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Epicor 9Accounts Receivable Course9.05.604

Disclaimer

This document is for informational purposes only and is subject to change without notice. This document and itscontents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of itsdate of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties withregard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for aparticular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software islikely to be unique in their requirements in the use of such software and their business processes, users of this documentare always advised to discuss the content of this document with their Epicor account manager. All information containedherein is subject to change without notice and changes to this document since printing and other important informationabout the software product are made or published in release notes, and you are urged to obtain the current releasenotes for the software product. We welcome user comments and reserve the right to revise this publication and/ormake improvements or changes to the products or programs described in this publication at any time, without notice.The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance ofany consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usageof the solution(s) described in this document with other Epicor software or third party products may require the purchaseof licenses for such other products. Where any software is expressed to be compliant with local laws or requirementsin this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such lawsand requirements. All laws and requirements are subject to varying interpretations as well as to change and accordinglyEpicor cannot guarantee that the software will be compliant and up to date with such changes. All statements ofplatform and product compatibility in this document shall be considered individually in relation to the products referredto in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and alsostated to be compatible with another product, it should not be interpreted that such Epicor software is compatiblewith both of the products running at the same time on the same platform or environment. Additionally platform orproduct compatibility may require the application of Epicor or third-party updates, patches and/or service packs andEpicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packsreleased by third parties after the date of publication of this document. Epicor® is a registered trademark and/ortrademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All othertrademarks mentioned are the property of their respective owners. Copyright © Epicor Software Corporation 2010.All rights reserved. No part of this publication may be reproduced in any form without the prior written consent ofEpicor Software Corporation.

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Contents

Accounts Receivable Course..................................................................................................8Before You Begin....................................................................................................................9

Audience.........................................................................................................................................................9

Prerequisites....................................................................................................................................................9

Environment Setup..........................................................................................................................................9

Workshop Constraints............................................................................................................................10

Overview...............................................................................................................................12Application Setup.................................................................................................................13

Company Configuration................................................................................................................................13

Maintenance Programs..................................................................................................................................14

Aging Report Format Maintenance.........................................................................................................14

Bank Account Maintenance....................................................................................................................15

Bank Account Maintenance Sheets..................................................................................................15

Debit Notes Only Bank Account.......................................................................................................16

Workshop - Create a Bank Account for Debit Notes Only.........................................................17

Product Group Maintenance...................................................................................................................17

Terms Maintenance................................................................................................................................18

Workshop - Create a Terms Record for Multiple Payments...............................................................19

Workshop - Create a Term with Multiple Discounts.........................................................................20

Create a Terms ID.....................................................................................................................20

Add Discounts to the Terms ID.................................................................................................20

Update a Customer Record......................................................................................................20

Miscellaneous Charge Maintenance........................................................................................................21

Workshop - Enter a Miscellaneous Charge.......................................................................................22

Add a Miscellaneous Charge Code ..........................................................................................22

Attach a GL Control to the Charge...........................................................................................22

Tax Setup...............................................................................................................................................22

Tax Type Maintenance.....................................................................................................................23

Tax Liability Maintenance.................................................................................................................23

Product Tax Category Maintenance.................................................................................................24

Tax Jurisdiction Maintenance...........................................................................................................24

Tax Authority Maintenance..............................................................................................................24

Tax Allocation.........................................................................................................................................25

Customer Maintenance..........................................................................................................................26

Detail Sheet.....................................................................................................................................26

Billing Sheets...................................................................................................................................28

Tax Exemptions Sheet......................................................................................................................29

Banks Sheet.....................................................................................................................................29

Workshop - Enter a Customer Record..............................................................................................30

Enter Customer Details.............................................................................................................30

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ContentsAccounts Receivable Course

Update Customer Terms...........................................................................................................30

Enter Bill To Information...........................................................................................................30

Enter Credit Detail....................................................................................................................31

Enter Ship To Information.........................................................................................................31

Enter Contact Information........................................................................................................31

Workshop - Review and Modify a Customer Record.........................................................................32

Electronic Interface Maintenance............................................................................................................32

National Accounts..................................................................................................................................33

National Account Relationship Maintenance....................................................................................34

Workshop - Update a National Account Relationship Record............................................................35

Review a National Account Relationship...................................................................................35

Add a Child Customer..............................................................................................................35

Share a Credit Pool with a Child...............................................................................................35

Update a Child Customer's Credit............................................................................................35

Finance/Late Charge Maintenance..........................................................................................................36

Workshop - Create and Assign a Finance Charge.............................................................................37

Create a Finance Charge Code.................................................................................................37

Enter a Finance Charge Rate.....................................................................................................37

Assign a GL Control Code........................................................................................................37

Add the Finance Charge Code to a Customer Record...............................................................38

Process Finance/Late Charges..........................................................................................................38

Workshop - Process Late Charges.............................................................................................40

Reminder Group Maintenance................................................................................................................40

Workshop - Create and Assign a Reminder Group...........................................................................42

Create a Reminder Group ........................................................................................................42

Design a Reminder Sequence...................................................................................................42

Assign a Reminder Group.........................................................................................................43

Reminder Letter Generation.............................................................................................................43

Workshop - Generate and Post a Reminder Letter.....................................................................44

Payment Instrument Type Maintenance...................................................................................................45

Workshop - Create AR Payment Instrument Types...........................................................................46

Pay Method Maintenance.......................................................................................................................46

Workshop - Create a Payment Method............................................................................................48

Payment Instrument Status Maintenance................................................................................................48

Workshop - Create Payment Instrument Receivable Status Codes....................................................50

Create an Unapproved Status...................................................................................................50

Create a Portfolio Status...........................................................................................................50

Accounts Receivable Processes............................................................................................51AR Invoice Entry.............................................................................................................................................51

Actions Menu.........................................................................................................................................51

Transfer...........................................................................................................................................51

Locate Invoice Group.......................................................................................................................52

Copy Invoice Lines...........................................................................................................................52

AR Invoice Types.....................................................................................................................................52

Advance Billing Invoices..........................................................................................................................53

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Accounts Receivable CourseContents

Workshop - Create Advance Billing Invoices.....................................................................................54

Create an Invoice Group...........................................................................................................54

Add an Advance Billing Invoice Header.....................................................................................54

Add a Line................................................................................................................................54

Add an Additional Line.............................................................................................................55

Create Another Advance Billing Invoice....................................................................................55

Add a Line................................................................................................................................55

Print Preview the Invoice Group Edit List...................................................................................55

Post the Invoice Group.............................................................................................................56

Deposit Billing Invoices............................................................................................................................56

Workshop - Enter a Deposit Billing Invoice.......................................................................................57

Enter a Deposit Billing Invoice Header.......................................................................................57

Add Deposit Information..........................................................................................................57


Advanced Billing/Deposit Balance Report................................................................................................58

Workshop - View Sales Order Balances............................................................................................59

Sales Order Tracker.................................................................................................................................59

Workshop - Use the Sales Order Tracker..........................................................................................60

Shipment Invoices...................................................................................................................................60

Workshop - Ship Customer Orders..................................................................................................61

Ship Sales Order Lines..............................................................................................................61

Add a Miscellaneous Charge....................................................................................................61

Workshop - Invoice Shipments.........................................................................................................63


Generate Shipment Invoices.....................................................................................................63

Review Miscellaneous Charge Information................................................................................63


Cancellation Invoices..............................................................................................................................64

Workshop - Cancel a Posted Invoice................................................................................................65

Credit Memo Entry.................................................................................................................................65

Workshop - Create Credit Memos...................................................................................................66


Enter a Credit Memo Header....................................................................................................66

Add a Line Miscellaneous Charge.............................................................................................66

Create an Advance Billing Credit Memo...................................................................................67

Add a Line................................................................................................................................67

Post the Credit Memos Group..................................................................................................67

Miscellaneous Invoices............................................................................................................................67

Workshop - Enter a Miscellaneous Invoice........................................................................................68

Create an Invoice Group ..........................................................................................................68

Create a Miscellaneous Invoice.................................................................................................68

Enter Line Information..............................................................................................................68

Create a Miscellaneous Income Product Group.........................................................................68

Add a GL Control to the Product Group...................................................................................69

Add a Product Group to the Invoice.........................................................................................69

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Review the Payment Schedule..................................................................................................69

Print the Invoice.......................................................................................................................69

Workshop - Create a Miscellaneous Invoice for Tax Only..................................................................70

Create a Miscellaneous Invoice.................................................................................................70

Add Tax to an Empty Invoice Line.............................................................................................70

Print Preview the Edit List..........................................................................................................70


Adjust Sales Accounts on AR Invoice Lines..............................................................................................71

Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line......................................72

AR Aged Receivables Report...................................................................................................................72

Workshop - Use the Aged Receivables Report..................................................................................74

Cash Receipts Entry........................................................................................................................................74

Invoice Payments....................................................................................................................................75

Workshop - Apply Payment and Cancellation Invoice to Open Invoices............................................76

Create a Cash Receipt Entry Group...........................................................................................76

Add an Invoice Payment...........................................................................................................76

Select Invoices to Pay................................................................................................................76

Workshop - Apply Cash and a Credit Memo to Invoices...................................................................77

Create an Invoice Payment.......................................................................................................77

Select Invoices to Pay and a Credit Memo to Apply...................................................................77

Allow Unapplied Cash to Post..................................................................................................77

Miscellaneous Payments.........................................................................................................................77

Workshop - Enter a Miscellaneous Cash Payment............................................................................78

Prepayments...........................................................................................................................................78

Workshop - Enter Deposit Payments................................................................................................80

Enter an Unallocated Deposit Payment.....................................................................................80

Enter an Allocated Deposit Payment.........................................................................................80

Workshop - Post a Cash Receipt Group...........................................................................................81

Workshop - Convert a Deposit Payment to a Deposit Invoice...........................................................82

Debit Notes............................................................................................................................................82

Workshop - Post a Debit Note.........................................................................................................83

Enter a Debit Notes Only Group...............................................................................................83

Enter an Invoice Payment.........................................................................................................83

Enter a Debit Note without Specifying an Invoice......................................................................83

Place the Debit Note On Account.............................................................................................84

Post the Debit Note..................................................................................................................84

Credit Card Processing............................................................................................................................84

Reverse Cash Receipt.....................................................................................................................................84

Workshop - Reverse a Posted Cash Receipt and Review Results...............................................................86

Reverse a Cash Receipt....................................................................................................................86

Review the Customer Tracker..........................................................................................................86

Apply Document............................................................................................................................................87

Workshop - Apply a Credit Memo to an Open Invoice.............................................................................88

Select a Credit Memo......................................................................................................................88

Select an Invoice to Credit...............................................................................................................88

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Accounts Receivable CourseContents

Apply the Credit Memo...................................................................................................................88

Workshop - Apply Document..................................................................................................................90

Select a Document to Apply............................................................................................................90

Select an Invoice..............................................................................................................................90

Apply the Document.......................................................................................................................90

Payment Instrument Receivable Entry.............................................................................................................91

Workshop - Work with Payment Instrument Receivables.........................................................................92

Generate a Promissory Note............................................................................................................92

Print the Promissory Note................................................................................................................93

Post the Invoice...............................................................................................................................93

Workshop - Receive the Promissory Note................................................................................................94

AR Write Off and Adjustment........................................................................................................................95

Workshop - Write Off a Customer's Bad Debt.........................................................................................96

Customer Credit Manager.............................................................................................................................96

Workshop - Manage Customer Records..................................................................................................98

Review a Customer's Credit.............................................................................................................98

Enter a Sales Order..........................................................................................................................98

View Customer Orders and Credit...................................................................................................98

Update Customer Credit Preferences...............................................................................................99

Recalculate the Credit National Account..........................................................................................99

Workshop - Perform a Mass Credit Information Update........................................................................100

Enter a Sales Order........................................................................................................................100

Mass Update a Customer's Credit..................................................................................................100

Reports and Trackers..........................................................................................................102Reports........................................................................................................................................................102

Trackers.......................................................................................................................................................103

Conclusion...........................................................................................................................105

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Accounts Receivable Course

This course reviews the Accounts Receivable (AR) module's concepts and reporting tools. Topics of discussioninclude maintenance program setup, various AR processes, and how to recognize the impact these processeshave on the general ledger (GL). Throughout the course, hands-on workshops guide you through these topics.

Upon successful completion of this course, you will be able to:

• Identify the company configuration and maintenance programs that relate to the AR processing cycle.

• Follow the process and transaction flow for the AR cycle.

• Set up sales tax.

• Utilize national account relationships.

• Generate reminder letters.

• Differentiate between the eight AR invoice types.

• Use debit notes, miscellaneous cash receipts, and deposit cash receipts appropriately.

• Reverse a cash receipt and understand when that action is applicable.

• Understand the proper times to create and use AR write offs and adjustments.

• Apply credit memos to invoices and cash receipts.

• Work with payment instrument receivables.

• Manage customer records.

• Recognize documents, reports, and records necessary to track the AR cycle.

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Accounts Receivable CourseAccounts Receivable Course

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience

Specific audiences will benefit from this course.

• AR Clerk

• CFO/Controller

• Cost Accountant

Prerequisites

In order to complete the workshops in this course, all necessary modules must be licensed and operating in yourtraining environment. For more information on the modules available, contact your Epicor Customer AccountManager [email protected]. It is also important that you understand the prerequisite knowledge containedin other valuable courses.

• Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.Designed for a hands-on environment, general navigation principles and techniques are available at each ofthe interface levels in the Epicor application - system, module, and program. Workshops focus on each ofthese levels and guide you through each navigational principle introduced.

• System Flow Course - This course introduces a basic quote to cash scenario that includes the process fromthe initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes theseries of processes that make up the quote to cash process by using a simple scenario to highlight varioustransactions. Your organization may have more complex processing routines than those described in thiscourse.

• Financial Foundations Course - This course introduces you to the maintenance programs in the Epicorapplication that set the basis for the financial activities within your company.

• General Ledger Course - This course provides a clear perspective of the maintenance programs, concepts,processes, and reporting tools you encounter as you work within the General Ledger (GL) module.

Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfullycomplete the workshops in this course.

Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experienceEpicor functionality in action but does not affect data in your live, production environment.

The following steps must be taken to successfully complete the workshops in this course.

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Before You BeginAccounts Receivable Course

1. Verify the following or ask your system administrator to verify for you:

• Your Epicor training icon (or web address if you are using Epicor Web Access) points to yourEpicor training environment with the Epicor demonstration database installed. Do not completethe course workshops in your live, production environment.

Note It is recommended that multiple Epicor demonstration databases are installed. ContactSupport or Systems Consulting for billable assistance.

• The Epicor demonstration database is at the same service pack and patch as the Epicorapplication. Epicor's education team updates the Epicor demonstration database for each service packand patch. If your system administrator upgrades your Epicor application to a new service pack or patch,he or she must also download the corresponding Epicor demonstration database from EPICweb > Support> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completingthe course workshops.

• Your system administrator restored (refreshed) the Epicor demonstration database prior tostarting this course. The Epicor demonstration database comes standard with parts, customers, salesorders, and so on, already defined. If the Epicor demonstration database is shared with multiple users(that is, the database is located on a server and users access the same data, much like your live, productionenvironment) and is not periodically refreshed, unexpected results can occur. For example, if a courseworkshop requires you to ship a sales order that came standard in the Epicor demonstration database,but a different user already completed this workshop and the Epicor demonstration database was notrestored (refreshed), then you will not be able to ship the sales order. Epicor's education team has writtenthe course workshops to minimize situations like this from occurring, but Epicor cannot prevent usersfrom manipulating the data in your installation of the Epicor demonstration database.

2. Log in to the training environment using the credentials manager/manager. If you are logged into yourtraining environment as a different user, from the Options menu, select Change User.

3. From the Main menu, select the company Epicor Education (EPIC06).

4. From the Main menu, select the Main Plant.

Workshop Constraints

Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed)database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshopitself.

Note Multiple users can complete some of the workshops listed below if the Duplicating Sales OrderOption is implemented. This option and steps to execute it are also listed below.

• Workshop - Update a National Account Relationship

• Workshop - Create and Assign a Reminder Group

• Workshop - Generate and Post a Reminder Letter

• Workshop - Create Advanced Billing Invoices

• Workshop - Enter a Deposit Billing Invoice

• Workshop - Cancel a Posted Invoice

• Workshop - Enter a Deposit Payment

• Workshop - Reverse a Posted Cash Receipt and Review Results

• Workshop - Work with Payment Instrument Receivables

• Workshop - Write Off a Customer's Bad Debt

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Accounts Receivable CourseBefore You Begin

• Workshop - Manage Customer Records

• Workshop - Create Payment Instrument Receivables Status Codes

Duplicating Sales Orders Option

Throughout this course, multiple staged sales orders are used to provide training on various accounts receivablefunctionality. If you are working on a shared database, you may encounter a sales order that has already beenclosed. In this case, follow the steps below to duplicate the necessary sales order to complete the workshops.

