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DITA Topic Map

Job Aid: Accounts Receivable Clerk

Contents

1Processing Invoices4

1.1To Create an Invoice (with Item Quantities and Unit Prices)5

1.2To Create a Credit Memo (with Item Quantities and Unit Prices)6

1.3To Apply a Credit Memo to Open Documents7

1.4To Create a Debit Memo (with Item Quantities and Unit Prices)8

1.5To Enter a Cash Sale9

1.6To Print Invoices and Memos10

1.7To Release an Invoice or Memo11

1.8To Release Multiple Accounts Receivable Documents12

1.9To Send Invoices and Memos by Email13

1.10To Generate Recurring Documents14

1.11To Schedule a Recurring Document15

2Processing Customer Payments16

2.1To Add a Credit Card Through Acumatica ERP17

2.2To Add a Credit Card Through an Authorize.Net Form18

2.3To Add a Credit Card by Using the Payment Profile ID19

2.4To Enter a Payment Document20

2.5To Pay an Outstanding Document21

2.6To Calculate Overdue Charges22

2.7To Void a Payment Document23

2.8To Issue a Customer Refund24

2.9To Release a Payment Document25

2.10To Reapply a Customer Payment to a Different Invoice26

2.11To Apply a Payment Document Automatically27

2.12To Correct an Application Record28

2.13To Load the List of Outstanding Documents29

2.14To Form a List of Outstanding Documents30

2.15To Create Payment Documents31

2.16To View Prepayments by Customer32

2.17To View Prepayment Balances33

2.18To Write Off Balances and Credits34

2.19To Notify Customers About Expiring Cards35

3Processing Deposits36

3.1To Create a Deposit37

3.2To Release a Deposit38

3.3To Void a Deposit39

4Processing Contacts40

4.1To Set Up a Contract41

4.2To Activate a Contract42

4.3To Set Up and Activate a Contract Simultaneously43

4.4To Enter Contract Usage44

4.5To View All Contract Transactions45

4.6To Configure a Deposit Contract Item46

4.7To Run the Billing Process for a Contract 47

4.8To Run the Billing Process for Multiple Contracts48

4.9To Renew a Contract49

5Preparing Financial Statements and Reports50

5.1To Review and Release AR Documents51

5.2To Reconcile the Total of Open Customer Documents with the Balance of GL Accounts52

5.3To Prepare the Trial Balance Summary53

5.4To Validate Customer Balances54

5.5To Print Statements or Send Them by Email55

1Processing Invoices

This chapter contains step-by-step instructions related to the processing of customer invoices and credit and debit memos in Acumatica ERP.

1.1To Create an Invoice (with Item Quantities and Unit Prices)

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab, and then navigate to Enter > Invoices and Memos (AR.30.10.00).

2. On the form toolbar, click Add New Record.

3. In the Type box of the Summary area, select Invoice.

4. In the Date box, change the current business date if needed.

5. In the Customer box, select the customer associated with the document.

The system fills in the following boxes automatically with the default settings of the selected customer: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and make any needed changes.

6. In the Currency box, make sure the correct currency is selected. Select another one, if necessary.

7. Optional: In the Customer Order box, enter the reference number from the original customer document.

8. On the Document Details tab, enter the details of the invoice, doing the following for each line (transaction):

a. On the table toolbar, click Add Row.

b. In the Branch column, ensure the needed branch is selected.

c. If an inventory item is involved, in the Inventory ID column, enter the ID of the particular item sold or service provided to the customer.

d. In the Quantity box, enter the quantity of the item that was sold to this customer.

e. In the Unit Price column, enter the price per unit, if it has not been filled in automatically.

f. Check the Amount column, which displays the total for the line item, and be sure it is correct.

g. In the Account column, ensure that the specified account is correct.

h. In the Subaccount column (if applicable), ensure that the specified subaccount is correct.

9. Clear the Hold check box in the Summary area.

10. On the form toolbar, click Save.

1.2To Create a Credit Memo (with Item Quantities and Unit Prices)

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab and then navigate to Enter > Invoices and Memos (AR.30.10.00).


3. In the Type box of the Summary area, select Credit Memo.

4. In the Date box, enter the date of the credit memo.


The system fills in the Location box automatically with the default location associated with the selected customer. Change the location, if needed.

6. Optional: In the Customer Order box, enter the reference number assigned by the customer to the customer document.


8. On the Document Details tab, enter the details of the credit memo, performing the following steps for each line (transaction):



c. If an inventory item is involved, in the Inventory ID column, enter the ID of the particular item sold or service provided to the customer.

d. In the Quantity box, enter the quantity of the item.

e. In the Unit Price column, enter the price per unit, if it has not been filled in automatically.

f. Check the Amount column, which displays the total for the line item, and be sure it is correct.

g. In the Account column, ensure that the specified account is correct.

h. In the Subaccount column (if applicable), ensure that the specified subaccount is correct.



