ddms®/ddmplus™: understanding a/r - eci software …about accounts receivable the accounts...

Updated October 2019

DDMS®/DDMPLUS™: Understanding A/R

© 2019 ECI and the ECI logo are registered trademarks of ECI Software Solutions, Inc. All rights reserved.

ContentsAbout Accounts Receivable ............................................................................................4Posting Payments ...........................................................................................................5

Selecting a Customer ........................................................................................................................ 5Specifying Batch Information ........................................................................................................... 5Specifying Payment Information ...................................................................................................... 6

Paying by Cash or Check .....................................................................................................................6Paying by Credit Card in DDMSPLUS™ ................................................................................................7Paying by Credit Card in DDMS® .........................................................................................................8Paying by Credit Memo .......................................................................................................................8

Selecting a Payment Method ........................................................................................................... 9Setting Limits for Paying Invoices ........................................................................................................9Marking Individual Invoices to Pay ...................................................................................................10Retrieving Individual Invoices to Pay.................................................................................................11Adding Individual Invoices to Pay .....................................................................................................11

Posting the Marked Invoices .......................................................................................................... 12Canceling the Transaction .................................................................................................................13Updating Customer History ..............................................................................................................13Posting an Overpayment...................................................................................................................13Posting Remaining Funds to Another Account .................................................................................14

Using the Accounts Receivable Customer Group Feature ...........................................................14Posting Payments for a Summary Invoice .........................................................................................15

Quick Pay Posting .........................................................................................................17Adjusting Payment Detail .............................................................................................19Posting a New Invoice ..................................................................................................20Posting Credits .............................................................................................................22Adjusting and Correcting A/R .......................................................................................23

Understanding Control and Reverse Numbers for A/R ................................................................23Posting an Adjustment ................................................................................................................... 24Changing Purchase Orders, Dates, and Discounts ........................................................................24Correcting a Payment Made to the Wrong Account ....................................................................25Writing Off a Bad Debt ................................................................................................................... 26

Changing the Batch Number.........................................................................................27Viewing Information While Posting ..............................................................................27Adding and Viewing A/R Specials .................................................................................27Releasing A/R Batches .................................................................................................28Purging Completed Invoices .........................................................................................29Aging Accounts Receivable ...........................................................................................30Posting Beginning Balances ..........................................................................................30

© 2019 ECI and the ECI logo are registered trademarks of ECI Software Solutions, Inc. All rights reserved.

Posting a Beginning Balance as a Lump Sum .................................................................31Posting a Beginning Balance for Each Invoice ...............................................................................32Posting Beginning Balance Credits................................................................................................. 33

Viewing A/R Batch Totals for All Batches ......................................................................34Viewing Batch Totals for a Particular Batch ...................................................................................35Viewing O/E History for a Particular Posting .................................................................................36

Accounts Receivable Deposits ......................................................................................36Understanding How Deposits Affect General Ledger ...................................................................36

Creating a Deposit ........................................................................................................37Viewing A/R Deposits ..................................................................................................................... 39Applying Deposits ........................................................................................................................... 40Prorating A/R Deposits ................................................................................................................... 40

Viewing A/R History .....................................................................................................41Understanding Accounts Receivable Reports ................................................................44

Printing Standard Reports .............................................................................................................. 45Printing Custom Reports ................................................................................................................ 45

Understanding A/R Parameters ....................................................................................45

4 continue to next page

DDMS®/DDMSPLUS™: Understanding A/R

About Accounts ReceivableThe Accounts Receivable (A/R) application makes posting payments easier than ever. When you post payments, you can hand-mark the invoices to be paid, or you can enter limits and automatically identify those invoices to be paid.

You can also post payments to customers who receive summary billings. A summary billing consolidates a number of individual orders into a single summary invoice. If you posted a partial payment (less than the full amount owed), you can mark the delivery tickets on the summary invoice as paid. Suppose that a summary invoice includes 10 individual delivery tickets, but the customer sends only enough money to pay for nine, since the tenth is disputed. You can mark the unpaid tickets and leave the disputed ticket unmarked.

Note: If you have remarks set up for the customer, they display in the A/R Specials dialog box. After view the remarks, click OK.

In the Accounts Receivable Posting window, shown in the figure below, you can post A/R invoices and credits, make adjustments and corrections, and post A/R deposits. You can also view and add A/R specials.

This handout provides a brief overview of how the graphical A/R functions work. For more detailed information, consult your online documentation or visit the ECI Customer Support Center.



Posting PaymentsThere are five steps to posting a customer’s payment:

1. Select the customer.

2. Specify the batch information.

3. Specify the payment information.

4. Select the payment method.

5. Post the marked invoices.

Selecting a Customer

1. From the Master Menu, double-click . The Accounts Receivable Posting window opens and displays the Payments tab by default.

2. Select a customer using one of the following methods:

• Click the ID or Name box, enter the customer’s information, and press Enter. These boxes are shown in bold, indicating you can use them to search.

• Click next to the Customer ID box. The Customer Query dialog box opens. To find the correct customer, you can scroll up and down the list or enter search terms in the top of the dialog box. Click a customer to select it and click OK.

Note: To automatically update the customer’s history with the payment date, check number, and amount when payments are posted, check the Update Customer History box in the Accounts Receivable Payments tab.

Specifying Batch InformationAfter you select a customer, the Batch Information dialog box opens. This dialog box lets you enter the batch number, the general ledger control number for these postings, and the posting date.

1. In the Batch box, enter the batch number for this posting or click the down arrow and select one of the available batch numbers.

2. The Control G/L box displays the general ledger control number for this posting. This information comes from the A/R Control field in the (L2) G/L Master Numbers screen. This is the general ledger account for the accounts receivable balance, if you are live on general ledger. We recommend you change the A/R Control number in the (L2) screen and accept the default when posting in the Accounts Receivable Posting window. To change the number in this box, enter the number to use or click to query.

3. The Cash G/L box displays the general ledger cash account number for this posting. This information comes from the A/R Cash field in the (L2) screen. To change the number in this box, enter the number to use or click to query.

4. In the Post Date box, enter the posting date for this transaction or accept the default date.



5. Click OK.

Specifying Payment Information

1. Click or type Ctrl + N. You can also click the Edit menu and select Payment Selection, or click Enter Payments to Invoices. The A/R Posting Invoice Selection dialog box opens.

2. Enter the customer’s payment information. For example, the customer may choose to pay by cash, check, credit card, credit memo, or a combination of each.

Paying by Cash or Check1. To post a cash or check payment, enter the customer’s check number or type CASH in the Check # box.



You can enter up to eight characters in this box.

2. In the Chk Amount box, enter the amount for this posting, including the decimal point.

3. Check the Include Disputed Invoices box to include disputed invoices in the posting, or leave it blank to exclude them.

4. Check the Include Credit Invoices box to include any customer credit invoices in the posting, or leave it blank to exclude them.

5. When hand-marking invoices to pay, check the Display Credit Invoices in Payment Grid box to apply a portion of a credit invoice instead of the entire amount. The credits display in the A/R Payments tab so you can specify the amount to apply.

6. Go to Selecting a Payment Method.

Paying by Credit Card in DDMSPLUS™1. To post a credit card payment in DDMSPLUS™, click View next to the Credit Card Amt box. The Credit

Card Information displays at the bottom of the dialog box and lists all the credit cards currently set up for the selected customer.

2. If the customer has credit cards on file, you can select one to use for this posting. The selected card’s number automatically displays in the Credit Card Number box. To use a new credit card, enter the new card information in the Payment Solutions window after you click Post Payments to A/R.

Note: To post credit card payments, you must set one parameter. The Allow Credit Card Payments in A/R Quick Pay field in the (LA2) A/R Parameters screen must be set to Y. If this field is set to N or left blank, you cannot post credit card payments.

3. In the Amount box, enter the amount for this posting, including the decimal point.







Paying by Credit Card in DDMS®1. To post a credit card payment in DDMS®, click View next to the Credit Card Amt box. The Credit Card

Information displays at the bottom of the dialog box and lists all the credit cards currently set up for the selected customer. If the customer has credit cards on file, you can select one to use for this posting, or you can enter different credit card information.

To use a displayed credit card, click the card. The system displays the card’s information in the Credit Card Number through Pay Balance boxes. Click the Name box and enter the name of the individual that appears on the card. Enter the name exactly as it appears on the card. In the Amount box, enter the amount for this posting, including the decimal point.

2. To use a new credit card, click the Credit Card Number through Pay Balance boxes and enter the credit card information for this posting. In the Credit Card Number box, enter the new card number for this posting.


