Receipt(Y/N): N Bank Code* FN Income or Cost(I/C):

Amount remaining to distribute: 4,500.00

INVOICE INVOICE INVOICE AMOUNT NEW INVOICE NUMBER AMOUNT BALANCE TO APPLY BALANCE

00218 5000.00 4500.00 3000.00 1500.00 00220 38866.13 35233.78 1500.00 33733.78


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Miscellaneous CashReceipts

When you enter a cash receipt, you can indicate that it is amiscellaneous receipt (i.e., not a receipt in response to abill). Examples of miscellaneous receipts include:

• Cash received as interest income• Income from property rental,• Petty cash returns from employees,• Security deposit refunds.

Use the “Add” option on the “Enter Cash Receipts” menu toenter a miscellaneous receipt. After you enter the Batch ID(optional) and fiscal date, you will see a screen similar to thefollowing:

Enter the Customer Number, using a valid code from theCustomer File. Enter the normal information about thecheck you received from this customer: check number,date, amount, bank in which it will be deposited, etc.

Indicate whether that it is a miscellaneous receipt, andwhether is to be considered as cost or income, i.e. whetherit will reduce the cost of a job or add income to it.


Customer #* NY-COMP NEW YORK STATE COMPTROLLER

Check #: 88911 Deposit Date: 05/25/92 Check Date: 05/22/92 Deposit #: 1 Check Amount: 590.00 Misc Receipt(Y/N): Y Bank Code* FN Income or Cost(I/C): C Job* 90-002 Cost Code* 01000 Phase* Category: OC Description: INSPECTION FEE REFUND Credit Distribution Line Account* Amount 1 70501 590.00 2 0 0.00 3 0 0.00 4 0 0.00 5 0 0.00 6 0 0.00 7 0 0.00

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Cash Receipts


I If the receipt is considered income, the system willprompt for the Job with which it is associated.

C If the receipt is to apply a cost to the job, enter thejob, phase (if necessary), cost code and the job costcategory with which it is associated. You should alsoenter a description of the transaction.

It is not mandatory that a cash receipt be associated with ajob. If this miscellaneous receipt is not related to a specificjob, you have two options.

1) If you have set up an “Administrative Job” to trackindirect expenses and other transactions that are notattributable to a specific job, you can use it.

2) You can also leave the Job field blank. The systemwill then prompt you for the appropriate G/L accountnumbers. You may distribute a miscellaneous receiptto up to 99 different accounts. This option is shownbelow, where we apply the miscellaneous receipt tothe “Petty Cash - General” account.


Customer #* SAMPLE SAMPLE RADIO STATION

Check #: 7822 Deposit Date: 05/25/92 Check Date: 05/22/92 Deposit #: 1 Check Amount: 53.20 Misc Receipt(Y/N): Y Bank Code* FN Income or Cost(I/C): I Job* Cost Code* Phase* Category: Description: Credit Distribution Line Account* Amount 1 10000000 53.20 2 0 0.00 3 0 0.00 4 0 0.00 5 0 0.00 6 0 0.00 7 0 0.00


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Cash Receipts

Chapter 5

Use the “Enter Cash Receipts” option on the A/R mainmenu to process bad debts. To write off a bad debt, entera cash receipt with the following information:

Check Amount $0.00Allowance amount to be written offAllowance Account number for your G/L Bad

Debt Account

• When posted, this Cash Receipt entry will creditthe Accounts Receivable account and debit theBad Debt account.

You will complete most of the screen in the normal manner,as shown below.

Use the Normal distribution method. The write-off mustapply to a specific invoice, and this method allows you toattribute the bad debt to the correct invoice(s).

• Although no actual receipt is involved, you must

Writing off Bad Debts


Customer #* SAMPLE SAMPLE RADIO STATION

Check #: 99999990 Deposit Date: 05/25/92 Check Date: 05/22/92 Deposit #: 1 Check Amount: 0.00 Misc Receipt(Y/N): N Bank Code* FN Income or Cost(I/C):

Amount remaining to distribute: 0.00

Line #: 1 Invoice #* 00151 Invoice amount: 1.00 Fiscal Date: 09/30/91 Invoice Balance: 1.00 Amount To Apply: 0.00 Available Discount: 0.00 Discount Taken: 0.00 Discount Date: Discount Acct* 605401000 Job: Allowances: 1.00 Phase: Allow Acct* 14500000 New Invoice Balance: 0.00

Chapter 5

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Cash Receipts


enter a check number greater than 0 (zero).

• Enter the effective date for the write-off as thecheck date and “$0.00” as the “check” amount.The “Amount remaining to distribute” will be 0.00.

• Enter the invoice number against which the baddebt expense is to be applied.

• Enter “0.00” on the “Amount to Apply” and the“Discount Taken” lines.

• Enter the amount being written off on the “Allow-ances” line.

• Enter the General Ledger account number for yourBad Debt Expense account on the “Allow Acct*”line.


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Cash Receipts

Chapter 5

Posting CashReceipts

Use the “Post Cash Receipts” menu selection to make thecash receipt information part of the permanent A/R and JobStatus files, and to update the appropriate G/L accountswith receipts. Reports and Inquiries in the A/R, Job Statusand General Ledger modules will reflect these entries.

Select Post Cash Receipts from the Accounts ReceivableMaster Menu. You will see the following screen:

Enter “Y” to have the Cash Receipts posted to the properGeneral Ledger accounts and A/R and Job Status files. Ifyou enter “N”, you will be returned to the A/R main menu.

B If batches are in use, you must enter thenumber for the batch that you want to post.

The posting procedure will cause the system to produce aposting report, detailing the G/L accounts affected. At thebottom of the screen, enter the output form, number ofcopies, and printer option code (if required) needed to printthe report.

04/02/93 A/R - Post Cash Receipts SAMPLE 65-C 2.4

—————————————————————————————————————— | Post Cash Receipts(Y/N): Y | ——————————————————————————————————————


Chapter 5

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Cash Receipts


Posting Report The system will generate a posting report, showing the G/Laccounts which have been affected and identifying the cashreceipts with a “CR” prefix. Review this report for accuracy.

• Any changes must be made through the “VoidPosted Cash Receipts” menu selection.

• Posting reports may be re-run through the “ReprintPosting Reports” selection of System UtilitiesMenu. To find this option, go into the Report Utili-ties option in System Utilities.

RUN DATE 06/25/92 08:05:53 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 Sample Contractor, Inc. CASH RECEIPTS POSTING REPORT BATCH: KIM POSTED TO G/L Y POSTED TO J/S Y

CASH RECEIPTS POST: 0013

CUSTOMER CUSTOMER NAME TYPE CHECK# CHECK DATE FISCAL DATE BANK DEPOSIT DATE DEPOSIT NUMBER

NY-COMP NEW YORK STATE COMPTROLLER M 88911 05/22/92 05/31/92 FN 05/25/92 1

DESC INCOME/COST AMOUNT JOB PHASE COST CODE CATEGORY ACCOUNT AMOUNT INSPECTION FEE REFUND C 590.00 90-002 01000 OC 70501 590.00

NYSTATE NY DEPT OF TRANSPORTATION O 1978 05/17/92 05/31/92 FN 05/25/92 1

LINE INVOICE# AMOUNT APPLIED CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWANCE GIVEN ALLOW ACCOUNT 1 00218 4,500.00 1007 0.00 605401000 0.00 655201000

CHECK TOTAL 4,500.00 0.00 0.00

SAMPLE SAMPLE RADIO STATION M 7822 05/22/92 05/31/92 FN 05/25/92 1

DESC INCOME/COST AMOUNT JOB PHASE COST CODE CATEGORY ACCOUNT AMOUNT I 53.20 10000000 53.20

SAMPLE SAMPLE RADIO STATION O 99999990 05/22/92 05/31/92 FN 05/25/92 1

LINE INVOICE# AMOUNT APPLIED CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWANCE GIVEN ALLOW ACCOUNT 1 00151 0.00 1007 0.00 605401000 1.00 14500000

CHECK TOTAL 0.00 0.00 1.00

TOTAL CASH RECEIPTS 15,585.52 0.00 1.00


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Cash Receipts

Chapter 5

RUN DATE 06/25/92 08:05:53 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 Sample Contractor, Inc. CASH RECEIPTS POSTING REPORT BATCH: KIM POSTED TO G/L Y POSTED TO J/S Y



1007 CASH IN BANK - JOB SITES 15,585.52 0.00 70501 D.J.C.-OTHER COSTS 0.00 590.00 90401 FINANCE CHARGE INCOME 0.00 1,662.50 10000000 PETTY CASH - GENERAL 0.00 53.20 14000000 ACCTS REC - CONST CONTRACTS 0.00 13,280.82 14500000 ACCTS REC - RES FOR BAD DEBT 1.00 0.00 ================= ================= 15,586.52 15,586.52

Effects of PostingCash Receipts

When you post Cash Receipts, the following reports andinquiries are affected

A/R Reports

Aged Receivables ReportReduces Balance and updates appropriate aging column.Removes fully paid invoices.

Cash Receipts JournalAdds information for new cash receipts. Updates totals forJob, Applied and Unapplied Payments, Miscellaneous CashReceipts, etc.

Customer HistoryAdds information on cash receipts (Type=C). UpdatesCheck Amount. Decreases Invoice Balance.

Receivable ListDecreases Invoice Balance. Updates Unapplied Paymentsand report totals,

Chapter 5

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Cash Receipts


A/R Inquiries

Aged Receivables InquiryDecreases the balance in the proper aging column. UpdatesUnapplied Payments.

Customer History InquiryDecreases Current Receivables amount. Updates CheckNumber, Date, Amount, and Check Totals (if checks areshown).

Customer InquiryUpdates Last Amt Paid and Last Date Paid. UpdatesCurrent Balance and Unapplied Payments.

Invoice InquiryUpdates Balance. Updates Check information).

Job Status Reports

Job Status ReportUpdates Receipts to date and Accounts Receivable. Up-dates Last A/R Posting.

Percentage of Completion ScheduleUpdates Total Cash Receipts. Decreases Actual Costs,increases Earnings.

Percentage of Completion and Variance ScheduleUpdates Total Cash Receipts. Decreases Actual Costs,increases Earnings.

Revenue Detail HistoryAdds information for each job-related transaction. UpdatedCheck Amount and totals for job.

Job Status Inquiries

Job Status InquiryUpdates Receipts to date and Accounts Receivable. Up-dates Last A/R Posting.

General LedgerCreates unposted journal entries, with the source identi-

fied as CR.


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Cash Receipts

Chapter 5

Reapplied CashReceipts

A cash receipt is normally distributed to a specific invoice(or invoices). If you do not know the correct invoice towhich to apply a receipt or part of a receipt, you can leavethe invoice number field blank. The system will record it asan unapplied amount if you answer “yes” to “Do you wantthis amount to be unapplied?”. At a later date, you canapply the amount to an invoice through the “Enter Reap-plied Cash Receipts” menu selection.

B Batches do not apply to reapplied receipts.

To apply a unapplied cash receipt to an invoice, selectEnter Cash Receipts from the A/R main menu. A sampleADD screen is shown below.

Enter the number of the customer for whom you want toapply an unapplied receipt.

Enter the check number from the cash receipt that you arereapplying.

06/25/92 A/R - Enter Reapplied Cash Receipts SCI Add 2.5.1


Check #: 88120 Deposit Date: 05/25/92 Check Date: 05/19/92 Deposit #: 1 Bank Code: FN

Amount Remaining: 1,245.22

Line #: 1 Invoice #: 00235 Invoice amount: 1,539.75 Amount To Apply: 1,245.22 Invoice Balance: 1385.77 Discount Taken: 0.00 Available Discount: 0.00 Discount Acct* 605401000 Discount Date: 05/01/92 Allowances: 0.00 Job: 91-001 Allow Acct* 655201000 Phase: New Invoice Balance: 140.55

Chapter 5

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Cash Receipts


• The detail version of the Customer History Reportincludes unapplied receipts, with check number.

• Information entered for the original receipt willdisplay, such as check date, bank, deposit dateand deposit number.

The amount of unapplied cash remaining from this checkwill display. This is the amount left to re-apply. The numberof the distribution will also display.

You will be able to distribute the payment to the customer’sunpaid invoices.

• Enter the portion of the remaining amount that youwish to apply to the invoice.

• Enter any discounts that are reflected in the invoicefor this customer. The General Ledger Account inwhich this discount will be entered will display.You can change it here.

• Enter any allowances pertaining to this customer’sinvoice. The General Ledger Account will displayin which these allowances will be entered uponposting of the Re-applied Cash Receipts. It maybe changed.

The new invoice balance, etc. will display. If there still ismore cash to be re-applied, the system will ask if you wishto re-apply to more invoices.


5 - 19

Cash Receipts

Chapter 5

Posting ReappliedCash Receipts

Use the “Post Reapplied Cash Receipts” menu selection tomake the reapplied cash receipt information part of thepermanent A/R and Job Status files, and to update theappropriate G/L accounts. Reports and inquiries in the A/R,Job Status and General Ledger modules for this fiscalperiod will reflect these entries.

Enter “Y” if you wish to have the Reapplied Cash Receiptsposted to the proper General Ledger accounts and A/R andJob Status files. A posting report will be generated. (If youenter “N”, you will be returned to the A/R main menu.)

Enter the code for the printer on which the posting reportwill be printed, and the number of copies of the report toproduced.