1.3To Apply a Credit Memo to Open Documents

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab and then navigate to Enter > Payments and Applications (AR.30.20.00).

2. In the Type box of the Summary area, select Credit Memo.

3. In the Reference Nbr. box, click the magnifier icon, and in the Select - Reference Nbr. lookup box, select the appropriate credit memo. The settings of the credit memo appear on the form.

4. In the Application Date box, change the current business date, if needed.

5. On the Documents to Apply tab, add a row for each document to which the credit memo should be applied as follows:


b. In the Document Type column, select the appropriate option to apply the credit memo to an invoice, debit memo, or overdue charge.

c. In the Reference Nbr. column, select the needed document by its identifier from the list of documents. (The system includes in this list documents associated with the current customer that have the Open status and the selected document type.)

d. Check the information in the other columns of this table, which are filled out automatically when you select a document.


7. Click Release on the form toolbar.

1.4To Create a Debit Memo (with Item Quantities and Unit Prices)



3. In the Type box of the Summary area, select Debit Memo.

4. In the Date box, enter the date of the debit memo.


The system fills in the following boxes automatically with the default settings of the selected customer: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and make any needed changes.


7. Optional: In the Customer Order box, enter the reference number from the original customer document.

8. On the Document Details tab, enter the details of the debit memo, performing the following steps for each line (transaction):



c. If an inventory item is involved, in the Inventory ID column, enter the ID of the item sold or service provided to the customer.

d. In the Quantity box, enter the quantity of the item.

e. In the Unit Price column, enter the price per unit if it has not been filled in automatically. Check the Amount column, which displays the total for the line item, and be sure it is correct.

f. In the Account column, ensure that the specified account is correct.

g. In the Subaccount column (if applicable), ensure that the specified subaccount is correct.



1.5To Enter a Cash Sale

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab and then navigate to Enter > Cash Sales (AR.30.40.00).


3. In the Type box of the Summary area, select Cash Sale.

4. In the Date box, change the current business date to the date of the cash sale, if needed.

5. In the Customer box, select the customer associated with the cash sale.

The system fills in the following boxes automatically with the default settings of the selected customer: Location, Payment Method, and Cash Account. Review these settings, and make any needed changes.

6. Make sure the document currency matches the currency of the customer payment, and change it, if necessary.

7. Optional: In the Payment Ref. box, enter the reference number of the customer payment.

8. On the Document Details tab, enter the details of the document, doing the following for each line (transaction):



c. If an inventory item is involved, in the Inventory ID column, enter the ID of the item sold or the service provided to the customer.

d. In the Quantity box, enter the quantity of the item sold.

e. In the Unit Price column, enter the price per unit if it has not been filled in automatically.

f. In the Account column, ensure that the specified account is correct.

g. In the Subaccount column (if applicable), ensure that the specified subaccount is correct.



1.6To Print Invoices and Memos

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab and then navigate to Daily > Print Invoices and Memos (AR.50.80.00).

2. In the Action box of the Selection area, select Print Invoice/Memo.

3. In the table, select the unlabeled check boxes for the documents you intend to print.

4. On the form toolbar, click Process. The Invoice/Memo (AR.64.10.00) report opens which displays a printed form for each document. Use the Go to Previous Page and Go to Next Page buttons on the form toolbar to navigate between the documents.

5. On the report toolbar, click Print.

6. In the dialog box which opens, select the appropriate options, and then click OK. The selected pages will be printed.

1.7To Release an Invoice or Memo


2. In the Type box of the Summary area, select the type of the document you need to release: Invoice, Debit Memo, or Credit Memo.

3. Open the particular document you want to release in one of the following ways:

On the form toolbar, click the navigation buttons to navigate among the available documents of the type until you see the needed one.

In the Reference Nbr. box of the Summary area, select the identifier of the document to be released.

4. Clear the Hold check box, and click Release on the form toolbar.

The released document is assigned the Open status.

1.8To Release Multiple Accounts Receivable Documents

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab and then navigate to Daily > Release AR Documents (AR.50.10.00).

2. Do one of the following:

To release all listed documents, on the form toolbar, click Release All.

To release only some of the listed documents, select the unlabeled check box for each document you want to release; then click Release on the form toolbar.

1.9To Send Invoices and Memos by Email

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab and then navigate to Daily > Print Invoices and Memos (AR.50.80.00).

2. In the Action box of the Selection area, select Email Invoice/Memo.

3. Optional: For invoices associated with contract servicing, select the user or the workgroup (in the Assigned To or Workgroup box) to whom the documents are assigned.


To send all the listed invoices, click Process All.

To send only particular invoices, select the unlabeled check boxes for the documents you intend to email, and click Process.

1.10To Generate Recurring Documents

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab and then navigate to Recurring > Generate Recurring Transactions (AR.50.40.00).

2. In the Execution Date box, specify the date that you want the system to use to load appropriate schedules to the table. The schedules whose Next Execution date is earlier than or equal to this date are loaded. Clear this box to display all available schedules.