3. In the Name box, enter the name of the individual that appears on the card. Enter the name exactly as it appears on the card.

4. In the Expiration Date box, enter the date the credit card expires.

5. Click the Credit Card Type drop-down menu and select the type of credit card to use for this posting, such as Visa or Mastercard®.

6. In the Amount box, enter the amount for this posting, including the decimal point.





Paying by Credit Memo1. To post a credit memo payment, click View next to the Credit Amt box. The Credit Invoice Selection

information displays at the bottom of the dialog box and lists all the credit invoices for the customer.



2. Check the boxes next to the credit invoices to apply towards this posting, or click Select All to select all the available credit invoices. As you mark credit invoices, the amount in the Credit Amt box increases. To deselect all the credit invoices you have marked, click Clear All.



5. Continue to the next heading.

Selecting a Payment MethodAfter you specify payment information for this posting, you must select the invoices to pay. You can do this by using any of the following methods:

• Setting limits for paying invoices

• Marking individual invoices to pay

• Retrieving individual invoices to pay

• Adding individual invoices to pay

Setting Limits for Paying Invoices1. To set limits for the invoices to pay, you can use the A/R Posting Invoice Selection dialog box. The Pay

From Date through Date of Statement boxes let you enter information. Click the box by which to limit and enter the appropriate information.

• Pay From Date/Pay To Date

• Short Customer P/O

• Long Customer P/O

• Department

• Date of Statement

• Include Disputed Invoices

• Include Credit Invoices

• Suppress Zero Balance Invoices

Note: To clear the selected invoice payments, click Clear all Fields and reselect the payment option.

2. After you select the payment option, click Search and Mark.

Note: If you’re posting a credit card payment and are set up to use an authorization system, such as Approval Link, the Approve message displays. This message lets you determine whether to have the customer’s credit card approved before posting the payment(s). To approve the card, you must enter the approval code before you post the payment(s). If you have posted credit card payments for this customer in the past and have entered the approval code, you can click On File to use the approval code previously entered. If you skip this step, payments are automatically posted. When the Complete message displays, click OK.



3. The search begins for any outstanding invoices that meet the criteria you entered. If an outstanding invoice is found, the payment is automatically applied, beginning with the lowest invoice number. All outstanding invoices are paid until one that cannot be completely paid is reached or until there is no money left over.

• If the available amount matches the total outstanding invoices due, the Post to Account window opens, and the Are You Sure Message displays. Click Yes.

• If the amount is not sufficient to pay all of the outstanding invoices, as much of the invoice bal-ance as possible is applied to the first invoice that cannot be paid off complete is reached. The Partial Payment window opens and lists the invoice number that was partially paid, as well as the amount applied. Click OK. At this point, the Amount Due box is updated and displays the un-paid remainder of the invoice.

• If the amount was greater than the outstanding invoices, a message indicating that you have not applied all of the available funds displays. In this case, you can now post the remaining money as a credit memo. See the heading Posting an Overpayment for more information.

4. If you’re posting a cash or check payment, click OK when the Complete message displays.

If you’re posting a credit card payment, the Approve message displays. This message lets you determine whether to have the customer’s credit card approved before posting the payments. If you specify to approve the card, you must enter the approval code before posting payments. If you decide not to approve the card, the payments are automatically posted. When the Complete message displays, click OK.

Note: If you have posted credit card payments for this customer in the past and have entered the approval code, you can click On File to use the Approval Code that was previously entered.

After you click OK, the customer’s balance in Customer History (C-AUX) is updated. The AR-BATCH and AR-MASTER files are also updated.

5. Go to Posting the Marked Invoices.

Marking Individual Invoices to Pay1. To mark invoices to pay, click Hand Mark to exit the A/R Posting Invoice Selection dialog box and return

to the A/R Payments tab.

Note: Once you return to the Payments tab, the payment information displays in the Payment Information boxes, including the amount you have available in the Available box. As you mark invoices, the amount in the Applied box increases, and the Available amount decreases.

2. The customer’s outstanding invoices display at the bottom of the Payments tab.

• To mark an invoice for payment, check the box next to the invoice to pay. You can continue to mark invoices until all of the invoices to pay have been checked.

• To use a credit amount as a payment, check the box next to the credit to apply. To use only a portion of the credit amount, double-click the credit amount or click the credit and type Ctrl + P. You can also right-click the credit and select Adjust Payment Detail Line. When the Adjust Line Item dialog box opens, click the Payment Amount box and enter the amount of this credit to use



as payment. For example, to change the amount from $300 to $200, click the Payment Amount box and enter 200. The amount you enter is applied during this posting session. Any remaining credit can be used later.

Note: To clear a selected invoice, check the box next to it. To clear all of the selected invoices, type Ctrl + U, or click the Edit menu and select Unselect Invoices for Payment.


Retrieving Individual Invoices to Pay1. To retrieve invoices to pay, click Hand Mark to exit the A/R Posting Invoice Selection dialog box and

return to the A/R Payments tab.

Note: Once you return to the Payments tab, the payment information displays in the Payment Information boxes, including the amount you have available in the Available box. As you mark invoices, the amount in the Applied box increases, and the Available amount decreases.

2. The customer’s outstanding invoices display at the bottom of the Payments tab. If the invoice to pay is not shown, you can retrieve it using the invoice number, the short purchase order number, or the long purchase order number. These boxes are shown in the Find Invoice portion of the Payments tab.

3. To retrieve an invoice, click one of the following boxes and enter the appropriate information.

• Invoice

• Short PO

• Long PO

4. After you enter the invoice, short purchase order number, or the long purchase order number, press Enter. The invoice is highlighted at the bottom of the Payments tab.

5. To mark the invoice for payment, click the check box next to the invoice. You can continue to mark invoices until all of the invoices to pay are checked.

Note: To clear a selected invoice, check the box next to it. To clear all of the selected invoices, type Ctrl + U or click the Edit menu and click Unselect Invoices for Payment.


Adding Individual Invoices to Pay1. To add invoices to pay, click Hand Mark to exit the A/R Posting Invoice Selection dialog box and return

to the A/R Payments tab.

Note: Once you return to the Payments tab, the payment information appears in the Payment Information boxes, including the amount you have available in the Available box. As you mark invoices, the amount in the Applied box increases, and the Available amount decreases.

2. The customer’s outstanding invoices display at the bottom of the Payments tab. If the invoice to pay is

not shown, or to add a new invoice, click or type Ctrl + J.

3. The Add New Posting dialog box opens. Click the Invoice Number box and enter an existing or new invoice number. Press Enter.



4. The system searches the AR-MASTER and journal files for the invoice number, including any zero balance invoices. If the invoice number does not exist, the Invoice Not Found message displays. Click Yes to create a new invoice. This allows you to post a payment to the new invoice.

Note: When creating a new invoice, the salesperson is set to the salesperson in the Customer window. The department is left blank for this new posting. If you are posting for multiple accounts, you must also retrieve the customer.

5. In the Charge $ and Payment $ boxes, enter the amount for this invoice.

To increase the A/R balance, enter an amount in the Charge $ box. For example, to increase the A/R balance by $100, you would enter 100.00 in this box.

To decrease the A/R balance, enter an amount in the Payment $ box. For example, to decrease the A/R balance by $100.00, you would enter 100.00 in this box.

Note: If you enter and then apply a charge to the invoice, it appears as a negative payment.

6. Click the Discount $ box and enter the discount amount for this posting, if any.

7. In the Remarks box, enter text to describe this posting.

8. When finished, click OK. The Payments tab reopens, displaying the invoice information you specified at the bottom of the tab. The invoice is automatically checked for posting. Any credit (negative) postings appear in red.

Note: If you added a new invoice and cleared the box for posting, the invoice is automatically removed from the list.

9. Continue to the next heading.

Posting the Marked InvoicesAfter you’ve marked all the invoices to pay, you can post them. Until the invoices are actually posted, you can exit the Accounts Receivable Posting window without posting anything. For more details on exiting without posting, see Canceling the Transaction.

Note: To automatically update the customer’s history with the payment date, check number, and amount when payments are posted, check the Update Customer History box in the Accounts Receivable Payments tab. For details, see Updating Customer History.

1. Click or type Ctrl + O. You can also click the Action menu and select Post, or click Post Payments to A/R.

If the Available amount is greater than the invoices you selected to pay, a message displays that indicates you have not applied all of the available funds. In this case, you can post the remainder as a credit memo. See Posting an Overpayment. You can also post the remainder to another account. See Posting Remaining Funds to Another Account.