04/02/93 A/R - Post Reapplied Cash Receipts SAMPLE 65-C 2.6

——————————————————————————————————————— |Post Reapplied Cash Receipts(Y/N): Y | ———————————————————————————————————————


Chapter 5

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Cash Receipts


RUN DATE 06/25/92 10:07:45 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 Sample Contractor, Inc. REAPPLIED CASH RECEIPTS POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y



002 ENGLAND ENTERPRISES O 1 01/01/90 02/29/92 fn 02/22/90 1

LINE INVOICE# AMOUNT APPLIED CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWANCE GIVEN ALLOW ACCOUNT 1 REAPPLIED 10.00 1007 0.00 63002 0.00 63001

CHECK TOTAL 10.00 0.00 0.00

NYSTATE NY DEPT OF TRANSPORTATION O 88120 05/19/92 05/31/92 FN 05/25/92 1

LINE INVOICE# AMOUNT APPLIED CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWANCE GIVEN ALLOW ACCOUNT 1 00235 1,245.22 1007 0.00 605401000 0.00 655201000

CHECK TOTAL 1,245.22 0.00 0.00


Posting Report The system will generate a posting report, showing the G/Laccounts which have been affected and identifying thereapplied cash receipts with an “RA” prefix. Review thisreport for accuracy.


• Posting reports may be re-run through the re-printselection of System Utilities Menu.


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Chapter 5

RUN DATE 06/25/92 10:07:45 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 Sample Contractor, Inc. REAPPLIED CASH RECEIPTS POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y



14000000 ACCTS REC - CONST CONTRACTS 0.00 1,245.22 300100000 ACCT PAY - UNAPPLIED PAYMENTS 1,255.22 10.00 ================= ================= 1,255.22 1,255.22

Effects of PostingReapplied Cash

Receipts

When you post Reapplied Cash Receipts, the followingreports and inquiries are affected

A/R Reports

Aged Receivables ReportReduces Balance and updates appropriate aging column.Removes fully paid invoices.

Cash Receipts JournalAdds information for new cash receipts. Updates totals forJob, Payments, Miscellaneous Cash Receipts.

Customer HistoryAdds information on cash receipts (Type=C). UpdatesCheck Amount. Decreases Invoice Balance.

Receivable ListDecreases Invoice Balance. Updates Total UnappliedPayments.

Chapter 5

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Cash Receipts


A/R Inquiries

Aged Receivables InquiryDecreases the balance in the proper aging column. UpdatesTotal Unapplied Payments.

Customer History InquiryDecreases Current Receivables amount. Updates CheckNumber, Date and Amount. Updates Check Totals.

Customer InquiryUpdates Last Amt Paid and Last Date Paid. UpdatesCurrent Balance and Unapplied Payments.

Invoice InquiryUpdates Balance. Updates Check information (on 2ndscreen).

Job Status Reports

Job Status ReportUpdates Receipts to date and Accounts Receivable. Up-dates Last A/R Posting.

Percentage of Completion ScheduleUpdates Total Cash Receipts. Decreases Incurred Costs,increases Earnings.

Revenue Detail HistoryAdds information for each job-related transaction. UpdatedCheck Amount and totals for job.

General LedgerCreates unposted journal entries, with the source identi-

fied as “RA”.


Finance Charges ......................................................... 6-1Entering Finance Charges.................................. 6-2

Commands ........................................................... 6-2If Using Batches ................................................... 6-3Building Charges from History .............................. 6-4Add Finance Charges ........................................... 6-6Check Finance Charges ....................................... 6-8

Posting Finance Charges ................................... 6-9Posting Report ...................................................... 6-10Effects of Posting Finance Charges ..................... 6-11

Chapter 6: Finance Charges

Contents


6 - 1

Finance Charges

Chapter 6

Finance Charges

You will use the Accounts Receivable module to create andmaintain finance charge information for your receivables,using the Enter and Post Finance Charges options on theA/R main menu.

08/30/94 C O I N S SCI V6.5C 2 —————————————————————————— Accounts Receivable Menu —————————————————————————— | | | 1. Enter Invoices 11. File Maintenance Menu | | 2. Post Invoices 12. Inquiry Menu | | 3. Enter Cash Receipts 13. Post Statements | | 4. Post Cash Receipts 14. Print Customer Labels | | 5. Enter Reapplied Cash Receipts 15. Print Statements | | 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices | | 7. Enter Finance Charges 17. Report Menu | | 8. Post Finance Charges 18. Void Posted Cash Receipts | | ——————————————————————————————————— 19. Void Posted Invoices | | 9. Batch Control X. Exit | | 10. Change Posted Invoices | | | ——————————————————————————————————————————————————————————————————————————————

Chapter 6

6 - 2

Finance Charges


04/05/93 C O I N S SAMPLE 65-C 2.7 Accounts Receivable

———————— Finance Charges Menu ——————— | | | 1. Add | | 2. Build Charges from History | | 3. Change | | 4. Delete All | | 5. Delete Individual | | 6. Print | | 7. Show | | X. Exit | | | —————————————————————————————————————

Entering FinanceCharges

You can use the Accounts Receivable Module to createfinance charges automatically (using the “Build Chargesfrom History” option) or add them manually.

Commands The basic commands for finance charge entry include:

AddChoose this option to add finance charges to a temporary A/R transaction file, where they will be held until posted.

Build Charges from HistoryChoose this option to have the system create the financecharge records based on A/R history.

ChangeChoose this option to change information on finance chargesthat have not yet been posted. If you are using batches thatare not set to User ID, you will need the original Batch ID aswell as the customer number, finance charge number, and“Apply to” invoice.

Once the finance charges have been posted, you must enteranother finance charge to back out erroneous information.


6 - 3

Finance Charges

Chapter 6

Delete AllChoose this option to delete all unposted finance charges. Ifyou are using batches that are not set to User ID, youmust enter the Batch ID.

Delete IndividualChoose this option to delete individual unposted financecharges, by Batch ID, the customer number, finance chargenumber, and “Apply to” invoice.

PrintWhen you have finished entering invoices, you may want toprint a listing of them and review it for accuracy and com-pleteness.

ShowChoose this option to display on the screen a listing of theunposted invoices. If you want to see specific invoices,make use of the starting Customer/Invoice number field.

If Using Batches In Accounts Receivable, you have the option of usingbatches. This lets you enter data in groups called batches,which can be processed and posted independently of otherbatches for that same type of transaction. This makes A/Roperations smoother, since you can post information with-out locking up all the files.


When entering or updating A/R finance charges, an openbatch must be available. Batches are created, closed,reopened, changed, etc., through the Batch Control Menu.

Chapter 6

6 - 4

Finance Charges


Building Chargesfrom History

Use the Build Charges from History option to have thesystem create finance charges automatically, based oneach customer’s outstanding balance. You will see thefollowing screen after you enter the fiscal date and Batch ID(if required).

B If batches are in use and they are not set to UserIDs, you must enter the number for an open Fi-nance Charge batch in order to build financecharges from history. You also need the batch tochange or delete a finance charge.

You will see the following screen after you enter the fiscaldate and optional Batch ID.

08/30/94 A/R - Enter Finance Charges SCI V6.5C Build Charges from History

————————————————————————————————————————————————————— | Age by Invoice date or Due date(I/D): I | | Aging Date: 08/30/94 | | Starting Customer: | | Ending Customer: | | Finance Charge Account number: 915000000 | | A/R Account number: 14000000 | —————————————————————————————————————————————————————


6 - 5

Finance Charges

Chapter 6

Indicate how you want the system to build the financecharges:

• Based on invoice date or due date

• Aging date from which the charges should becalculated

• Starting and ending customer numbers. Thisallows you to calculate charges for a given rangeof customers. If you leave these fields blank, allcustomers will included.

• Finance Charge and A/R Account numbers to beused. They will default from A/R tailoring but youcan change them.

The system will calculate the charges and then return youto the Finance Charges Menu. You can use the Show andPrint options to review the information just created.

Chapter 6

6 - 6

Finance Charges


Add FinanceCharges

Select Add to enter finance charges yourself, customer bycustomer. After entering the fiscal date, you will see thefollowing screen:

B If batches are in use and they are not set to UserIDs, you must enter the number for an open Fi-nance Charge batch in order to add financecharges. To change or delete a finance charge,you must enter the number of the batch containingthat charge.

Enter the Customer Number to identify the customer associ-ated with this finance charge. Enter the number to be asso-ciated with this finance charge. If you hit , the systemwill supply a sequential finance charge number.

The current date will display as the finance date, as well asthe G/L finance charge account and A/R account. You canchange this information.

08/30/95 A/R - Enter Finance Charges SCI V6.5C Add

Customer Number* 002 ENGLAND ENTERPRISES Finance Charge #: 00245 Apply to Invoice: 00061 Apply to Payment#:

Finance Date: 06/25/92 Finance Charge: 3.80 Description: FINANCE CHARGE ON ACCOUNT BALANCE Finance Chg Acct* 915000000 A/R Account* 14000000


6 - 7

Finance Charges

Chapter 6

Enter the finance charge amount and a description for it.(The description of the reason for this finance charge is foryour own reference.)

The numbers of the G/L accounts which will be affectedwhen the finance charges are posted will display - theFinance Charge Account and the Accounts ReceivableAccount. You can use other valid G/L account numbersinstead.

Chapter 6

6 - 8

Finance Charges


RUN DATE 06/25/92 12:45:56 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 Sample Contractor, Inc. UNPOSTED FINANCE CHARGE LIST BATCH: kim FOR ALL USER IDS

CUSTOMER NAME FINANCE NUMBER CHARGE DATE FISCAL DATE FINANCE AMOUNT FINANCE ACCOUNT A/R ACCOUNT

002 ENGLAND ENTERPRISES 00245 06/25/92 05/31/92 3.80 915000000 14000000

PICO PICOTTE ENTERPRISES 00240 06/25/92 05/31/92 1101.93 915000000 14000000

PICOTTE PICOTTE MANAGEMENT ASSOCIATES 00241 06/25/92 05/31/92 2161.94 915000000 14000000


------------- TOTAL FINANCE CHARGES 6223.37

Check FinanceCharges

After calculating both manual and “built from history” financecharges, you should check the unposted list of financecharges for accuracy. To do this, select Print from theFinance Charges Menu.

A sample listing of unposted finance charges appears be-low. Review the resulting list for accuracy. Make any nec-essary changes through the Change, Delete All, or DeleteIndividual. Then you will be ready for posting.


6 - 9

Finance Charges

Chapter 6

08/30/94 A/R - Post Finance Charges SCI V6.5C 2.8

————————————————————————————————— | Post Finance Charges(Y/N): Y | —————————————————————————————————


Posting FinanceCharges

Use the “Post Finance Charges” menu selection to makefinance charge information part of the permanent files in A/R and G/L. Once finance charges have been entered, anychanges must be made through an adjusting entry.

Select Post Finance Charges to post the finance chargesto the proper Accounts Receivable and General LedgerAccounts. You will see the following box on your screen:

Enter “Y” if you wish to have the finance charges posted tothe proper General Ledger accounts and A/R files. If youenter “N”, you will be returned to the A/R main menu.

B If batches are in use, you must enter thenumber for the batch that you want to post.

At the bottom of the screen, enter the output form, numberof copies, and printer option code (if required) needed toprint the report.

Chapter 6

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Finance Charges


RUN DATE 06/25/92 12:49:28 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 Sample Contractor, Inc. FINANCE CHARGE POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y

FINANCE CHARGE POST: 0009

CUSTOMER NAME FINANCE NUMBER CHARGE DATE FISCAL DATE FINANCE AMOUNT FINANCE ACCOUNT A/R ACCOUNT

002 ENGLAND ENTERPRISES 00245 06/25/92 05/31/92 3.80 915000000 14000000

PICO PICOTTE ENTERPRISES 00240 06/25/92 05/31/92 1101.93 915000000 14000000



------------- TOTAL FINANCE CHARGES 6223.37

Posting Report The system will generate a posting report, detailing theaccounts affected. Review this report for accuracy.


• Posting reports may be rerun through the “ReprintPosting Reports” selection of System UtilitiesMenu. To find this option, go into the Report Utili-ties option in System Utilities.

RUN DATE 06/25/92 12:49:28 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 Sample Contractor, Inc. FINANCE CHARGE POSTING REPORT POSTED TO G/L Y POSTED TO J/S Y

FINANCE CHARGE POST: 0009


14000000 ACCTS REC - CONST CONTRACTS 6,223.37 0.00 915000000 FINANCE CHARGE INCOME 0.00 6,223.37 ================= ================= 6,223.37 6,223.37


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Finance Charges

Chapter 6

Effects of PostingFinance Charges

When you post Finance Charges the following reports andinquiries are affected:

A/R Reports

Aged Receivables ReportIncreases Total Invoice Balance. Increase the amountunder the current aging column.

Customer HistoryAdds entry for finance charge. Updates Invoice Amountand Invoice Balance.

Receivables ListAdds entry for finance charge. Updates invoice balance.

Retainage ReportUpdates Sales Amount and Sales Total.

A/R Inquiries

Aged Receivables InquiryUpdates Current Balance.

Customer History InquiryUpdates Invoice/Check Amount. Updates Current Receiv-able. Updates invoice totals.

Customer InquiryUpdates Current Balance.

Invoice InquiryAdds invoice entry for finance charge transaction. UpdatesBalance.

Job Status Reports

J/S Accounts Receivable LedgerUpdates Invoice Amount. Increases Balance.

Job Cost/Margin ReportUpdates Amount Billed.

Job Status ReportUpdates Billings this Month, Billings to Date, AccountsReceivable Balance.

Chapter 6

6 - 12

Finance Charges


Percentage of Completion ScheduleUpdates Billings to Date.

Revenue Detail HistoryUpdates Invoice Amount

Summary Revenue LedgerUpdates Period to Date amount, Year to Date amount.

General LedgerCreates unposted journal entries, with the source code

“FC” included as the prefix of the posting number.


Statements ................................................................... 7-1Printing Statements ............................................ 7-2Post Statements ................................................. 7-5

Posting Report ...................................................... 7-6Effects of Posting Statements .............................. 7-6

Chapter 7: Statements

Contents


7 - 1

Statements

Chapter 7

Statements

One of the functions of the Accounts Receivable module isto produce statements for transactions with your customers.Only posted information will show up on statements.