3. Specify the settings that indicate when the system should stop running the schedules. Select one of the following option buttons:

Stop on Execution Date: The system will stop running schedules on the date that you have specified in the Execution Date box.

Stop After Number of Executions: The system will stop running schedules when the number of schedule executions (which you specify in the adjacent box) are performed.

4. In the table, select the unlabeled check box next to each schedule to be run.

5. On the form toolbar, click Run to generate documents in accordance with the selected schedules.

Alternatively, to run all listed schedules, on the form toolbar, click Run All.

1.11To Schedule a Recurring Document

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab, and then navigate to Manage > Recurring Transactions (AR.20.35.00).

2. In the Start Date box, edit the start date for the schedule, which is the current date by default.

3. Place limitations on the schedule execution in one of the following ways:

Enter the date when the schedule expires in the Expiration Date box, or select the Never Expires check box.

Enter the maximum number of times the schedule should be executed in the Execution Limit (Times) box, or select the No Limit check box.

4. Specify how often the document should be generated as follows:

To generate the document daily or every x days, in the Schedule Type section, select Daily, and in the Every Day(s) box of the Daily section, type an integer to specify the number of days between document generation.

Perform the same steps to set up document generation weekly (or every x weeks), monthly (or every x months), and by financial periods.


6. On the Document List tab, repeat the following steps for each document you want to add to the schedule:

a. Click Add Row on the table toolbar.

b. In the Type column, select the type of the document to be added.

c. In the Reference Nbr. column, select the document by its reference number.


2Processing Customer Payments

This chapter contains step-by-step instructions related to the processing of payments and related applications in Acumatica ERP.

2.1To Add a Credit Card Through Acumatica ERP

1. On the Finance tab, click Accounts Receivable. In the navigation pane, click the Work Area tab and then navigate to Manage > Customer Payment Methods (AR.30.30.10).

2. In the Customer box of the Selection area, select the customer for which you want to add a credit card.

3. In the Payment Method box, select the payment method that you have configured to be used as a template. When you select this payment method, the system fills in the Proc. Center ID box with the identifier of the processing center that is associated with the payment method you select. Also, the system changes the layout and content of the Payment Method Details tab based on the configuration of the selected processing center.

4. Optional: In the Cash Account box, select the cash account to be used by default with the credit card. If you skip this step, the system will use the default cash account of the selected payment method.

5. Select the Card Details option button (which is available only if the Allow Direct Input check box is selected for the processing center on the Processing Centers (CA.20.50.00) form) to make card parameters available on the Payment Method Details tab.

6. On the Payment Method Details tab, type the required details of the customer's credit card.

7. Click Save.

The data is sent to Authorize.Net for processing.

2.2To Add a Credit Card Through an Authorize.Net Form


2. In the Customer box of the Selection area, select the customer for which you want to add a credit card.

3. In the Payment Method box, select a payment method that you have configured to be used as a template. When you select this payment method, the system fills in the Proc. Center ID box with the identifier of the processing center that is associated with the payment method you select. Also, the system changes the layout and content of the Payment Method Details tab based on the configuration of the selected processing center.


5. On the Payment Method Details tab, click Create New on the table toolbar.

6. In the Add Payment hosted form, type the required details of the customer's credit card.

7. Click Save.


2.3To Add a Credit Card by Using the Payment Profile ID


2. In the Customer box of the Selection area, select the customer account for which you want to add a credit card.

3. In the Payment Method box, select the payment method that you have configured to be used as a template. When you select this payment method, the system fills in the Proc. Center ID box with the identifier of the processing center that is associated with the payment method you select. Also, the system changes the layout and content of the Payment Method Details tab based on the configuration of the selected processing center.


5. Select the Profile ID option (which is displayed only if the Allow Direct Input check box is selected for the processing center on the Processing Centers (CA.20.50.00) form) to make the Payment Profile ID parameter available on the Payment Method Details tab.

6. On the Payment Method Details tab, type the payment profile identifier in the Value column for the Payment Profile ID parameter.

7. Click Save.


2.4To Enter a Payment Document



3. In the Type box of the Summary area, select Payment or Prepayment.

4. In the Application Date box, edit the current business date, if needed.

When you release the payment, the system enters the date specified here in the Payment Date box on the Financial Details tab of this form.

5. In the Customer box, select the customer.

The system fills in the Location, Payment Method and Cash Account boxes automatically with the default settings associated with the selected customer. Change the default values, if needed.

6. Make sure the document currency matches the currency on the customer payment, and select another currency if necessary.

7. Optional: In the Payment Ref. box, enter the secondary payment reference identifier (if it was not inserted automatically) which can be an external reference number such as a bank check number.

8. In the Payment Amount box, enter the total amount paid by the customer payment.

9. Optional: On the Finance Charges tab, add the charges or fees applied by the bank for the processing of this payment. For each charge, click Add Row on the table toolbar, and do the following:

a. In the Entry Type column, select the entry type that designates the bank charge applied to this payment.

b. In the Amount column, type the charge amount applied to this document.