2. If the Available amount matches the total amount of the invoices you are paying, the Are You Sure message displays. Click Yes.



3. If you are posting a credit card payment in DDMSPLUS, the Payment Solutions window opens, displaying the credit card information for the card selected. To accept the credit card for this payment, enter the CVV (Card Verification Number), if required. To change the credit card, click the Change link and enter the credit card number, expiration date, and CVV number for the card to be billed. After verifying the customer’s billing information, click Pay Now. At the Payment Services Processing Complete message, click Continue.

4. If you are posting a credit card payment in DDMS, the Approve prompt displays. If you decide to approve the card, you must enter the approval code before posting payments. If you proceed without approving the card first, the payments are automatically posted.

Note: In DDMS, if you have posted credit card payments for this customer before, you can click On File to use the approval code previously entered. Also, if the Prompt for Address Verification on Credit Card Payments field in the (LA2) A/R Parameters screen is set to Y, you are prompted to enter the customer’s address.

5. At the Complete message, click OK. The customers’ balances are updated. The AR-BATCH and AR-MASTER files are also updated.

Canceling the TransactionIn the Accounts Receivable Payments tab, you can cancel the transaction before you post any payments to the customer’s invoices.

1. Click Cancel Payments.

2. At the Are You Sure prompt, click Yes. The boxes in the Accounts Receivable Posting window are cleared.

Updating Customer History1. In the Accounts Receivable Payments tab, check the Update Customer History box.

2. The customer’s history information is updated with the payment date, check number, and amount when payments are posted. This information is displayed in the Last Payment boxes in the Accounts Receivable Post/Change tab.

Note: Generally, you should update this information. You may choose not to update check information if you are using a check to make adjustments to an account or making adjustments to a check register.

Posting an OverpaymentIf you have funds remaining after posting an invoice payment, you can create a credit memo.

• The You Have Not Applied All Of The Available Funds, Do You Still Want To Post prompt displays if you have funds remaining when you click Post Payments To A/R. Click Yes. The Post Remaining Amount dialog box opens and defaults to credit memo number 1-0. You can change the credit memo number, or you can accept the default. Click OK to post the credit memo to the customer’s account. At the Complete message, click OK. The customer’s balance is updated. The AR-BATCH and AR-MASTER files are also updated.

• When you click Yes at the Do You Still Want To Post prompt and you are paying by credit card, the Sage Payment Solutions window opens. Enter your credit card information and click Pay Now. At the Approved message, click Continue.



Note: You can adjust an invoice using the Adjust Line Item dialog box. You can change the amount of the posting and the discount amount. For details, see Adjusting Payment Detail.

Posting Remaining Funds to Another AccountIf you have funds remaining after posting an invoice payment, you can post the remaining funds to two or more accounts. This is common for agencies such as school boards and the government. This lets you apply a specific amount to several different customer accounts.

Suppose you receive a school board check that must be posted to two separate accounts—a high school and a middle school, for example. After posting a portion of the funds to the high school, you would continue posting the remaining funds to the middle school account. To do this, you must have additional funds remaining after posting to the first account.

1. After you finish posting payments for the first account and you have funds remaining, the You Have Not Applied All Of The Available Funds, Do You Still Want To Post prompt displays. Click Post/New.

Note: To use this payment method, you must have additional funds remaining after posting to the first account. The Available box in the Payments tab should display a remaining amount.

• When you click Post/New and you are paying by credit card, the Sage Payment Solutions win-dow opens. Enter your credit card information and click Pay Now. At the Approved message, click Continue.

2. The payment amount is posted to the first account and the Complete message displays. Click OK.

3. The cursor returns to the Name or ID box so you can select the next customer to post the remaining amount.

4. After you select the customer, the customer’s invoices display at the bottom of the Payments tab. Scroll through the displayed invoices and select the invoices to pay.

Note: To clear a selected invoice, click the box next to it. To clear all of the selected invoices, type Ctrl + U or click the Edit menu and select Unselect Invoices for Payment.

5. After you finish marking invoices, you can pay them.

Note: When posting to another account, you must post all your remaining funds to exit A/R.

Using the Accounts Receivable Customer Group FeatureThis feature works with the Group box in the Customer Master tab. It lets you retrieve customers assigned to a specific group. Suppose you have several accounts that always pay with one check. By assigning the master account the same group code, you can post payments for customer groups.

Note: To use this feature, you must assign the customer a group code in the Group box in the Customer Master tab. You can also use the Group box in the Customer Master tab to sort your customer reports with the Report Writer. The information you enter in this box is stored in the C-INFO file.

Once you have assigned group codes to your customer accounts, you can retrieve customers by group code in the Accounts Receivable Posting window. To do so, enter the group code in the Group box. After you enter the group code, the invoices display at the bottom of the window. The top section of the window remains blank until you select an invoice. Each time you click an invoice, the customer’s name and address appears in the top section of the window. This lets you quickly identify the invoices for each customer.



Note: This feature is not included in all software packages and may require authorization. For more information, contact ECI Sales.

Another advantage in using the Group feature is that you can set it up at any time. It is not necessary to set it up before creating invoices in Order Entry. You can immediately begin using the feature in A/R. As with paying multiple accounts with one check, as long as you check the Update Customer History box, each customer’s account is updated with the payment date, amount, and check number.

Posting Payments for a Summary InvoiceYou can post a payment to a customer who receives summary billings. A summary billing consolidates a number of individual orders into a single summary invoice.

1. From the Master Menu, double-click .

2. Select the customer for whom you are posting a summary payment.

3. After you select the customer, the Batch Information dialog box opens. Enter the batch number, posting date, and Control G/L number. Click OK.



4. Click .

5. In the A/R Posting Invoice Selection dialog box, you must enter the customer’s payment information. For example, the customer may pay by cash, check, credit card, credit memo amount, or a combination of each. For instructions, refer back to Specifying Payment Information.

6. To mark a summary invoice to pay, click Hand Mark.

7. The customer’s outstanding invoices display at the bottom of the Payments tab. To mark a summary invoice for payment, check the box next to it.

8. To post a payment, click . Messages notifying you that a payment has been posted display. If you are a posting a credit card payment, you may also be prompted to approve the customer’s credit card.

9. After you click OK to post the payments, the customer’s balance is updated. The AR-BATCH and AR-MASTER files are also updated.

10. If you posted a partial payment, you can now mark the delivery tickets on the summary invoice as paid. Suppose that a summary invoice includes 10 individual delivery tickets, but the customer pays only enough for nine, since the tenth is disputed. You can mark the nine paid tickets and leave the disputed ticket unmarked. To do so, click the summary invoice at the bottom of the window and type Ctrl + S.

11. The Summary Invoice Detail dialog box opens. Click each ticket in the summary invoice that has been paid. The tickets are marked with a Y.

12. When you finish marking tickets, click OK.



Quick Pay PostingYou can apply a payment to multiple accounts at once using the quick pay posting method. When you post the payments, Quick Pay posts the check number, date, and last payment information to all accounts. The program also updates the 30 Days, 60 Days, and 90+ Days boxes in the Customer Credit tab for every account for which you paid invoices. In addition, the Check # field in the C-AUX file is updated for all posted accounts.


2. Click or type Ctrl + Y. You can also click the Action menu and select Pay Multiple Accounts.

3. The Batch Information dialog box opens. You can use this dialog box to specify the batch number, the general ledger control number for these postings, and the posting date. Click each box and enter the information.

4. Click OK. The Invoice Selection dialog box opens.

Note: When the Invoice Selection dialog box opens, the Search and Mark option is not available. This option does not apply when making payments using Quick Pay posting.

5. Enter the customer’s payment information.

• Paying by Cash or Check: Enter the customer’s check number or type CASH in the Check # box. You can enter up to eight characters in this box. The check number is reported to the check reg-ister. In the Chk Amount box, enter the amount for this posting, including the decimal point. You can specify up to seven digits before the decimal, and two digits after the decimal. Unless the payment amount is an even dollar amount, you must include the decimal point. For example, if the check is for $250.34 and you enter 25034, the account is credited $25,034. However, if the check is for $250.00, you can enter 250.

• Paying by Credit Card: See Paying by Credit Card in DDMSPLUS or Paying by Credit Card in DDMS.




• Paying by Credit Memo: Click View next to the Credit Amt box. The Credit Invoice Selection information displays at the bottom of the dialog box and lists all the credit invoices for the cus-tomer. Check the boxes next to the credit invoices to apply towards this posting, or click Select All to select all the available credit invoices. As you mark credit invoices, the amount in the Credit Amt box increases. To deselect all the credit invoices you have marked, click Clear All.