The menu selections on the left side of the screen supplythe information that is printed on the statement: invoices,cash receipts, finance charges, etc. The options for printingand posting the statements are among the supportingactivities listed on the right side of the menu.

Print StatementsUse to print the A/R statements for any custom-ers to whom you regularly send statements.

Post StatementsUse to clear out the detailed information for thespecified statement cycle. The balance will becarried forward to the new statement.

08/30/94 C O I N S SCI V6.5C

—————————————————————————— Accounts Receivable Menu —————————————————————————— | | | 1. Enter Invoices 11. File Maintenance Menu | | 2. Post Invoices 12. Inquiry Menu | | 3. Enter Cash Receipts 13. Post Statements | | 4. Post Cash Receipts 14. Print Customer Labels | | 5. Enter Reapplied Cash Receipts 15. Print Statements | | 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices | | 7. Enter Finance Charges 17. Report Menu | | 8. Post Finance Charges 18. Void Posted Cash Receipts | | ——————————————————————————————————— 19. Void Posted Invoices | | 9. Batch Control X. Exit | | 10. Change Posted Invoices | | | ——————————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 2

Statements


PrintingStatements

Select Print Statements from the A/R menu to print Ac-counts Receivable statements, for those customers to whomyou sent statements. The following screen will appear,allowing you to select the group of statements to be printed.

Enter “Y” if you wish to print statements at this time. If youenter “N”, you will be returned to the A/R Menu. The currentdate defaults as the Statement and Aging Date.

Enter the date that you wish to print on the bottom of thestatement as the closing date for “Additional Charges”.

Specify the range of statements to be printed, by customernumber and/or statement cycle. If you enter both customerand cycle, a specific customer must meet both criteria for astatement to be produced.

• Statements will print only for those customers setup in File Maintenance to receive statements.

• The statement cycle is a user-defined code usedin Customer File records. If you print statements

08/31/94 A/R - Print Statements SCI V6.5C

————————————————————————————————————————————————————— | Print Statements (Y/N): Y | | Statement Date: 08/31/94 | | Aging Date: 08/31/94 | | Closing Date for ‘Additional Charges’: 09/20/94 | | Starting Customer: | | Ending Customer: | | Starting Statement Cycle: A | | Ending Statement Cycle: A | | Print Only Unpaid Invoices (Y/N): Y | | Print Customer Name on Remit Stub (Y/N): Y | | Include Payment Schedule (Y/N): N | | Print Alignment form (Y/N): Y | ——————— ——————————— Output Options ——————————— —————— |Output Form* PR2 | |Printer Option Code* | ——————————————————————————————————————


7 - 3

Statements

Chapter 7

leaving this field blank, you will get statementsfor all customers in the specified range.

You have several options for the information that will beprinted on the statements.

• You can list only unpaid invoices, allowing youto exclude fully paid invoices even if paymentwas received during the statement period.

• The printing of the customer name on the state-ment stub (i.e., the detachable right side of thestatement) is also optional.

• You can include scheduled payments on thestatement.

Enter the form type for the printer on which your statementsare printed.

Use the “Print Alignment Form” feature when loading thestatement forms to ensure that they are properly aligned.Change this to “N” to print the actual statements.

• Enter “Y” if you want to print an alignment for-mat. The alignment characters should print onthe top statement of the page. If not, leave thescreen with an EXIT key and start over.

• If the alignment format begins on the first state-ment on a page, continue requesting formatsuntil you have properly aligned the statements.

• Enter “N” when the statement forms are properlyaligned. Your statements will begin printing. Ifyour first alignment statement was at the top ofthe page, the computer will move the formsforward the correct number so that the first goodstatement form is printed at the top of the page.

Chapter 7

7 - 4

Statements


A sample statement is shown here.

SAMPLE COMPANY50 CENTURY HILL DRIVE

LATHAM, NY 12110

SAMPLE COMPANY50 CENTURY HILL DRIVE

LATHAM, NY 12110

PAGE PAGE

PLEASE RETURN THIS STUBWITH YOUR REMITTANCE

ACCOUNT NUMBER STATEMENT DATE

TERMS

T R A N S A C T I O N

D A T E

I N V O I C E CHECK NO. C H A R G E S C R E D I T S AMOUNT DUET Y P E I N V O I C E AMOUNT DUE

3

TO AVOID ADDITIONAL CHARGES, PAY BY CLOSING DATE OF

TOTALAMOUNTDUE

CHECK ITEMS BEING PAID ➚

AMOUNT REMITTED ______________

U N P A I D

FINANCE CHG

C U R R E N T

OVER 30

D A Y S

OVER 60

D A Y S

OVER 90

D A Y S

NEW FINANCE

C H A R G E

N E W

B A L A N C E

1 1

PICOTTE ENTERPRISES ROUTE 9 PICO 08/31/94 PICO 08/31/94

ALBANY, NY 12205 PICOTTE ENTERPRISES

04/28/94 R7 91-111 I 63,339.42 63339.42 R7 91-111 63339.42 05/10/94 00250 I 6,075.00 6075.00 00250 6075.00 05/10/94 91-111-S2 I 3,186.00 3186.00 91-111-S2 3186.00 05/25/94 RET-1 I 6,810.60 6810.60 RET-1 6810.60 *** TOTAL RETAINAGE 23,248.84

0.00 1462.50 1575.00 1687.50 74686.02 0.00 79411.02 79411.02

09/20/94


7 - 5

Statements

Chapter 7

Post Statements Select Post Statements to clear out the detailed informa-tion of the cycle specified in posting. The balance will becarried forward to the new statement.

• Use this function AFTER you have printed thestatements.

• Once the statement has been posted, youcannot print a detailed listing of the customeraccount for the cycle posted.

Indicate whether you want to post statements at this time.If you respond “N”, you will be returned to the A/R mainmenu.

The system gives you the option of purging from the systeminvoices that have been fully paid but that have neverappeared on a statement. Enter “Y” to use this feature.

Enter the statement cycle that is being posted, one cycle ata time. This is a number or other code used when printingstatements, to select subsets of customers. It comes fromthe Customer File.

Also specify the statement date. The current date willdefault, but you can change it.

08/31/94 A/R - Post Statements SCI V6.5C

————————————————————————————————————————————————————————— |Post Statements(Y/N): Y | |Purge Fully Paid Invoices | | Not Previously Printed on Statements (Y/N): N | |Statement Cycle to Post: A | |Statement Print Date: 08/31/94 | —————————————————————————————————————————————————————————

Chapter 7

7 - 6

Statements


Posting Report No posting report is produced.

Effects of PostingStatements

When you post statements, you clear out the detailed infor-mation of the cycle specified in the posting.

• The balance will be carried forward to the newstatement.

• Once the statement has been posted you cannotprint a detailed listing of the customer accountfor the cycle posted.


Other Processes.......................................................... 8-1Change Posted Invoices .................................... 8-3Print Customer Labels ........................................ 8-5Purge Paid and Voided Invoices ........................ 8-7Void Posted Cash Receipts ................................ 8-9Voiding Posted Invoices ..................................... 8-11

Chapter 8: Other Processes

Contents


8 - 1

Other Processes

Chapter 8

Options 9 through 19 on the Accounts Receivable menu arelisted in alphabetical order. These functions that are usefulbut not necessarily performed in any particular order.

This chapter covers the items highlighted on this menu.Chapter references for the remaining items are given in thetext that follows.

Batch ControlUse this menu to create and control A/R batches. SeeChapter 3, “Batch Control”.

Change Posted InvoicesUse this option to change date, description and other informa-tion on a posted invoice. You cannot change invoiceamounts.

File Maintenance MenuUse this menu to access the A/R master files. See Chapter 2,“File Maintenance”.

Inquiry MenuUse this menu to access the various on-line inquiries availablein the A/R module. See Chapter 10, “Reports & Inquiries”.

Other Processes

08/31/94 C O I N S SCI V6.5C

—————————————————————————— Accounts Receivable Menu —————————————————————————— | | | 1. Enter Invoices 11. File Maintenance Menu | | 2. Post Invoices 12. Inquiry Menu | | 3. Enter Cash Receipts 13. Post Statements | | 4. Post Cash Receipts 14. Print Customer Labels | | 5. Enter Reapplied Cash Receipts 15. Print Statements | | 6. Post Reapplied Cash Receipts 16. Purge Paid and Voided Invoices | | 7. Enter Finance Charges 17. Report Menu | | 8. Post Finance Charges 18. Void Posted Cash Receipts | | ——————————————————————————————————— 19. Void Posted Invoices | | 9. Batch Control X. Exit | | 10. Change Posted Invoices | | | ——————————————————————————————————————————————————————————————————————————————

Chapter 8

8 - 2

Other Processes


Post StatementsUse this option to clear the system of account detail afterstatements have been printed. See Chapter 7, “Statements”.

Print Customer LabelsUse this option to print labels for your customers, with orwithout addresses.

Print StatementsUse this option to print customer statements. See Chapter 7,“Statements”.

Purge Paid and Voided InvoicesUse this option to purge invoice information that is no longerneeded and thus free system memory.

Report MenuUse this menu to access the standard reports available in theA/R module, and to run custom reports. See Chapter 10,“Reports & Inquiries”.

Void Posted Cash ReceiptsUse this option to void previously posted cash receipts. Thecheck amount can be voided and the invoice which it hadbeen previously applied to will remain unpaid.

Void Posted InvoicesUse this option to void a posted invoice. You cannot void aninvoice against which you have received payments or madeadjustments.


8 - 3

Other Processes

Chapter 8

Change PostedInvoices

If you need to change information on the invoices after theyhave been posted, you may do so through Change PostedInvoices.

• You cannot change the amount of a posted in-voice, only information such as the invoice, dueand discount dates, description and salesman.

• To make an adjustment to the amount on aninvoice that has already been posted and sent tothe customer, you should enter an adjusting in-voice.

• If the erroneous invoice has not yet been sent tothe customer, you can use the “Void Posted In-voices” option.

Select Change Posted Invoices from the A/R main menu.Once you have entered the customer, invoice number andinvoice type for the invoice you wish to change, the infor-mation for that particular invoice is displayed. You will seea screen similar to the following:

08/31/94 A/R - Change Posted Invoices SCI V6.5C

Customer Number* UPSTATE UPSTATE INSURANCEInvoice Number: 000021Type(I/A): I Apply to Invoice #:Job Number: Tax Jurisdiction: NYS-ALBPhase: Salesman #: ÊÊÊÊÊÊÊÊÊÊÊÊÊÊÊContract Number: MULTIPLE Discount Percentage: 0.00Invoice Date: 04/19/94 Discount Date: 04/19/94Due Date: 04/19/94 A/R Account: 14000000T&M Inv (Y/N)?: Retainage Account: 14020000P.O. Number: Final Invoice (Y/N): NDesc: MULTIPLE WORK ORDERS Pymt Schedule (Y/N): N Assoc. Costs: 116.00Total Sales: 175.00Taxable Amount: 0.00 Sales Account Sales AmountSales Tax: 0.00 605103000 175.00Retainage: 0.00Invoice Amount: 175.00


Chapter 8

8 - 4

Other Processes


Enter the Customer Number, invoice number and type of theposted invoice that you wish to change. In the case ofadjusting invoices, you will also need to enter the “Invoice toapply to” number.

The system will display the original information for thisinvoice. You can change selected fields, for example theinvoice date, due date, etc. (These fields are underlined onthe sample screen.)

Changes to posted invoices take effect immediately.


8 - 5

Other Processes

Chapter 8

Print CustomerLabels

The “Print Customer Labels” option on the A/R main menulets you print labels for your customers. When you selectthis option, you will see a screen similar to the following:

Enter “Y” if you want to print labels. If you respond “N”, youwill be returned to the A/R main menu.

• You can print the labels for a range of customersby making use of the Starting/Ending CustomerNumber fields. Labels will be printed for all cus-tomers within this range.

• You can sort the labels by either customer numberor alphabetically by customer name.

• Two label formats are available: one column orfour columns, both printed on 4-up labels (15/16 x3 inches).

• You have the option of including customer num-bers and addresses on the labels. If you respond“N” to both options, only the customer name willbe printed.

08/31/94 A/R - Print Customer Labels SCI V6.5C

————————————————————————————————————————————————————————————— |Print Customer Labels (Y/N): Y | |Starting Customer Number: | |Ending Customer Number: | |By Customer Number or Name (C/N): C | |Print Labels on One column or Four Columns (O/F): F | |Print Customer Number (Y/N): N | |Print Address on Label (Y/N): Y | |Print Alignment Form (Y/N): Y | —————————————————————————————————————————————————————————————

Chapter 8

8 - 6

Other Processes


After you enter the output form type for the printed on whichthe labels will be printed, the system will ask if you want toprint an alignment form.

• If you respond “Y”, the system will print blocks of“XXX”s to help you align the self-stick labels in theprinter. Adjust the labels in the printer until the X’sappear on the row of labels at the top of the page.

• Enter “N” when the labels are properly aligned.Your labels will begin printing.