1. Navigate to Sales Order Entry.

2. In the Sales Order field, enter the sales order number to duplicate.

3. From the Actions menu, select Order > Copy Order.

The new, duplicated sales order is created. It is essential to track all duplicated sales order numbers with theoriginal sales order numbers. The course refers to the original sales order number throughout the courseand must be replaced with the appropriate duplicate sales order number.

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Before You BeginAccounts Receivable Course

Overview

Key Concepts of Accounts Receivable Processing

• In an interfaced environment, use general ledger (GL) control codes and GL control types to define accountsreceivable (AR) accounts and sales-related GL accounts.

• Optional use of an AR clearing account controls the timing of Cost of Sales (COS) posting.

• Invoices and cash receipts are posted to the GL via the posting engine.

Typical Sales Order to Payment Process Flow

1. Process sales order

2. Ship goods

3. Invoice customer

4. Receive payment

5. Post cash

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Accounts Receivable CourseOverview

Application Setup

This section of the course reviews the key company and maintenance program configuration factors applicableto the Accounts Receivable (AR) cycle. This course does not review and discuss all programs and fields thatcontribute to every AR process. After you complete this course, if you want to learn more about programs orfields that were not mentioned, refer to the Application Help. The Application Help documents and defines allprograms, fields, and operations that relate to every module contained within your application.

Company Configuration

Company Configuration specifies company level general ledger (GL) controls for Accounts Receivable (AR), aswell as other modules. The Epicor application uses these controls if a higher level control is not available whena GL transaction posts.

Only the Company Configuration fields specific to the Accounts Receivable process are covered in this course.Refer to the Application Help to define any other fields of interest.

List Sheet

Use the Modules > All Modules > GL Control > List sheet to specify the company's default GL control forAccounts Receivable. The Epicor application uses this control if no other control is available when a general ledgertransaction is posted.

More information on GL controls is available in the Application Help and the General Ledger course.

General Sheet

Use the Modules > Finance > Accounts Receivable > General sheet to set defaults that affect the operationof Accounts Receivable processes and programs. Select important information, such as your company's startinginvoice number, methods for sales tax usage, and finance charge options, on this sheet.

Other settings defined on this sheet are as follows:

• Select the Use A/R Clearing Accounting check box if your company plans to post to an AR clearing accountwhen shipments are made.

• Select the AR Invoices and Credit Memos check box if your company requires legal numbers on thesespecific business document types.

• Select the Allow Invoice Settlement in a Different Currency check box to indicate that an AR invoice canbe created first in one currency but then paid in a different currency.

• Select the Enable Invoice Dates Setup check box to allow the definition of options that set defaults for andbehaviors of AR invoice date fields. Selecting this check box activates all the fields within the Invoice DatesSet Up pane. The selections made in these fields help support your company's tax reporting requirementsand enforce consistency among dates entered in AR Invoice Entry.

For more information on A/R Clearing Accounting, Legal Numbers, Multi-Currency options and Invoice DatesSetup fields, refer to the Application Help.

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Application SetupAccounts Receivable Course

National Accounts Sheet

Use the Modules > Finance > Accounts Receivable > National Accounts sheet to designate relationshipclasses used to define national accounts. This sheet specifies the classes used to define credit sharing, reporting,and payer sold-to accounts.

• Credit sharing - National account customers can share credit. Implementation of this functionality requiresthe selection of a tiered relationship class in the Credit Checking field.

• Reporting - National accounts can define reporting relationships based on markets or other criteria.Implementation of this functionality requires selection of a tiered relationship class in the Reports field.

• Payer Bill-To Relationships - National accounts can establish payer-sold-to relationships, in which a payercustomer pays for a sold to customer that receives invoices. Implementation of this functionality requires theselection of a non-tiered relationship class in the Payer-Bill To field.

Menu Path

Navigate to this program from the Main Menu:

• System Management > Company Maintenance > Company

Important This program is not available in the Epicor Web Access™ interface. You can launch thisprogram from an Epicor Smart Client (Windows

®) interface.

Maintenance Programs

This section of the course reviews the most significant maintenance programs applicable to the AR processingcycle. In many cases, not all fields within a program are described. If you are interested in learning more aboutspecific program fields, refer to the Application Help.

Aging Report Format Maintenance

Use Aging Report Format Maintenance to define aging methods.

Aging Report Format Maintenance is shared by the Accounts Receivable (AR) and Accounts Payable (AP)modules. Each module has multiple aging formats available to select on various records.

Although you can use different aging method formats on the AR Aged Receivables and AP Aged Payablesreports, they cannot run until a default AP and AR format are set up in this maintenance program.

When aging reports generate, the format defined in Company Configuration for each module is automaticallythe default. If necessary, on the report's Selection sheet, select an alternate format before you generate thereport.

These aging methods are used in the AR Aged Receivables and AP Aged Payables reports when viewing openinvoices and credits for customers or suppliers. The discounts or past due fees for the items display according toan aging method.

You can define up to six columns (buckets) on an aging report. The first column always represents future invoices,and the second column represents current invoices; no days are associated with these columns. Each columnafter that includes the number of days defined on its heading; for example, Future, Current, 30, 60, 90, 120,and so on.

Note When an aging report is run by due date, the Future column contains posted invoices that are notdue as of the Aged As of Date selected on the report. When the report is run by invoice date, no entriesdisplay in the Future column unless an invoice is posted with a date that is the same as the Aged As ofDate selected on the report.

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Accounts Receivable CourseApplication Setup

Menu Path


• Financial Management > Accounts Payable > Setup > Aging Report Format

• Financial Management > Accounts Receivable > Setup > Aging Report Formats

Bank Account Maintenance

Use Bank Account Maintenance to define bank accounts and select the GL controls that determine the accountsto which bank transactions post. Bank accounts record transactions, such as writing checks and submittingelectronic payments.

Note You must set up at least one bank account. If your company has more than one bank account,you can define multiple account records to aid in the bank reconciliation process.

Note A user account must be set up as a Security Manager in order to maintain bank accounts. Usersthat are not security managers cannot maintain these accounts and are restricted from accessing thesetup option.

Menu Path


• Financial Management > Accounts Payable > Setup > Bank Account

• Financial Management > Accounts Receivable > Setup > Bank Account

• Financial Management > Cash Management > Setup > Bank Account

• Financial Management > Payroll > Setup > Bank Account

Bank Account Maintenance Sheets

The following sheets are available in Bank Account Maintenance:

Detail

Use the Detail sheet to enter bank account and routing information.

Balance

Use the Balance sheet to view your bank account balance. This sheet is for review only, and populates based onthe selected fiscal year.

Note A bank account's balance is not affected when a check posts if the bank account has defined anAP Pending Cash Account or if the bank account itself is marked to keep an AP Reconciled Balance(check box is available on the Bank Account's Detail sheet). When an account is selected to keep areconciled balance, the bank account record's Balance sheet only updates when and if the transactionclears in Bank Reconciliation.

GL Control

Use the GL Control > Detail sheet to assign GL control types and codes to define the accounts and journal codesavailable to the program's processes. The controls determine the accounts and journal codes used to post thetransactions.

You can apply multiple controls to each record maintained in this program. If you use multiple controls, eachcontrol must be based on a different GL control type.

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Payment Methods

Use the Payment Methods > AP Payment Methods and the Payment Methods > AR Payment Methodssheets to define which payment methods are available for the current bank account in Accounts Payable andAccounts Receivable. You can select as many payment methods as necessary, but only one can be the defaultmethod. When you select a bank account on a record, the payment methods defined on this sheet display in theaccompanying Payment Method field for the account.

Debit Notes Only Bank Account

To create a cash receipt group that contains only debit notes, a particular bank account type is required. Theseaccounts are called Debit Notes Only bank accounts and are created in Bank Account Maintenance.

Epicor recommends you create a Debit Notes Only bank account to enhance your company's processing capabilities.This bank account type requires the Debit Notes Only check box be selected on its maintenance file to indicateits only purpose is to process debit notes. Any cash receipt entry groups that post to this bank account mustcontain only debit notes.

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Workshop - Create a Bank Account for Debit Notes Only

Navigate to Bank Account Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account

1. From the New menu, select New Bank Account.

2. In the Account field, enter XXXDN (where XXX are your initials).

This is a user-defined code that identifies the bank account record. It can be up to five alpha-numericcharacters long.

3. In the Description field, enter XXX Debit Notes Only (where XXX are your initials).

4. Select the Debit Notes Only check box.

Multiple fields disable when you select this check box.

5. In the Currency field, select United States Dollar.

6. From the New menu, select New GL Control.

7. In the Type field, search for and select Bank Account.

8. In the Control field, enter 100 and press Tab.

9. Click Save.

10. Exit Bank Account Maintenance.

Product Group Maintenance

Use Product Group Maintenance to set up product groups, which classify the different part types you sell.These classifications are used for General Ledger (GL) and sales analysis purposes.

Product group definition examples include:

• Customer ID (Edwards International)

• Product Line (Televisions)

• Product Type (Configured Parts)

• Any combination of each (Edwards International - Configured Parts)

Menu Path


• Financial Management > Accounts Receivable > Setup > Product Group

• Financial Management > Deferred Revenue Accounting > Setup > Product Group

• Production Management > Engineering > Setup > Product Group

• Production Management > Job Management > Setup > Product Group

• Production Management > Material Requirements Planning > Setup > Product Group

• Sales Management > Configurator Management > Setup > Product Group

• Sales Management > Order Management > Setup > Product Group

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• Service Management > Field Service > Setup > Product Group

Terms Maintenance

Use Terms Maintenance to establish conditions that define how customers pay their invoices (for example,discounts, number of payments, and payment frequency).

Terms define the due dates, payment frequency, applicable discounts, and number of payment installments.

Each accounts receivable (AR) code defines a time period and a discount percentage period schedule.

To begin setting up the selling terms, select one of the following term code types:

• Days

• Day Of Month

• End of X Month(s) On Y Day(s)

Determine whether the discount percentages for a term code calculate against partial or full payments.

Each terms code can have either one discount period or multiple discount periods. Each discount period has aspecific percentage which is valid for a specific period. Together, the discounts gradually reduce the percentagesbased on the passed period (months, days) within the overall terms period.

Enter as many discount percentage periods as you need.

Note that the discounts have the same types as the term codes:

• Days

• Day Of Month

• End of X Month(s) On Y Day(s)

You do not need to select the same type for a term code and a discount assigned to this term code.

When a payment is received, the percentage active on the payment date is used to calculate the discount amount.

AR terms display on sales orders and AR invoices. Select default payment terms for customers and on AR invoices.

A terms record is required for all customers. When creating a customer record, a default terms record displaysin the new record, but you can override this selection.

Menu Path


• Financial Management > Accounts Receivable > Setup > Terms

• Sales Management > Demand Management > Setup > Terms

• Sales Management > Order Management > Setup > Terms

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Workshop - Create a Terms Record for Multiple Payments

Your company decides to lease an unoccupied portion of their plant to another business. Create a terms recordto establish a payment schedule for the new tenant.

Navigate to Terms Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Terms

1. From the New menu, select New Terms ID.

2. In the Code field, enter XXX1 (where XXX are your initials).

3. In the Description field, enter XXX12 Month Payment Schedule (where XXX are your initials).

4. In the Number of Payments field, enter 12.

5. In the Terms Type field, select Day Of Month.

6. In the Due on Day field, enter 15.

7. In the Minimum Days field, enter 5.

8. Click Save and remain in Terms Maintenance.

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Workshop - Create a Term with Multiple Discounts

A long-time customer of your company (Colorado Metals) has negotiated a 2% discount on all invoices if theypay within 15 days of the invoice date, and a 4% discount if they pay within 10 days of the invoice date. Createa customer terms record with multiple discounts and assign it to Colorado Metals' customer record.

Create a Terms ID

1. From the New menu, select New Terms ID.

2. In the Code field, enter XXX2 (where XXX are your initials).

3. In the Description field, enter XXX Multiple Discounts (where XXX are your initials).

4. In the Number of Payments field, accept the default value of 1.

5. In the Terms Type field, accept the default value of Days.

6. In the Number of Days field, enter 30.

7. In the Discount Type field, accept the default value of Days.

8. Click Save.

Add Discounts to the Terms ID

1. Navigate to the Discounts > Detail sheet.

2. From the New menu, select New Discount.

3. In the Number Of Days field, enter 15.

4. In the Discount Percent field, enter 2.

5. Click Save.

6. From the New menu, select New Discount.

7. In the Number Of Days field, enter 10.

8. In the Discount Percent field, enter 4.

9. Click Save and exit Terms Maintenance.

Update a Customer Record

Important Due to specific data used to update the customer record, this workshop can only be performedby one person at a time in a shared database.

Navigate to Customer Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Customer

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1. In the Customer field, enter CODOMETAL and press Tab.

2. Navigate to the Billing > Detail sheet.

3. In the Terms field, select XXX Multiple Discounts (where XXX are you initials).

4. Click Save and exit Customer Maintenance.

Miscellaneous Charge Maintenance

Use Miscellaneous Charge Maintenance to create miscellaneous charges. Once created, you can select thesecharges within other programs in the Epicor application.

Miscellaneous charges are additional costs. For example, expedite fees and freight charges you can include onsales orders, quotes, and invoices. Once created, select the charges in the headers and detail lines of these records.

Note These miscellaneous charges are not the same charges you set up in the Purchasing or AccountsPayable module. You pay purchasing miscellaneous charges to your suppliers, but your customers coverthese miscellaneous charges.

When creating a miscellaneous charge:

• Select a charge frequency to set up miscellaneous charges to charge customers when appropriate.

• Select the Sales Analysis check box to enable charges to be included in the Sales Analysis Report.

• Select the Shipping Access check box to enable charges to be added to packing slips.

Menu Path


• Financial Management > Accounts Receivable > Setup > Miscellaneous Charge

• Sales Management > Order Management > Setup > Miscellaneous Charge

• Service Management > Field Service > Setup > Miscellaneous Charge

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Workshop - Enter a Miscellaneous Charge

An internal cost analysis of costs finds that the cost of pallets increased substantially over the last few months.A decision is made to initially charge customers for pallets when a product is shipped, and to refund the amountwhen the customer returns them.

Add a Miscellaneous Charge Code

Navigate to Miscellaneous Charge Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Miscellaneous Charge

1. From the New menu, select New Charge.

2. In the Code field, enter XXX (where XXX are your initials).

3. In the Description field, enter XXX Refundable Pallet Charge (where XXX are your initials).

4. In the Amount field, enter 10.00.

5. Select the Shipping Access check box.

6. In the Frequency field, select Every.

7. Click Save.

Attach a GL Control to the Charge

1. From the New menu, select New GL Control.The GL Control > Detail sheet displays.

2. In the Type field, search for and select Misc Charge(Sales).

3. In the Control field, search for and select PALL.

4. Click Save.

5. Exit Miscellaneous Charge Maintenance.

Tax Setup

This section of the course reviews the following five tax maintenance programs:

• Tax Type Maintenance

• Tax Liability Maintenance

• Product Tax Category Maintenance

• Tax Jurisdiction Maintenance

• Tax Authority Maintenance

All tax information is government mandated and someone who is familiar with the taxation guidelines for yourcompany should enter this information into the Epicor application.

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Tax Type Maintenance

Use Tax Type Maintenance to specify different tax types and tax rate codes your company needs to supportsales and purchase processes.

Each tax type is set up with different attributes such as a calculation algorithm, collection method, time ofrecognition, tax rates, and other accounting information.

The tax type can have multiple rates but one is the default rate. This rate is used unless a different rate is specifiedelsewhere.

Specific products can be exempt from certain tax types. Use product tax categories to divide taxes into groupsthat apply to different products. On the Rates > Exempt sheet in this program, select which categories shouldnot have the current tax calculated against their orders.

Tax types are assigned to individual tax liabilities. Tax liabilities define geographic areas, and each tax code selectedidentifies individual taxes collected within that area.

Each customer record can have a tax liability assigned, which defines the taxes calculated against the orders andinvoices for that customer.

Menu Path


• Financial Management > Accounts Payable > Setup > Tax Type

• Financial Management > Accounts Receivable > Setup > Tax Type

• Material Management > Purchase Management > Setup > Tax Type

• Sales Management > Order Management > Setup > Tax Type

Tax Liability Maintenance

Use Tax Liability Maintenance to enter tax liability records. A tax liability represents taxes a company handleswhen they trade with customers and suppliers. This can be taxes liable due to both your company's tax status orthe tax status of the customer or supplier.

The Epicor application allows you to assign a list of tax types to each tax liability code. Any tax type can containrules that control which level to calculate the tax (line or total) and can apply any exemption available for the tax.

Define what location controls the liability. Use Customer Maintenance or Supplier Maintenance to attach adefault tax liability code to the customer or supplier bill to and ship to addresses. The tax liability and the producttax category (which represents what has been sold or purchased) combination determines the final taxes andrates for the transaction.

Note Tax liability is optional in the Epicor application. If used, all records in Customer Maintenance canbe associated with the appropriate tax region.