6. Click Hand Mark.

7. At the Update Customer History With Check prompt:

• Click Yes to update the Last Payment, Of $, and On Check # boxes in the Customer History win-dow.

• Click No to leave these boxes as they are.

8. In the Payments tab, the cursor moves to the Invoice box. Enter the invoice number to which to apply the payment, including the extension number, and press Enter. If you enter an invalid invoice number, the cursor returns to the Invoice box. You can also enter a credit invoice number to apply a credit amount to this invoice.

9. When you enter a valid invoice number, the invoice information displays at the bottom of the tab, along with the Pay Invoice prompt.

To pay the invoice, click Yes. Click No to return to the Invoice box and enter a different invoice number.

• If your payment amount is sufficient to pay the invoices, the amount in the Available box de-creases, and the amount in the Applied box increases by the amount applied.

• If your payment amount is not sufficient to pay the invoices, the Partial Payment dialog box opens and lists the invoice number that was partially paid, along with the amount that was ap-plied. Click OK. At this point, the Amount Due box is updated with the remaining amount of the invoice that could not be paid.

10. In the Payments tab, the cursor returns to the Invoice box so you can continue entering invoice numbers to pay.

Note: Until the invoices are actually posted, you can always exit the Accounts Receivable Posting window without posting anything. Click Cancel Payments. You are prompted to cancel the transaction.

11. Click Post Payments to A/R.

• If the Available amount is greater than the invoices you selected to pay, and you are paying by cash, check, or credit memo, the You Have Not Applied All the Available Funds, Do You Still Want to Post prompt displays. If you click Yes, the Post Remaining Amount dialog box opens and de-faults to credit memo number 1-0. You can change the credit memo number, or you can accept the default. Click OK to post the credit memo to the customer’s account.

• If the Available amount is greater than the invoices you selected to pay, and you are paying by credit card, the You Have Not Applied All the Available Funds, Do You Want to Post Only the Ap-plied Amount to the Card prompt displays. If you click No, the Post Remaining Amount dialog box opens and defaults to credit memo number 1-0. You can change the credit memo number, or you can accept the default. Click OK to post the credit memo to the customer’s account.



12. If the Available amount matches the total amount of the invoices you are paying, the Are You Sure message displays. Click Yes.

13. If you are posting a credit card payment in DDMSPLUS, the Payment Solutions window opens, displaying the credit card information for the card selected. To accept the credit card for this payment, enter the CVV (Card Verification Number), if required. To change the credit card, click the Change link and enter the credit card number, expiration date, and CVV number for the card to be billed. After verifying the customer’s billing information, click Pay Now. At the Payment Services Processing Complete message, click Continue.

14. If you are posting a credit card payment in DDMS, the Approve prompt displays. If you decide to approve the card, you must enter the approval code before posting payments. If you proceed without approving the card first, the payments are automatically posted.

Note: In DDMS, if you have posted credit card payments for this customer before, you can click On File to use the approval code previously entered. Also, if the Prompt for Address Verification on Credit Card Payments field in the (LA2) A/R Parameters screen is set to Y, you are prompted to enter the customer’s address.

15. At the Complete message, click OK. The customers’ balances are updated. The AR-BATCH and AR-MASTER files are also updated. In addition, the aged totals in the Aged Invoice Totals section of the Payments tab are updated.

Adjusting Payment DetailIf you make a mistake when posting, you can adjust the invoice in the Adjust Line Item dialog box. You can change the amount of the posting, as well as the discount amount.

1. In the Accounts Receivable Payments tab, click the invoice to change.

2. Once the invoice is highlighted, type Ctrl + P or click the Edit menu and click Adjust Payment Detail Line.



3. The Adjust Line Item dialog box opens. This dialog box lists the invoice number, date, balance, payment amount, discount amount, total amount due, and reverse G/L account number. This dialog box also shows the discount and net dates and any notes concerning whether this invoice was disputed. You can change the payment amount and discount amount.

4. When you finish, click OK.

Posting a New Invoice

1. From the Master Menu, double-click . The Accounts Receivable Posting window opens and displays the Payments tab.

2. Click the Post/Change tab and select the customer for whom you are posting a new invoice.

3. After you select the customer, the Batch Information dialog box opens. Enter the batch number, posting date, and Control G/L number. Click OK.

4. Click . The New Posting boxes display.



5. In the Invoice # box, enter an invoice number and press Tab.

6. In the Date box, enter the invoice due date in one string. For example, to enter a date of 02/05/2004, enter 02052004. Press Tab.

7. In the Charges box, enter the total amount due, including tax. Be sure to include the decimal. You can enter up to seven numerals before the decimal and two numerals after the decimal.

8. Click the Remarks box and enter any remarks for this transaction, or you can accept the default remarks (INVOICE). You can enter up to 11 alphanumeric characters. Enter the new remarks over the existing information.

Note: The Reverse G/L box displays the offsetting general ledger number for the control G/L specified when beginning the procedure. For debit transactions (such as invoices), the Reverse GL box defaults to the G/L number in the Sales Control field in the text-based (L2) G/L Master Numbers screen. You should only change the Reverse GL box when adjusting the reverse G/L number.

9. Click OK. You can continue to enter additional invoices for this customer, or select a different customer.

10. Click .

11. At the Are You Sure prompt, click Yes.



12. At the Complete message, click OK. The customer’s balance, as well as the AR-BATCH and AR-MASTER files, are updated.

Posting Credits


2. Click the Post/Change tab and select the customer for whom you are posting a credit.

3. The Batch Information dialog box opens. Enter the batch number, posting date, and Control G/L number. Click OK.

4. Click .

5. Click the down arrow in the Type box and select Credit. Press Tab.

6. In the Invoice # box, enter an invoice number for this credit. Credits should have invoice numbers lower than regular invoice numbers. For example, if your lowest invoice number is 1000, use 100 as a number for a credit invoice. This makes it easier to apply the credit later, when you’re posting payments for this customer. Press Tab.

7. In the Date box, enter the date for the credit, or you can accept the default date. Enter the date in one string. For example, to enter a date of 02/05/2004, enter 02052004.

8. Click the Payments box and enter the total amount due, including tax. Be sure to enter the decimal. Credits are entered in the Payments box because payments reduce the A/R balance. You can enter up to seven numerals before the decimal and two numerals after the decimal.

9. Check the Remarks box to enter any remarks for this transaction, or accept the default remarks (CREDIT). You can enter up to 11 alphanumeric characters.

Note: The Reverse GL box displays the offsetting general ledger number for the control G/L number entered when beginning the procedure. For debit transactions, such as invoices, the Reverse GL box defaults to the G/L number in the Sales Control field in the text-based (L2) G/L Master Numbers screen. You should only change the Reverse GL box when adjusting the reverse G/L number.

10. Click OK. You can enter additional credits for this customer, or select a different customer.

11. Click .


13. At the Complete message, click OK. The customer’s balance is updated. The AR-BATCH and AR-MASTER files are also updated.



Adjusting and Correcting A/RAn important feature of the Accounts Receivable Posting window is the ability to make adjustments and corrections.

Through this window, you can adjust the following figures for an invoice:

• Charges

• Payments

• Purchase Order Numbers

• Dates

• Discounts

You change charges and payments by adjusting entries to correct the balance. For example, if the charge amount for an invoice is $10.00 too high, you make an Adjusting entry and specify a $10.00 payment, thus offsetting the excess charge amount and correcting the balance. You can make changes to purchase order numbers, dates, and discounts directly, without creating Adjusting entries.

Understanding Control and Reverse Numbers for A/RWhen you make adjustments, it’s very important that you use the correct general ledger accounts. The system uses standard double-entry accounting. This means that to make a change, you need to debit or credit one account, and then make an entry for the same amount in an offsetting account.

For example, when you post payments, the A/R control account is credited, and the cash in bank account is debited. The cash in bank account is the offsetting account for this transaction. The offsetting account is also called the reverse account.

Conversely, when you post an invoice, the A/R control account is debited, and the sales account is credited.

When you make adjustments in A/R, you should always specify the A/R control account as the control account for your transaction.

Note: The A/R control account number is specified in the A/R Control field in the text-based (L2) G/L Master Numbers screen.

However, the account you specify as the reverse account varies, depending on the transaction. Each A/R type code has a default reverse account, which is the appropriate one to choose for the corresponding transaction. The default reverse accounts for each A/R type code are below.