An example of a sheet of labels, printed four across, withaddresses but without customer numbers, appears here:

ALBANY SAVING AND LOAN A AMERICAN VISION ASSOCIAT BANK OF NEW YORK BARTON BUSINESS SOLUTION3400 CORPORATE WOODS BLVD PO BOX 471 WEST 87TH STREET 11 CORPORATE WOODS DRIVE PO BOX 10ALBANY NY ATLANTA GA NEW YORK NY ALBANY NY12207 50190 12210 12210

BAXTER LABS CHICAGO CHAMBER OF COMM. DAVID ROBERTS ASSOCIATES ELLIS ASSOCIATES2552 HIGH TECH LANE 1811 WEST TAYLOR DRIVE 1463 LAUREL AVE BUILDING MANAGEMENT ASS'N 1210 SCOTT CIRCLENORTHBROOK IL CHICAGO IL SCHENECTADY NY ATLANTA GA60025 02210 12310 30057

FIRST BANK OF CHICAGO HUDSON VALLEY AUTO CLUB ILLINOIS DORMITORY AUTHO MANUFACTURERS HANOVER, I2900 WEST LOOP 828 WASHINGTON AVENUE 6 CAMPUS CIRCLE PO BOX 1000 1317 CENTRAL AVECHICAGO IL COLONIE NY CHICAGO IL CHICAGO IL60609 12203 12440 12210

NEW YORK STATE COMPTROLL NEW YORK TELEPHONE NYS DEPT. OF TRANSPORTATION PICOTTE ENTERPRISESGOV AE SMITH OFFICE BLDG 1400 PARK AVENUE STATE CAMPUS 2915 LAKE AVENUEPO BOX 1740ALBANY NY NEW YORK NY ALBANY NY TROY NY12206 01101 12112 12180

PRICAT MARKETS124 NEW LOUDON ROAD

LATHAM NY15011


8 - 7

Other Processes

Chapter 8

Purge Paid andVoided Invoices

The “Purge Paid and Voided Invoices” option on the A/Rmain menu allows you to purge information that is no longerneeded and thereby free up system memory.

• You can purge by Customer or Job, through aspecified invoice date, through a specified checkdate, and through specified customers or jobs.

• The system never automatically purges any A/Rinformation. You must initiate the purging.

If you choose this option, a screen similar to the followingwill appear. This screen allows you to perform a purge onthe invoices, or to simply list the invoices to be purged.

Specify whether you want to purge the invoices, or just listthem.

• Enter “P” if you wish to purge the invoices at thistime.

08/31/94 A/R - Purge Paid and Voided Invoices SCI V6.5C

——————————————————————————————————————————————————————————————— | Perform Purge or Only List Invoices to Purge(P/L): L | | Purge by Customer or Job(C/J): C | | Purge through Invoice Date: 12/31/93 | | Purge through Check Date: 12/31/93 | | Starting Customer/Job: | | Ending Customer/Job: | | Purge Batch Control Records (Y/N): | ——————————————————————————————————————————————————————————————— ——————————— Output Options ——————————— |Output Form* PR2 | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————

Chapter 8

8 - 8

Other Processes


• Enter “L” if you wish to make a list of the Invoicesto be purged, but do not want to actually purgethem. You should make a habit of listing the in-voices and reviewing the report before purging theinvoices.

• Hit to return to the A/R menu without doingeither.

Enter “C” if you want to purge the invoices by customer,then enter your customer selections below. If you enter “J”to purge by Job, the system will regard anything entered inthe Starting or Ending Customer/Job fields as job numbers.

• The “Purge by” option qualifies the Customer/Jobselection criteria. It is not a “sort” option for thePurge Listing, which will always be sorted by cus-tomer.

Enter the Invoice and Check Dates through which you wantto purge invoices. All paid or voided invoices with invoice orcheck dates up to and including these dates will be purged.

Enter the beginning and ending Customer (or Job) numberyou wish to purge. Paid and voided invoices for all custom-ers or jobs which fall between the selected numbers will bepurged.

Enter the output form code for the printer on which thepurging report will be generated, and specify the number ofcopies to be printed.


8 - 9

Other Processes

Chapter 8

Void Posted CashReceipts

Use this screen to void previously posted cash receipts.Upon entry of the customer number and check number, thereceipt information will appear on the screen, includingidentification of the invoice to which it was applied. Thecheck amount can be voided and the invoice which it hadbeen previously applied to will revert to unpaid.

Select Void Posted Cash Receipts to void a posted cashreceipt. You will see the following screen:

Enter the number of the customer and the number of thecheck to be voided. When these key fields have beenentered, the check information will display.

Enter the Void Fiscal Date. This must not be earlier thanthe original fiscal date of the check.

The system will prompt you for the Output Form, number ofcopies and printer options for the report which is automati-cally produced when you void a check.

08/31/94 A/R - Void Checks SCI V6.5C

Customer #* PICO PICOTTE ENTERPRISES Check #: 2934 Void Fiscal Date: 08/31/94 Deposit Date: 11/10/93 Orig Fiscal Date: 11/30/93 Deposit #: Check Date: 11/05/93 Misc Receipt(Y/N): N Check Amount: 1,994.71 Income or Cost(I/C): Bank Code: FN

INVOICE AMOUNT DISCOUNT ALLOWANCE —————————— ——————————————— ————————————— ————————————— R4 91-111 1,994.71 0.00 0.00

Void this Check? (Y/N): N

Chapter 8

8 - 10

Other Processes


A sample copy of this report appears here:

RUN DATE 08/31/94 14:39:31 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. VOID CASH RECEIPTS POSTING REPORT FOR FISCAL PERIOD 08/31/94 POSTED TO G/L Y POSTED TO J/S Y

VOID CASH RECEIPTS POST: 0001


PICO PICOTTE ENTERPRISES O 2934 11/05/93 11/30/93 FN 11/10/93

LINE INVOICE# AMOUNT APPLIED CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWANCE GIVEN ALLOW ACCOUNT 1 R4 91-111 1,994.71 10050000 0.00 371401000 0.00 371201000

CHECK TOTAL 1,994.71 0.00 0.00


RUN DATE 08/31/94 14:39:31 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 SAMPLE CONTRACTOR, INC. VOID CASH RECEIPTS POSTING REPORT FOR FISCAL PERIOD 08/31/94 POSTED TO G/L Y POSTED TO J/S Y

VOID CASH RECEIPTS POST: 0001


10050000 CASH IN BANK - GENERAL 0.00 1994.71 14000000 ACCTS REC - CONST CONTRACTS 1994.71 0.00 ========== =========== 1994.71 1994.71


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Other Processes

Chapter 8

Voiding PostedInvoices

If you need to change an amount on a previously postedinvoice and that invoice has not yet been sent to the cus-tomer, you should void the original invoice and enter a newone, with a new invoice number.

You cannot void an invoice against which youhave received payments or made adjustments.

If the invoice has adjustments against it, the sys-tem will not let you void the invoice.

Select Void Posted Invoices from A/R main menu. Youwill see the following screen:

Enter the Customer number, invoice number and type.

• The system will display the information on file forthat invoice, including the “Invoice to Apply to” ifthe invoice being voided is an adjusting invoice.

08/31/94 A/R - Void Invoices SCI V6.5C

Customer Number* PICOInvoice Number: 00250Type(I/A): I Apply to Invoice #:Void Fiscal Date: Orig Fiscal Date: 05/31/94Job Number: Tax Jurisdiction: NYS-ALBPhase: Salesman #:Contract Number: Discount Percentage: .00Invoice Date: 05/10/94 Discount Date: 05/10/94Due Date: 05/10/94 A/R Account: 14000000T&M Inv (Y/N)?: N Retainage Account: 14020000P.O. Number: Final Invoice (Y/N): NDesc: FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR Pymt Schedule (Y/N): Y SITE. Assoc. Costs: 0.00

Total Sales: 5675.00 Sales Account Sales AmountTaxable Amount: 5000.00 371101000 5000.00Sales Tax: 400.00 915000000 675.00Retainage: 0.00Invoice Amount: 6075.00Avail Discount: 0.00Void This Invoice (Y/N(: Y

Chapter 8

8 - 12

Other Processes


• Enter the void fiscal date. This cannot be a fiscaldate earlier than the invoice fiscal date.

You will be asked to confirm that you want to void this in-voice. If you respond “Y”, the system will ask you for theOutput Form and number of copies for the Voiding Report.This report details the A/R information which was changedand the G/L account adjustments made by the void process.A sample copy of a Voiding Report is shown here.

RUN DATE 08/31/94 14:48:50 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. INVOICE VOIDING REPORT FOR FISCAL DATE 05/31/94 POSTED TO G/L Y POSTED TO J/S Y

INVOICE VOID POST: 0004

INV INVOICE #/ JOB/ INV DT/ TX JURIS/ TYPE APPLY TO #/ PHASE/ FISCL DT/ A/R ACCOUNT/ SALES DISTRIBUTION / CONTRACT/ DUE DT/ RETAINAGE ACCOUNT/ / SALESMAN DISC DT T&M INVOICE ACCOUNT AMOUNT P.O. # REVENUE EST TYPE


I 00250 05/10/94 NYS-ALB TOTAL SALES 5675.00 371101000 5000.00 05/31/94 14000000 TAXABLE AMOUNT 5000.00 915000000 675.00 05/10/94 14020000 SALES TAX 400.00 0 0.00 05/10/94 N RETAINAGE 0.00 0 0.00 INVOICE AMOUNT 6075.00 0 0.00 FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR AVAIL DISCOUNT 0.00 0 0.00 SITE. ASSOC. COSTS 0.00

VOID INVOICE #: VOID00250


14000000 ACCTS REC - CONST CONTRACTS 0.00 6,075.00 316110000 SALES TAX PAY - STATE NY 400.00 0.00 371101000 BILLINGS - CONTRACTS 5,000.00 0.00 915000000 FINANCE CHARGE INCOME 675.00 0.00 ================= ================= 6,075.00 6,075.00


Reports and Inquiries ................................................. 10-1Reports ............................................................... 10-1

Common Features ................................................ 10-2Aged Receivables Report ..................................... 10-3Cash Receipts Journal ......................................... 10-5Customer History .................................................. 10-7Receivable List ..................................................... 10-8Retainage Report ................................................. 10-9Sales Journal ........................................................ 10-10Sales Tax Report .................................................. 10-11User-defined Reports ........................................... 10-11Add a Report Package ......................................... 10-12Show Requested Reports Status ......................... 10-14Generate Foreground Reports ............................. 10-16

Inquiries .............................................................. 10-17Aged Receivables Inquiry ..................................... 10-18Customer History Inquiry ...................................... 10-19Customer Inquiry .................................................. 10-20Invoice Inquiry ...................................................... 10-22

Contents

Chapter 10: Reports and Inquiries


10 - 1

Reports and Inquiries

Chapter 10


Reports When you select the “Report Menu” option from the A/RMain Menu, you will see this screen.

Use this menu to select the Accounts Receivable reportsyou wish to print. You can also run any reports you havedefined through PROGRESS.

09/01/94 C O I N S SCI V6.5C 2.17 Accounts Receivable

————————————— Report Menu ————————————— | | | 1. Aged Receivables Report | | 2. Cash Receipts Journal | | 3. Customer History | | 4. Receivable List | | 5. Retainage Report | | 6. Sales Journal | | 96. User-defined Reports | | 97. Report Package | | 98. Show Requested Reports Status | | 99. Generate Foreground Reports | | X. Exit | | | ———————————————————————————————————————

Chapter 10

10 - 2



Common Features The following fields appear on all reports.

———————————— Output Options ———————————| Output Form* null || Number of Copies: 1 || Printer Option Code* |———————————————————————————————————————

In addition, you will need to enter information specific toeach type of report in order for the report to best answeryour needs.

Output FormEnter the name of the output form type for this report, todetermine which printer will be used for the report. Thedefault form type for A/R reports is specified duringtailoring.

If you wish to display the report on your terminal, use anOutput Form type set up as a terminal, rather than aprinter output form.

Number of CopiesEnter the number of times you wish to have the reportprinted. The system will print this number of separate,complete copies.

Background/ ForegroundIf you enter Background (“B”), the system will generatethis report in “the background” and will give it a lowercomputer priority than other COINS operations. How-ever, your terminal will be free for other uses.

Enter “F” to generate this report in the foreground; it willbe given computer time priority equal to other COINSusers on the system. You must enter “99” to generatethis report after you have selected it.

Schedule ReportIf you are printing this as a Background report, thesystem will allow you to schedule it to print at a specificdate and time, or after a given number of hours.


10 - 3


Chapter 10

Aged ReceivablesReport

The Aged Receivables Report lists customer invoices indetail or with summary totals. You can have the reportsorted by customer or by job, and the items can be aged byinvoice date or due date.

The system first gives you the option of excluding invoicesand checks issued after the end of the fiscal period. Thenyou will see the following selection screen.

• Your response to “Cust, Job, Acct…” determineswhether the system will prompt for a customer,job, salesman, account or project manager range.

• The Aged Receivables Report defaults to detailedinformation. The detailed report (shown on thenext page) lists individual invoices in the appropri-ate aging column. The summary report totals theinvoices for each customer for each aging period.

• You can also exclude invoice descriptions fromthis report.

————————————————————————— Aged Receivables Report —————————————————————————— | Exclude Invoices & Checks After Fiscal Period(Y/N): N | | By Customer, Job, Account, Sales Rep or Proj. Mgr. Order (C/J/A/S/P): C | ————————————————————————————————————————————————————————————————————————————

——————————————————————————— Aged Receivables Report ————————————————————————————|Enter Fiscal Date: Age by Inv/Due Date(I/D): I ||Enter Aging Date: 10/10/96 Choose Detail/Summary(D/S): D ||Starting Customer: ABC Print Invoice Description (Y/N): Y ||Ending Customer: HUDS New Page each Customer (Y/N): N ||Starting Job: Print Job Name (Y/N): N ||Ending Job: ||Starting Proj. Mgr.: Show Zero-balance Customers (Y/N): N ||Ending Proj. Mgr.: Show Misc. Cust. Info (Y/N): N ||Starting Sales Rep: Show Invoices over $: 0.00 ||Ending Sales Rep: And / Or (A/O): O ||Starting A/R Account: 0 Show Invoices over # days: 0 ||Ending A/R Account: 0 Show Retainage on Paid Invoices: || Background/Foreground(B/F): F || Schedule Report(Y/N): |————————————————————————————————————————————————————————————————————————————————

Chapter 10

10 - 4



• If you print the report “By Salesman”, you alsohave the option of including “Other Salesman Info”.This gives a summary of other accounts of thissalesman.

A sample page of the Aged Receivables Report appearsbelow.