Menu Path


• Financial Management > Accounts Payable > Setup > Tax Liability

• Financial Management > Accounts Receivable > Setup > Tax Liability

• Material Management > Purchase Management > Setup > Tax Liability

• Sales Management > Order Management > Setup > Tax Liability

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Product Tax Category Maintenance

Use Product Tax Category Maintenance to classify different products and services based on taxes. In case agroup of products uses a specific rate (not the default rate selected for the tax type), this rate can be assignedto the product tax category.

Note If a Product Tax Category is defined as the default, then tax calculations performed on invoice lineswithout a Product Category will use the default category to identify the relevant taxes and rates.

Menu Path


• Financial Management > Accounts Payable > Setup > Tax Product Category

• Financial Management > Accounts Receivable > Setup > Tax Product Category

• Material Management > Purchase Management > Setup > Product Tax Category

• Sales Management > Order Management > Setup > Tax Product Category

Tax Jurisdiction Maintenance

Use Tax Jurisdiction Maintenance to enter special tax codes that define jurisdictions (authorities) in which youreport taxes.

Tax jurisdictions are the governance or authority that grants the power to tax a particular tax type. Associateeach jurisdiction you define with at least one tax type in Tax Type Maintenance.

Tax jurisdictions examples include:

• Counties

• Districts

• Cities

Menu Path


• Financial Management > Accounts Payable > Setup > Tax Jurisdiction

• Financial Management > Accounts Receivable > Setup > Tax Jurisdiction

• Material Management > Purchase Management > Setup > Tax Jurisdiction

• Sales Management > Order Management > Setup > Tax Jurisdiction

Tax Authority Maintenance

Use Tax Authority Maintenance to add, edit, and delete the codes that define taxes for external companies.This program is available if your company links to an external financial system.

Tax Authority Maintenance is a component of the taxation matrix within the Epicor application. Use Tax AuthorityMaintenance to organize data during accounts receivable (AR) invoice entry for tax reporting purposes.

Use Customer Maintenance or Supplier Maintenance to assign tax authority codes to a customer or supplierrecord.

Note Some countries require additional separation for tax reporting within areas of their country. Thisis based on a table of tax authorities. This field is then compared against customer, ship to, and supplierrecords for transfer to external tax packages.

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Tip Use tax authority codes only when financial integration with other applications is necessary.

Tax authorities are optional within the Epicor application. If used, all records in Customer Maintenance can beassociated with the appropriate tax authority.

Menu Path


• Financial Management > Accounts Payable > Setup > Tax Authority

• Financial Management > Accounts Receivable > Setup > Tax Authority

• Material Management > Purchase Management > Setup > Tax Authority

• Sales Management > Order Management > Setup > Tax Authority

Tax Allocation

Three of the five tax maintenance programs work together to properly allocate tax and tax rates to invoices. Theimage below displays the relationship between customers, tax liabilities, tax types, tax rates, tax categories,products/charges, and invoices.

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Important Tax categories are not tied to tax liabilities. If a customer is not assigned a tax liability, taxesare not added to the invoice. Although a tax category might display on the invoice line(s), taxes are notcharged because a tax liability is not assigned to the customer.

Tax liabilities and tax categories can be manually added to invoice lines at the time of invoice entry.

Example The tax liability, Minnesota - Hennepin County (MN-2), is selected on the Ace MoldingCompany (ACEMOLD) customer record.

Tax types, City Tax and MN State Tax, are attached to the Minnesota - Hennepin County tax liability.

Tax type, City Tax, has two rates - City Tax Rate (2%, document level, default) and Alternate City Tax Rate(0%, line level).

Tax type, MN State Tax, has two rates - MN Tax Rate (6.5%, line level, default) and Alternate MN Tax Rate(0%, line level).

The tax category, Products, is selected on the 00P1 (Product P1) part record.

Tax types/rates, City Tax/Alternate City Tax Rate, and Local Tax/Conversion, are attached to the Productstax category.

Customer Maintenance

Customers are businesses to whom you sell products and services. Use Customer Maintenance to entercustomer records. Use customer records to create quotes, sales orders, and accounts receivable (AR) invoices.Customer records are also used during the Customer Relationship Management (CRM) process.

Six important sheets in Customer Maintenance include:

• Customer > Detail

• Billing

• Contacts > Detail

• Ship To > Detail

• Tax Exemptions > Detail

• Banks > Detail

Other sheets include Attributes, Manifest Info, and Documents. If you want to learn more about these topics,refer to the Application Help.

Detail Sheet

Use the Customer > Detail sheet to enter all the primary information about the customer. For example, youcreate the customer identifier on this sheet, as well as enter the customer's main address. There are also otheroptions you can define here such as the customer's language and primary salesperson.

The following information discusses significant fields and options to note when working on the Customer >Detail sheet and why they are important.

Important Fields and Options

Type

A new customer record has a default type of Prospect if the Customer Relationship Management (CRM) moduleis not enabled. When a sales order is created for the new customer, the type automatically updates to Customer.If the CRM module is installed, the default type for a new customer is Suspect. If a customer record displays asa suspect, it indicates that the record is for a potential customer that has not yet been contacted by your salesteam.

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Territory

A Territory is the sales area where the customer is located. In addition, this field indicates which salesperson isresponsible for transactions with this customer. If the CRM module is installed, this is a mandatory field. Clickthe Get Territory button to automatically assign a territory to this customer. The program locates the territorythat contains this customer’s address. To manually select the territory, select the Territory Locked check box.The Territory field activates; select a new territory from this list.

If the CRM module is not installed, this field is not mandatory, and the Get Territory button, as well as the TerritoryLocked check box, are both unavailable. For reference, a territory can be selected manually.

Valid Payer, Valid Sold To, and Valid Ship To

Select the Valid Payer check box to indicate that this customer is a valid payer who is authorized to remit cashreceipts in AR. Cash receipts can be entered for this customer only if this check box is selected.

Select the Valid Sold To check box to indicate that this customer account is authorized to enter as a sold tocustomer in AR Invoice Entry and Order Entry. AR invoices and orders can be entered for this customer only ifthis check box is selected.

Select the Valid Ship To check box to indicate that this customer account is authorized to be entered as a shipto customer in Order Entry. This customer account can be entered or selected as a ship to customer in OrderEntry only if this check box is selected.

By default, all new customer records have the Valid Payer, Valid Sold To, and Valid Ship To check boxes selected.Clear the appropriate check boxes when you add new customers.

Allow One Time Ship To

Select the Allow One Time Ship To check box to specify that alternate one-time ship to addresses can beentered for this customer account on sales orders, service contracts, service calls, AR invoices, and at the time ofshipment.

Example If this customer account is designated as the sold to customer on an order, select this checkbox to allow the data entry person to enter one time ship to information. This is useful when you wishto ship a sold item on a one-time basis to an alternate address to which you usually do not ship.

Allow Ship To Third Party

Select the Allow Ship To Third Party check box to specify if alternate third party ship to addresses can beentered or selected when this customer number is entered as the sold to customer for certain transactions (salesorders, service contracts, service calls, AR invoices, and at the time of shipment) in the Epicor application.

Example If this customer account is designated as the sold to customer on an order, you can also selecta third party as the bill to customer for the same order. Select this check box to allow the data entryperson to (optionally) enter ship to address information for the designated third party on the order. Thisis useful when you wish to ship a sold item on a one-time basis to an alternate address to which youusually do not ship for this third party.

Statements

Select this check box to indicate that Customer Statements should be generated for this customer. Only customersthat have this option selected display in the AR module's Customer Statements Report. You can print customerstatements any time for any date range.

If any activity occurs during a statement period, a statement prints, even if the net activity results in a zero balance.

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Billing Sheets

Use the Billing sheets to enter and edit billing information about the current customer.

Detail Sheet

Use the Billing > Detail sheet to enter billing information for the selected customer. This sheet allows you todefine the selected customer's AR account, currency, tax options, billing terms, shipping terms, payment methods,and other default transaction information. These default settings are used on all sales orders and AR invoicesunless otherwise specified.

Bill To Sheet

Use the Billing > Bill To sheet to enter a bill to address for this customer. Either the main customer address canbe used or a different billing address can be entered. If the bill to address is in another country or requires a newaddress format, use the Billing > Address Format sheet found next to the Billing > Bill To sheet to modify theformat.

National Account Sheet

Use the Billing > National Account sheet to override the company's Payer Bill To Relationship Class for thiscustomer. You can also view any national accounts of which this customer is a member.

Price Lists Sheet

Your company has the option to set up price lists to reflect seasonal price changes or special price breaks yougive to specific customers or ship to locations. Once these lists are created, use the Billing > Price Lists sheetto rank the priority of these lists for the current customer or current ship to location.

When you create an order, use the price lists assigned to this customer or ship to location to calculate the totalprice of the sales order.

Credit Detail Sheet

Use the Billing > Credit > Credit Detail sheet to enter and update the current customer's credit information.Use this sheet to define credit limits for the current customer. You can also define other credit options.

Important Before you can edit customer credit information, you must have security rights to access thissheet. These rights are defined on your user record. For more information, refer to the User AccountMaintenance topic in the Application Help.

You also use this sheet to place the customer on or off Credit Hold. If a customer is on credit hold, warningmessages display when you attempt to create a new packing slip or sales order for this customer. Dependingupon how you set up your Order module configuration, these messages may either warn you about the creditproblem, or completely prevent you from creating a new quote, order, or invoice.

Note The Epicor application places customers on hold when they exceed their credit limit during ARinvoice posting and sales order entry. Additionally, if you enter or update a credit limit for a customer thatalready exceeds your new limit, that customer is also automatically placed on credit hold.

On this sheet you can also define whether you wish to receive non-traditional payment information (PaymentInstruments) such as post dated checks and bank drafts, and use it in calculating a customer's global credit limit.

The Billing > Credit > National Account Credit sheet allows you to check credit for customers in nationalaccount relationships.

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Billing > Alternates > Detail

Every customer record has at least one bill to address which can be the main customer address or a different oneas mentioned above. There are times when the bill-to address is not a different billing address but an entirelydifferent customer or entity than the customer ordering and receiving the goods.

Only valid customers created in Customer Maintenance can be defined as Alternate Bill To customers. Select theAllow As Alternate Bill To option on the Billing > Detail sheet if this customer can be selected as an AlternateBill To.

Credit checking for a sales order is based on the bill-to customer.

Example Addison orders goods from your company. This customer is on credit hold, but his AlternateBill To customer (Dalton) has not exceeded its credit limit. Because Dalton is the paying customer, and isin good credit standing, Addison's order is not placed on credit hold.

Billing > GL Controls > Detail

If a customer wants to post its records to an alternate AR account, create a specific general ledger (GL) controlcode for the AR Account control type within the GL module, and add it to the customer's record on the Billing> GL Controls > Detail sheet.

Tax Exemptions Sheet

Use the Tax Exemptions > Detail sheet to define customer specific exemptions.

When multiple exemptions are specified for a document or line, the Epicor application uses the highest exemption.If more than one is considered to be highest, the Epicor application uses exemptions in the following order:

1. Customer

2. Product

3. Tax Liability

4. Tax Type

5. Tax Exempt Code (the existing code set manually on the Billing > Detail sheet)

Banks Sheet

Use the Banks > Detail sheet to enter banking information for customers who want to make Electronic FundsTransfer (EFT) payments to your company. The Bank sheet also holds information that pertains to the contractthe customer signed, which allows your company to withdraw money from the customer's account and specifiesfor how long the contract is valid.

EFT payments are possible via an electronic interface between your company and the customer's bank. Thisinterface is defined in Electronic Interface Maintenance. In order for an EFT to take place, define an electronicpayment method with a valid output file in Payment Method Maintenance and (optionally) link it to thecustomer's Billing > Detail sheet.

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Workshop - Enter a Customer Record

Your company's Sales department was successful in attracting the business of an important customer they werepursuing. Business procedures require that the Accounts Receivable department is responsible for initially creatinga customer record once its credit application is approved. Additional information is later added by the Salesdepartment.

Enter Customer Details



1. From the New menu, select New Customer.

2. In the Customer field, enter XXX (where XXX are your initials).

3. In the Name field, enter XXX, Inc. (where XXX are your initials).

4. In the Type field, select Customer.

5. In the available Address fields, enter an address for your new customer in the state of MA (Massachusetts).

6. Because the Customer Relationship Management (CRM) module is installed, click the Get Territory buttonto enter territory information for the customer. When the CRM module is not licensed, adding a territoryto a customer record is optional.

In this workshop, because the customer is located in the state of Massachusetts (a previously enteredterritory), United States - New England populates the Territory field. This is because the United States -New England sales territory was previously defined in Sales Territory Maintenance with the state of MAas one of its boundaries.

7. Click Save.

Update Customer Terms


2. In the Terms field, select XXX12 Month Payment Schedule.

3. Click Save.

Enter Bill To Information

1. Navigate to the Billing > Bill To sheet.

2. In the Name field, enter a friend's full name.

3. In the available Address fields, enter a bill to address for your customer located in the state of Kansas (KS).

4. Click Save.

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Enter Credit Detail

1. Navigate to the Billing > Credit > Credit Detail sheet.

2. In the Credit Limit field, enter 10,000.

3. Clear the Credit Hold check box to release your customer from credit hold.

4. Click Save.

Enter Ship To Information

1. Navigate to the Ship To > Detail sheet.

2. From the New menu, select NewShipTo.

3. In the Ship To ID field, enter MAIN.

4. Select the Primary Ship To check box.

5. In the Ship Via field, select UPS Ground.

6. In the available Address fields, enter a ship to address for your customer in the state of KS (Kansas). Thiscan be, but does not have to be, the same as the Customer Bill To address.

7. Click the Get Territory button.

Because the customer's ship to address is in the state of Kansas, a previously entered territory, United States- Mid West populates the Territory field. This is because the United States - Mid West sales territory waspreviously defined in Sales Territory Maintenance with the state of KS as one of its boundaries.

8. Click Save.

Enter Contact Information

1. Navigate to the Contacts > Detail sheet.

2. From the New menu, select New Contact.

3. In the Name field, enter a friend's full name (previously entered).

4. Select the Billing check box to mark your new contact as the primary billing contact.

5. Click Save.

6. Remain in Customer Maintenance for the next workshop.

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Workshop - Review and Modify a Customer Record

In this workshop, review and modify a customer record in regard to the payment instruments functionality.

1. Navigate to the Customer > Detail sheet.

2. In the Customer field, search for and select VICTIMBER.

3. Navigate to the Banks > Detail sheet and verify the following information display:

DataField

BOCBank

Bank of CanadaBank Name

1234567 89Bank Account

CheckPayment Method

Victoria Timber ProductsName

2005 Sooke RdAddress

VictoriaCity

BCState/Prov

V9B 5Y2Postal Code

CanadaCountry

SelectedPrimary Bank

4. Navigate to the Billing > Credit > Credit Detail sheet.

5. In the Customer Credit pane, select the Include Payment Inst check box.

This check box indicates that the customer wishes to receive non-traditional payment information (PaymentInstruments) such as post dated checks and bank drafts, and that these payment instruments are includedin the customers credit limit.


Electronic Interface Maintenance

Use Electronic Interface Maintenance to create interfaces that electronic funds transfers (EFT) and reports use.Although this maintenance program is in the Accounts Payable (AP) module, it is equally important to AccountsReceivable (AR).

EFTs and electronic reports typically require the use of bank-specific or locale-specific formats in files used totransfer data. To define requisite formats, use this program to:

• Select the .p (Progress) program, a plug-in which sets up the interface within the Epicor application.

• Set the properties the format requires.

The Epicor application includes an EFT interface and several interfaces used in reporting. These interfaces aredefined as system interfaces and cannot be modified.

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Electronic interface definition allows their selection as:

• A payment method in Payment Method Maintenance. You can associate the interface with a customerwith which the company has a direct-debit agreement.

• An interface used to generate reports. You can use interfaces defined in this program to export reportselectronically.

Menu Path


• Financial Management > Accounts Payable > Setup > Electronic Interface

National Accounts

National accounts define customer interdependencies that affect credit sharing, payer bill-to relationships, andreporting.

National accounts serve the following functions:

• Credit sharing - National account customers can share credit. In credit-sharing, a child customer can accessits own credit, the credit of its parent, and the credit available in one or more credit pools associated with itsnational account. Implementation of this functionality requires the definition of a tiered relationship classused by the company for credit sharing. Customers that belong to national accounts based on the class canshare credit.

• Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payercustomer pays for a bill-to customer that receives invoices. Implementation of this functionality requiresdefinition of a non-tiered relationship class the company uses for payer bill-to relationships. Customers thatbelong to national accounts based on the class can receive and pay invoices based on the relationship.

• Reporting - National accounts can define reporting relationships based on markets or other criteria. Nationalaccounts can be used to sort entries on aged receivable reports and sales analysis reports. Implementation ofthis functionality requires definition of a tiered relationship class the company uses for reporting. Customerinformation for each child displays within its parent throughout all account levels.