A/R Type Default Reverse AccountInvoices Sales Control AccountCredits Sales Control Account

Payments Cash in Bank AccountAdjustments Sales Control Account

Suppose you’re making an adjustment because a payment was made to the wrong account. In this case, you would specify the cash in bank account as the reverse account, since that was the reverse account for the original payment (the posting you’re trying to correct).



On the other hand, if you’re making an adjustment to write off a bad debt, you would specify the account for bad debt as the reverse account.

Note: If you are not live on G/L, don’t worry about the reverse account. Simply accept the default reverse account for each transaction.

Posting an Adjustment


2. Click the Post/Change tab and select the customer for whom you are posting an adjustment.

3. The Batch Information dialog box opens. Enter the batch number, posting date, and control G/L number. Click OK.

4. Click .

5. Click the Type drop-down menu and select Adjustment. Press Tab.

6. In the Invoice # box, enter the number of the invoice to adjust.

7. In the Date box, you can enter a different date for this adjustment, or you can accept the default date. Enter the date in one string. For example, to enter a date of 02/05/2004, enter 02052004. Press Tab.

8. In the Charges or Payments boxes, enter the adjustment for this invoice.

• To increase the A/R balance, make an adjustment in the Charges box. For example, to increase the A/R balance by $100, enter 100.00 in the Charges box.

• To decrease the A/R balance, make an adjustment in the Payments box.

9. Click the Reverse G/L box and enter the appropriate reverse general ledger number. Press Tab. If you are not using General Ledger, you don’t need to do this—just accept the default reverse account.

10. In the Remarks box, you can enter text to describe this adjustment, or you can accept the default remarks. You can enter up to 11 alphanumeric characters.

11. Click .


Changing Purchase Orders, Dates, and Discounts


2. Click the Post/Change tab and select the customer for whom you are posting an adjustment.




4. A list of invoices displays at the bottom of the Accounts Receivable Posting window. Select the invoice to change. You can select it by:

• Scrolling through the list of invoices using the up and down arrow keys. When the correct in-voice displays, click it.

• Using the Invoice, Short PO, and Long PO boxes. Click one of the boxes and enter the number. Press Enter. When the correct invoice displays, click it.

5. Click .

6. When the Change Invoice boxes open, you can change the Short P/O, Long P/O, Disc Date, Net Date, Inv Date, Discount, and Disputed boxes. Click OK.

7. Click to post the changes.


9. At the Complete message, click OK. The invoice is updated with the information you specified.

Correcting a Payment Made to the Wrong Account


2. Select the customer for whom you are posting an adjustment.


4. Click .

5. Click the Type drop-down box and select Adjustment. Press Tab.

6. In the Invoice # box, enter the number of the invoice to adjust.

7. In the Date box, you can enter a different date for this adjustment, or you can accept the default date. Enter the date in one string. For example, to enter a date of 02/05/2004, enter 02052004. Press Tab.

8. To correct a payment made to the wrong account, you need to increase the A/R balance, so make your adjustment in the Charges box. Suppose you accidentally posted a $100.00 payment to the wrong account. Correct it by making an adjusting entry to offset the incorrect posting. In the adjusting entry, you enter $100.00 in the Charges box, which restores the correct balance.

9. In the Reverse G/L box, enter the number for the cash in bank account, since the incorrect entry, which you are now offsetting, used that account as the reverse. If you are not live on general ledger, you do not need to enter the reverse GL account—just accept the default.



10. In the Remarks box, you can enter text to describe this adjustment or accept the default remarks. You can enter up to 11 alphanumeric characters.

11. Click OK.

12. To save your changes, click .


Note: After completing the adjustment, post the payment to the correct account. For instructions, refer back to Posting Payments.

Writing Off a Bad Debt


2. Click the Post/Change tab.

3. Select the customer for whom you are writing off a debt.


5. Click .

6. Click the Type drop-down menu and select Adjustment. Press Tab.

7. In the Invoice # box, enter the invoice number to adjust.

8. In the Date box, enter a different date or accept the default date. Enter the date using numbers only. For example, to enter a date of 02/05/2014, enter 02052014. Press Tab.

9. To write off a bad debt, you need to decrease the A/R balance, so make your adjustment in the Payments box. For example, to write off a bad debt of $100.00, enter 100.00.

10. In the Reverse G/L box, enter the appropriate reverse general ledger number for your adjustment. In this case, enter your bad debt account as the reverse. If you’re not using general ledger, you can just accept the default reverse account.

11. In the Remarks box, you can enter text to describe this adjustment, or you can accept the default remarks. You can enter up to 11 alphanumeric characters.

12. Click OK.

13. Click to save your changes.




Changing the Batch NumberNote: You can only change the batch information between customers.

1. Click .

2. When the Batch Information dialog box opens, enter a the new batch number for this posting or click the down arrow and choose one of the available batch numbers.

Note: The Control G/L box displays the general ledger control number for this posting. This information comes from the A/R Control field in the (L2) screen. This is the general ledger account for the accounts receivable balance, if you are live on general ledger. ECI recommends that you only change the A/R control number in the (L2) screen and accept the default when posting in the Accounts Receivable Posting window.

3. In the Post Date box, you can type a new date for this posting or accept the default date. You may need to back date a posting. Perhaps it should have been made Friday, but you couldn’t post it until Monday.

4. After you finish entering batch information, click OK.

Viewing Information While PostingYou can view additional information in the Accounts Receivable Posting window.

• To view specials set up for the displayed customer, click , type Ctrl + M, or click the View menu and choose Customer Specials. For more information, see the heading Adding and Viewing A/R Specials.

• To view customer information in the Customer window, type Ctrl + C, or click the View Menu and choose Customer Information.

• To view specials attached to a specific invoice, click the invoice and type Ctrl + A, or click the View menu and choose A/R Special. For details, see the heading Adding and Viewing A/R Specials.

• To access Order Entry History to view O/E information, type Ctrl + I or click the View menu and select Order Entry History.

• To access Accounts Receivable History, type Ctrl + H, or click the View menu and choose A/R History.

Adding and Viewing A/R Specials


2. Click the Post/Change tab and select the customer for whom you are adding or viewing accounts receivable specials.



3. The Batch Information dialog box opens and displays the batch number, posting date, and control general ledger number. At this point, you can enter the batch number and the posting date. Click OK.

4. Click . The A/R Specials dialog box opens. See the figure on the next page.

5. Use the A/R Specials dialog box to enter A/R Customer and A/R Invoice specials.

• To add a customer special, enter the text in the Customer A/R Specials portion of the dialog box. The text you enter displays each time you select this customer’s account. This text also prints on trial balance reports.

• To add an invoice special, enter the text in the Invoice A/R Specials portion of the dialog box. The text you enter appears each time you post to a particular invoice. In addition, this text prints on trial balance reports. Invoices with special text display with an asterisk (*) in the C column in the Payments tab. To view the special text, click the invoice, then right-click it and choose View A/R Specials. The A/R Specials dialog box opens.

6. When you finish entering specials, click OK.

Releasing A/R BatchesYou must release your A/R batches to general ledger daily. You release A/R batches through the text-based (O) Accounts Receivable Selectors and (OR) Accounts Receivable Reports screens. Before you release batches, we strongly recommend that you print the A/R Batch Report to determine your accounts balance. Save this report—it’s a valuable part of your audit trail, since it provides a daily accounting record of your A/R and order entry activity.

Note: Releasing batches is a dedicated function.

The A/R batches are held in the AR-BATCH file. A/R batches consist of any A/R posting transaction:

• Payments

• Adjustments

• Charges

• Credit Memos

Once you select the batches to release, the batches are deleted from the AR-BATCH file. These batches are posted to G/L if you set the Auto Post field in the (L2) screen to Y. If this field is set to N, the figures are cleared daily and are lost.

1. From the Master Menu, double-click . The Reports Menu opens.

2. From the Reports Menu, you can either access standard or custom A/R reports.

• Double-click . The text-based (OR) Accounts Receivable Reports screen opens. The available list of standard accounts receivable reports display. You can release batches in this screen.



• Double-click . The text-based (O) Accounts Receivable Selectors screen opens and displays custom A/R reports. You can release batches in this screen. This screen uses the Report Writer format.

Purging Completed InvoicesYou can purge (delete) or journalize your paid invoices through the (O) or (OR) screens.

Note: Paid invoices have a balance of zero.

You should periodically purge paid invoices to free disk space. By purging the AR-MASTER file, you ensure the file contains only current information, which keeps accounts receivable procedures fast and efficient.

The number of invoices you create and your business needs determine how often you should purge paid invoices. For example, if you frequently check customer accounts receivable activity, you can keep a month’s invoice in the current AR-MASTER file.