RUN DATE 10/22/96 13:23:48 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) DETAILED AGED RECEIVABLES REPORT THRU FISCAL DATE 10/31/96 BY CUSTOMER BY INVOICE DATE AGED BY INVOICE DATE USING AGING DATE 10/10/96

CUSTOMER INV#/CHK# INV DATE DUE DATE JOB BALANCE CURRENT 31 to 60 61 to 90 > 90 RETAINAGE

ABC ABC BOTTLE AND PACKAGING CO. RETENTION ON FULLY PAID INVOICES: 61442.95 000000 01/01/96 01/01/00 2494.80 2494.80 CONTRACT INVOICE — CONTR. NO.SU940001 000027 10/16/96 10/16/96 2.16 2.16 CONTRACT INVOICE — CONTR. NO.333 000028SM 10/16/96 10/16/96 1114.40 1114.40 MULTIPLE WORK ORDERS 000030SM 10/16/96 10/16/96 3.24 3.24 CONTRACT INVOICE — CONTR. NO.333 L2 10/09/96 10/24/96 486.00 486.00 S/O Inv#:2 S/O Ord#: 6 ———————————————————————————————————————————————————————————————————————————————————— CUSTOMER GE TOTALS 4100.60 1605.80 2494.80 61442.95

HUDS HUDSON VALLEY AUTO 1 10/09/96 11/08/96 98.99 98.99 S/O Inv#:1 S/O Ord#: 4 L6 10/10/96 11/09/96 1434.54 1434.54 S/O Inv#:6 S/O Ord#: 8 L7 10/11/96 11/10/96 2.70 2.70 S/O Inv#:7 S/O Ord#: 9 ———————————————————————————————————————————————————————————————————————————————————— CUSTOMER HUDS TOTALS 1536.23 1536.23

==================================================================================== REPORT TOTALS 5636.83 3142.03 0.00 0.00 2494.80 61442.95


10 - 5


Chapter 10

Cash ReceiptsJournal

The Cash Receipts Journal lists receipts by check date fora given fiscal period date, in detail or summary. You cansort the report by bank or job; the bank order option isvaluable if you deposit your receipts in different bank ac-counts. You will see the following selection screen:

A sample page of this report appears here.

—————————————— Cash Receipts Journal ——————————————— | Bank or Job Order(J/B): B | | Starting Bank/Job: FN | | Ending Bank/Job: FN | | Show Individual Invoices(Y/N): Y | | Enter Fiscal Period Date: 10/31/96 | | Background/Foreground(B/F): F | | Schedule Report(Y/N): | ————————————————————————————————————————————————————

RUN DATE 10/22/96 13:44:05 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) DETAILED CASH RECEIPTS JOURNAL BY DEPOSIT DATE FOR FISCAL PERIOD ENDING 10/31/96

BANK: FN FIRST NATIONAL BANK

PAY DEPOSITCUSTOMER CUSTOMER NAME INVOICE INV DATE INVOICE AMT TYPE CHECK NO DATE DISC TAKEN ALLOW TAKEN CHECK AMT JOB

EPIS—GA EPISCOPAL DIOC 3.91-111 10/01/96 1473.00 O 3291 10/11/96 0.00 0.00 1473.00

HUDS HUDSON VALLEY L1 10/09/96 148.99 O 996100901 10/11/96 0.00 0.00 50.00

KARNER THE KARNER GRO L5 10/09/96 13.38 O 996100901 10/11/96 0.00 0.00 13.38

HUDS HUDSON VALLEY L6 10/10/96 1593.54 O 996101001 10/10/96 0.00 0.00 159.00

HUDS HUDSON VALLEY L7 10/11/96 2.70 O 996101101 10/11/96 0.00 0.00 2.70VHUDS L7 10/11/96 2.70 O 996101101 10/11/96 0.00 0.00 —2.70V REAPPLIED PAYMENT ———————————— ——————————— ——————————— ——————————— CHECK 996101101 TOTALS 0.00 0.00 0.00

=========== =========== =========== DEPOSIT TOTALS 0.00 0.00 1695.38

—————————————————————————————————————————————————————————————————————————————————————————————————————————————————— TOTALS FOR 10/11/96 5.40 0.00 0.00 1695.38

======================================================================================================================= REPORT TOTALS 0.00 0.00 1695.38

APPLIED PAYMENTS 1698.08 REAPPLIED PAYMENTS 0.00 UNAPPLIED PAYMENTS 0.00 TOTAL PAYMENTS 1698.08 TOTAL MISC CASH RECEIPTS 0.00 TOTAL DISCOUNTS 0.00 TOTAL ALLOWANCES 0.00 TOTAL VOIDS 2.70 ============== 1700.78

Chapter 10

10 - 6



RUN DATE 10/22/96 13:44:05 COINS ACCOUNTS RECEIVABLE MODULE PAGE 2 SAMPLE CONTRACTOR, INC. (7.6c1) CASH RECEIPTS JOURNAL G/L ACCOUNT SUMMARY

ACCOUNT DESCRIPTION DEBITS CREDITS NET

10050000 CASH IN BANK - GENERAL 1,698.08 0.00 1,698.08 14000000 ACCTS REC - CONST CONTRACTS 2.70 1,698.08 -1,695.38 300100000 ACCT PAY - UNAPPLIED PAYMENTS 0.00 2.70 -2.70 ================= ================= ================= 1,700.78 1,700.78 0.00


10 - 7


Chapter 10

Customer History

——————————————————————————————— Customer History ——————————————————————————————|Choose Detail/Summary(D/S): D Starting Date: 03/01/94 ||By Customer, Job, or Ending Date: 05/31/94 || Customer/Job(C/J/O): C Include Pay Schedule(Y/N): Y ||Invoice or Date order(I/D): I Include Customer Address (Y/N): N ||Show Zero Activity Jobs(Y/N): N Background/Foreground(B/F): F ||Starting Customer/Job: PICO Schedule Report(Y/N): ||Ending Customer/Job: PICO |———————————————————————————————————————————————————————————————————————————————

The Customer History Report lists A/R customer history(invoices, receipts, finance charges, etc.), in a detailed orsummary version.. You can designate the customers youwish to have listed, sort the data by invoice or by date, andinclude zero activity jobs, should you so desire.

A sample page of the detailed version of this report appearshere. The summary version would give the total “InvoiceAmount”, “Discount Available”, etc., for each customer.

RUN DATE 09/01/94 11:21:43 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. DETAILED CUSTOMER HISTORY BY CUSTOMER FOR PERIOD 03/01/94 THRU 05/31/94 INVOICE ORDER

INVOICE NO- INV DATE INVOICE DISCOUNT DISCOUNTS CHECK INVOICE TYPE CHECK NO CHK DATE JOB AMOUNT AVAILABLE & ALLOW AMOUNT BALANCE RETAINAGE

PICO PICOTTE ENTERPRISES PHONE 518-456-4565 CONTACT JOE HARA I 00250 05/10/94 6075.00 0.00 6075.00 0.00 V FOR WORK PERFORMED 5/1 TO 5/9 AT YOUR SITE. I 91-111-S2 05/10/94 91-111 3186.00 0.00 3186.00 350.00 FOR WORK PERFORMED I R6 91-111 03/28/94 91-111 11620.16 0.00 11620.16 1291.13 C 3291 05/02/94 91-111 0.00 11620.16 0.00 I R7 91-111 04/28/94 91-111 63339.42 0.00 63339.42 7037.71 I RET-1 05/25/94 91-111 6810.60 0.00 6810.60 -6810.60 RETAINAGE DUE ON COMPLETED CONTRACT ITEMS. ------------- ------------- ------------- ------------- ------------- Totals for PICO 91031.18 0.00 0.00 11620.16 79411.02 1868.24

=============================================================================================================================== REPORT TOTALS 91031.18 0.00 0.00 11620.16 79411.02 1868.24

Chapter 10

10 - 8



Receivable List

————————————— Receivables List ———————————— | Thru Fiscal Period: 08/31/94 | | Customer or Job Order(C/J): C | | Enter starting Job/Customer: | | Enter ending Job/Customer: | | Starting Group: | | Ending Group: | | New Page after each Job(Y/N): Y | | Background/Foreground(B/F): F | | Schedule Report(Y/N): | ———————————————————————————————————————————

The Receivable List details Receivables by Job or by Cus-tomer for a given fiscal period. The information is providedin either customer or Job number order. You can designatespecific customers or jobs you wish to have listed.


RUN DATE 09/01/94 09:39:12 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. RECEIVABLE LIST BY CUSTOMER THRU FISCAL PERIOD ENDING 08/31/94

ORIGINAL RETENTION INVOICE INV#/CHK# TYPE DESCRIPTION INV DATE JOB INV AMOUNT BALANCE BALANCE

CUSTOMER: GE GENERAL ELECTRIC

000023 I CONTRACT INVOICE - CONTR. NO.SU940001 05/01/94 540.00 0.00 40.00 R5 93-002 I 04/30/94 93-002 5246.36 582.94 5246.36 RETENTION ON FULLY PAID INVOICES: 11900.01 -------------------------------------------------------------------------------------------------------------------------------- TOTAL FOR CUSTOMER GENERAL ELECTRIC 5786.36 12482.95 5286.36

CUSTOMER: KARNER THE KARNER GROUP, INC.

000024 I CONTRACT INVOICE - CONTR. NO.FM930001 05/01/94 1250.00 0.00 1250.00 000025 I CONTRACT INVOICE - CONTR. NO.CR930001 05/01/94 1250.00 0.00 1250.00 -------------------------------------------------------------------------------------------------------------------------------- TOTAL FOR CUSTOMER THE KARNER GROUP, INC. 2500.00 0.00 2500.00

CUSTOMER: NYSDOT NYS DEP'T OF TRANSPORTATI

6 I 04/30/94 93-001 17694.00 1966.00 17694.00 RETENTION ON FULLY PAID INVOICES: 6921.72 -------------------------------------------------------------------------------------------------------------------------------- TOTAL FOR CUSTOMER NYS DEP'T OF TRANSPORTATI 17694.00 8887.72 17694.00

CUSTOMER: PICO PICOTTE ENTERPRISES

91-111-S2 I FOR WORK PERFORMED 05/10/94 91-111 3186.00 350.00 3186.00 R4 91-111 I 10/31/93 91-111 16954.71 1883.86 1994.71 R7 91-111 I 04/28/94 91-111 63339.42 7037.71 63339.42 RET-1 I RETAINAGE DUE ON COMPLETED CONTRACT 05/25/94 91-111 6810.60 -6810.60 6810.60 ITEMS. RETENTION ON FULLY PAID INVOICES: 20787.87 -------------------------------------------------------------------------------------------------------------------------------- TOTAL FOR CUSTOMER PICOTTE ENTERPRISES 90290.73 23248.84 75330.73


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Chapter 10

Retainage Report

————————————————— Retainage Report ———————————————— | By Customer or Job (C/J): C | | Starting Job/Customer: | | Ending Job/Customer: | | Thru Fiscal Period: 08/31/94 | | Choose Detail or Summary (D/S): D | | Print Zero Retainage Invoices (Y/N): N | | Print Each Job On A New Page (Y/N): Y | | Background/Foreground (B/F): F | | Schedule Report (Y/N): | ———————————————————————————————————————————————————

The Retainage Report lists the Retainage amounts byCustomer or Job, in detail or summary, through the speci-fied fiscal period. You can designate specific Customers orJobs that you wish to have listed.


RUN DATE 09/01/94 09:39:22 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1 SAMPLE CONTRACTOR, INC. DETAILED RETAINAGE REPORT BY CUSTOMER THRU FISCAL PERIOD 08/31/94

CUSTOMER INVOICE# INV DATE JOB SALES AMOUNT RETAINAGE INV RET% SALES TOTAL RETAIN TOTAL RET% TOT

GE GENERAL ELECTRIC R1 93-002 02/28/93 93-002 37891.38 3541.25 9.35 37,891.38 3,541.25 9.35 R2 09/30/93 93-002 73617.34 7361.73 10.00 111,508.72 10,902.98 9.78 R3 93-002 10/31/93 93-002 5910.56 591.06 10.00 117,419.28 11,494.04 9.79 R4 93-002 03/28/94 93-002 4059.70 405.97 10.00 121,478.98 11,900.01 9.80 R5 93-002 04/30/94 93-002 5829.30 582.94 10.00 127,308.28 12,482.95 9.81 -------------------------------------------------------------------------------- CUSTOMER TOTAL 127,308.28 12,482.95 127,308.28 12,482.95 9.81

NYSDOT NYS DEP'T OF TRANSPORTATI 2 09/30/93 93-001 7946.25 794.63 10.00 7,946.25 794.63 10.00 3 10/31/93 93-001 18944.25 1894.43 10.00 26,890.50 2,689.06 10.00

-------------------------------------------------------------------------------- CUSTOMER TOTAL 88,877.00 8,887.72 88,877.00 8,887.72 10.00

PICO PICOTTE ENTERPRISES 093093 09/30/93 91-111 64605.99 6460.60 10.00 64,605.99 6,460.60 10.00 91-111-S2 05/10/94 91-111 3536.00 350.00 9.90 68,141.99 6,810.60 9.99 R1 91-111 02/28/93 91-111 115234.84 11523.48 10.00 183,376.83 18,334.08 10.00 R3 09/30/93 91-111 5600.00 560.00 10.00 188,976.83 18,894.08 10.00 R4 91-111 10/31/93 91-111 18838.57 1883.86 10.00 207,815.40 20,777.94 10.00 R5 91-111 11/19/93 91-111 9526.57 952.66 10.00 217,341.97 21,730.60 10.00 R6 91-111 03/28/94 91-111 12911.29 1291.13 10.00 230,253.26 23,021.73 10.00 R7 91-111 04/28/94 91-111 70377.13 7037.71 10.00 300,630.39 30,059.44 10.00 RET-1 05/25/94 91-111 0.00 -6810.60 ? 300,630.39 23,248.84 7.73 -------------------------------------------------------------------------------- CUSTOMER TOTAL 300,630.39 23,248.84 300,630.39 23,248.84 7.73

============================================================================================================================== REPORT TOTALS 516,815.67 44,619.51 516,815.67 44,619.51 8.63

0.00

Chapter 10

10 - 10



Sales Journal The Sales Journal lists, by Job, Customer, or Entry Order,all the sales for a specified fiscal period.