Use the following programs to implement national accounts:

• Use Relationship Class Maintenance to create the relationship classes used to define national accounts.You must define separate classes for credit sharing, reporting, and payer bill-to relationships to implementall national account functionality.

• Use Company Configuration to implement national account functionality and set the relationship classesused to define accounts. The National Accounts sheet specifies the classes used to define credit sharing,reporting, and payer bill-to accounts. You can implement one, two or all of the functions.

• Use National Account Relationship Maintenance to define customers involved in a national accountrelationship and the credit pools available to the account's customers.

• Use Customer Maintenance to define a customer as a valid payer bill-to and to enter customer-specificsettings that affect credit sharing and payer bill-to relationships. Settings on a customer record's NationalAccount sheet allow child customers to pay their parent's invoices as well as invoices for all customers in apayer bill-to account. The National Account Credit sheet defines settings for a customer in a credit-sharingaccount. Settings determine the credit types the customer uses and the order in which they are used.

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National Account Relationship Maintenance

Use National Account Relationship Maintenance to define customers involved in a national account relationship.

The class associated with the account determines the underlying relationship structure and whether it applies tocredit-sharing, reporting, or payer bill-to relationships. For credit-sharing accounts, you can define credit poolsavailable to an account's customers.

National accounts defined in this program serve the following functions:

• Credit sharing - In credit-sharing, a child customer can access its own credit, the credit of its parent, and thecredit available in one or more credit pools associated with the national account. Selection of a tieredrelationship class for company credit checking determines the class used to define credit-sharing accounts;customers that belong to national accounts based on the class can share credit.

• Reporting - National accounts can be used to sort entries on aged receivables and sales analysis reports.Selection of a relationship class for company reporting determines the class used to define reporting-typeaccounts; you can select an account based on the class to sort report entries by the customer account hierarchy.

• Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payerpays for a bill-to customer that receives invoices. Selection of a non-tiered relationship class for companypayer bill-to relationships determines the class used to define these accounts.

Example A large corporation has a number of subsidiaries (two of which are distribution companies).They want to share a percentage of their credit with the two distribution subsidiaries. You can set up anational account relationship which includes these three customers. You can define relationshipspecifications to allow credit sharing between the larger corporation and its two subsidiaries.

Menu Path


• Financial Management > Accounts Receivable > Setup > National Account Relationship

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Workshop - Update a National Account Relationship Record

In this workshop, review the national account relationship between parent, Buckstar Coffee Company, and itstwo children. After reviewing, add a new child store to the existing relationship and credit pool and review itsnational account credit in Customer Maintenance.

Important Due to necessary database setup and specific data used to perform an update to a NationalAccount Relationship, this workshop can only be performed by one person on a shared database. If youare unable to complete this workshop, this does prohibit you from completing Workshop - ManageCustomer Records.

Review a National Account Relationship

Navigate to National Account Relationship Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > National Account Relationship

1. In the Relationship Class field, enter MULTI.

2. In the Customer field, enter BUCKS and press Tab.

3. Navigate to the Credit Pool > Pool Detail sheet and review the credit pool and customer details.

Add a Child Customer

1. Navigate to the Detail sheet.

2. In the Child Customer field, enter BUCK675 and press Tab.

3. Click Add Child.

Buckstar Store 675 is now part of the current relationship.

Share a Credit Pool with a Child

1. Navigate to the Credit Pool > Pool Detail sheet.

2. From the New menu, select New Customer Shared the Pool.

3. In the available Cust. ID field, enter BUCK675 and press Tab.

4. In the available Max Percent field, enter 20.00.

5. Click Save.

6. Exit National Account Relationship Maintenance.

Update a Child Customer's Credit



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1. In the Customer field, enter BUCK675 and press Tab.

2. Navigate to the Billing > Credit > National Account Credit sheet.

Note the line in the Credit Pool pane. This line of data shows that customer BUCK675 has $200,000.00of credit available (20% of parent customer, Buckstar's $1,000,000 in credit). This was set up in the previousworkshop task in National Account Relationship Maintenance.

3. In the National Accounts pane, select the Use Parent's Credit check box.

4. In the Max Percentage to Use field, enter 20.00.

5. Select the Share Credit check box.

6. In the Percentage Shared field, enter 50.00.

This allows other children in the national account relationship to use 50% of this customer's credit.

7. In the Credit Preferences pane's Selected Preferences column, select Credit Pool and click the up arrowto move this preference up one level.

This action prioritizes this customer's credit options.


Finance/Late Charge Maintenance

Use Finance/Late Charge Maintenance to define the conditions used to calculate charges and interest onoverdue invoices. Some conditions include the tax category, charge rates, terms, limits, and which invoices toinclude.

Once you create a finance charge, it can be assigned to a customer record in Customer Maintenance. Theassigned code is then used by the finance/late charge generation process to automatically create a correspondingfinance charge invoice(s). Per the agreement made when the finance charge was assigned to the customer record,charges are applied to their overdue invoices and late payments.

The finance/late charge generation process should run periodically from Process Finance/Late Charges. As aresult, an accounts receivable (AR) invoice entry group made up of finance charge invoices is created within ARInvoice Entry. If necessary, invoices can be edited, added, or deleted from the invoice group before it posts.

Menu Path


• Financial Management > Accounts Receivable > Setup > Finance/Late Charge

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Workshop - Create and Assign a Finance Charge

A customer has proven in recent months to have a history of late payments. Your company decides to chargethis customer a late fee on all invoices over 15 days late. In this workshop, develop a finance/late charge andassign it to the customer.

Create a Finance Charge Code

Navigate to Finance/Late Charge Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Finance/Late Charge

1. From the New menu, select New Finance/Late Charge.

2. In the Charge ID field, enter XXXLate (where XXX are your initials).

3. In the Description field, type XXX Poor Payment History (where XXX are your initials).

4. In the Invoice Line Description field, enter XXX Finance/Late Charge (where XXX are your initials).

5. In the Payment Process Days field, enter 3.

This number indicates the grace period before finance charges are incurred.

6. In the Terms field, select Net 30.

7. Select the Open Invoices check box.

8. In the Minimum Charge Amount field, enter 8.50.

Adding an $8.50 minimum charge amount alerts the application to automatically charge $8.50, even if thecharge rate indicates a lower fee.

9. In the Per Invoice field, enter 25.00.

This indicates that invoices under $25.00 should not be charged a finance charge despite its overdue status.

10. Click Save.

Enter a Finance Charge Rate

1. Navigate to the Rates > Detail sheet.

2. From the New menu, select New Charge Rate.

3. In the Finance Charge Percent field, enter 5.00.

4. Click Save.

Assign a GL Control Code

1. Navigate to the Charge > GL Control > Detail sheet.


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3. In the Type field, search for and select Finance Charge.

4. In the Control field, search for and select FINCHG.

5. Click Save.

6. Exit Finance/Late Charge Maintenance.

Add the Finance Charge Code to a Customer Record



1. In the Customer field, enter XXX (where XXX are your initials) and press Tab.


3. In the Finance/Late Charge field, select XXX Poor Payment History (where XXX are your initials).

4. Click Save.

5. Exit Customer Maintenance.

Process Finance/Late Charges

Use Process Finance/Late Charge to calculate appropriate finance charges based on the data entered in theprogram. When you submit this process, an un-posted accounts receivable (AR) invoice group is created whichcan then be reviewed and posted immediately or at a later time. Once the invoice group posts, it acts exactly likeany other AR invoice. It displays on the Aged Receivables Report and the customer is responsible for paying thecharges.

Example

Data previously entered in Finance/Late Charge Maintenance:

DataField

XXXLate (where XXX are your initials)Charge ID

5Charge %

Finance/Late ChargeInvoice Line Description

8.50Minimum Charge

15Payment Days

Net 30Terms

Check box selectedInclude Open Invoices

Process Finance/Late Charges

It is common to process finance/late charges soon after cash receipts are posted for the week. When processingfinance/late charges, enter information that pertains to when the process should run, what date it should run asof, and what the name of the group of charges should be when it displays in AR Invoice Entry.

For example:

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DataField

NowSchedule

Today's DateAs of Date

FINCHGGroup ID

After entering this information, submit the process. When it completes, a FINCHG group is available for selectionin AR Invoice Entry. That group contains an interest invoice for each customer attached to the charge who is lateon a payment as of the date defined in the As of Date field above.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges

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Workshop - Process Late Charges

In this workshop, process late charges for customer, Addison. A Late Payment Fee finance charge was assignedto Addison's record, and since then, they have fallen behind in payments.

Note: The charges you generate in this workshop are not associated with the late charge you entered in theWorkshop - Create and Assign a Finance Charge. Customer, XXX Inc. (where XXX are your initials), has not beenlate on any invoices since you assigned the Poor Payment History fee to their customer record.

Navigate to Process Finance/Late Charges.

Menu Path: Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges

1. In the Group ID field, enter LATE.

2. Click Process.

3. Exit Process Finance/Late Charges.

Review and Post Finance Charge Invoice

Navigate to AR Invoice Entry.

Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry

1. In the Group field, search for and select the group, LATE.This group was created as a result running the Process Finance/Late Charge.

2. In the Invoices grid, review the Type field of the invoice that displays.The Type field displays FCH. This indicates the invoice is charging a finance charge.

3. Review the invoice that displays.

4. From the Actions menu, select Group > Post.The AR Post Process window displays.

5. Click Submit.

6. Close the AR Post Process window and exit AR Invoice Entry.

Reminder Group Maintenance

Use Reminder Group Maintenance to define sequences of reminder letters and the message for each letter ineach sequence.

Sequences can be based on aging brackets or the intervals between letters:

• Letters generated based on due dates use aging brackets defined in the Sequence Detail sheet. For example,you define a sequence with days to reminder that occur at 0, 30, 60, 90, and 120. As a result, the first reminderis printed on the due date, the second 30 days after the due date, and the last 120 days after the due date.The due date controls the schedule, so generation of the first letter 10 days after the due date has no effecton generation of the second letter 30 days after the due date.

• Letters generated based on last reminder use intervals defined in the Sequence Detail sheet. For example,you you define a sequence with days to reminder that occur at 0, 30, 30, 30, and 30. As a result, the firstreminder is printed on the due date and the others at 30-day intervals thereafter. The printing date controls

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the schedule, so generation of the first letter 10 days after the due date results in the second printing 40 daysafter the due date.

Association of a group with a customer results in the customer's receiving letters based on group settings. Theassociation occurs in Customer Maintenance, and letters are printed and posted in Reminder Letter Generation.

You might chose to create one group with a milder set of messages for customers who routinely pay on timeand a group used with customers who routinely pay late. The particulars of each message typically vary accordingto their position in the group's sequence.

Menu Path


• Financial Management > Accounts Receivable > Setup > Reminder Group

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Workshop - Create and Assign a Reminder Group

A customer consistently needs to be asked to pay the overdue balance on their account. Create a reminder groupto link to this customer's record.

Important Due to necessary database setup and specific data used to generate a reminder letter, thisworkshop can only be performed by one person on a shared database. If you are unable to complete thisworkshop, this does prohibit you from completing Workshop - Generate and Post a Reminder Letter.

Create a Reminder Group

Navigate to Reminder Group Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Reminder Group

1. From the New menu, select New Reminder Group.

2. In the Group ID field, enter XXX (where XXX are your initials).

3. In the Description field, enter XXX Past Due (where XXX are your initials).

4. In the Date Offset pane, select Due Date.

5. Click Save.

Design a Reminder Sequence

1. Navigate to the Sequence > Detail sheet.

2. From the New menu, select New Reminder Sequence.

3. In the Days to Reminder field, enter 30.

4. In the Message field, enter the contents of the reminder letter.

For example:

Payment is 30 days past due. A late charge will be assessed if remittance is not received within 10 days.Please pay promptly. Thank you.

5. Click Save.



8. In the Message field, enter the contents of the second reminder letter.

For example:

This bill is 45 days late and has been assessed a late charge. To avoid further penalties please remitimmediately. Thank you.

9. Click Save.


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12. In the Finance/Late Charge field, select Late Payment Fee.

13. In the Message field, enter the contents of the final reminder letter.

For example:

This is your final notice of late payment. You have been charged a late fee. To avoid possible litigation,please contact our billing department at 1-800-555-5555.

14. Click Save and exit Reminder Group Maintenance.

Assign a Reminder Group



1. In the Customer field, enter Addison and press Tab.


3. In the Reminder Group field, select XXX Past Due (where XXX are your initials).

4. Click Save.

5. Exit Customer Maintenance.

Reminder Letter Generation

Use Reminder Letter Generation to create reminder letters and post finance charges connected with them.

The following are the Actions menu options:

• Get - Use the Get > Customers option to search for and select customers.

• Customers - Use the Customers > Generate Letters option to generate reminder letters for customerslisted in the Customers sheet.

• Reminder Letters - Use the Reminder Letters > Print and Post options to print and post reminder lettersfor selected customers.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation

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Workshop - Generate and Post a Reminder Letter

In this workshop, generate and post a reminder letter for customer KCMOLD to advise them of their overdueinvoices.

Important Due to necessary database setup and specific data used to generate and post a reminderletter, this workshop can only be performed by one person on a shared database.

Generate a Reminder Letter

Navigate to Reminder Letter Generation.

Menu Path: Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation

1. From the Actions menu, select Get > Customers.

The Search Form window displays.

2. Click Search.

3. Select ADDISON and click OK.

4. From the Actions menu, select Customers > Generate Letters.

The Set Age date window displays.

5. In the As of Date field, select today's date.

6. Click OK.

The customer's overdue invoices and reminder letters display.

Print Preview a Reminder Letter

1. From the Actions menu, select Reminder Letters > Print.

The Reminder Letter window displays.

2. Click Print Preview and review the reminder letter.

3. Close the report and the Reminder Letter window.

Post a Reminder Letter

1. From the Actions menu, select Reminder Letters > Post.

2. To the Are you sure? message, click Yes.

Clicking yes to this message posts the reminder letter. The next time a reminder letter generates for theinvoices in this letter, the second sequence in the reminder group generates.

3. Exit Reminder Letter Generation.

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Payment Instrument Type Maintenance

Use Payment Instrument Type Maintenance to define payment instrument types and some available defaultbehavior. Examples of common types are promissory notes and future dated checks.

Important This program is only available if you are licensed for the Payment Instruments module.

Payment Instrument Type Maintenance has group panes for both Accounts Receivable and Accounts Payable.The applicable pane is enabled based on your selection in the Use In field on the Detail sheet.

The following are the key fields:

Type

This field specifies an identifier for the payment instrument type.

Description

This field provides a description of the payment instrument type identifier.

Use In

This field indicates whether the payment instrument is used in accounts receivable (AR) or accounts payable (AP)transactions. This value also determines whether the AP or AR panes are open for data entry on the Detail sheet.

Initiation

Indicates how the payment instrument was initiated. The options are as follows:

• Generation - Select this option to generate the payment instrument ID once you enter a customer invoice.The application will generate the ID number automatically once you select the New Payment Instrumentoption from the New menu in AR Invoice Entry.

• Received - Select this option to be able to enter the payment instrument ID of your choice. Once you receivea signed promisory note from a customer and select the payment instrument type with the AR option Received,you can enter any payment instrument ID.

Customer Bank Required

Select this check box to indicate whether customer bank details are required.

Company Bank ID

This field specifies the identifier of the bank account during the auto generate process. This field is for accountsreceivable (AR) use only.

First GL Update Stage

This field specifies the stage that updates general ledger (GL). The options are as follows:

• Portfolio

• Apply To Bank

• Bank Settlement

Menu Path


• Financial Management > Accounts Payable > Setup > Payment Instrument Type

• Financial Management > Accounts Receivable > Setup > Payment Instrument Type

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Workshop - Create AR Payment Instrument Types

In this workshop, create a new payment instrument types for receiving.

Navigate to Payment Instrument Type Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Type

1. Click New.

2. In the Type field, enter XXXGen (where XXX are your initials).

3. In the Description field, enter XXX Generate (where XXX are your initials).

4. In the Use In field, select AR.

5. In the Initiation field, select Generation.

6. Select the Customer Bank Required check box.

7. In the Company Bank ID field, select Main Checking Account.

8. Click Save.

9. Repeat steps 1-8 and enter the following information (where XXX are your initials):

ValueField

XXXRecType

XXX ReceivedDescription

ARUse In

ReceivedInitiation

selectCustomer Bank Required

Main Checking AccountCompany Bank ID

10. Click Save and exit Payment Instrument Type Maintenance.

Pay Method Maintenance

Use Pay Method Maintenance to define how you will pay various transactions. You can select specific paymentmethods as the default for bank accounts, suppliers, and banks linked to a supplier.

You can link each payment method to a specific electronic bank interface to pay transactions using the internet.You can also set up payment methods for manual payment and check printing.

When you select an electronic bank interface for the payment method, the properties defined for the electronicinterface display on the Property sheet. These values update each time you use the electronic bank interface.