When you purge completed invoices, you can specify which paid invoices purge by using a cutoff date. Paid invoices with dates on or before the cutoff date are purged. Paid invoices dated later than the cutoff date are kept. When determining which paid invoices are old enough to be purged, you can use either the invoice date or the last date when an entry was made for the invoice in A/R. The Purge By Latest Date field in the text-based (LA2) A/R Parameters screen determines which date is used. If you set the Purge By Latest Date field to Y, the date of the last entry is the cutoff date. If you leave this field blank or set it to N, the invoice date is used as the cutoff date.

When purging invoices, three things occur:

• The Completed Invoices Report prints. It lists all of the invoices that were purged. It includes the following information for each invoice: customer, invoice number, date, total amount, and the number of days it took the customer to pay each invoice.

• The purged invoices can be completely removed, or you can save them in an accounts receivable journal. The parameter Journalize Purged Invoices in the (LA2) screen controls this option. To save purged invoices and any special text created for them, set this parameter to X. To save only the purged invoices, set the parameter to Y. If you save your purged invoices, you must name a file in which to store the journalized invoices. In most cases, you accept the default journal name: JNL-AR. When you begin a new year, rename your JNL-AR file to reflect that year’s invoices, JNL-04-AR, for example. This ensures that your JNL-AR file contains only the current year’s data.

• The Days box in the Customer History Total Sales tab is updated. This box shows the average number of days a customer takes to pay an invoice.


• Double-click . The text-based (OR) Accounts Receivable Reports screen opens. The available list of standard accounts receivable reports display.



• Double-click . The text-based (O) Accounts Receivable Selectors screen opens and displays custom A/R reports. This screen uses the Report Writer format.

Aging Accounts ReceivableAging accounts receivable is a critical function. It lets you know how old your customers’ unpaid invoices are, indicating the current financial standing of their accounts. To properly age accounts, you must base the aging on a particular date. Using the A/R parameters, you can age accounts from the invoice posting date, the discount due date, or a user-selected date. The aged receivable totals are calculated and posted to the C-AUX (customer history) file and are displayed in the Customer History window.

Aging updates the ages of your customer’s outstanding invoices, providing accurate figures for current balances and for balances that are over 30, 60, and 90 days old. When you age your customer balances, the following Aging boxes in the Customer Credit tab are updated: Balance, Current, 30 Days, 60 Days, and 90+ Days. The total accounts receivable figures in the text-based (PDA) President’s A/R screen are also updated.

Aging is a dedicated procedure. The age-only function updates the customer balances but does not print a report. You perform this function the (O) or (OR) screens.

Note: You can also age your customer accounts while printing a copy of the A/R Trial Balance Report in the (O) and (OR) screens. However, you must print the report without setting limits and without specifying a location. If you print this report and age customer accounts in the (O) screen, you must also enter Y in the Update field. Remember that if you age customer accounts while printing this report, it is a dedicated function. Make sure no one uses the system until the procedure is finished.



• Double-click . The text-based (OR) Accounts Receivable Reports screen opens. The list of standard accounts receivable reports display. You can release batches in this screen.

• Double-click . The text-based (O) Accounts Receivable Selectors screen opens and displays custom A/R reports. You can release batches in this screen. This screen uses the Report Writer format.

Posting Beginning BalancesWhen you’re ready to begin using A/R, you need to post the beginning balance for each customer. The beginning balance is the amount each customer currently owes you.

You can post beginning balances in two ways: by posting lump sums or by posting individual invoices.



When posting lump sums, you make a single posting for each account, entering the entire amount they owe you. This takes much less time but does not allow you to properly age existing invoices. For this reason, posting lump sums works best if the customer is paying their balance during the current billing period.

When you post individual invoices, your records are more detailed. In addition, you can enter the actual date for each invoice or the date to use for aging purposes. While this gives you the best records, it takes time, since you make an entry for each outstanding invoice and credit memo.

Note: Instead of posting beginning balances, you can have ECI® Content Services convert your existing accounts receivable files. This way, you have all of the advantages of posting individual invoices without spending the time to post them. Many dealers find this solution is the most cost-effective one. For more information, contact ECI Content Services.

Posting a Beginning Balance as a Lump SumYou can post beginning A/R balances as a lump sum. This requires fewer entries but doesn’t allow for proper aging. Unless you are sure the outstanding balance is to be paid within the current month, this may not be the best option.


2. Click the Post/Change tab and select the customer for whom you are posting beginning balances.

3. When the Batch Information dialog box opens, enter the batch number for your lump sum balance. To ensure your postings are accurate, number your batches to identify the person who did the posting. For example, the one posting the lump sums can use their order-writer number as a batch number. After one person completes a batch, have another person double-check the entries.

Note: The Control G/L box displays the general ledger control number for this posting. This information comes from the A/R Control field in the (L2) screen. This is the general ledger account for the A/R balance, if you’re live on general ledger. ECI recommends that you only change the A/R control number in the (L2) screen and accept the default when posting in the Accounts Receivable Posting window.

4. In the Post Date box, you can type a new date for your lump sum balance or accept the default date. When aging accounts, the invoice date is used. For this reason, you can enter a posting date that reflects the age of the beginning balance.

5. After you finish entering the batch information for this posting, click OK.

6. Click . The New Invoice boxes open at the bottom of the Post/Change tab.

7. Click the Type drop-down menu and select invoice.

8. Click the Invoice # box and enter an invoice number for the customer’s beginning balance. For example, you might enter BAL FWD or BEG BAL.



9. In the Charges box, enter the amount of the debit transaction. You can enter up to several numerals before the decimal and two numerals after the decimal.

10. In the Remarks box, you can enter the remarks for this transaction: BAL, FWD, or BEG BAL, for example. You can enter up to 11 alphanumeric characters in this box. Enter the new remarks over the existing information.

Note: The Reverse GL box displays the offsetting general ledger number for the control G/L number entered when beginning the procedure. For debit transactions (such as invoices), the Reverse GL box defaults to the G/L number in the Sales Control field in the (L2) screen. You should only change the Reverse GL box when adjusting the reverse G/L Number.

11. Click OK. When the cursor returns to the Customer Information boxes, you can select a different customer for whom to enter beginning balances.

12. When you finish posting balances, click .

13. At the Are You Sure Prompt, click Yes.

14. At the Complete message, click OK. The customer’s balance, the AR-BATCH, and AR-MASTER files are updated.

Posting a Beginning Balance for Each InvoiceWhen you post a balance for an individual invoice, you can post the invoice by the original invoice date or the aging date. However, you must make a posting for each invoice, which takes time.

1. From the Master Menu, double click . The Accounts Receivable Posting window opens and displays the Payments tab.


3. The Batch Information dialog box opens. Enter the batch number for the posting. To ensure your postings are accurate, number your batches to identify the posting person. For example, the one posting the invoices can use their order-writer number as a batch number. After one person completes a batch, have another person double-check the entries.


4. In the Post Date box, you can type a new date or accept the default date. The posting date indicates when a posting is made.

5. When finished, click OK.

6. Click .



7. The New Invoice boxes open at the bottom of the Post/Change tab. Click the Type drop-down menu and click Invoice.

8. Click the Invoice # box and enter the original invoice number.

9. In the Date box, enter the original invoice date. When aging invoices, this date is used.

10. In the Charges box, enter the total amount due, including tax. You can enter up to seven numerals before the decimal and two numerals after the decimal.

11. In the Remarks box, you can enter the remarks for this transaction, or you can accept the default remarks (INVOICE). You can enter up to 11 alphanumeric characters. Enter new remarks over the existing information.

Note: The Reverse GL box displays the offsetting general ledger number for the control G/L number entered when beginning the procedure. For debit transactions, such as invoices, the Reverse GL box defaults to the G/L number in the Sales control field in the (L2) screen. You should only change the Reverse GL box when adjusting the reverse G/L number.

12. Click OK. When the cursor returns to the Customer Information boxes, you can enter additional invoices for the customer or select a different customer for whom to enter beginning invoices.

13. When you finish posting beginning balances, click .


15. At the Complete message, click OK. The customer’s balance, the AR-BATCH file, and the AR-MASTER file are updated.

Posting Beginning Balance CreditsWhen you’re entering beginning balances for your customers, you may have a few accounts with credit balances.

Note: Do not create credits for returned merchandise in the Accounts Receivable Posting window. Instead, create a credit return in the Order Entry window. This ensures sales journal entries, inventory quantities, sales tax, customer history, and sales commissions are updated properly.