A sample page of this report appears here:

————————————————————— Sales Journal ————————————————————— | Enter Fiscal Period Date: 08/31/94 | | Enter Job, Customer or Entry Order(J/C/E): J | | New Page for Each Job (Y/N): N | | Background/Foreground(B/F): F | | Schedule Report(Y/N): | —————————————————————————————————————————————————————————

RUN DATE 06/29/92 08:11:37 COINS ACCOUNTS RECEIVABLE MODULE PAGE 1SAMPLE CONTRACTOR, INC. SALES JOURNAL BY JOB BY CUSTOMER FOR FISCAL PERIOD ENDING 04/30/91

JOB: 91-111 PICOTTE OFFICE TOWERS

INV.CUSTOMER NUMBER INVOICE TYPE DESCRIPTION INV DATE DUE DATE JOB TOTAL SALES

PICOTTE ENTERPRISES PICO 91-111R2 I REQ #2 04/30/91 04/30/91 91-111 557932.00 INV00001 I REQ #2 04/30/91 04/30/91 91-111 557932.00 VOID91-111 I VOIDREQ #2 04/23/92 91-111 -557932.00 --------------------------------------------------------------------------------------------------- TOTALS FOR CUSTOMER PICOTTE ENTERPRISES 557932.00

------------------------------------------------------------------------------------------------------------------------------------TOTALS FOR JOB PICOTTE OFFICE TOWERS 557932.00

====================================================================================================================================REPORT TOTALS 557932.00

TOTAL NEW INVOICES THIS FISCAL PERIOD 1115864.00TOTAL ADJUSTMENTS THIS FISCAL PERIOD 0.00TOTAL VOIDS THIS FISCAL PERIOD 557932.00 ===============TOTAL DEBITS/CREDITS THIS FISCAL PERIOD 1673796.00

ACCOUNT DESCRIPTION DEBITS CREDITS NET

14000000 ACCTS REC - CONST CONTRACTS 1004277.60 502138.80 502138.80 14020000 ACCTS REC - RETAINAGE 111586.40 55793.20 55793.20 605101000 REVENUE - CONTRACTS 557932.00 1115864.00 -557932.00 ========== =========== ============= 1673796.00 1673796.00 0.00


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Chapter 10

Sales Tax Report Sales Tax information is now tracked in the General LedgerModule. See the General Ledger Manual (as updated forversion 6.5) for details.

User-defined Reports The User-defined Report menu option allows you to run anyCOINS reports that you have written through aPROGRESS program. The report must have been previ-ously set up with a report name.

When you select this menu option, the system will promptyou for the name of the report:

09/01/94 C O I N S SCI V6.5C 2.17.7 Accounts Receivable

————————————— Report Menu ————————————— | | | 1. Aged Receivables Report | | 2. Cash Receipts Journal | | 3. Customer History | | 4. Receivable List | | 5. Retainage Report | | 6. Sales Journal | | 96. User-defined Reports | | 97. Report Package | | 98. Show Requested Reports Status | | 99. Generate Foreground Reports | | X. Exit | | | —————————— User-defined Reports ————————— | Enter Report Name: | —————————————————————————————————————————

Chapter 10

10 - 12



Add a ReportPackage

Use the “Add a Report Package” menu selection to producea set of reports from a predefined report package. (See theSystem Overview Manual for information on setting upreport packages.)

The printer to which the reports will be sent is partof the report package’s definition. It will default tothis screen, but you can change it.

If you want to make any changes to this packagebefore running it, respond “N” to “Data Correct”.Use the System Utilities function “Define ReportPackages” to change the package, e.g., to re-sequence the reports or change the selectioncriteria.

• Specify which report package is to be printed,using one of the codes established in Report Pack-age F/M.


———————————————————————————————————————————————————————————————————————————— | Report Package to initiate* EOM-AR END OF MONTH REPORTS - A/R | | Background/Foreground: F | | Output Form* PR2 | | Number of Copies: 1 | | Schedule Report Package (Y/N): | ————————————————————————————————————————————————————————————————————————————

———————————————————————————————————————————————————————————————————————————— | Seq No Report Name Printer Option | | —————————— ———————————————————————————————————————— —————————————— | | 1 Aged Receivables Report | | 2 Retainage Report | | 3 Sales Journal | | | | | ————————————————————————————————————————————————————————————————————————————Data Correct? (Y/N): Y


10 - 13


Chapter 10

• Also specify whether the reports will be generatedin the foreground or background.

• If printed in the background, the package can bescheduled in the same manner as an individualreport.

When the top part of the screen is completed, the systemwill list the reports included in this package for your review.If you respond “Y” to “Data Correct”, the system will promptyou for the date ranges to be used in compiling the reports.

After responding “Y” to “Data Correct” (and selecting “99” ifthe package is to be printed in the foreground), the systemwill print the reports as a group.


——————————————————— Accounts Receivable Date Parameters ——————————————————— |(1) Starting Fiscal Period End Date: | |(2) Ending Fiscal Period End Date: 08/31/94 (also the Fiscal Period)* |(3) Starting Transaction Date: | |(4) Ending Transaction Date: (also the thru Date) | |(5) Aging Date: 08/31/94 | ———————————————————————————————————————————————————————————————————————————

Chapter 10

10 - 14



Show RequestedReports Status

The “Show Requested Reports Status” option lists on thescreen outstanding reports requested in the COINS Ac-counting System reports. It indicates which reports havebeen spooled (meaning generated and queued for printing)and which ones are waiting to be processed.

The following box will appear on your screen, so that youcan select the type of information that will be shown.

• You can view this information for a selected useror range of users or exclude a particular type ofrecord.

• For example, you can omit spooled reports fromthe list by responding “N” to “Display Status‘Spooled’”.

A sample “Requested Reports Status” screen appears onthe next page. For each report, the system shows:

• report name

• PKG flag, for report package

• date/time of the last status change (e.g., when itwas spooled)

• status - spooled, waiting, generating, or aborted

• internal ID for this report

• User ID that requested the report.

The User ID information is useful since the “Gener-ate Foreground Reports” option will only generate reportsrequested by the User ID that executes the “99”. Thisscreen will tell you what other reports are out there, so youcan remind the other users to generate them if necessary.


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Chapter 10

09/01/94 Requested Reports Status SCI V6.5C Show 2.17.98 —————————————————————————————————————————————————————————————————————————————— | Report | | Name PKG Date Time Status Id User | | ———————————————————— ——— ———————— ————— ——————————— ——————— ———————— | | Customer History 08/30/94 14:28 Spooled AR03039 kim | | Aged Receivables Rep 09/01/94 09:20 Waiting AR03042 kim | | Cash Receipts Journa 09/01/94 09:23 Waiting AR03043 kim | | Customer History 09/01/94 09:28 Waiting AR03044 kim | | Receivables List 09/01/94 09:31 Waiting AR03045 kim | | Retainage Report 09/01/94 09:31 Waiting AR03046 kim | | Sales Journal 09/01/94 09:32 Waiting AR03047 kim | | END OF MONTH REPORTS PKG 09/01/94 09:37 Waiting RP03051 kim | | | | | | | | | | | —————————————————————————————————————————————————————————————————————————————— Browse Explode PKGs Search Subset Exit

Use the slash key, , to pull up this strip menu for addi-tional information.

• The Browse option gives you detailed informationabout a specific report request:

• Use the Explode PKGs option to show the indi-vidual report titles included in any report packagesthat appear on the screen. The Compress PKGsoption removes the report detail and shows onlythe report package name.

• Use Search and Subset to find reports requestedby a specific User ID.

Chapter 10

10 - 16



Generate ForegroundReports

You will use the “Generate Foreground Report” to beginprocessing any reports for which you specified “Fore-ground” printing. Once the computer starts generating thereports, your COINS terminal will not be available for otheruses until all the foreground reports are completed.

• You may select several reports as foreground andthen enter “99” for the actual generation of thewhole group at once.

• The system will only generate reports requestedby your User ID. Other users’ reports will not beaffected, unless the command is issued by thecompany’s Master User ID.

From the Report Menu, enter “99” to begin processing thereports. While the reports are being generated, the statusof each report appears on your screen. In this example, thesystem is currently the processing the Customer HistoryReport, of which two pages have been generated.


——————— Generating Reports ——————— —— Pages Done ——| Aged Receivables Report | | 2 || Cash Receipts Journal | | || Customer History | | || | | || | | || | | || | | || | | || | | || | | || | | || | | || | | || | | || | | |—————————————————————————————————— ————————————————


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Chapter 10

The Inquiry Menu selection on the A/R main menu lets youselect the type of inquiry you want to view.

Inquiries

09/01/94 C O I N S SCI V6.5C

Accounts Receivable

—————————— Inquiry Menu —————————— | | | 1. Aged Receivables Inquiry | | 2. Customer History Inquiry | | 3. Customer Inquiry | | 4. Invoice Inquiry | | X. Exit | | | ——————————————————————————————————

Chapter 10

10 - 18



Aged ReceivablesInquiry

Use the Aged Receivables Inquiry to view invoice informa-tion on the screen, with the invoice terms, due type and duedates. You can view the information by Job or Customernumber, aged by invoice or due date, based on a particularAging Date.

A sample inquiry is shown:

09/01/94 A/R - Aged Receivables Inquiry SCI V6.5C

——————————————————————————————————————————————————— |By Job or Customer(J/C): C | |Age by Invoice or Due Date(I/D): I | |Aging Date: 06/30/94 | |Show Invoices over $: 0.00 | |Show Invoices over # days: 0 | |Job* | ———————————————————————————————————————————————————

09/01/94 A/R - Aged Receivables Inquiry SCI V6.5C———————————————————————————————————————————————— ——————————————————————————.12.1|Customer* PICO PICOTTE ENTERPRISES | |Next Customer* UPSTATE ||Due Type: N Due Days: 0 | —————————————————————————————————————————————————————————————————————————— INVOICE INV DATE JOB TYPE CURRENT 31 - 60 61 - 90 > 90 —————————— ———————— ———————— ———— ————————— ————————— ————————— ————————— 91-111-S2 05/10/94 91-111 I 3186 R4 91-111 10/31/93 91-111 I 1995 R7 91-111 04/28/94 91-111 I 63339 RET-1 05/25/94 91-111 I 6811

————————— ————————— ————————— ————————— CUSTOMER TOTALS 9997 63339 1995 CURR AND PAST DUE 75330.73 FUTURE DUE 0.00 UNAPPLIED PAYMENTS 0.00 TOTAL A/R 75330.73 OUTSTANDING RETAINAGE 23248.84


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Chapter 10

Customer HistoryInquiry

Use the Customer History Inquiry to display, by Job orCustomer Number, invoices and checks for each customerfor a specified period. When doing a Customer HistoryInquiry, the system refreshes the screen when you havefinished with one customer and lets you enter the numberfor a second one. You can view information on as manycustomers as you like before returning to the Inquiry Menu.

A sample inquiry is shown:

09/01/94 A/R - Customer History Inquiry SCI V6.5C

—————————————————————————————————————————————— |By Job or Customer(J/C): C | |Invoice or date order(I/D): I | |Include Checks (Y/N): N | |Starting Date: 04/01/94 | |Ending Date: 08/31/94 | |Job* | ——————————————————————————————————————————————

09/01/94 A/R - Customer History Inquiry SCI V6.5C———————————————————————————————————————————————— ——————————————————————————12.2|Customer* PICO PICOTTE ENTERPRISES | |Next Customer* UPSTATE |———————————————————————————————————————————————— —————————————————————————— INV NO INV DATE RETAINAGE INV AMT CURRENT CHK NO CHK DATE JOB DISC+ALLOW CHK AMT RECEIVABLE —— —————————— ———————— ———————— —————————— ————————————— ————————————— I 00250 05/10/94 0.00 6075.00 6075.00 V I 91-111-S2 05/10/94 91-111 350.00 3186.00 9261.00 I R7 91-111 04/28/94 91-111 7037.71 63339.42 72600.42 I RET-1 05/25/94 91-111 -6810.60 6810.60 79411.02 I VOID00250 08/31/94 0.00 -6075.00 73336.02 V

—————————— ————————————— INVOICE TOTALS 577.11 73336.02 73336.02 CHECK TOTALS 0.00 0.00

Chapter 10

10 - 20



Customer Inquiry Use this option to display Customer information on theterminal screen, in customer Number order beginning withthe number entered as the starting Customer. It showsCustomer name, address, etc. and current balance.

Sample inquiry screens are shown, first omitting. On thenext page, the other version of the inquiry for the samecustomer appears, showing sales, payments, etc.

09/01/94 A/R - Customer Inquiry SCI V6.5C

————————————————————————————————————————— |Enter Starting Customer* PICO | |Show Current/Previous Sales, | | Payments, & Assoc. Costs, & | | Current Retainage & | | Average Days to Pay: N | —————————————————————————————————————————


Customer: PICO PICOTTE ENTERPRISES ROUTE 9 ALBANY, NY 12205

518-456-4565

Print Statement: Y Contact Person: JOE HARAStatement Cycle: Default Job Number:Receive Dunning Notices: NTaxable Status (S/C/N): S Last Date Paid: 05/02/94Def Tax Jurisdiction: NYS-ALB Last Amt Paid: 11,620.16 Current Balance: 75,330.73 Unapplied Payments: 0.00

Press space bar to continue.