10. Clear the Hold check box.


2.5To Pay an Outstanding Document


2. In the Type box of the Summary area, select the type of the outstanding document: Invoice, Debit Memo, or Overdue Charge.

3. Select the document by selecting its reference number in the Reference Nbr. box, or navigate to the document by using the navigation buttons on the form toolbar.

4. Check the status of the document, which must be Open for you to enter a payment for it.

5. On the form toolbar, click Actions > Enter Payment/Apply Memo.

This action causes the system to navigate to the Payments and Applications (AR.30.20.00) form. The system automatically fills in most of the boxes in the Selection area; check these settings and make any needed changes. Also, the payment is automatically applied to the outstanding document; check the information on the Documents to Apply tab and make changes if necessary.

6. Optional: Enter the reference number of the customer payment in the Payment Ref. box.

7. In the Payment Amount box, check the amount of the customer payment, and change it if necessary.



10. Optional: Click Release on the form toolbar.

When the payment document is released, it is assigned the Closed status because the amount of the document applied to the payment is equal to the payment amount.

2.6To Calculate Overdue Charges

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Recurring > Calculate Overdue Charges (AR.50.70.00).

2. In the Overdue Charge Date box, select the date the system should use for calculating and processing overdue charges.

3. Optional: In the Fin. Period box, change the financial period to which the transactions of the document will be posted.

4. In the Statement Cycle box, select a statement cycle for which you want to calculate overdue charges, or leave this box blank to calculate overdue charges for all statement cycles.

If the Set Default Overdue Charges by Statement Cycle check box is selected on the Accounts Receivable Preferences (AR.10.10.00) form, specifying the statement cycle is required.

5. On the form toolbar, click Calculate to calculate the overdue charges.

In the table, the system lists overdue documents and their details, including the number of days past the due date and the charge amounts.

6. On the form toolbar, do one of the following:

To create overdue charges documents for all listed documents, click Process All on the form toolbar.

To create overdue charges documents for only selected documents, select the appropriate unlabeled check box in the row of each of these documents, and click Process.

2.7To Void a Payment Document

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab, and then navigate to Enter > Payments and Applications (AR.30.20.00).

2. In the Type box, select the payment type.

3. In the Reference Nbr. box, select the reference number of the document you want to void.

4. On the form toolbar, click Void. The system does the following:

Reverses the payment application in full.

Changes the status of the payment document to Voided.

Creates a document of the Void Payment type and the same reference number as the payment or prepayment. You use this document in the remaining steps of this procedure.

5. Optional: In the Application Date box, change the date of the voided payment. The date specified in this box should be the date when the voided payment will be released (Payment Date) and when the related batch will be created (Transaction Date).

6. On the form toolbar, click Save to save the voided payment.

7. Make sure the Hold check box is cleared.

8. On the form toolbar, click Release.

2.8To Issue a Customer Refund



3. In the Type box of the Summary area, select Customer Refund.

4. In the Application Date box, specify the date when a customer refund should be applied to a document or multiple documents. By default, the current business date is specified.

5. In the Customer box, select the customer you want to refund.

The system fills in the following boxes automatically with the default settings of the selected customer: Location, Payment Method, and Cash Account. Review these settings and make any needed changes.

6. In the Currency box, make sure the document currency is the one you need.

7. Optional: In the Payment Ref. box, enter the secondary payment reference identifier (if it was not inserted automatically) which can be the reference number of an external document.

8. On the Documents to Apply tab, enter the credit memos, prepayments, or payments for which you are issuing the customer refund, performing the steps below for each refunded document:


b. In the Document Type column, select Credit Memo, Payment, or Prepayment, depending on the document for which the customer refund is issued.

c. In the Reference Nbr. column, select the document you want to refund.

9. On the Financial Details tab, in the Payment Date box, edit the date (which by default is the current business date), if needed.

10. In the Payment Amount box of the Summary area, enter the total amount of the refund.



2.9To Release a Payment Document


2. In the Type box of the Summary area, select Payment, Prepayment, Customer Refund, or Void Payment depending on the document you want to open.

3. In the Reference Nbr. box, select the reference number of the document you want to release.

4. If the status of the document is On Hold, clear the Hold check box to change the status to Balanced.

5. On the form toolbar, click Save and Release. The released document is assigned the Open status.

2.10To Reapply a Customer Payment to a Different Invoice


2. In the Type box of the Summary area, select Payment or Prepayment.

3. In the Reference Nbr. text box, select the reference number of the payment or prepayment you want to reapply.

4. On the Application History tab, click the row with the invoice you want to unapply from the payment or prepayment application.

5. On the table toolbar of the Application History tab, click Reverse Application.

The payment application gets the Open status, and the amounts of its unapplied balance and application changes in accordance with the amount of the reversed application. The application you reversed appears on the Documents to Apply tab.