1. From the Master Menu, double click . The Accounts Receivable Posting window opens and displays the Payments tab.


3. The Batch Information dialog box opens. Enter the batch number for the posting. To ensure your postings are accurate, number your batches to identify the posting person. For example, the one posting the invoices can use their order-writer number as a batch number. After one person completes a batch, have another person double-check the entries.




4. In the Post Date box, you can type a new date or accept the default date. The posting date indicates when a posting is made.

5. When finished, click OK.

6. Next, click .

7. The New Invoice boxes open at the bottom of the Post/Change tab. Click the Type drop-down menu and click Credit.

8. In the Invoice # box, enter an invoice number for this credit. Credits should have invoice numbers that are lower than regular invoice numbers. For example, if your lowest invoice number is 1000, use 100 as a number for a credit invoice. This makes it easier to apply the credit later when you’re posting payments for this customer.

9. In the Date box, enter the original date for the credit.

10. In the Payments box, enter the total amount due, including tax. Credits are entered in the Payments box, because payments reduce the accounts receivable balance. You can enter up to seven numerals before the decimal and two numerals after the decimal.

11. In the Remarks box, you can enter the remarks for this transaction or accept the default remarks (CREDIT). You can enter up to 11 alphanumeric characters. Enter the new remarks over the existing information.


12. Click OK. When the cursor returns to the Customer Information boxes, you can enter additional credits for this customer or select a different customer for whom to enter beginning balance credits.

13. When you finish posting beginning balances, click .


15. At the Complete message, click OK. The customer’s balance, the AR-BATCH file, and the AR-MASTER file are updated.

Viewing A/R Batch Totals for All BatchesYou can view A/R batch totals for all A/R batches. You can view all of the invoices for all of the A/R batches. The grand total for all charges, credits, payments, and adjustments for all A/R batches also displays. In addition, you can view the grand total for cash, checks, and other (miscellaneous) payment methods for all batches.



1. From the Master Menu, double-click . The Accounts Receivable Posting window opens and displays the Payment tab by default.

2. Click the Batch Totals tab to display all totals for a specific batch.

3. To view totals for all batches, click the Batch drop-down menu and select All. The batch totals for all of your A/R batches display.

Viewing Batch Totals for a Particular Batch


2. Click the Batch Totals tab. All of the totals for a specific batch display.

3. To view totals for a different batch, click the Batch drop-down menu and select the batch to view. The batch totals for your batch display.



Viewing O/E History for a Particular Posting


2. Click the Batch Totals tab. All of the totals for a specific batch display.

3. To select one batch, click the Batch drop-down menu and select the batch number. The batch totals to display.

4. To view O/E history for a particular posting, click the invoice.

5. Click the View menu and select Order Entry History. The O/E History window opens and displays information for the selected posting.

6. When you finish, close the O/E History window.

Accounts Receivable DepositsWhen you receive a deposit from a customer, you can post it in the A/R Deposits dialog box. The deposit posts as a liability because it is security for the customer’s entire order and reduces the customer’s A/R. The deposit becomes an asset when you invoice the ticket.

If you also use Auto Apply when posting the deposit, it is automatically applied as a payment to the ticket once it is invoiced.

Understanding How Deposits Affect General LedgerThe following is an example of how deposits are posted to G/L when entered, applied to the invoice, voided, or forfeited. When voiding a deposit, it is assumed the credit is returned to the customer, either as cash or a credit to the customer’s account. Therefore, when you void a deposit, the amount is credited to the customer’s account, and you must adjust it accordingly. If the deposit is forfeited, it is assumed the money is not returned to the customer. Instead, it is placed in a Forfeit Deposits account listed in the text-based (L21) Additional G/L Master Numbers screen for accounting purposes.

Note: The Cash and A/R accounts are in the (L2) screen. The Customer Deposits and Forfeit Deposits accounts are in the (L21) screen. You must set up these accounts in the Chart of Accounts and in the parameter screens before you can enter deposit amounts.

When you enter a deposit:

Debit = Cash Account

Credit = Customer Deposits Account (L21)

When the deposit is applied:

Debit = Customer Deposit Account

Credit = Accounts Receivable Account (The amount is applied to the invoice, leaving a balance due on the customer’s account)

Note: If you use Auto Apply, deposits are automatically applied when the ticket is billed.



If the deposit is voided and a credit or cash is returned to the customer:

Debit = Customer Deposits

Credit = Accounts Receivable Account

A ticket is added to the customer’s account with the invoice specified in the A/R Deposit Void dialog box (the default is 2-0). The dealer must adjust it from A/R, depending on if the customer is receiving any money back.

If the deposit is forfeited, the customer does not receive the money back:

Debit = Customer Deposits Account

Credit = Forfeit Deposits Account (L21)

Creating a Deposit


2. Click the Action menu and select Deposits, or type Ctrl + D. The A/R Deposits dialog box opens.



3. Click the Apply To drop-down menu and select either Project or Invoice.

• If you select Project, the cursor moves to the Project Number box. If you know the project num-ber, enter it in this box. If you know the project name, click the Project Name box and enter the name. If you don’t remember the name or number, click to open the Project Query dialog box. Scroll through the list to find the correct customer. Click it and click OK.

• If you select Invoice, the cursor moves to the Order Number box. If you know the order number, enter it in this box. If you know the customer’s account number or name, click the Customer Acct # or Customer Name box and enter the account number or name. If you don’t remember the name or number, click to open the Order Browse or Customer Query dialog box. Scroll through the list to find the correct one. Click it and click OK.

4. When the cursor moves to the Deposit Amount box, you can enter the amount, or you can enter a percentage of the invoice or project the customer is depositing.

• Amount: Enter the amount in the Deposit Amount box, including the decimal. Press Enter to ac-cept the deposit amount.

• Percentage: Click the % of Order box and enter the percentage to post as a deposit. For exam-ple, if the customer is making a 10% deposit, type 10. Press Enter to accept the deposit percent-age.

5. Leave the Auto box next to the invoice checked to automatically apply the deposit as a payment to the ticket when it is invoiced.

Note: To view more information about this order in the O/E History window, right-click an invoice and select Display Order History. The O/E History window opens. When you finish viewing order entry history, close the O/E History window.

6. When you finish entering deposit information, click Accept.

7. In the Check # box in the Post tab, specify how the customer is paying for the deposit.

• Check: Select Pay By Check. Enter the check number in the Check # box.

• Credit Card: Select Pay By Credit Card. In DDMS, enter the credit card number in the CC # box. Enter the expiration date and credit card type in the Exp Date and CC Type boxes. The Address Verification boxes default to the address for the displayed customer. You can change the address if needed. In DDMSPLUS, select a credit card on file or enter a credit card number later.

Note: In the Print Options section of this tab, you can print the deposit receipt. The Format and Printer boxes display the default format and printer. This information comes from the text-based (LA5) Deposit Parameters screen.

8. When you finish entering information, click Post. The Updating Deposits message displays.

• If the customer is paying by cash, go to Step 9.

• If the customer is paying by credit card in DDMSPLUS, the Payment Solutions window opens, displaying the credit card information for the card selected. To accept the credit card for this payment, enter the CVV (Card Verification Number), if required. To change the credit card, click the Change link and enter the credit card number, expiration date, and CVV number for the card to be billed. After verifying the customer’s billing information, click Pay Now. At the Payment Services Processing Complete message, click Continue.



• If the customer is paying by credit card in DDMS, the Approve prompt displays. Click Yes to ap-prove the customer’s credit card, or click No if you are not approving the card. If you click Yes, you must enter the approval code and click OK. If the customer’s approval code is on file, you can click On File to select the code.

9. The deposit is posted and the G/L asset account you set up in the Chart of Accounts Master window is updated.

Viewing A/R Deposits



3. Click the Edit/Monitor tab, or press F3. The Edit/Monitor tab opens and displays all of the deposits you have created.

4. To search by customer or customer name, click the Customer column.

5. You can right-click to reprint the deposit slip, reprint the customer’s order, print all deposits for the displayed customer, or reprint all deposits for all customers.



Applying DepositsYou use this tab to apply the deposits you have created. Instead of automatically applying the deposits, you can apply them separately. For example, if a customer makes two separate deposits, you can use this tab to apply one deposit now and another one later.