When you select Generated Promissory Note for Accounts Receivable (AR), or Future Payment InstrumentPrinting for Accounts Payable (AP) from the Pay Method Type drop down list, the Payment Instrument Optionsfields are enabled. You can then select a payment instrument type (set up through Payment Instrument Type),a generation method, and whether you want automatic approval set.

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You can select payment methods on bank accounts; each bank account can have multiple methods defined. Youcan also select payment methods on supplier records. You set an overall payment method for each supplierrecord, but other methods can be defined for each bank linked to the supplier. A default payment method canalways be overridden by selecting a different payment method for a group within AP Payment Entry.

The following are the key fields:

Payment Method

This field specifies the name of the payment method. If you are creating a new payment method, enter the valueyou need in this field. To edit an existing payment method, either enter its name directly or click the PaymentMethod button to find and select it.

Scope

This field specifies the source of payment method, select the accounts payable (AP) or accounts receivable (AR)option.

Pay Method Type

This field defines the how the current method processes the payments. Select the option you need from thedrop-down list. Available options are:

• Electronic Interface (AR or AP)

• Generated Promissory Note (AR)

• In Cash (AR or AP)

• Manual (the default option) (AR or AP)

• Received Payment Instrument (AR)

Payment Instrument Type

This field specifies a payment instrument type for the current method. Fields open for data entry depending uponyour selection.

Generation Method

This field specifies the payment instrument generation method. Available options are:

• With Invoice

• Batch

• Manual

Menu Path


• Financial Management > Accounts Payable > Setup > Payment Method

• Financial Management > Accounts Receivable > Setup > Payment Method

• Financial Management > Cash Management > Setup > Payment Method

• Service Management > Expense Management > Setup > Payment Method

• Service Management > Time Management > Setup > Payment Method

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Workshop - Create a Payment Method

In this workshop create a new payment method used to generate promissory notes.

Navigate to Pay Method Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method

1. Click New.

2. In the Payment Method field, enter XXX (where XXX are your initials).

3. In the Scope field, select AR.

4. In the Pay Method Type field, select Generated Promissory Note.

5. In the Payment Instrument Type field, select XXX Generate (where XXX are your initials).

6. In the Generation Method field, select With Invoice.

7. Click Save and exit Pay Method Maintenance.

Payment Instrument Status Maintenance

Use Payment Instrument Status Maintenance to define the statuses available for each of the paymentinstrument (PI) predefined stages.

Important This program is only available if the Payment Instruments module is licensed.

As a PI progresses, it goes through a number of stages. Within a stage, there can be more than one status. Forexample, during the Accounts Receivable (AR) Portfolio stage, there can be Portfolio Signed and Portfolio Postedstatuses. You can set up multiple statuses for any of the stages as required for your processes.

The predefined stages for Accounts Receivable (AR) are as follows:

• Unapproved - Used after a supplier sends an invoice to a customer and it remains outstanding.

• Portfolio - Used when a signed document is received (Signed status), or an AR invoice balance is reduced bythe allocation from the Payment Instrument (Posted status).

• Apply to Bank - Used when the funds are applied to the bank. This stage may generate an Electronic Outputfile.

• Settled - Used when the cash is defined as paid.

• Cancelled - Used when a PI is returned to a customer or cancelled and all accounting movements are reversed.

The predefined stages for Accounts Payable (AP) are as follows:

• Unapproved - Used after a supplier sends an invoice to a customer and it remains outstanding.

• Portfolio - Used when a signed document is received (Signed status), or an AP invoice is reduced by theallocation from the PI (Posted status).

• Settled - Used when the cash is defined as paid.

• Cancelled - Used when a PI is returned or cancelled and all accounting movements are reversed.

Important Before defining your general ledger (GL) control settings, you must first set your paymentinstrument posting parameters in Company Configuration. This includes determining the first generalledger (GL) update stage.

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Statuses defined as Posted enable the fields on the GL Control sheet. The following stages with a Posted statusmay involve the entry of GL controls:

• AR Portfolio stage

• AR Apply to Bank stage

• AP Portfolio stage

Menu Path


• Financial Management > Accounts Payable > Setup > Payment Instrument Status

• Financial Management > Accounts Receivable > Setup > Payment Instrument Status

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Workshop - Create Payment Instrument Receivable Status Codes

In this workshop, create payment instrument receivable status codes.

Create an Unapproved Status

Navigate to Payment Instrument Status Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Payment Instrument Status

An Unapproved status is commonly used when suppliers provide a printed document to their customers. This isa similar approach to providing a stamped addressed envelope to encourage payment.

1. From the New menu, select New Status.

2. In the Status field, enter XXXUnapp (where XXX are your initials).

3. In the Description field, enter XXX Unapproved Status for AR (where XXX are your initials).


5. In the Stage field, select Unapproved.

6. Click Save and remain in Payment Instrument Status Maintenance.

Create a Portfolio Status

A Portfolio status commonly implies the payment instrument (PI) has posted. The AR invoice balance is reducedby the allocation from the PI and the debt and debit now display against the PI rather than against the invoice.

1. From the New menu, select New Status.

2. In the Status field, enter XXXPrtAR (where XXX are your initials).

3. In the Description field, enter XXX Portfolio Status for AR (where XXX are your initials).


5. In the Stage field, select Portfolio.

6. Click Save.

7. Navigate to the GL Control > Detail sheet.


9. In the Type field, search for and select Payment Instrument Receivable.

10. In the Control field, search for and select Default.

11. Click Save and remain in Payment Instrument Status Maintenance.

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Accounts Receivable Processes

This section of the course covers the key Accounts Receivable processes.

AR Invoice Entry

Use AR Invoice Entry to bill customers for products and services a company sells. Revenue and the correspondingAR values for shipped products do not update the general ledger (GL) until an invoice is created and posted.

A group methodology is used to collect invoices and post them as a group (batch) to the GL in the same fiscalperiod. Until a group posts, the GL does not update. The actual group ID is immaterial and can be used again assoon as the original posts.

Note Reports and trackers used throughout the invoicing process are illustrated in this section of thecourse.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Invoice Entry

Actions Menu

The Actions menu in AR Invoice Entry contains several processes you can use on your open invoices. The Getfunctions allow you to pull information from various sources to create invoices within the current group. TheGroup functions allow you to view and post the invoices within the current group. The Invoice functions allowyou to move invoices from one group to another as well as update payment schedules.

Transfer

Use the Invoice > Transfer option to move a selected invoice from one entry group to another.

Tip Use this option if you have invoices in several groups that you want to print and post at the sametime. When you transfer invoices into a single entry group, you only need to run the Print and Postfunctions once.

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Accounts Receivable ProcessesAccounts Receivable Course

Locate Invoice Group

Use the Locate Invoice Group option to find a group that includes a specific invoice. This option locates thegroup number; you can then enter this group number on the Group sheet to display all invoices within the entrygroup.

Copy Invoice Lines

Use the Copy Invoice Lines option to adjust posted invoices that contain errors.

You can add adjusting entries to a miscellaneous invoice, shipment invoice, or credit memo. To do this, copyselected lines to the original invoice. You can opt to create the adjusting line as a reversing entry. This can resultin the creation of a zero-balance invoice.

Adjustments only affect financial processes. They have no effect on shipments or other processes connected withthe original invoice.

If the Reference Invoice number is specified in the invoice header, this invoice is used as a source copy item.

Important

Invoice adjustment requires implementation of legal numbering.

AR Invoice Types

This section of the course describes six unique AR invoice types.

• Advanced Billing Invoice

• Deposit Billing Invoice

• Shipment Invoice

• Cancellation Invoice

• Credit Memo

• Miscellaneous Invoice

As each invoice type is discussed, note the individual characteristics that differentiates it from the others.

Example The choice of whether to create an advance billing or deposit billing invoice comes down tohow the prepaid amount must be consumed.

• An Advance Billing Invoice links prepaid amounts to specific order lines and releases. As shipmentsoccur to the specified lines and releases, the prepaid amounts are consumed.

• A Deposit Billing Invoice only requires a sales order reference. Shipment of any line or release tiedto the specified sales order consumes the prepaid amount.

Note Most invoice types (excluding Cancellation Invoices) allow pre-defined records from MiscellaneousCharge Maintenance, Product Tax Category Maintenance, and Tax Liability Maintenance to be added atthe time of invoice entry. Attach these records to any invoice line. To create an invoice for a miscellaneouscharge or for taxes only, add a blank line to the invoice and attach the charge or tax record to it.

Note If you have Tax Connect installed, disable it on the Company Configuration > Modules >Finance > Tax Interface sheet or in Tax Reconciliation in order to complete the upcoming workshops.

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Accounts Receivable CourseAccounts Receivable Processes

Advance Billing Invoices

Advance Billing Invoices are customer invoices created prior to shipping products or services. This invoice typemust be linked to a sales order, an order line, and an order release. It is possible to choose whether the advancebilling amount should credit the Deferred Revenue account defined in or the ordered part’s Sales (Revenue)account.

Advance Billing Invoices must be created prior to creating a packing slip for the related sales order line and release;however, a cash receipt for this invoice is not required prior to the shipping and invoicing of the related productor service. The total amount of the Advance Billing Invoice is deducted from the Shipment Invoice, even if thecustomer has yet to pay the invoice.

An Advance Billing Invoice remains on the Aging Report until it is paid. Even if the total of that advance is deductedfrom the customer's Shipment Invoice before the Advanced Billing Invoice has been paid, the Advance BillingInvoice still remains as an outstanding invoice against the customer until it is paid.

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Workshop - Create Advance Billing Invoices

In this workshop, create advance billing invoices for two existing sales orders. On one invoice, select the DeferredRevenue check box and on the other, do not. When the group posts, review the results of both methods.

Important Due to necessary database setup and specific data used to create an advanced billing invoice,this workshop can only be performed by one person on a shared database. If you are unable to completethis workshop, this does prohibit you from completing some of the workshops to follow.

If the sales orders used in this workshop are closed, you have the option to duplicate each of the salesorders. By duplicating the sales orders you will be able to perform the functionality in this workshop aswell as workshops to follow. Review the Duplicating Sales Order Option listed in the WorkshopConstraints section of this course.

Create an Invoice Group



1. From the New menu, select New Group.

2. In the Group field, enter XXX (where XXX are your initials).

3. Accept all other defaults.

4. Click Save.

Add an Advance Billing Invoice Header

1. From the New menu, select New Advance Billing.

The Header > Detail sheet displays.

2. In the Sales Order field, enter 5084 and press Tab.

The Deferred Revenue check box defaults as selected on the invoice header.

3. Click Save.

Add a Line

1. From the New menu, select New Line.

2. In the SO Line/Rel field, enter the following information:

DataField

1SO Line

1Rel

3. In the Extended Price field, enter 50.00.

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4. Click Save.

Add an Additional Line



DataField

2SO Line

1Rel


4. Click Save.

Create Another Advance Billing Invoice

1. From the New menu, select New Advance Billing.


3. Clear the Deferred Revenue check box.

4. Click Save.

Add a Line



DataField

1SO Line

1Rel


4. Click Save.

Print Preview the Invoice Group Edit List

1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.

2. Accept all defaults.

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3. Click Print Preview to view the details and general ledger (GL) recap for this invoice group.

Note Review the deferred revenue account. Only the line amounts of the first invoice entered affectthis account.

4. When complete, close the report and the Invoice Entry - Group Edit List window.

Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window.

4. Minimize in AR Invoice Entry.

Deposit Billing Invoices

A deposit billing invoice is a customer down-payment or pre-payment that must be linked to an order but notto a specific order line or release. The Prepayment account defined in the default GL control code (Type - ARAccount) offsets the Receivables account in this transaction type.

Sales order deposits can also be created directly in Cash Receipt Entry. The difference between creating a depositinvoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a depositbilling invoice is created. Also, if you do not choose to create a deposit billing invoice, the Receivables accountis never affected by the deposit amount. Only when a deposit invoice posts, is the Receivables account debited.Once an invoice payment posts, the Receivables account is credited.

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Workshop - Enter a Deposit Billing Invoice

Your company's policy states that a 50% down payment must be received prior to the shipment of goods.Because it does not matter which line the down payment is applied to, a deposit invoice can be used to bill yourcustomer for the down payment. In this workshop, create a deposit billing invoice for 50% of a customer'sexisting sales order.

Important Due to necessary database setup and specific data used to enter a deposit billing invoice, thisworkshop can only be performed by one person on a shared database. If you are unable to complete thisworkshop, this does prohibit you from completing some of the workshops to follow.

If sales order 5069 is closed, you have the option to duplicate the sales order. By duplicating the salesorder you will be able to perform the functionality in this workshop as well as workshops to follow.

Enter a Deposit Billing Invoice Header


2. In the Group field, enter XXX2 (where XXX are your initials).

3. From the New menu, select New Deposit Billing.



5. Click Save.

Add Deposit Information

1. Navigate to the Line > Deposit sheet.


3. Click Save.




2. Click Submit.


4. Minimize in AR Invoice Entry.

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Advanced Billing/Deposit Balance Report

The Advance Billing/Deposit Balance Report allows you to view the total outstanding balance for all advancebilling and deposit billing invoices or payments made against sales orders for all or one selected customer. Youcan have this report display deposit totals, advanced billing totals, or both.

This report displays the deposit or the advanced billing balance made on each specific sales order. This amountis the total deposit or advance amount, minus the value of the order or order line.

Logic Advance/Deposit Total = Order Value – Total Advanced/Deposit Amount

This total value can never be less than zero.

Tip Note that this report does not show the specific payments that the customer made for the totaldeposit or advance amounts. To view these specific payments, run the AR Aging report.

Use this program to produce the Advanced Billing/Deposit Balance report.

Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records toinclude on the report. For more information, refer to the Filters Overview topic in the Application Help.

Important For more information on how to review any report status you print, preview, or generate,refer to the System Monitor Overview topic in the Application Help.

Menu Path


• Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance

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Workshop - View Sales Order Balances

Two advance billing invoices and one deposit billing invoice have posted. Running the Advance Billing/DepositBalance Report allows you to verify that the correct sales orders maintain the proper pre-payment amounts.

Navigate to the Advance Billing/Deposit Balance Report.

Menu Path: Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance

Important If you were unable to complete Workshop - Create Advanced Billing Invoices andWorkshop - Enter a Deposit Billing Invoice, you will not be able to complete this workshop. You havethe option to print the report and review any previously posted advanced billing and deposit billing invoices.Results will vary.

1. Accept all default values.

2. Click Print Preview and review the values recorded against sales orders 5084, 5130, and 5094.

3. Close the report and exit the Advance Billing/Deposit Balance Report.

Sales Order Tracker

The Sales Order Tracker displays read-only information about open and closed sales orders, including shipmentactivity, invoice activity, header and line item information, as well as sales order advances and deposit balances.

Each tracker can contain sheets from the primary entry program and supplemental sheets unique to the tracker.Information on primary sheets and fields is included in the Application Help for the entry program. Supplementalsheet information is included in the Application Help for the specific tracker.

Menu Path


• Executive Analysis > Trackers > Order Tracker

• Financial Management > Accounts Receivable > General Operations > Order Tracker

• Material Management > Shipping / Receiving > General Operations > Order Tracker

• Production Management > Scheduling > General Operations > Order Tracker

• Sales Management > Customer Relationship Management > General Operations > Order Tracker

• Sales Management > Order Management > General Operations > Order Tracker

• Sales Management > Quote Management > General Operations > Order Tracker

• Service Management > Field Service > General Operations > Order Tracker

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Workshop - Use the Sales Order Tracker

In this workshop, review current information about sales orders 5084, 5130, and 5094 which were modified inprevious workshops.

Navigate to the Sales Order Tracker.

Menu Path: Financial Management > Accounts Receivable > General Operations > Order Tracker

Important If you were unable to complete Workshop - Create Advanced Billing Invoices andWorkshop - Enter a Deposit Billing Invoice, you will not be able to complete this workshop.


This is the sales order to which you posted the first Advanced Billing Invoice.

2. Navigate to the Invoices sheet.

3. Click Retrieve and review the invoice details.

4. Navigate to the Header > Order Totals sheet.

Note the values in the Advance Balance and Deposit Balance fields.

5. Repeat steps 1-4 for sales orders 5130 and 5094.

6. Exit the Sales Order Tracker.

Shipment Invoices

Invoices for products or services shipped via Customer Shipment Entry generate automatically using the Actionmenu's Get > Shipments option.

Note Pack slips that do not have the Shipped check box selected cannot have an invoice generatedthrough Get Shipments.

As noted above, the shipped status of a customer packing slip plays an important role in determining whetheran invoice can be automatically created. Other factors that impact a shipment's ability to generate an invoice viaGet Shipments include:

• Shipment Date vs. Invoice Group Date.

• Billing Day settings on an individual customer's maintenance program setup.

• The Company Configuration setting for the Save Shipments for Invoicing option.

The number of invoices generated for each customer is based on two selections on the customer record's Billing> Detail sheet in Customer Maintenance.