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Chapter 10


Customer: PICO PICOTTE ENTERPRISES ROUTE 9 ALBANY, NY 12205

518-456-4565

Print Statement: Y Contact Person: JOE HARAStatement Cycle: Default Job Number:Receive Dunning Notices: NTaxable Status (S/C/N): S Last Date Paid: 05/02/94Def Tax Jurisdiction: NYS-ALB Last Amt Paid: 11,620.16 Current Balance: 75,330.73Sales Current Year: 86,824.42 Unapplied Payments: 0.00 Previous Year: 213,805.97Payments Current Year: 20,194.07 Current Retainage: 1,868.24 Previous Year: 181,856.75 Average Days to Pay: 34.80Assoc. Costs Current Yr: 2109.00 Previous Yr: 0.00

Chapter 10

10 - 22



09/01/94 A/R Invoice Inquiry SCI V6.5CCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number* R6 91-111 Due Type / Due Days: N 0Type(I/A): IFiscal Date: 03/31/94 Apply to Invoice #:Job Number: 91-111 Tax Jurisdiction: NYS-ALBPhase: Salesman #: HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 03/28/94 Discount Date: 03/28/94Due Date: 03/28/94 A/R Account: 14000000T&M Inv (Y/N)?: N Retainage Account: 14020000P.O. Number: Final Invoice (Y/N): NDesc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00

BANK CHECK # CHECK DATE FISCAL DATE DEPOSIT DATE AMOUNT VOIDED ———— ————————— —————————— ——————————— ———————————— ——————————————— —————— FN 3291 05/02/94 05/31/94 05/05/94 11,620.16 N

No Payment Schedule.No Finance Charges.

Invoice Inquiry Invoices are displayed, on the terminal screen, in CustomerNumber and Invoice Number order. Request individualinvoices to display Total Sales, Retainage, Invoice Amount,Taxable Amount, and Sales Accounts and Amounts.

If checks have been received in connection with the invoice,you have the option of viewing them as well. If there is apayment schedule or any finance charges for the invoice,you can view that information as well.

09/01/94 A/R Invoice Inquiry SCI V6.5CCustomer Number* PICO PICOTTE ENTERPRISESInvoice Number* R6 91-111 Due Type / Due Days: N 0Type(I/A): IFiscal Date: 03/31/94 Apply to Invoice #:Job Number: 91-111 Tax Jurisdiction: NYS-ALBPhase: Salesman #: HOUSEContract Number: Discount Percentage: 0.00Invoice Date: 03/28/94 Discount Date: 03/28/94Due Date: 03/28/94 A/R Account: 14000000T&M Inv (Y/N)?: N Retainage Account: 14020000P.O. Number: Final Invoice (Y/N): NDesc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00Total Sales: 12911.29 Sales Account Sales AmountTaxable Amount: 0.00 371101000 12911.29Sales Tax: 0.00Retainage: 1291.13Invoice Amount: 11620.16Avail Discount: 0.00Balance: 0.00Show Checks(Y/N): Y


Appendices

Contents


Appendix A - 1

Appendix A

Field Size ChartField Size Chart

DATES SINGLE LETTER

ACCOUNTS

NUMERIC

Enter Your Data In The MM/DD/YY Format

Enter Your Data in the Form of a Single Letter. Valid Responses Are Next to the Prompt.

These Accounts All Havea 9 Digit Field Size

ALPHANUMERIC

Enter Your Data in Before.After Decimal Point Format.

Enter Your Data Using Both Letters And Numbers

Aging DateCheck Date

Deposit DateDiscount Date

Due DateExpiration Date

Finance Charge DateInvoice Date

Invoice Fiscal DateNext Action Date

Note DateStatement DateVoid Fiscal Date

Accounts ReceivableAllowances

CashDiscount

Finance ChargeFreightInterestSales

Unapplied Cash Receipts

AllowancesAmount OverAmount to ApplyCheck AmountCheck NumberCommission PercentageCopiesCredit LimitDiscount AmountDiscount DaysDiscount PercentageDiscount TakenDue DaysFinance Charge AmountFinance Charge PercentGrace DaysInterest PercentageInterval between PaymentsMaximum Number of PaymentsRetainage AmountSales AmountSales Tax AmountTax PercentTaxable AmountTotal Sales Amount

7.29.29.29.29

2.21

9.27.22

2.27.23

9.22.22

2.225

9.29.27.22.29.29.2

AddressBankBank Account NumberBatchCityContactContract NumberCost CategoryCost CodeCredit RatingCustomerCustomer GroupCycleDeposit NumberDescription (Cash Receipt)Description (Finance Charge, Invoice, Recurring Invoice)Description (Sales Tax Jurisdiction)Dunning CodeDunning MessageFinance Charge NumberInvoice NumberJobJournalName (Bank, Customer, Salesman)Note NumberNote TextNote TypeOutput Form TypePhasePhone NumberPurchase Order NumberRecurring Invoice NumberSales Tax JurisdictionSalesmanStateStatement CycleTax JurisdictionUser IDZip Code

302

158

202082888218

1040

302

60101082

301050842

122510482188

10

Age by Invoice/Due DateBank or Job OrderChange Pay ScheduleDelete All Finance ChargesDetail or Summary?Discount Type

Distribute Sales Tax EvenlyDistributionDue Type

Equal Payments or Manual Distrib.Foreground/BackgroundHold Invoice?Include Checks?Include Payment Schedule?Income or Cost?Invoice TypeLabor Taxable?List or DirectoryMark Job as Complete ?Materials Taxable?Miscellaneous Receipt?More Invoices?More Text?New Page?Payment SchedulePeriod TypePrint Address on LabelPrint Alignment?Print Only Unpaid Invoices?Print Statements?Purge Fully Paid InvoicesPurge or ListReceive Dunning NoticesSeparate Finance ChargesSubcontracts Taxable?T&M Invoices to Update J/STime & Material Invoice?

I,DB,JY,NY,ND,SD,N,blankY,N

A,N,QD,N,blankE,MF,BY,NY,NY,NI,CI,AY,NL,DY,NY,NY,NY,NY,NY,NY,ND,MY,NY,NY,NY,NY,NP,LY,NY,NY,NY,NY,N


Appendix B - 1

Appendix B

Screen PointersScreen Pointers

Print 2.3.4Show 2.3.5

Post Cash Receipts 2.4

Enter Reapplied Cash Receipts 2.5Add 2.5.1Change 2.5.2Delete 2.5.3Print 2.5.4Show 2.5.5

Post Reapplied Cash Receipts 2.6

Most screens in the COINS Accounting system have an index number, or screen pointer, at the upper right hand corner of thescreen. The numbers are made up of the option numbers from each level of menu, e.g.:

�

Enter Invoices 2.1Add 2.1.1Add Recurring 2.1.2Change 2.1.3Delete 2.1.4Print 2.1.5Show 2.1.6

Post Invoices 2.2

Enter Cash Receipts 2.3Add 2.3.1Change 2.3.2Delete 2.3.3

At any menu, you can enter a period (.) to receive the “Enter Screen Pointer” prompt. You may either enter the actual screen num-ber, as listed below, or use the System Utilities Screen Pointer File Maintenance menu to assign mnemonic names to the mostfrequently used screens.

2. Accounts Receivable

2.1 Enter Invoices

2.1.2 Add Recurring Invoices


Appendix B - 2

Appendix B

Screen Pointers

Enter Finance Charges 2.7Add 2.7.1Build Charges from History 2.7.2Change 2.7.3Delete All 2.7.4Delete Individual 2.7.5Print 2.7.6Show 2.7.7

Post Finance Charges 2.8

Batch Control 2.9Cash Receipts 2.9.1

Change Batch 2.9.1.1Change Fiscal Period 2.9.1.2Change Ownership 2.9.1.3Close Batch 2.9.1.4Create Batch 2.9.1.5Delete Batch 2.9.1.6Merge Batches 2.9.1.7Rename Batch 2.9.1.8

Finance Charges 2.9.2Change Batch 2.9.2.1Change Fiscal Period 2.9.2.2Change Ownership 2.9.2.3Close Batch 2.9.2.4Create Batch 2.9.2.5Delete Batch 2.9.2.6Merge Batches 2.9.2.7Rename Batch 2.9.2.8

Invoices 2.9.3Change Batch 2.9.3.1Change Fiscal Period 2.9.3.2Change Ownership 2.9.3.3Close Batch 2.9.3.4Create Batch 2.9.3.5Delete Batch 2.9.3.6Merge Batches 2.9.3.7Rename Batch 2.9.3.8

Change Posted Invoices 2.10

File Maintenance 2.11Bank File 2.11.1

Add 2.11.1.1Change 2.11.1.2Delete 2.11.1.3Print 2.11.1.4Show 2.11.1.5

Credit Rating File 2.11.2Add 2.11.2.1Change 2.11.2.2Delete 2.11.2.3Print 2.11.2.4Show 2.11.2.5

Customer File 2.11.3Add 2.11.3.1Change 2.11.3.2Delete 2.11.3.3Print 2.11.3.4Show 2.11.3.5


Appendix B - 3

Appendix B

Screen Pointers

Customer Notes File 2.11.4Add 2.11.4.1Change 2.11.4.2Delete 2.11.4.3Print 2.11.4.4Show 2.11.4.5

Dunning File 2.11.5Add 2.11.5.1Change 2.11.5.2Delete 2.11.5.3Print 2.11.5.4Show 2.11.5.5

Recurring Invoice File 2.11.6Add 2.11.6.1Change 2.11.6.2Delete 2.11.6.3Print 2.11.6.4Show 2.11.6.5

Tax Jurisdiction File 2.11.7Add 2.11.7.1Change 2.11.7.2Delete 2.11.7.3Print 2.11.7.4Show 2.11.7.5

Sales Rep File 2.11.8Add 2.11.8.1Change 2.11.8.2Delete 2.11.8.3Print 2.11.8.4Show 2.11.8.5

Inquiry Menu 2.12Aged Receivables Inquiry 2.12.1Customer History Inquiry 2.12.2Customer Inquiry 2.12.3Invoice Inquiry 2.12.4

Post Statements 2.13

Print Customer Labels 2.14

Print Statements 2.15

Purge Paid & Voided Invoices 2.16

Report Menu 2.17Aged Receivables Report 2.17.1Cash Receipts Journal 2.17.2Customer History 2.17.3Receivable List 2.17.4Retainage Report 2.17.5Sales Journal 2.17.6Sales Tax Report 2.17.7User-defined Reports 2.17.96Report Package 2.17.97Show Requested Reports Status 2.17.98Generate Foreground Reports 2.17.99

Void Posted Cash Receipts 2.18

Void Posted Invoices 2.19

COINS, 10-96Accounts Receivable 7.6 Appendix C - 1

Organization Chart

Post Invoices

• Add• Add Recurring• Change• Change Batch• Delete• Print• Show

Void Posted Invoices

Enter Invoices

• Add• Change• Change Batch• Delete• Print• Show

Enter Cash Receipts

• Add• Change• Delete• Print• Show

Enter Reapplied Receipts

Post Reapplied Receipts

• Add• Build charges from history• Change• Change batch• Delete all• Delete individual• Print• Show

Enter Finance Charges

Post Finance Charges

Void Cash Receipts

• Aged Receivables Report• Cash Receipts Journal• Customer History• Receivable List• Retainage Report• Sales Journal• User-defined Reports• Report Package• Show Requested Reports Status• Generate Foreground Reports

Report Menu

Purge Paid/Voided

Invoices

Print Statements

Print Customer

Labels

Post Statements

• Aged Receivables• Customer History• Customer Inquiry• Invoice Inquiry

Inquiry Menu

• Bank File• Customer File• Customer Notes File• Dunning File• Recurring Invoice File• Tax Jurisdictions• Salesman File

File Maintenance

BatchControl

• Cash Receipts• Finance Charges• Invoices

Change Posted Invoices

Post Cash Receipts

COINSAccounts Receivable

Appendix C


Index


1

IndexIndex

AAccounts

Accounts Receivable account 1-2Allowances account 1-3, 5-7Bad debt expense account 5-12Cash account 1-3, 2-7Default accounts

For customer 2-13Set in A/R tailoring 1-2

Discounts Given account 1-3Finance charge account 1-3, 6-7Interest Income Account 4-11Retainage account 1-3Sales account 1-3Tax accounts 2-26Unapplied Cash account 1-3

Accounts ReceivableFile integration chart 2-1File maintenance start up order 1-10Tailoring 1-2

Accrual Accounting MethodSales tax based on billings 1-8

Activity Selection Menu I-7Add Command I-9

File maintenance 2-3Finance charges 6-2Invoice entry 4-2

Add Recurring Invoices 4-2Address

Customer labels 8-5Adjusting Invoices

Advantage over voiding original in-voice 4-15

Credit memo 4-15Aged Receivables

Aged Receivables Inquiry 10-18Aged Receivables Report 10-3, 10-3Include Other Salesman Info 10-4, 10-4Payment schedule information 4-12

Aging Date. See also Aged ReceivablesStatements 7-2

Aging DaysAccounts Receivable 1-4

Alignment FormCustomer labels 8-6Statements 7-3

Allowable Percentage of Credit Limit 2-8Allowances

G/L account 1-3Arrow Keys I-15Associated Costs 4-7

Recurring invoice 2-20Automatic Distribution

Cash receipts 5-5

BBackground Printing 10-2, 10-2Bad Debts

Expense account 5-12Writing off bad debts 5-11

BanksBank account number 2-7Cash receipts deposited in 5-4Default bank for A/R 1-5File maintenance 2-5

Batch Control. See also Batch SecurityExit batch control options via strip

menu 3-14Menu 3-11Overview 3-6Subset screens and options 3-12

Batch SecurityBatch locks 3-9“Input/output” lock 3-9Ownership 3-9Subordinate users 3-4Tailoring option 1-6, 3-2

BatchesBatch header record 3-7Cash receipts 5-3Change batch 3-14Change batch ownership 3-16Change fiscal period 3-15Close batch 3-17Create batch 3-19Delete batch 3-21During invoice entry 4-4Finance charges 6-4Initial considerations 3-1Merge batches 3-22Posting