3. Click the Apply tab, or press F4. The Apply tab opens and displays all of the deposits you have created.

4. To apply a deposit, click the customer’s name and mark the deposit to apply.

5. When you’re ready to apply the deposit, click Accept. The Applying Deposits message displays.

Prorating A/R DepositsYou can now prorate A/R deposits. Previously, when you invoiced the ticket, the system applied the entire deposit amount against the ticket, regardless of the amount billed. Prorating A/R deposits lets you apply a percentage of the deposit amount as a payment against the ticket when it is partially invoiced, rather than the entire deposit amount. The system does this by using a prorated percentage equal to the invoiced amount versus the total amount. For example, if you invoice the ticket only once for 100%, the entire 100% of the paid deposit is applied to the invoice. But if you invoice 50% of the items on the order, the applied deposit is 50% of the initial deposit received. The balance of the deposit is not applied until the remainder of the order is invoiced.

Suppose you create a ticket containing ten items selling for $100 each. The ticket amount is $1000. You post a deposit of $500 to the -0 ticket. You invoice the customer for four of those ten items, totalling 40% of the items on the ticket. The system calculates the amount of the deposit posted to the -0 ticket as follows:

40% of $500 = $200 to be applied to the -0 invoice.

The resulting 60% of $500 = $300

The $300 remains in the liability account attached to the base ticket and is applied to ascending tickets, -1, -2, -3, and so on.

If you use this feature, the A/R Deposits dialog box has been enhanced to display the original deposit, the amount applied to each ticket, and the remaining amount to be applied.



When you print the invoice, the system shows only the deposit amount that was applied, not the entire deposit amount. If you print a Pro Format invoice, the system prints the total deposit available at the time the Pro Format was printed. The Deposit Report has also been modified to sort by customer and then by order number. This lets you easily see the original -0 ticket information, along with the -1 or -2 tickets that were created.

To use the prorating A/R Deposit feature, you must set the Prorate Deposit Amount Across Dash Numbers field in the text-based (LA5) Deposit Parameters screen to Y. If you set this field to Y, the system immediately begins prorating invoices when the deposits are invoiced. If you leave this field blank or set it to N, the system continues to apply the full deposit amount when the ticket is invoiced.

Note: When you apply deposits to projects, the project is not affected by this feature, with one exception. If you allocate tickets under the project, the allocated tickets go through the prorated deposit process.

Viewing A/R HistoryYou can maintain an accurate listing of receivable transactions for all of your customers. Each customer’s account details the amount that they owe you for purchases or services. Using the a/R application, you can build and maintain a complete history of your A/R activity. A/R history is built using the AR-MASTER, AR-INDEX, JNL-AR, and any past JNL-AR files that have been renamed and saved.

Note: The default display of A/R information is from the AR-MASTER file.



1. From the Master Menu, double-click . The A/R History window opens and displays information for the last customer selected.

2. In the Journal box at the top of the window, click the down arrow to display the list of A/R history journals.

3. Select the A/R history journal you need to view.

4. Select the customer for whom to view A/R history.

5. Once you retrieve the customer, the customer’s invoices display in columns at the bottom of the tab.

Note: If you select an invoice that is not stored in the journal you specified, you are prompted to select another journal if other journals are specified in the text-based (LA4) A/R Journals Parameters screen.

6. At this point, you can limit the type of invoices to view or view additional invoice detail.

• To specify the type of invoices to view, click the All Invoices drop-down menu and select the type.



• To view specific details about an invoice, click the invoice and click the A/R History Detail tab, or press F3. You can also double-click the invoice and the information for that invoice displays in the A/R History Detail tab.

7. The A/R History Detail tab opens and displays the first invoice for the selected customer retrieved in the A/R History Summary tab or the highlighted invoice.

8. To view A/R History notes:

8.1 Click the appropriate invoice. The C column contains an asterisk for each invoice with A/R notes.

8.2 Click . The A/R Special dialog box opens.

8.3 When you finish viewing notes for this customer, click OK.

9. To view customer notes, click . The Customer Notes dialog box opens. When you finish viewing customer notes, click OK.

10. To change the displayed information, click . The Select columns to Display dialog box opens. This dialog box contains the Date through Disc Due Date check boxes. Check boxes are selected for the columns that are currently displayed. To change the display, check or clear the appropriate boxes.



When you finish, click OK. The columns for check boxes you selected display.

11. When the customer’s invoices display in a column at the bottom of the window, you can also view summary invoice detail. For example, a summary invoice has an extension of -S, such as 200-S. Click the invoice and click the A/R History Detail tab, or press F3. You can also double-click the invoice.

To view details about individual delivery tickets within this summary invoice, including payment information, right-click the invoice and click Summary Explode, or click the invoice and type Ctrl + S. The Summary Invoice Detail dialog box opens. A Y in each column indicates that the delivery ticket has been paid. When you finish viewing the information, click Exit.

Understanding Accounts Receivable ReportsYou can produce accurate, detailed, and customized reports. This increases your control over your business. You can print standard reports or design your own. However, you don’t have to spend a lot of time customizing reports, because the essential ones are standard.

Note: Information about delivery tickets come from a sales journal file (JOUR-S or an older sales journal that’s been renamed). However, the summary invoice is stored in the AR-MASTER file. For this reason, the total from the delivery tickets may not match the amount of the summary invoice if either the sales journal or the A/R amount has been changed.

When you select a standard report, you can permanently modify the report to meet your business needs. For example, each time you print a standard report, you can include all customers with a zero balance to indicate which accounts are dormant. You can also set up standard reports to automatically print a particular past due letter, based on the number of days the customer is past due.

These are just a couple of ways you can use standard reports to your advantage. When you design your own reports, you can tailer them by a unique sort or limit box. You can even save the report format and use it again.

You can print the following reports in the text-based (O) Accounts Receivable Selectors and (OR) Accounts Receivable Reports screens:

• A/R Trial Balance Report: This report shows the account information for each customer and provides aged totals for each customer account. Aging determines how old each invoice is and divides a customer’s balance into four subtotals: current, over 30 days old, over 60 days old, and over 90 days old.

• A/R Batch Report: This report shows the detail of each posting in a batch as well as the total of all postings made to a batch. You can include user-defined batch numbers, system-generated batch numbers, or both. Batch reports are used to verify the accuracy of A/R postings. You can also release A/R batches while printing this report. Releasing a batch deletes it from the AR-BATCH file. If the Auto-Post field in the (L2) G/L Master Numbers screen is set to Y, releasing also posts the summary information to a general ledger batch.

• Calculating Finance Charges: You can calculate the finance charges for every overdue invoice in the AR-MASTER file. You cannot use sorts and limits to report finance charges for each customers. However, you can eliminate their finance charges by using the Exempt Status field in the (LA2) A/R Parameters screen.



• Customized A/R Statements: Statements show the current account balance for each customer and can include finance charges. You can customize the statements you send to customers. For example, you can print messages on statements for customers that are 30,60, or 90 days overdue on their payments. You can also automatically track these customers.

• Past Due Letters: These are form letters for invoices more than 30, 60, and 90 days old.

Printing Standard ReportsYou can print standard reports in the (OR) Accounts Receivable Reports screen. You can customize the reports in this screen with sorts and limits.


2. From the Reports Menu, double-click . The text-based (OR) Accounts Receivable Reports screen opens.

Printing Custom ReportsYou can print custom reports in the (O) Accounts Receivable Selectors screen. This screen uses the Report Writer format. Using this format, you can customize a report to include any piece of A/R information.


2. From the Reports menu, double-click . The text-based (O) Accounts Receivable Selectors screen opens.

Understanding A/R ParametersYou can customize A/R to fit your business needs and accounting standards by setting parameters. Parameters automate certain procedures. For example, each of the following can increase your efficiency:

• Customize A/R Statements: You can customize the statements you send to customers. For example, you can print messages on statements for customers that are 30, 60, or 90 days overdue on their payments. You can also automatically track these customers.

• Use Credit Limits: Knowing the customer’s assigned credit limit is important for most businesses. There are two ways to maintain a customer’s credit limit. One calculates and posts the customer’s remaining credit, based on their charges. The other always displays the customer’s full credit limit. With either, the credit limit appears in the Order Entry, Customer, Customer History, and Accounts Receivable Posting windows. In addition, you are notified in Order Entry when a customer reaches his or her credit limit.

46


• On-Time Payment Collection: Another important part of doing business is collecting payments on time. For those customers who do not pay on time, you can assess a finance charge. Using A/R parameters, you can specify how old an invoice must be before you assess finance charges. You can also specify the rate at which to calculate finance charges. Once you enter this information, determining when an invoice is past due and calculating the monthly finance charge is processed automatically. In addition, A/R parameters let you exempt key customers from finance charges.

ddms®/ddmplus™: understanding a/r - eci software …about accounts receivable the accounts...

Documents