• Consolidate Sales Orders - Select this check box if you want Get Shipments to generate one invoice thatcontains multiple shipped orders. If you clear this check box, separate invoices are created for each orderplaced by this customer that has shipped.

• Combine Packing Slips - Select this check box if you want Get Shipments to generate a single invoice forall packing slips created for the same order and fiscal period. If you clear this check box, each packing slippulled into the AR invoice group creates a separate invoice. This happens even if they were created for thesame sales order.

For more information about these settings, refer to the Application Help.

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Workshop - Ship Customer Orders

Ordinarily, accounting personnel are not responsible for shipping customer orders, however the shipping clerkis on vacation and you have been asked to step in. In addition to shipping the orders, you have been asked toadd a miscellaneous charge to one.

Important If you were unable to complete Workshop - Create Advanced Billing Invoices, you willnot be able to complete this workshop. Contact your system administrator to refresh your educationdatabase.

Ship Sales Order Lines

Navigate to Customer Shipment Entry.

Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry

1. From the New menu, select New Pack.

2. In the Order Number field, enter 5084 and press Tab.

3. Click the Mass Shipment button.

4. Click the Ship All button.

5. Click the Update button.

A negative quantity warning message may display. If yes, to the message, click Yes.

6. Select the Shipped check box and note the packing slip number __________.

7. Click Save.

Add a Miscellaneous Charge

1. From the New menu, select New Pack.

2. In the Order Number field, enter 5130 and press Tab.

3. Click the Mass Shipment button.

4. Click the Ship All button.

5. From the New menu, select New Misc Charge.

6. In the Charge ID field, select XXX Refundable Pallet Charge (where XXX are your initials).

7. In the Charge Amount field, enter 14.00.

8. Click Save.

9. Navigate to the Summary sheet and click the Update button.

10. Select the Shipped check box and note the packing slip number __________.

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11. Click Save and exit Customer Shipment Entry.

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Workshop - Invoice Shipments

Shipments were made and must be invoiced.

The consumption of the advance billing amounts posted in a previous workshop displays on the appropriateinvoice lines.

Important If you were unable to complete Workshop - Create Advanced Billing Invoices andWorkshop - Ship Customer Orders you will not be able to complete this workshop. Contact your systemadministrator to refresh your education database.


1. Maximize AR Invoice Entry.


The Group > Detail sheet displays.


Accept all other defaults.

4. Click Save.

Generate Shipment Invoices

1. From the Actions menu, select Get > Shipments.

The Get Shipments window displays.

2. Click the Manual Selection button.

3. Select the two packing slips you created in the Workshop - Ship Customer Orders.

4. Click OK.

5. To the Are you Sure? message, click Yes.

In the Invoices grid, two shipment invoices display.

6. Review the line and header details for both invoices.

Review Miscellaneous Charge Information

1. Navigate to the Line > Misc Charge sheet for Northern Machine's invoice.

2. Review the miscellaneous charge.

The pallet charge you added to the packing slip's header displays. The charge does not display on the invoiceheader because an AR invoice can be for multiple shipments, and this miscellaneous charge only pertainsto this one shipment.

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1. From the Actions menu, select Group > Post.The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window and remain in AR Invoice Entry.

Cancellation Invoices

AR Invoice Entry provides the ability to directly cancel a posted invoice. The result is a credit memo createddirectly against the invoice selected for cancellation. This process copies all previous invoice lines and detailinformation into the credit memo.

Note

The invoice cancellation process does not reopen order packing slips.

Invoice Cancellation Process

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Workshop - Cancel a Posted Invoice

In this workshop, cancel a previously posted shipment invoice.

Important Due to necessary database setup and specific data used to cancel a posted invoice, thisworkshop can only be completed by one person on a shared database.


The Group > Detail sheet displays.


3. Click Save.

4. From the Actions menu, select Create Cancellation Invoice.

The Create Cancellation Invoice window displays.

5. In the Legal Number field, enter 10033 (which is the invoice number) and press Tab.

6. Click OK.

7. To the Are you Sure? message, click Yes

8. Review the Cancellation Invoice created.

Note the negative amount.



10. Click Submit.


Credit Memo Entry

Credit memos are transactions that reduce, or credit, a customer's receivables balance. Miscellaneous, DepositBilling, and Advance Billing credit memos are created and posted within AR Invoice Entry. Cash Receipts Entryallows Unapplied or On Account receipt balances to automatically generate credit memos.

A sales order is not required when creating a miscellaneous credit memo, but if an order is selected, acorresponding line item and release must also be selected. Alternately, it is possible to enter a valid invoice numberwhich automatically populates the related sales order information.

Credit memo types include:

• Credit Memo - This is a basic credit memo that reduces a customer's receivable balance. Basic credit memosdo not have to reference an invoice or sales order but must reference a customer.

• Advance Billing Credit Memo - This is a credit memo that reduces an advance billing invoice and removesthe advance balance from the referenced sales order line. This credit memo type is order-line specific.

• Deposit Billing Credit Memo - This is a credit memo that reduces a deposit billing invoice and removes thedeposit balance from the referenced sales order. This credit memo type is not order-line specific.

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Workshop - Create Credit Memos

The pallets you shipped to customer Northern Machine for sales order 5130 in a prior workshop were returned.Create a credit memo that credits Northern Machine's account for the returned pallets.

In addition, Clarke Manufacturing cancelled open sales order 5122, but an advanced billing invoice has alreadyposted for that order, and a check was sent. Before closing that order, remove the advance from it.

Create an advanced billing credit memo for Clarke Manufacturing to remove the advanced billing balance fromsales order 5122 and credit the advanced billing invoice.

Important

Due to necessary database setup and specific data used to create credit memos, this workshop can onlybe performed by one person on a shared database.

To complete this workshop on a shared database, you have the option to duplicate the sales order. Reviewthe Duplicating Sales Order Option listed in the Workshop Constraints section of this course.

Contact your system administrator to verify your education database is refreshed.





4. Click Save.

Enter a Credit Memo Header

1. From the New menu, select New Credit Memo.


2. In the Sold To Customer field, enter Northern and press Tab.

3. Click Save.

Add a Line Miscellaneous Charge


2. From the New menu, select New Line Misc Charge.

3. In the Charge field, select XXX Refundable Pallet Charge (where XXX are your initials).


Even though the amount displays as positive, it creates an accounts receivable credit because the invoicetype is Credit Memo.

5. Click Save.

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Create an Advance Billing Credit Memo

1. From the New menu, select New Advance Billing Credit Memo.


3. Click Save.

Add a Line



DataField

1SO Line

1Rel


4. Click Save.

Post the Credit Memos Group


2. Click Submit.


Miscellaneous Invoices

A miscellaneous invoice can reference a sales order or an inventoried line item but does not have to. If a non-partline item is invoiced, the Part and Description fields can be used to enter the reason for the invoice (for example,Cancellation Fee). A miscellaneous invoice can also be created for tax only.

In a miscellaneous invoice, the offsetting credit account(s) derives from the product group chosen on the invoicelines. Often, a product group called Misc Income is created and used on miscellaneous invoices.

Although a valid part can be selected, corresponding Cost Of Sales (COS) amounts are not recorded formiscellaneous invoices.

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Workshop - Enter a Miscellaneous Invoice

A tenant leasing a portion of your company's plant space needs to be invoiced. Create a miscellaneous invoiceto bill the tenant using the terms code created in a prior workshop for scheduled payments. In this case, a newMiscellaneous Income product group must be created.





4. Click Save.

Create a Miscellaneous Invoice

1. From the New menu, select New Miscellaneous Invoice.


2. In the Sold To Customer field, enter USASHELF and press Tab.

3. In the Terms field, select XXX 12 Month Payment Schedule (where XXX are your initials).

4. Click Save.

Enter Line Information


2. In the Part/Rev field, enter Lease Payment.

3. In the Quantity field, enter 12.

4. In the Unit Price field, enter 2000.00.

5. Click Save.

Create a Miscellaneous Income Product Group

1. In the Group field, right click and select Open With > Product Group Entry.

Product Group Maintenance displays.


3. In the Group field, type XXX-MISC (where XXX are your initials).

4. In the Description field, enter XXX Miscellaneous Income (where XXX are your initials).

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5. Click Save.

Add a GL Control to the Product Group


2. In the Type field, search for and select Product Group.

3. In the Control field, search for and select MISC INC.

4. Click Save.

5. Exit Product Group Maintenance.

Add a Product Group to the Invoice

1. Verify the Line > Detail sheet displays.

2. Click Refresh.

3. In the Group field, select XXX Miscellaneous Income (where XXX are your initials).

4. Click Save.

Review the Payment Schedule

1. From the Actions menu, select Invoice > Payment Schedule.

The Invoice Payment Schedule Maintenance window displays.

If needed, manually update scheduled payment due dates. The Aged Receivables Report begins aging aseach scheduled payment's due date is reached.

2. Click OK.

Print the Invoice

1. From the Actions menu, select Group > Print Invoices.

The Print Group window displays.

2. Click Print Preview.

Review the payment schedule and terms printed on the invoice.

3. Close the preview window and the Print Group window.

4. Remain in AR Invoice Entry.

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Workshop - Create a Miscellaneous Invoice for Tax Only

Create a miscellaneous invoice for tax only. Similar steps are used to create an invoice for a single miscellaneouscharge. In this case, you would attach a miscellaneous charge record to the blank line instead of attaching a taxrecord.

Create a Miscellaneous Invoice


2. In the Sold To Customer field, enter GARDEN and press Tab.


4. Click Save.

Add Tax to an Empty Invoice Line

1. From the New menu, select New Tax Code.

The Line > Tax > Detail sheet displays.

2. In the Tax Type field, select State Sales Tax.

3. Select or verify the Manual Tax Calculation check box is selected.

4. In the Fixed Amount field, enter 19.80.

5. Click Save.

6. Navigate to the Group > Detail sheet and review the invoice amount.

Print Preview the Edit List

1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.


3. Click Print Preview and review the group details.

4. Close the AR Invoice Edit List and the Invoice Entry - Group Edit List windows.



2. Click Submit.


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4. Exit AR Invoice Entry.

Adjust Sales Accounts on AR Invoice Lines

You can now update sales accounts on miscellaneous invoice lines within AR Invoice Entry.

The sales of products or services often need to be placed within different sales accounts. AR Invoice Entry nowcontains the functionality to override the default sales account within each AR invoice miscellaneous line. If it isnecessary to record the sale of the goods or service within a different account, select the sales account yourequire.

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Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line

Update the default sales account on a miscellaneous Accounts Receivable (AR) invoice line.





3. Click Save.



5. In the Sold To Customer field, enter USASHELF and press Tab.

6. Click Save.


The Line > Detail sheet displays.

8. In the Part/Rev field, enter 1032FW and press Tab.

9. In the Quantity field, enter 1.00.

10. Click Save.

At the bottom of the sheet, the GL Account fields populate with the default book and sales account.

11. In the Account field, clear the default account, and enter 4065-00-10.

12. Click Save.



14. Click Submit.

Close the AR Invoice Post Process window and exit AR Invoice Entry.

AR Aged Receivables Report

The Aged Receivables Report displays open accounts receivable (AR) invoices, and sorts them into defaultaging columns defined in Aging Report Format Maintenance. The aging columns are defined by the AgingFormat selected within your AR Configuration.

The records can be aged by Due Date, Invoice Date, or Apply Date.

When you run the Aged Receivables report by Invoice Date, the invoices listed in the Current column have notyet reached their Due Date.

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Example An invoice is dated 5/1/09 and has payment terms set to Net 30. It is due on 6/1/09. On theDue Date version of this report, it is in the Future column because it is not yet due. On the Invoice Dateversion, this invoice is in the Current column.

Tip This report can work as a subsidiary ledger for your AR accounts. Select Apply Date and enter thefirst and last dates of the current fiscal period in the Age From Date and Age To Date fields. As a result,the report total should reconcile to the ending balance of the Accounts Receivable account.

Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records toinclude on the report. For more information, refer to the Filters Overview topic in the Application Help.

Important For more information on how to review any report status you print, preview, or generate,refer to the System Monitor Overview topic in the Application Help.

Menu Path


• Financial Management > Accounts Receivable > Reports > Aged Receivables

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Workshop - Use the Aged Receivables Report

In this workshop, use the Aged Receivables Report to display some of your company's open invoices.

Navigate to the Aged Receivables Report.

Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables

1. Accept all report defaults.

2. Click Print Preview and review the report.

Note The data displays on this report in the format you should use if you are trying to reconcile theGL against the Aged Receivables.

3. Close the preview window and exit the Aged Receivables Report.

Cash Receipts Entry

Use Cash Receipts Entry to enter and post cash receipts. These are transactions you enter for customer payments,customer credits, or miscellaneous cash amounts.

Important Before you can transact within Cash Receipts Entry, you must set up your fiscal periods inFiscal Period Maintenance.

A group methodology is used when processing cash receipts. Payments are grouped together to post in a batchmode and update the General Ledger (GL). Unlike an invoice entry group, a cash receipts entry group alwaysdefines the date of all payments in the group, the accounting period it posts to, and the bank account affected.

Note Entry Groups - These are comprised of transactions that occur during the same time period andare ready to edit, print, and post. Entry groups are sometimes referred to as batches. An entry group canalso assign default transaction dates, fiscal periods, and account numbers for all the cash receipts in thegroup.

You can create the following cash receipt transaction types:

• Invoice Payments - These transactions are entered with basic check information. They include detail linesthat describe how the check is used against the customer's outstanding invoices. These transactions debit theCash account and credit the Accounts Receivable account.

• Deposit Payments - These transactions track down payments made against specific sales orders. They debitthe Cash account and credit the account number you enter, which is normally a Prepayments liability account.

• Miscellaneous Payments - These transactions track miscellaneous cash received from sources other thancustomers. They debit the Cash account and credit the account number you select.

• Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. Thesetransactions create open payable amounts. Debit notes can be applied as unallocated amounts on a payment.They can also be linked directly to an invoice, reducing the invoice's total amount due.

You can also create Unapplied Receipts. These transactions are automatically created when you enter a customerpayment that is not applied to a specific open invoice or credit memo.

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Note You can use Apply Credit Memos to assign this amount to another invoice. You can also use ARWrite Off and Adjustment to adjust the balance. For more information, refer to the Apply Credit Memo,and AR Write Off and Adjustment topics in the Application Help.

When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation depositinformation.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry

• Financial Management > Cash Management > General Operations > Cash Receipt Entry

Invoice Payments

An invoice payment is a customer cash receipt entered with basic check information, and includes detail linesthat describe how the check is used against the customer's outstanding invoices.

Key components used when entering an invoice payment include:

• Invoice Selection - If known, an invoice number can be entered on a cash receipt's header, and thecorresponding customer numbers default. If unknown, a customer ID and its invoice(s) can be selected byusing the A/R Receipt > Invoice Selection sheet, where all open invoices display. If multiple invoices areselected, and their sum is greater than the check amount, the dollars are applied to the oldest invoice first,and then each subsequent invoice until there are no dollars left to apply.

• Allocate - Once dollar amounts are applied to selected invoices, use the Allocate sheet to change the cashamount applied to specific invoices if necessary.

• On Account - Once all dollars are applied to selected invoices, the remaining balance, if one exists, can beplaced on the customer's current account by selecting the On Account check box in any of the sheets. OnAccount amounts update the Unapplied Cash account defined in the default GL control code (Type - ARAccount) and are treated the same as credit memos. Credit memos can be applied against open invoices inCash Receipt Entry or applied to open invoices using Apply Credit Memo.

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Workshop - Apply Payment and Cancellation Invoice to Open Invoices

Twin Cities Motor Company sent a check to pay for their open invoices. Apply the customer's check, as well asthe cancellation invoice you posted in a previous workshop, to the open invoices on their account.

Create a Cash Receipt Entry Group

Navigate to Cash Receipts Entry.

Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry



3. In the Bank Account field, select Main Checking Account.

4. Click Save.

In the Transaction Apply Date field, today's date defaults.

Add an Invoice Payment

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-1 (where XXX are your initials).

3. In the Receipt Amount field, enter 8919.89.

4. In the Cust ID field, enter TWINCITIES and press Tab.

5. Click Save.

Select Invoices to Pay

1. Navigate to the A/R Receipt > Invoice Selection sheet.

2. Click the Select All button.

If you are not applying payment to all of a customer's open invoices at one time, hold the Ctrl key, and inthe Invoices grid, select the invoices to apply payment to at this time.

3. Click the Apply without Discount button.

The A/R Receipt > Allocate sheet displays.

4. Click Save and remain in Cash Receipts Entry.

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Workshop - Apply Cash and a Credit Memo to Invoices

A check from Clarke Manufacturing was received in today's mail. Apply that check to Clarke's open invoices.Also, apply Clarke Manufacturing's open advanced billing credit memo for $1.00 (created in a prior workshop)against their open advanced billing invoice balance (also $1.00). Place any remaining balance from the check onthe customer's account as a new Unapplied Receipt (UR) Credit Memo.