6. Review the information on the Documents to Apply tab and in the Summary area.

7. Click Release on the form toolbar.

The payment or prepayment you selected in the Summary area is unapplied from the invoice you selected on the Application History tab.

8. On the table toolbar, click Add Row

9. In the Document Type column, select Invoice.

10. In the Reference Nbr. column, select the invoice to which you want to apply the payment or prepayment.

11. In the Payment Ref. box, enter the payment reference.

12. In the Payment Amount box, enter the total of the invoice to which the payment or prepayment should be applied.

13. Click Save on the form toolbar.

14. To release the payment or prepayment, make sure the Hold check box is cleared, and on the form toolbar, click Release.

2.11To Apply a Payment Document Automatically

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Recurring > Auto-Apply Payments (AR.50.60.00).

2. In the Application Date box, select the date on which you want to perform the auto-application.

3. Optional: To include credit memos in the auto-application process, select the Apply Credit Memos check box. If you do, the balances of the open credit memos increase the balance that can be applied to outstanding documents.

4. Optional: To automatically release batches created as a result of the auto-application process, select the Release Batch When Finished check box. If this check box is cleared, the resulting batches receive the Balanced status, and you will need to release the application records manually for each payment document on the Payments and Applications (AR.30.20.00) form or for multiple payment documents by using the Release AR Documents (AR.50.10.00) mass processing form.


To initiate the auto-application process for the customer accounts that belong to all statement cycles listed in the table, click Process All on the form toolbar.

To initiate the auto-application process for the customer accounts that belong to particular cycles only, select the check boxes in the rows of the statement cycles you want to process, and click Process.

2.12To Correct an Application Record


2. In the Type box, select the document type.

3. In the Reference Nbr. box, select the reference number of the document whose application record you want to correct.

4. On the Documents to Apply tab, leave only the documents you want to apply by doing the following:

a. Select a document you don't want to apply.

b. On the table toolbar, click Delete Row.

c. Repeat the previous two substeps for each document you don't want to apply.


2.13To Load the List of Outstanding Documents


2. In the Type box of the Summary area, select Payment or Prepayment, depending on the document you want to apply.

3. In the Reference Nbr. box, select the reference number of the payment or prepayment.

4. On the Documents to Apply tab, add the list of outstanding documents to be paid with the payment document by doing the following for each outstanding document:


b. In the Doc. Type column, select the type of the outstanding document.

c. In the Reference Nbr. column, select the reference number of the outstanding document. The system fills in the appropriate values in the other columns automatically.

d. Optional: In the Amount Paid column, modify the applied amount, if needed.

5. If the payment document for which you have added the outstanding documents has the On Hold or Balanced status, you can save it as follows:

To save the document with the On Hold status, make sure the Hold check box is selected, and click Save.

To save the document with the Balanced status, make sure the Hold check box is cleared, and click Save.

2.14To Form a List of Outstanding Documents


2. In the Type box of the Summary area, select Payment or Prepayment, depending on the document you want to apply.

3. In the Reference Nbr. box, select the reference number of the payment or prepayment.

4. On the table toolbar of the Documents to Apply tab, click Load Documents to open the Load Options dialog box.

5. Optional: In the dialog box, select the customer documents by specifying any of the following criteria:

The date range of the documents to be loaded, in the From Date and To Date boxes

The range of reference numbers for documents to be loaded, in the Start Ref. Number and End Ref. Number boxes

The maximum number of documents to be selected from the database (which must comply with any other criteria you have specified), in the Max. Number of Documents box

You can also specify the way the system should order the documents on the list by selecting one of the option buttons in the Order By section. By default, Due Date, Reference Nbr. is selected.

6. Click Load.

On the Documents to Apply tab, the system displays the list of the open invoices and memos that match any criteria specified in the dialog box and that have a total applied amount equal to the payment amount. If there are open credit memos, they are displayed at the top of the list. If you have specified no criteria, the system loads the documents based on the order option selected by default until the application total is equal to the payment total.



2.15To Create Payment Documents

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Credit Card Processing > Generate Payments (AR.51.10.00).

2. In the Payment Date box of the Selection area, review the date, and change it, if needed.

3. In the Post Period box, review the period to which payments will be posted, which the system fills in based on the payment date.

4. Optional: To display overdue documents, select the Overdue For check box, and specify the minimum number of overdue days.

5. Optional: To display documents are due within the specified number of days, select the Due In Less Than check box, and specify the number of days.

6. Optional: To display documents with cash discounts that have expired within some number of days in the past, select the Cash Discount Expired Within check box, and specify the number of days in the accompanying box.

7. Optional: To display documents with cash discounts that will expire in fewer than some number of days, select the Cash Discount Expires In Less Than check box, and specify the number of days in the accompanying box.


To create payment documents for all invoices listed in the table, click Process All on the form toolbar.