Cash receipts 5-13

2

Index


Finance charges 6-9Invoices 4-19

Rename batch 3-25Restrictions on adding to a batch 3-9Reuse batch numbers 1-7, 3-3Set batch to user ID

Reuse batch numbers 1-7, 3-3Tailoring option 1-6, 3-3

Tailoring 1-6, 3-2Billing

A/R invoices from 4-1Browse Command I-9

File maintenance 2-3Show report request status 10-15

Build Charges from History 6-4Command 6-2

CCash. See also Cash Receipts

Cash account 1-3, 2-7Unapplied Cash account 1-3

Cash Basis Accounting MethodSales tax based on cash receipts 1-8

Cash ReceiptsAmount to apply 5-7Batch ID 5-3Cash Receipts Journal (report) 10-5Check date 5-4Deposit date 5-4Discount taken 5-7Distribution options 5-4Enter receipts 5-3Fiscal date 5-3From Sales Order Processing 5-1Income or cost 5-9Miscellaneous receipts 5-4, 5-9Posting 5-13Reapplied 5-17Void cash receipts 8-9Writing off bad debts 5-11

Cash Receipts Posting Report 5-14Change Batch

Overview 3-14Restrictions 3-14

Change Batch Ownership 3-16

Change Command I-10File maintenance 2-4Finance charges 6-2Invoice entry 4-2

Change Fiscal Period of Batch 3-15Change Posted Invoices 8-3Checks

On Invoice Inquiry 10-22Voiding posted cash receipts 8-9

Clear Key. See “F8 Key”Close Batch

Overview 3-17Restrictions 3-17

CommandsAdd I-9Browse I-9Change I-10Delete I-10Exit I-10File maintenance 2-3File maintenance commands 2-3Finance charges 6-2Invoice entry 4-2Maint I-10Print I-10Search I-10

CommissionBased on order total or gross profit 2-22Percent or amount 2-22Service Management, based on service

site 2-21Type 2-22

Company NumberDuring sign-on I-8

Completed JobsA/R tailoring 1-7Final invoice 4-6

Compress Packages 10-15Contract Number

During invoice entry 4-5Cost

Cash receipt 5-9Create Batch

Batch description 3-20Batch ID 3-19Batch ownership 3-20


3

Index

CreditAdjusting invoice to enter credit memo 4-

15Credit limit/rating 2-12

Credit RatingsFile maintenance 2-7

CursorMove cursor with arrow keys I-15

Customer Credit Rating 2-8Customer History

Customer History Inquiry 10-19Customer History Report 10-7

Customer Inquiry 10-20Customer Notes

File maintenance 2-15Customers

Cash receipt 5-3Customer History Inquiry 10-19Customer History Report 10-7Customer Inquiry 10-20Customer notes 2-15File maintenance 2-9G/L accounts 2-13Miscellaneous customer 2-12Print customer labels 8-5

CycleRecurring invoices 2-19Statement cycle 7-2Statement cycle to post 7-5

DDate

Aging date on statements 7-2Check Date 5-4Closing date for Additional Charges 7-2Deposit date 5-4Discount date for invoice 4-6Due date 4-5Finance date 6-6Fiscal date for invoice 4-4Invoice date 4-5Purging invoices 8-8Statement date 7-2Void fiscal date for receipts 8-9

DebtsHow to write off bad debts 5-11

Delete Batch 3-21Delete Command I-10

“Delete All” finance charges 6-3“Delete Individual” finance charges 6-3File maintenance 2-4Invoice entry 4-2

Deposit Number 5-4Discount Type

Customer file 2-11Discounts

Available amount 4-7Discount date for invoice 4-6Discount percentage for invoice 4-6Discount taken 5-7, 5-18Discounts Given G/L account 1-3

Distribution of Cash ReceiptsAutomatic 5-5Normal 5-5Quick 5-8

DOLLAR Key. See also “F5 Key”Function described I-13Maint function I-14

Downscreens I-9, 2-3Due Date 4-5Due Type

Customer file 2-11Dunning Messages 1-4

Dunning File 2-17Print for given customer 2-12

EEnd Key. See “F4 Key”Error and Warning Messages

Closed fiscal period 4-4Invalid fiscal date 4-4Posted fiscal period 4-4This batch is closed… 3-17

Excess Rate over Maximum 2-26Exit Command I-10

File maintenance 2-4On batch control screens 3-14

Expiration DateRecurring invoice 2-20

Explode Packages 10-15

4

Index


FF1 Key (Go key) I-12F2 Key (Help key) I-12F3 Key (Insert key) I-13F4 Key (End/Error key) I-13

Cautions during batch control 3-14F5 Key (DOLLAR key) I-13F8 Key (Clear key) I-14File Maintenance

Bank File 2-5Common features 2-2Credit Rating File 2-7Customer Notes File 2-15Customers 2-9Dunning File 2-17File integration chart 2-1Recurring Invoice File 2-18Set up order 1-10, 2-2Strip menu 2-3Tax Jurisdiction File 2-23

Final InvoiceMarking a job as completed 4-6Marking job as complete 1-7

Finance ChargesAccount 6-7Batches used with 6-4Build from history 6-4Closing date for Additional Charges 7-2Default percentage 1-4Deleting all 6-3Entering individual finance charges 6-6G/L account 1-3Grace days 1-4Minimum amount 1-4Percent for customer 2-11Posting 6-9Posting report 6-10Tailoring options 1-8

Fiscal DateCash receipts 5-3Invoice fiscal date 4-4

Foreground Printing 10-2, 10-2Generate foreground reports 10-16

Form Type. See “Output Form”

GGeneral Ledger

Cash receipts posting effect on 5-16Finance charges posting effect 6-12Invoice posting effect on 4-24Reapplied cash receipts posting effect

on 5-22Generate Foreground Reports 10-16Go Key. See “F1 Key”Grace Period

Grace days 1-4Payment schedule 4-11

Gross MarginDetermine from associated costs 4-7

HHelp. See also “F2 Key”

Context-sensitive Help text I-16File Maintenance/Inquiry I-17

HoldRecurring invoices 2-19

Hot KeysFor second Help key I-16

How to Use this Manual I-1

IInactive Jobs

Allow invoice entry for 1-8Income

Cash receipt 5-9Inquiries

Aged Receivables Inquiry 10-18Customer History Inquiry 10-19Customer inquiry 10-20Invoice inquiry 10-22Menu 10-17

Insert Key. See “F3 Key”Integration Chart I-3Interest

Interest percentage for payment sched-ule 4-11

Payment schedule 4-11Invoice

Tax jurisdiction 4-6


5

Index

Invoice InquiryPayment schedule information 4-12Sample screens 10-22View check information 10-22

Invoice Number 4-5Invoice Posting Report 4-20Invoice Type

“A”, Adjusting invoice 4-16“I”, regular invoice 4-5

InvoicesAdjusting invoices 4-15Batch ID 4-4Change posted invoices 8-3Correcting invoices, unposted or

posted 4-1Credit memos 4-15For inactive jobs 1-8From Billing 4-1From Sales Order Processing 4-1From Service Management 4-1Invoice amount 4-7Invoice date 4-5Invoice Inquiry 10-22P/O number 4-6Payment schedule 4-9Posting invoices 4-19Purge 8-7Recurring invoices generated 4-13Review listing 4-14Show only unpaid invoices on state-

ments 7-3Startup invoices for unpaid balances 1-

12T&M Invoices to update J/S 1-5Void posted invoices 8-11

JJob Status

Cash receipts posting effect on 5-16Finance charge posting effect 6-11Invoice posting effect on 4-23Reaplied cash receipts posting effect

on 5-22Update from T&M invoices 1-5

Jobs

Default job for customer 2-12During invoice entry 4-5

JournalsDefaults for Accounts Receivable 1-3

KKeyboard I-11Keys

Arrow keys I-15Clear (F8) I-14DOLLAR key (F5) I-13End/Error (F4) I-13Function and control keys I-11Go key (F1) I-12Help key (F2) I-12Insert key (F3) I-13Return key I-15Screen Pointer I-15

LLabels

Print customer labels 8-5

MMaint Command

DOLLAR key I-14File maintenance 2-4General description I-10

Mark Job as CompleteAR tailoring 1-7

Maximum Number of PaymentsRecurring invoice 2-20

Maximum Taxable Base 2-26Menu

Cash receipt options 5-1Menus

Batch control menu 3-11COINS main menu I-8File Maintenance menu 2-2Inquiry menu 10-17Module main menu I-9Report menu 10-1, 10-1

Merge Batches 3-22

6

Index


Miscellaneous Customer 2-12Miscellaneous Receipts 5-9

NNormal Distribution

Cash receipts 5-5Invoice to apply to 5-6

Normal distributionAmount remaining to distribute 5-6

Number of CopiesFor A/R reports 10-2, 10-2

OOutput Form

Cash receipts posting 5-13Default for A/R 1-5Finance charge posting 6-9For A/R reports 10-2, 10-2Invoice posting 4-20Purge Invoices report 8-8Report package 10-12

PPayment Schedule

Create during invoice entry 4-9Interest Account 4-11On reports and inquiries 4-12Period type 4-11

Payment Types 1-7Post in Detail 1-3Posting

Cash receipts 5-13Effect on Accounts Receivable 5-15Effect on General Ledger 5-16Effect on Job Status 5-16

Description definitions for A/R 1-9Finance charges 6-9

Effect on Accounts Receivable 6-11Effect on General Ledger 6-12Effect on Job Status 6-11

Invoices 4-19Effect on Accounts Receivable 4-22Effect on General Ledger 4-24Effect on Job Status 4-23

Not required for SOP and S/M in-voices 4-19

Posting reportCash receipts 5-14Finance charges 6-10Invoices 4-20Reapplied cash receipts 5-20Reprinting via System Utilities 4-20

Reapplied cash receipts 5-19Effect on Accounts Receivable 5-21Effect on General Ledger 5-22Effect on Job Status 5-22

Startup invoices 1-15Statements 7-5, 7-6Tailoring options 1-3

Print Command I-10File maintenance 2-4Finance charges 6-3Invoice entry 4-2Invoices 4-14

PrintingBackground or foreground 10-2, 10-2Statements 7-2

PROGRESSUser defined reports 10-11

Purchase OrdersCustomer P/O number on invoice 4-6

PurgeBy customer 8-8By job 8-8Dates for purging invoices 8-8Paid and voided invoices 8-7

QQuick Distribution

Cash receipts 5-8

RReapplied Cash Receipts. See also “Cash

Receipts”Posting 5-19Posting report 5-20

Receipts. See also “CashReceipts”; “Reapplied CashReceipts”; “Unapplied Cash Receipts”


7

Index

Cash account 1-3Unapplied Cash account 1-3

ReceivablesAged Receivables Report 10-3, 10-3Receivables List (report) 10-8

Recurring InvoicesAdd to unposted invoices 4-13Cycle 2-19File maintenance 2-18Hold 2-19Limits 2-20

Rename BatchOverview 3-25Restrictions 3-25

Report PackagesExplode and Compress 10-15

ReportsAged Receivables Report 10-3, 10-3Cash Receipts Journal 10-5Cash Receipts Posting Report 5-14Customer History Report 10-7Display report request status 10-14Finance Charge Posting Report 6-10Generate foreground reports 10-16Invoice Posting Report 4-20Print a report package 10-12Reapplied Cash Receipts Posting Re-

port 5-20Receivables List 10-8Report menu 10-1, 10-1Retainage Report 10-9Sales tax report 10-11User Defined Report 10-11

RetainageG/L account 1-3Percent after which it will not default 1-8Retainage amount 4-7Retainage Report 10-9

Retainage Report 10-9Return Key I-15

SSales Account 1-3

Recurring invoice 2-20Sales Journal (report) 10-10

Sales Order ProcessingDefault payment type 1-7Posted A/R invoices from 4-1

Sales RepCommission percentage 2-22File maintenance 2-21Number 2-22

Sales RepsEmployee Number 2-22

Sales TaxBased on billings or receipts 1-8Use G/L Tax Report instead 10-11

Schedule ReportsA/R background reports 10-2, 10-2

Screen PointersScreen pointer key (“.”) I-15

Search Command I-10File maintenance 2-4

Service ManagementPosted A/R invoices from 4-1

Show CommandFile maintenance 2-4Finance charges 6-3Invoice entry 4-3

Show Requested Reports Status 10-14Sign On Procedures I-7Sort Command

File maintenance 2-5Statement Cycle 7-2

Cycle to post 7-5For customer 2-12

StatementsAlignment form 7-3Include name and address 1-4Posting 7-5Printing statements 7-2Show only unpaid invoices 7-3Statement date 7-2

Strip Menu I-9File maintenance 2-3On batch control screens 3-14

Subordinate Users 3-4

TT&M Invoices

8

Index


Invoice entry 4-6Update Job Status 1-5

TailoringA/R tailoring screens 1-2Batch security 3-2Posting options 1-3Turn on posting to other modules 1-16Using batches 3-2

Tax. See also “Sales Tax”Amount for invoice 4-7Taxable amount on invoice 4-7

Tax Identification Number 2-11Tax Jurisdiction

Customer’s default jurisdiction 2-12File maintenance 2-23G/L accounts 2-26Invoice 4-6Percentage 2-26Tax entity code 2-25

Tax Rate 2-26Taxable Costs 2-25Time and Materials

Update Job Status 1-5Total to be Paid

Recurring invoice 2-20

UUnapplied Cash

G/L account 1-3Unapplied Cash Receipts

From Sales Order Processing 5-1User Defined Reports 10-11User IDs

Entering during sign-on I-8Master user as batch owner 3-9Set batch to user ID 1-6, 3-3Subordinate users 3-4

VVoid

Cash receipts 8-9Posted invoices 8-11

ZZip Codes

Tax jurisdictions 2-24

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Documentation Comment FormAccounts Receivable Version 7.6

Return to: Shaker Computer & Management Services, Inc.Attn: Kimber England6 Airport Park Blvd.Latham, NY 12110(518) 242-7200

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