Create an Invoice Payment



3. In the Receipt Amount field, enter 1,777.75.

4. In the Cust ID field, enter Clarke and press Tab.

5. Click Save.

Select Invoices to Pay and a Credit Memo to Apply

1. Navigate to the A/R Receipt > Invoice Selection sheet.

2. Click Select All to apply cash to all of Clarke's open invoices, including the the advanced billing credit memo(-1.00).

3. Click the Apply without Discount button.

4. Click Save.

Allow Unapplied Cash to Post

1. Navigate to the A/R Receipt > Allocate sheet.

2. Select the On Account check box.

3. Click Save.

The check's unapplied amount ($1.00) becomes an Unapplied Receipt (UR) Credit Memo on ClarkeManufacturing's account once this payment posts.

4. Remain in Cash Receipts Entry.

Miscellaneous Payments

Use Cash Receipts Entry to enter miscellaneous payments. These transactions track miscellaneous cash receivedfrom sources other than customers; they do not change customer AR balances. Miscellaneous transactions debitthe Cash account and credit the account number you select.

You can also use the Misc sheet to enter or select sales taxes for miscellaneous payments. After you enter themain information for the payment, enter tax information. Enter or edit sales taxes within the MiscellaneousPayment Tax List grid.

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Workshop - Enter a Miscellaneous Cash Payment

A company has a recycling bin for aluminum cans in their break room. The cans they gather are periodicallyturned in to the local recycling center, and the cash is deposited in the company’s petty cash account. Enter amiscellaneous cash payment for the can deposit return.

1. From the New menu, select New Misc Payment.

2. In the Check field, enter Cash.


4. In the Credit GL Account - Account field, enter 7000-00-00.

5. Click Save and remain in Cash Receipts Entry.

Prepayments

In the Epicor application, there are two ways to enter accounts receivable (AR) prepayments, unapplied cashreceipts and deposits. Deposits can be entered as invoices or as cash receipts but must be linked to open salesorders. Neither unapplied cash receipts or deposits allow you to calculate or manually enter taxes.

Deposits functionality:

• Unallocated deposits (deposits not linked to sales orders).

• The ability to convert a deposit payment to a deposit invoice (invoice is created based on the payment and iscompletely paid at the time of creation).

• The ability to calculate tax on deposit invoices.

• The ability to apply credit memos to all deposits (payments and invoices).

Note An unpaid deposit invoice is not a deposit in the sense of the commonly understood businessmeaning, money received from the customer in advance shows intention to complete the deal. Rather,an unpaid deposit invoice is a request for deposit. Deposit invoices become actual deposits only after youreceive payment from the customer.

Create deposit payments as allocated deposits (linked to sales orders), or as unallocated deposits (not linked tosales orders). When you enter deposit invoices manually, the invoices must always link to sales orders. On theother hand, deposit payments that you convert to deposit invoices do not have to be linked to sales orders;therefore, deposit invoices can also be allocated or unallocated. Allocated deposits are processed and closedautomatically once you process a shipment invoice for the linked sales order.

Note Unallocated deposits play almost the same role as credit memos - they credit the customer balanceand affect the credit limit calculation accordingly. Also, an unallocated deposit must be matched to aregular AR invoice. Unpaid, unallocated deposits do not affect customer balances or credit limits. Further,unallocated deposit invoices are stored in the application as zero-amount invoices.

Use of deposit invoices (whether created manually or converted from deposit payments) provides extendedoptions which are not available in the case of deposit payments. These extended options are as follows:

• Deposit invoices can be printed, and therefore are necessary when documentation is required.

• Taxes can be calculated and booked for deposit invoices but not for deposit payments.

• More complex posting is available for deposit invoices.

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• Deposit invoices you create manually are best to use when tracking of payments is necessary (forexample, when you receive payments with sufficient delay, in several installments, in a foreign currency,or when you can apply payment terms or finance/late charges).

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Workshop - Enter Deposit Payments

Enter two deposit payments for customer, Lawrence Tooling. Allocate one deposit payment to a specific salesorder but do not allocate the other deposit payment. In the upcoming Workshop - Convert Deposit Payments toDeposit Invoices, you will convert both deposit payments you post into deposit invoices.

Important Due to necessary database setup and specific data used to enter a deposit payment, thisworkshop can only be performed by one person on a shared database.

If sales order 5259 has already been closed, you have the option to duplicate sales order and post a depositcash receipt against it.

Enter an Unallocated Deposit Payment

1. From the New menu, select New Deposit Payment.

The Deposit sheet displays.



4. In the Cust ID field, enter LAWTOOL and press Tab.

5. In the Account field, enter or verify 7300-00-00 displays.

6. Click Save.

Enter an Allocated Deposit Payment

1. From the New menu, select New Deposit Payment.




5. In the Account field, enter or verify 7300-00-00 displays.

6. Click Save.

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Workshop - Post a Cash Receipt Group

1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.

2. Click Submit and close the Cash Receipt Post Process window.

3. Minimize Cash Receipts Entry.

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Workshop - Convert a Deposit Payment to a Deposit Invoice

In this workshop, convert the allocated deposit payment you posted in the Workshop - Enter Deposit Payments,to an Accounts Receivable Deposit Billing Invoice.





3. Click Save.

4. From the Actions menu, select Get > Deposit Payment.

The Get Deposit Payments window displays.

5. Click Manual Selection.

The Deposit Payments Browse window displays.

6. Select Check/Ref XXX-4 (where XXX are your initials).

7. Click OK.

The Are you sure? message displays.

8. To the message, click Yes.

9. Review the invoice created as a result of converting the deposit payments.



11. Click Submit.

12. Close the AR Invoice Post Process window and exit AR Invoice Entry.

Debit Notes

Debit notes (charge-backs) from customers can be entered as part of the cash receipts process and can be appliedas part of the settlement process. Debit notes either relate to specific invoices or remain unassigned. They remainas open receivables until they are matched with a credit memo or subsequently paid.

Entering a debit note does not admit liability. It creates an open debit note which can be collected later or matchedto an off-setting credit memo in the future. To learn more about the debit note process, refer to the Debit NoteProcessing course.

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Workshop - Post a Debit Note

In this workshop, post a debit note for no specific invoice. This debit note stays on the customer's account untilit is matched to a credit memo.

Enter a Debit Notes Only Group

1. Maximize Cash Receipts Entry.


3. In the Group field, enter XXX-DN (where XXX are your initials).

4. In the Bank Account field, select XXX Debit Notes Only (where XXX are your initials).

5. In the Transaction Apply Date field, verify today's date defaults.

The Fiscal Year and Fiscal Period values default based on the transaction date.

6. Click Save.

Enter an Invoice Payment


The A/R Receipt > Header sheet displays.

New Invoice Payment is the only option available when you use a bank account that has the Debit NotesOnly option selected.

2. In the Check field, accept the default value.

3. Leave the Receipt Amount field blank.

No dollar amount is necessary because there is no cash being used for this transaction.

4. In the Cust ID field, enter Dalton and press Tab.

Enter a Debit Note without Specifying an Invoice

1. From the New menu, select New Debit Note.

The A/R Receipt > Debit Note > Detail sheet displays.

2. In the Debit Note Reference field, enter XXX-DN100 (where XXX are your initials).

3. In the Debit Note Value field, enter 10.00.

4. In the Debit Note Due Date field, accept today's date default.

5. Click the Apply button.

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Place the Debit Note On Account

1. Navigate to the A/R Receipt > Allocate sheet.

Note The Unapplied Amount is $10.00.

2. Select the On Account check box.

In the Invoices grid, the invoice displays as 9999999 since there was no invoice assigned to the debit note.

3. Click Save.

Post the Debit Note


The Cash Receipt Post Process window displays.

2. Click Submit.

3. Close the Cash Receipt Post Process window.

4. Exit Cash Receipts Entry.

Credit Card Processing

Credit card information can be entered on sales orders and cash receipts, and the information can be applied toinvoices in Cash Receipt Entry as sales are processed. Use Apply Credit Memo to credit a customer's creditcard account as returns are processed. Before credit card transactions can be processed, an interface with eitherTrustMarque or PayPal must be established.

Credit card transactions include the following:

• Customer invoice payments

• Customer credits

• Miscellaneous cash payments

If you are interested in learning more about credit card processing in the Epicor application, refer to the CreditCard Processing course. The course provides workshops that detail setting up the Epicor application to use creditcards and process credit card transactions.

Reverse Cash Receipt

Use Reverse Cash Receipt to reverse a posted cash receipt.

Reverse Cash Receipts provides access to existing posted cash receipts and provides the ability to reverse thetotal amount.

This process cancels the cash receipt and adds the previously paid invoice amount back into the invoice the cashreceipt paid. If the invoice was paid in full, the invoice status changes from closed to open.

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The reversal process:

• Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocatedinvoices. This process leaves an audit trail.

• Allows the application of new cash receipts to invoices to which the original receipt applied.

• Reverses journals in books affected by posting of the original receipt.

This process does not apply to miscellaneous cash receipts or deposits applied to an invoice.

In some cases, a portion of the cash receipt can be unapplied. This can occur when a credit memo is created foran invoice to which the receipt applies. In this case, the process:

• Creates a debit memo to reverse the unapplied portion of the receipt. The Epicor application uses the creditmemo settings to create a debit memo marked as unapplied cash.

• Transfers the unapplied portion of the credit memo to the new debit memo.

Reverse Cash Receipt Process

Menu Path


• Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt

• Financial Management > Cash Management > General Operations > Reverse Cash Receipt

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Workshop - Reverse a Posted Cash Receipt and Review Results

Reverse a posted cash receipt. When complete, review the Customer Tracker to see if the paid invoice re-opensas a result of the reversal.

Important Due to necessary database setup and the specific data used to reverse a posted cash receipt,this workshop can only be completed by one person on a shared database.

If cash receipt 214 has already been reversed, use this workshop to learn the process and review the resultsof reversing a posted cash receipt. To review the results, navigate to the Customer Tracker and followthe steps in the Review the Customer Tracker piece of the workshop.

Reverse a Cash Receipt

Navigate to Reverse Cash Receipt.

Menu Path: Financial Management > Cash Management > General Operations > Reverse Cash Receipt

1. Click the Search (binoculars) icon.

The Search Form displays.

2. In the Customer field, enter Dalton and click Search.

3. Select receipt 214 and click OK.

4. In the Reverse Date field, select today's date.

5. Click the Reverse button.

6. To the Are you Sure? message, click Yes.

The Information window displays.

7. To the message, click OK.

8. In the Customer ID field, right-click and select Open With > Customer Tracker

The Customer Tracker displays.

Review the Customer Tracker

1. In the Customer field, enter Dalton and press Tab.

2. Navigate to the Financial > Payments sheet and click the Retrieve button.

Note that two entries exist for invoice 10020. One is the initial cash receipt and the other is the reversal youjust posted. The reversal displays a negative payment amount.

3. Navigate to the Financial > Invoices > Open sheet and click the Retrieve button.

Note that invoice 10020 is now an open invoice.

4. Exit the Customer Tracker and Reverse Cash Receipt.

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Apply Document

Use Apply Document to place an open credit memo, unallocated deposit invoice, or unallocated deposit paymentbalance against an open invoice. You can apply one of these document types against one or multiple invoicesor credit payment. You can only select invoices created for the customer listed on the document.

Note Credit Memo - a specific type of Accounts Receivable invoice; it contains a transaction that reduces,or credits, a customer's receivable balance. Credit memos may or may not refer to a sales order.

Important Before you can apply a credit memo through this program, you must post to your generalledger (GL) via AR Invoice Entry. For more information, refer to the Application Help topic: AR InvoiceEntry > Post Invoice Group.

On the Summary sheet in this program, select the credit memo with which you want to work. Next, define theamount from the credit memo to apply. Use the Detail sheet to select which invoices will receive the creditamount or the Credit Payment sheet to select credit payments to receive the amount. Lastly, apply the creditmemo amounts the command available from the Actions menu.

Tip You can place credit memos against invoices in Cash Receipts Entry.

Tip When you apply credit memos, you also create GL transactions. Transactions are placed within theGL accounts selected for the customer credit memo. For details on the creation of GL transactions, referto the Application Help topic: Posting to GL.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Apply Credit Memo

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Workshop - Apply a Credit Memo to an Open Invoice

Apply the credit memo for the returned pallet (created in the previous workshop) to Northern Machine's openshipment invoice.

Important If you were unable to complete Workshop - Create Credit Memos, you will not be able tocomplete this workshop. Contact your system administrator to refresh your education database.

Select a Credit Memo

Navigate to Apply Document.

Menu Path: Financial Management > Accounts Receivable > General Operations > Apply Credit Memo

1. From the New menu, select New Document To Apply.

2. In the Source Type field, select Credit Memo.

3. Click the Document button.

The Accounts Receivable Invoice Search window displays.

4. In the Customer field, enter Northern and click Search.

5. In the Search Results grid, select the credit memo created earlier to credit Northern Machines in the amountof $14.00 for a miscellaneous pallet charge.

6. Click OK.

7. Click Save.

You are using the entire credit memo amount so the data in the Amount to Apply field does not need tochange. When the balance of a credit memo is higher than the balance of the invoice to which it is beingapplied, this amount must be changed. The remaining amount remains open on the existing credit memo.

Select an Invoice to Credit

1. From the New menu, select New Invoice.

2. Right-click the Invoice field and select Open With > Invoice Search.

3. Click Search.

4. In the Search Results grid, select the shipment invoice posted for Northern Machine (for $14.00).

5. Click OK.

6. Click Save.

Apply the Credit Memo

1. From the Actions menu, select Apply Credit Memo.

If you do not click Save prior to this step, the Apply Credit Memo option will not be available.

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2. Remain in Apply Document for the next workshop.

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Workshop - Apply Document

In this workshop, use Apply Document to apply to an open invoice the unallocated deposit payment you postedin the Workshop - Enter Deposit Payments to an open invoice.

Important Due to necessary database setup and specific data used to complete the apply documentfeature, this workshop can only be performed by one person on a shared database. If invoice number10040 is unavailable for selection in the task, Select an Invoice, you are not able to complete this workshopas written.

To complete this workshop, you must perform one of the following options:

• Skip this workshop and move forward with the course.

• Enter and post an AR Miscellaneous Line invoice for customer, LAWTOOL. The invoice number youpost can then be substituted for invoice number 10040 in this workshop. For instructions on how toenter and post an AR Miscellaneous Line invoice, refer to the Application Help.

Select a Document to Apply

Navigate to Apply Document.

Menu Path: Financial Management > Accounts Receivable > General Operations > Apply Credit Memo

1. From the New menu, select New Document to Apply.

2. In the Source Type field, select Unallocated Deposit Payment.

3. In the Document field, search for and select Check/Ref XXX-3 (where XXX are your initials).

4. Click Save.

Select an Invoice

1. Navigate to the Detail sheet.

2. From the New menu, select New Invoice.

3. In the Invoice field, enter 10040 and press Tab.

4. In the Credit Amount field, enter 100.00.

5. Click Save.

6. Navigate to the Summary sheet.

Invoice 10040 displays in the Applied Invoices grid.

Apply the Document

1. From the Actions Menu, select Apply Credit Memo.

2. Exit Apply Document.

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Payment Instrument Receivable Entry

Use Payment Instrument Receivable Entry to track repayment of instruments used to pay customer invoices.This allows tracking and credit control for promissory notes, post-dated checks, and other future-dated paymentinstruments. You can also create new payment instruments in this program.

Entry of payment instruments often occurs in connection with the return of a promissory note by a customer.Receivable instruments result in the deposit of funds allocated to accounts receivable (AR) invoices.

Use the Epicor application to:

• Track resulting movements and value changes for audit and credit control purposes.

• Void an instrument which re-opens the invoices to which it was applied.

• Change how payments are used. For example, the customer pays one of the invoices covered by a note incash. In this case, you can allocate note payments to other receivables.

The Epicor application allows configuration of the process to reflect laws that govern these instruments. Somecountries require the company's cash account to always reflect the true value in the bank. Other countries placethe check amount into a holding account, which increases when the bank statement is reconciled.

In addition, the process allows:

• Configuration of AR invoice generation to allow customer payments with promissory notes or checks.

Note A promissory note can be printed as part of the customer statement.

• Immediate cash receipt generation for invoices the promissory note pays.

• Check, credit card, purchase card, debit card, or Electronic Funds Transfer (EFT) usage to receive paymentfrom the customer.

Example A company prints, posts, and sends customer invoices for $1,200, $1,300, and $1,000 and apromissory note for $3,500. The posting of the invoices debits the asset accounts and credits the revenueaccounts.

Once the customer returns the note, the company enters and posts the invoices in AR Invoice Entry and thepromissory note in Payment Instrument Receivable Entry. The promissory note specifies the bank accountsused for deposit and withdrawal, defines the payment schedule, and lists the invoices to which the promissorynote is allocated. As a result, the Epicor application does the following:

• Marks the invoices as paid and closes them.