To create payment documents for only certain listed invoices, select the appropriate unlabeled check boxes in the table, and click Process on the form toolbar.

2.16To View Prepayments by Customer

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab and then navigate to Explore > Customer Details (AR.40.20.00).

2. In the Branch box of the Selection area, select the branch for which you want to view prepayments.

3. In the Customer box, select the customer whose prepayments you want to view.

4. In the AR Account box, select the prepayment account for which you want to view prepayments.

In the table, you can view the list of prepayments that match the selected criteria. The Prepayment Balance box of the Selection area displays the total amount of customer prepayments calculated based on the selected criteria.

2.17To View Prepayment Balances

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Work Area tab and then navigate to Explore > Customer Summary (AR.40.10.00).

2. In the Branch box of the Selection area, select the branch for which you want to view prepayments.

3. In the Period box, select the financial period for which you want to view prepayments, or leave the box blank to view all open prepayments.

4. In the AR Account box, select the prepayment account for which you want to view prepayments.

In the table, you can view the list of customers with the prepayment balances calculated for the selected criteria. The Total Prepayments box of the Selection area shows the total amount of customer prepayments calculated based on the selected criteria.

2.18To Write Off Balances and Credits

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Recurring > Write Off Balances and Credits (AR.50.50.00).

2. In the Type box, select one of the following options:

To write off underpayments: Balance WO

To write off overpayments: Credit WO

3. In the Doc. Date box, select the date when the write-off will be performed.

4. In the Post Period box, review the period, which is filled in by the system automatically based on the selected document date.

5. In the Branch box, select the branch for which you want to display data. The box is automatically filled with the branch you have access to.

6. Optional: In the Customer box, select the customer for which you want to write off small balances from the list of customers for which write-offs are permitted.

7. In the Reason Code box, select the reason code you want to mark write-off transactions with.

In the table, the system lists the documents for which the balance amount (the underpayment or overpayment, depending on the selected write-off type) is below the limit. After you increase the limit amount, you can write off the balances that exceed the default limit.

8. To write off balances for documents, do one of the following:

To write off the small balances for particular documents, select the check box in the unlabeled column in the row for each document, and then click Process on the form toolbar.

To write off the small balances for all listed documents, click Process All on the form toolbar.

2.19To Notify Customers About Expiring Cards

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Credit Card Processing > Notify About Expiring Cards (AR.51.20.00).

2. In the Starting box of the Expiration Period section, select the start date of the interval specified in the Expire in (days) box.

3. Optional: Specify a particular customer class in the Customer Class box. To view customers from all classes, leave the box blank.

4. Optional: To view information on only active credit cards, select the Active Only check box.

5. Optional: To view information on the expiring cards associated with the default payment method of the customer, select the Default Payment Method Only check box. In the Card List area, the system lists information on the credit cards that match the criteria you have specified in the Selection area.


To notify customers about all listed credit cards, click Notify All.

To notify customers about only the credit cards you select, select the unlabeled check boxes for those cards, and click Notify.

If the emails were generated successfully, the system marks them with green check marks. Prepared emails are displayed in a list on the Emails Pending Processing (SM.50.70.00) form, from which you can review and actually send the emails. For details on email management, see Email.

3Processing Deposits

This chapter contains step-by-step instructions related to the processing of deposits in Acumatica ERP.

3.1To Create a Deposit

1. On the Finance tab, click Cash Management. In the navigation pane, click the Work Area tab, and then navigate to Enter > Bank Deposits (CA.30.50.00).


3. Make sure that CA Transit is selected in the Tran. Type box.

4. In the Deposit Date box, change the current date, if needed.

5. In the Fin. Period box, review the financial period, which is filled in automatically, based on the selected deposit date.

6. In the Cash Account box, select the cash account to which the deposit will be posted.

7. In the Document Ref. box, enter the external reference number of the deposit (that is, the reference number the financial institution has assigned to the deposit).

8. Optional: In the Cash Drop Account box, select the cash account from which you want to deposit some amount to the bank account.

9. Optional: If you have selected a cash drop account, in the Cash Drop Amount box, specify the amount that you want to deposit from the cash drop account.

10. On the Payments tab, click Add Payment on the toolbar. The Add Payment to Deposit dialog box opens.

11. In the dialog box, do the following:

a. Optional: In the Clearing Account box, select the clearing account where payments were recorded.

b. Optional: In the Payment Method box, select the clearing account used for recording payments.

c. In the Start Date box, change the start date of the time period for which you want to view payments, if needed.

d. In the End Date box, change the end date of the time period for which you want to view payments, if needed.

e. In the table, select the unlabeled check box for each payment that is being deposited.

f. Click Add & Close to exit the dialog box and add the selected payments to the Payments tab.


3.2To Release a Deposit

1. On the Finance tab, click Cash Management. In the navigation pane, click the Work Area tab and then navigate to Enter > Bank Deposits (CA.30.50.00).

2. Make sure that CA Deposit is selected in the Tran. Type box, and change it, if needed.

3. In the Reference Nbr. box, select the deposit you want to release.

4. If the status of the deposit is On Hold, clear the Hold check box to change the status to Balanced.

5. Click Release. The released document is assigned the Released status.

3.3To Void a Deposit

1. On the Finance tab, click Cash Management. In the navigation pane, click the Work Area tab and then navigate to Enter > Bank Deposits (CA.30.50.00).

2. Make sure that CA Deposit is selected in the Tran. Type box.

3. In the Reference Nbr. box, select the identifier of the deposit you want to void.

4. On the form toolbar, click Void.

The system creates a document on this form with the CA Void Deposit type and the same reference number as the deposit has. You use this document in the remaining steps of this procedure.

5. Optional: In the Description box, type a brief description of the void deposit.

6. On the form toolbar, click Save to save the voided payment.

7. Make sure that the Hold check box is cleared.

8. On the form toolbar, click Release. This document (with the CA Void Deposit type) is assigned the Released status. The voided deposit is assigned the Voided status.

4Processing Contacts

This chapter contains step-by-step instructions related to the handling of contacts in Acumatica ERP.

4.1To Set Up a Contract

1. On the Finance tab, click Accounts Receivable. In the navigation pane, click the Work Area tab and then navigate to Manage > Customer Contracts (CT.30.10.00).

2. In the Contract ID box, select the identifier of the contract you want to initiate.

3. Review the contract details to ensure that the contract meets the intentions of the parties, and make any needed changes.

4. On the form toolbar, click Actions > Set Up Contract.

5. In the Activate Contract dialog box, which is opened, specify the date of contract setup and click OK.

4.2To Activate a Contract


2. In the Contract ID box, select the identifier of the contract you want to activate.

3. On the form toolbar, click Actions > Activate Contract.

4. In the Activate Contract dialog box, which opens, specify the date of contract activation, and click OK.

4.3To Set Up and Activate a Contract Simultaneously


2. In the Contract ID box, select the identifier of the contract you want to set up and activate.

3. Review the contract details to ensure that the contract meets the intentions of the parties, and make any needed changes.

4. On the form toolbar, click Actions > Set Up and Activate Contract.

5. In the Activate Contract dialog box, which is opened, specify the date of contract activation, and click OK.

4.4To Enter Contract Usage

1. On the Finance tab, click Accounts Receivable. In the navigation pane, click the Work Area tab and then navigate to Enter > Contract Usage (CT.30.30.00).

2. In the Contract ID box, select the identifier of the contract you want to enter usage for.

3. On the Unbilled Transactions tab, do the following for each transaction:


The branch from which you are signed in and the current business date are filled in automatically. You can modify the values in all columns.

b. In the Inventory ID column, select the non-stock item that you want to bill the customer for.

c. In the Qty column, type the number of units used .


4.5To View All Contract Transactions

1. On the Finance tab, click Accounts Receivable. In the navigation pane, click the Work Area tab and then navigate to Enter > Contract Usage (CT.30.30.00).

2. In the Contract ID box, select the identifier of the contract you want to view transactions for.

3. To view unbilled transactions, click the Unbilled Transactions tab, which shows the list of transactions that are not yet billed.

4. To view billed transactions, click the Transactions History tab.

4.6To Configure a Deposit Contract Item

1. On the Finance tab, click Accounts Receivable. In the navigation pane, click the Configuration tab and then navigate to Manage > Contract Items (CT.20.10.00).


3. In the Contract Item box, specify the unique identifier of the deposit contract item.

4. In the Summary area of the Price Options tab, do the following:

a. Optional: In the Maximum Allowed Quantity and Minimum Allowed Quantity boxes, type the limits of the retainer quantity.

b. Optional: In the Default Quantity box, type the quantity of retainers that is included in the contract by default.

c. In the Currency ID box, select the currency of the contract item.

5. In the Setup and Renewal section, do the following:

a. In the Setup Item box, select the non-stock item to be provided on contract setup.

b. In the Setup Pricing box, select the option that represents the pricing policy. The following options are available:

Use Item Price: The base price of the non-stock item is used.

Percent of Item Price: The price is a percentage calculated by applying the percent specified in the Item Price/Percentage box to the base price of the non-stock item.

Enter Manually: The price is specified manually and can then be modified in a contract, if needed.

c. Select the Deposit check box to indicate that this contract item will be used as the retainer.

d. In the Retain Rate box, specify the percent of the deposit amount at which the user viewing contract details will receive a system warning.

6. Select the Refundable check box if you want to allow the retainer to be refunded if the contract is terminated.


4.7To Run the Billing Process for a Contract


2. In the Contract ID box, select the identifier of the contract you want to bill.

3. On the form toolbar, click Actions > Run Contract Billing.

If the selected contract is configured to be billed on demand, the Billing on Demand dialog box is displayed, where you can enter the invoice date. If the operation completes successfully, the green check mark appears on the form toolbar.