• Opens a new receivable to represent the note. The note is ineligible for payment through cash receipts orother payments. This receivable is reconciled when it is selected as a Cleared Bank on a bank statement inBank Reconciliation.

• Reflects any bank fees collected in connection with the note, on the note itself, and in journals.

• Shows deposits connected with the note as credits to the company's bank account.

• Closes the note when the debt is paid. You cannot change a note after it is closed.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Payment Instrument

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Workshop - Work with Payment Instrument Receivables

In this workshop, enter an accounts receivable invoice, generate a payment instrument receivable for a customer,send the payment instrument (promissory note) to the customer, receive it back signed, and post.

Important Due to necessary database setup and specific data used to work with payment instrumentreceivables, this workshop can only be performed by one person on a shared database.

Generate a Promissory Note

In this workshop, enter an accounts receivable (AR) invoice for Victoria Timber Company and generate a promissorynote.




2. In the Group ID field, enter XXX (where XXX are your initials).

3. Click Save.



5. In the Sold To Customer field, search for and select VICTIMBER.

6. In the Payment Method field, select XXX (where XXX are your initials).

7. Click Save.


The Line > Detail sheet displays.

9. In the Part/Rev field, search for and select part DCD-300-OR.

10. In the Quantity field, enter 100.

11. In the Unit Price field, verify 20.80 displays.

12. Click Save.

13. Navigate to the Header > Payment Instrument > Header sheet.

14. From the New menu, select New Payment Instrument.

In the Payment Instrument ID field, the newly generated payment instrument (PI) number displays.

15. Record the payment instrument ID number__________.

16. In the Description field, enter PI VICTIMBER-XXX (where XXX are your initials).

17. In the Type field, verify XXXGen (where XXX are your initials) displays.

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18. Click Save.

Print the Promissory Note

In this workshop task, print a promissory note generated in the workshop task: Generate a Promissory Note.

1. From the Actions menu, select Print Payment Instrument.

The Payment Instrument Report window displays.

2. Click Print Preview to review the promissory note.

3. Close the promissory note.

4. Close the Payment Instrument Report window.

5. Remain in AR Invoice Entry.

Post the Invoice



2. Click Submit.


4. Exit AR Invoice Entry.

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Workshop - Receive the Promissory Note

The promissory note was sent to the customer and it came back signed. In this workshop, receive the promissorynote back from the customer. The customer has decided not to use your system generated promissory note IDand generated a new one.

Navigate to Payment Instrument Receivable Entry.

Menu Path: Financial Management > Accounts Receivable > General Operations > Payment Instrument

1. From the New menu select New Group.

2. In the Group field, enter PI-XXX (where XXX are your initials).

3. In the PI Status, select XXX Portfolio Status for AR (where XXX are your initials).

4. Click Save.

5. From the New menu, select New Payment Instrument.


6. In the Type field, select XXX Received (where XXX are your initials).

7. In the ID field, enter PI-XXX (where XXX are your initials).

8. In the Description field, enter PI Victoria Timber XXX (where XXX are your initials).

9. In the Amount field, enter 2,080.00.

10. In the Cust ID field, search for and select VICTIMBER.

11. In the Due Date field, select today's date.

12. Navigate to the Invoice Selection sheet.

13. In the Invoices grid, select the invoice you entered in the Workshop - Work with Payment InstrumentsReceivables.

This invoice has a promissory note ID which you previously recorded.

14. Click the Apply button.

The Generated Payment Instrument will be cancelled. Do you wish to continue? message displays.

The system generated payment instrument ID is cancelled as you entered a new ID, PI-XXX (where XXX areyour initials). This ID was on the promissory note sent to you by the customer. The customer did not use thesystem generated ID but generated a new one.


16. Click Save.


The AR PI Payment Post Process window displays.

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18. Click Submit.

19. Close the AR PI Payment Post Process window.

20. Exit Payment Instrument Receivable Entry.

AR Write Off and Adjustment

Use AR Write Off and Adjustment to adjust an amount against an open invoice or credit memo.

The amounts you enter increase or decrease the invoice balance and create general ledger (GL) entries.

Note You can adjust an open invoice to zero dollars to write it off, but that invoice closes and cannotbe re-opened or re-adjusted. If any amount is left on an adjusted invoice, it can be adjusted back up toits original invoice amount. Use caution when increasing an invoice amount. If the original invoice is linkedto an order, reconciliation can become difficult.

Further considerations about adjustments:

• The GL account number that is debited (or credited when adjusting a credit memo) with the adjustmentamount is user-defined.

• A group is not required to adjust an invoice amount.

• A posting action is not necessary when adjusting or writing off an invoice; the GL updates immediately afterthe adjustment saves.

• If the invoice has any pending cash receipts, you cannot adjust its amount until after the invoice posts.

• To change an invoice that has pending cash receipts, use AR Invoice Entry.

Tip For more details on the specific GL transactions that can be created from AR adjustments, refer tothe Application Help topic: Posting to GL.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment

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Workshop - Write Off a Customer's Bad Debt

Your company's controller agreed to write off the remaining balance of invoice 10024 for customer Mass Heatand Air. In this workshop, adjust an open invoice's balance to $0.00.

Navigate to AR Write Off and Adjustment.

Menu Path: Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment

Important Due to necessary database setup and specific data used to write off a customer's bad debt,this workshop can only be performed by one person on a shared database. If this process has already beencompleted for invoice 10024, when you attempt to save the adjustment, an error message will displaystating this invoice is closed.

1. In the Invoice field, enter 10024 and press Tab.

Review the fields that populate and note the invoice balance.

2. In the Adjustment field, enter -200.00.

3. In the Account field, enter 6400-00-00.

The account selected is the Bad Debt Expense account. This account is debited when this transactions posts.When using the standard posting rules, the credit account used when adjusting an AR invoice is theReceivables account the original invoice debited.

4. In the Description field, enter Write off approved by XXX (where XXX are your initials).

5. Click Save.

The AR Invoice Adjustment Process window displays.

6. Click Submit and close the AR Invoice Adjustment Process window.

Invoice 10024 is now closed and off the aged receivables.

7. Exit AR Write Off and Adjustment.

Optionally, navigate to the Customer Tracker and display Mass Heat and Air's closed invoices. Invoice10024 should now display as closed.

Customer Credit Manager

Use Customer Credit Manager to review and update the complete credit information for a customer. CustomerCredit Manager displays the customer’s open sales orders, invoices, and payments to help make informed creditdecisions. The program also displays all the contacts listed for this customer’s company.

If your company uses External System Integration, you can share sales order information across your company’svarious plant locations. Customers that purchase products at your different plants are classified as global customers.Customer Credit Manager then displays this customer’s global credit information, calculating invoice and orderamounts from records gathered from all plant locations.

Customer Credit Manager pulls this information together which enables you to change customer credit information.You can also place all or some of the customer’s open sales orders on credit hold.

If a change is made to a National Account Relationship while in Customer Credit Manager, an action calledRecalculate Credit National Account must be run. This action updates the credit of any customer in the

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relationship that was affected by the update. When a recalculation is needed, a message displays on the recordthat states Should be recalculated. This message not only displays on the updated record but also on allcustomers in the relationship that were affected by the update. A similar message displays on the master accountrelationship record and the customer maintenance record. You can perform the action within National AccountRelationship Maintenance instead of Customer Credit Manager if necessary.

The credit checking functionality only reviews the credit for Bill To Customers. These are the customer locationsthat make payments on your invoices. Each customer record either uses a default Bill To location or an alternateBill To location (a leasing company or a head office) for payment.

Menu Path


• Financial Management > Accounts Receivable > General Operations > Customer Credit Manager

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Workshop - Manage Customer Records

Enter a sales order for the customer and review the credit manager before and after the record is entered. Also,use the Customer Credit Manager to review the customer's national account credit. While reviewing, you decidethis customer should not have access to the credit pool. Make the change to the record and recalculate the creditnational account.

Important If you were unable to complete Workshop - Update a National Account Relationship,you will not be able to complete this workshop. You have the option to use a different customer recordto complete this workshop, however your results may not follow those outlined in this workshop.

Review a Customer's Credit

Navigate to Customer Credit Manager.

Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Credit Manager

1. In the Cust ID field, enter BUCK675 and press Tab.

2. Review the credit detail for this customer.

Note that this customer has no open orders, invoices, or payment instruments.

3. Minimize Customer Credit Manager.

Enter a Sales Order

Navigate to Sales Order Entry.

Menu Path: Sales Management > Order Management > General Operations > Order Entry

1. From the New menu, select New Order.

2. In the Customer field, enter BUCK675.

3. Navigate to the Lines > Detail sheet.


5. In the Part/Rev field, enter Test.

6. In the Order Quantity field, enter 2.

7. In the Unit Price field, enter 5000 and press Tab.

8. Click Save and exit Sales Order Entry.

View Customer Orders and Credit

1. Maximize Customer Credit Manager.

2. Click Refresh.

Note the change in the Order Credit, Credit Total, and Open Orders fields.

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3. Navigate to the Orders sheet.

4. Click Retrieve.

The order added in the previous task now displays.

5. Navigate to the National Account Credit sheet and review the Credit Available pane.

6. Note the amount in the Parent's field. ____________

7. In the National Accounts section, in the Credit Used pane, review the amounts in the fields.

The open order used all of the customer's Own credit and 1,500.00 of the Pool credit. None of the Parent'scredit was used. The order in which the credit is used relates to the credit preferences selected on thecustomer record.

Update Customer Credit Preferences

1. In the Credit Preferences pane's Selected Preferences column, select Credit Pool.

2. Click the left arrow to move the selection into the Available column.

3. Click Save.

A Credit Hold Verification window displays a message to inform you that credits of all customers fromthis credit checking national account should be recalculated. It then asks if you would like to continue.


Note that 0.00 now populates the Credit Available pane's Pool field. In addition, a red indicator displaysto advise you the credit national accounts should be recalculated.

Recalculate the Credit National Account

1. From the Actions menu, select Recalculate Credit National Account.

The Apply National Account Credit Recalculation window displays.

2. Click Submit.

3. Close the Apply National Account Credit Recalculation window.

4. Click Refresh.

Note the change in the amount in the Credit Used pane's Pool and Parent's field. The parent's credit limitnow covers the $1500.00 the credit pool previously covered.

5. Minimize the Customer Credit Manager.

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Workshop - Perform a Mass Credit Information Update

Typically, if a customer goes over its credit limit, it is automatically placed on credit hold. Because the lastworkshop's customer was included in a National Account Relationship, that did not happen. In this workshop,enter a sales order for the customer you created in a prior workshop. The order is for $11,000.00, which is $1,000over its credit limit. After, mass update your customer's credit status in the Customer Credit Manager.

Enter a Sales Order

Navigate to Sales Order Entry.

Menu Path: Sales Management > Order Management > General Operations > Order Entry

1. From the New menu, select New Order.

2. In the Customer field, enter XXX (where XXX are your initials) and press Tab.

3. Navigate to the Lines > Detail sheet.


5. In the Part/Rev field, enter Test and press Tab.

6. In the Order Quantity field, enter 11.

7. In the Unit Price field, enter 1,000.00 and press Tab.

8. Click Save.

A message displays that states customer XXX (where XXX are your initials) will be placed on credit hold. Themessage then asks if you want to continue.


10. Exit Sales Order Entry.

Mass Update a Customer's Credit

1. Maximize the Customer Credit Manager.

Menu Path: Financial Management > Accounts Receivable > General Operations > Customer CreditManager

2. Navigate to the Credit sheet.

3. In the Cust ID field, enter XXX (where XXX are your initials) and press Tab.

Note the Credit Hold check box is selected.

4. In the Credit Limit field, enter 12,000.

5. Clear the Credit Hold check box.

6. Click Save.

7. From the Actions menu, select Mass Credit Information Update.

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8. Click Save and exit the Customer Credit Manager.

Note You can now enter another sales order for this customer without going back on credit hold(as long as it is under $1,000.00). Also, you can ship the open order because the customer is nolonger on hold.

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Reports and Trackers

This section of the course focuses on the reports and trackers important to the accounts receivable process.

Reports

AR Invoice/Credit Memo Forms


These forms print in AR Invoice Entry during invoice processing. Each form can print individually, or an entiregroup can print at the same time.

If a new copy of an invoice or credit memo is needed, it can print from either Posted Invoice Update or the InvoiceTracker.

Commission Report

Menu Path: Financial Management > Accounts Receivable > Reports > Commission

The Commission Report displays sales commission information for selected salespeople. The report pullscommission records from a specific time period, as determined by the From Date and To Date you specify. If thesalesperson is paid commissions based on customer payments, miscellaneous charges and credit memo amountsare deducted before the final commission amount is calculated.

Customer Statements

Menu Path: Financial Management > Accounts Receivable > Reports > Customer Statements

Customer Statements are forms that can be sent to a customer to recap current AR activity. Only customerscoded for Statement Print in Customer Maintenance are selected to print when printing for all customers. If acustomer is not coded for Statement Print in Customer Maintenance, to print a statement, select that customerin the report options.

Discount Analysis Report

Menu Path: Financial Management > Accounts Receivable > Reports > Invoice Discount Analysis

The Discount Analysis Report provides information on customer invoices that have received discounts in cashreceipts. You can print this report for Earned Discounts or for Not Earned Discounts.

G/L Distribution

Menu Path: Financial Management > Accounts Receivable > Reports > G/L Distribution

The G/L Distribution Report shows the GL effect of the transaction types selected. You have the option to printby a selected date range or by a specific fiscal period.

Sales Tax Report

Menu Path: Financial Management > Accounts Receivable > Reports > Sales Tax

The Sales Tax Report lists all the tax reportable sales within the selected taxing jurisdictions. You can select anydate range for the report.

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Accounts Receivable CourseReports and Trackers

Shipped Not Invoiced Report

Menu Path: Financial Management > Accounts Receivable > Reports > Shipped Not Invoiced

The Shipped Not Invoiced Report displays sales orders whose parts were shipped to customers; these customershave not received shipment invoices for these shipments. Sales orders shipped during a selected date rangedisplay on the report.

Trackers

Trackers are available in most modules and are located in the General Operations folder. Many trackers displayin multiple modules. By right-clicking selected grid cells, you are presented with the Open With option. Thisoption allows quick navigation from one tracker to another related tracker or entry form. The key informationautomatically passes from the calling tracker to the accessed tracker.

Access to trackers or data entry forms using the Open With functionality is determined by security settings.

Customer Tracker

Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Tracker

Use the Customer Tracker to view information about a customer. Various sheets contain information pertinentto that sheet. Each sheet contains links to additional trackers. For instance, the Invoice sheet can take you to theInvoice Tracker. The Invoice sheet also provides the ability to see an online aging report for a selected customer.Further, the Actions menu provides an option to add quotes, sales orders, RMAs, and more. When selected, theEpicor application redirects you to the appropriate program and defaults in the specified customer.

Contact Tracker

Menu Path: Financial Management > Accounts Receivable > General Operations > Contact Tracker

The Contact Tracker is a display-only version of consolidated contact-related programs such as, CustomerMaintenance, Sales Order Entry, Quote Entry, and more. This tracker is useful for reviewing activity for a particularcontact, throughout the Epicor application. For example, if a contact named John Smith exists in the application,his name can be entered at this point. The customer he is affiliated with can be reviewed, along with e-mailinformation, quotes, orders, jobs, or any other record that bears his name.

AR Invoice Tracker

Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Tracker

Use the AR Invoice Tracker to drill into selected invoices and get information for an invoice. This includesinformation such as the posted status, shipping information, payment activity, schedules, GL transactions, headerand line item information, as well as any memos linked to the selected invoice.

Access the Sales Order Tracker can also be accessed from within the Invoice Tracker.

The Invoice Tracker is a display-only version of AR Invoice Entry which contains supplemental sheets not foundin AR Invoice Entry. Records cannot be added or updated in any tracker.

Cash Receipts Tracker

Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker

Important This program is not available in the Epicor Web Access™ interface. You can launch this programfrom an Epicor Smart Client (Windows

®) interface.

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Reports and TrackersAccounts Receivable Course

The Cash Receipts Tracker displays cash receipt record information in a dashboard format. This includesinformation such as the check number, invoice and applied amount, payment type, unapplied amounts, fiscalyear and period. You cannot edit or add records in this tracker.

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Accounts Receivable CourseReports and Trackers

Conclusion

Congratulations! You have completed the Accounts Receivable course.

Please take a moment to let Epicor know how to serve you better by completing a course evaluation athttp://www.keysurvey.com/survey/191084/2e21/ or by clicking the Course Evaluation link below. Your feedbackprovides the guidelines for the future direction of Epicor education.

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ConclusionAccounts Receivable Course

Additional information is available at the Education andDocumentation areas of the EPICWeb Customer Portal. To accessthis site, you need a Site ID and an EPICweb account. To create an

account, go to http://support.epicor.com.

http://support.epicor.com