4.8To Run the Billing Process for Multiple Contracts

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab and then navigate to Contracts > Run Contract Billing (CT.50.10.00).

2. In the Billing Date box in the Selection area, select the date of billing. The list of contracts that require billing on that date is generated.

3. Optional: Narrow the list of contracts by selecting any combination of a contract template, customer class, and customer.


To bill all listed contracts, click Process All.

To bill only selected contracts, select the unlabeled check boxes for the contracts you want to bill, and click Process.

If the contracts were billed successfully, the system marks them with green check marks. Invoices are generated for each processed contract to the applicable customer.

4.9To Renew a Contract


2. In the Contract ID box, select the identifier of the contract you want to renew.

3. On the form toolbar, click Actions > Renew Contract.

4. In the Renew Contract dialog box, which is opened, specify the date of the renewal in the Renewal Date box.

5. Click OK.

5Preparing Financial Statements and Reports

This chapter contains step-by-step instructions related to the preparation of statements and reports in Acumatica ERP.

5.1To Review and Release AR Documents

1. Prepare the AR Edit (AR.61.10.00) report as follows:

a. On the Finance tab, click Accounts Receivable. In the left pane, select the Reports tab, and then navigate to Audit > AR Edit (AR.61.10.00).

b. In the Branch box, check whether the needed branch is selected. Change it if necessary.

c. In the From Period box, check the start period of the documents to be included in the report, and change it if necessary.

d. In the To Period box, check the end period of the documents to be included in the report, and change it if necessary.

e. Optional: In the Customer box, specify the customer whose documents you want to include in the report.

f. Optional: In the Created By box, specify the user who created transactions whose information you need to include in the report.

g. Select the Include Transactions on Hold check box to include in the report transactions that have the Hold status.

h. Click Run Report.

2. In the report that opens, click the reference numbers of the invoices with the Hold status.

3. On the Invoices and Memos (AR.30.10.00) form, which opens for each invoice, clear the Hold check box, and click Release to release the document.

5.2To Reconcile the Total of Open Customer Documents with the Balance of GL Accounts

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Reports tab, and then navigate to Balance > AR Balance by GL Account (AR.63.20.00).

2. In the Report Format box, select Open Documents.

3. In the Branch box, check the branch to which the documents to be reported on are related, and change it if necessary.

4. In the Financial Period box, check the period that should be covered by the report, and change it if necessary.

5. Clear the Include Applications check box.

6. Click Run Report.

The report shows the AR accounts used in Accounts Receivable documents, and the list of documents that have been posted to these accounts and that are open at the end of the period.

5.3To Prepare the Trial Balance Summary

1. On the Finance tab, click General Ledger. In the left pane, select the Reports tab, and then navigate to Balance > Trial Balance Summary (GL.63.20.00).

2. In the Branch box, check the branch for which the report should be prepared, and change it if necessary.

3. In the Ledger box, check the ledger whose documents should be included in the report, and change it if necessary.

4. In the Financial Period box, check the period that should be covered by the report, and change it if necessary.

5. Select the Suppress Zero Balances check box to remove from the report accounts that have zero balances.

The report shows the balance of each account. The account balance is the total amount of the transactions posted to this account in the General Ledger module at the end of the specified period.

5.4To Validate Customer Balances

1. On the Finance tab, click Accounts Receivable. In the left pane, select Processes tab, and then navigate to Closing > Validate Customer Balances (AR.50.99.00).

2. Optional: Select a particular class in the Customer Class box of the Selection area if you want the table to show only customers of this class. If you leave the box blank, customers of all classes will be displayed in the table.

3. In the Fin. Period box, select the financial period for which you want to validate customer balances. By default, the earliest open period in Accounts Receivable is selected.


To validate the balances of all the customers listed in the table, click Process All on the form toolbar.

To validate the balance of only particular listed customers, select the appropriate unlabeled check boxes, and click Process on the form toolbar.

5.5To Print Statements or Send Them by Email

1. On the Finance tab, click Accounts Receivable. In the left pane, select the Processes tab, and then navigate to Statement Cycle > Print Statements (AR.50.35.00).

2. In the Statement Cycle box of the Selection area, select the statement cycle for which customer statements will be processed.

3. In the Statement Date box, check the date of the customer statements to be sure that it is the date you want to use.

4. In the Actions box, do one of the following :

Select Print Statement to print statements to send them to customers by postal mail. As a result, the system displays the list of customers (for the selected statement cycle) that prefer to get a printed version of a statementthat is, customers that have Print Statement check box selected on the Customers (AR.30.30.00) form.

Select Email Statement to send statements to customers electronically by email. As a result, the system displays the list of customers (for the selected statement cycle) that prefer to get a statement by emailthat is, customers that have Send Statements by Email check box selected on the Customers form.

5. On the form toolbar, do one of the following:

To process all the listed statements, click Process All.

To process only selected statements, select the unlabeled check boxes for the statements, and click Process.

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