Accounting Accounts Receivable and Collections Dana Elliott, Training and Implementation Specialist

Accounts Receivables and Collections

AR Cash Flow and Collections Accounts Receivable New in 2014 in General Release Setup Profiles Configuration Settings Cash Receipts Interest Finance charges Collections AR Inquiry Reporting Collections KPI’s

AR Cash Flow and Collections Accounts Payable Setup Profiles Configuration Settings AP Invoice Entry Payables KPI’s Cash Flow Reports and KPI’s

Accounts Receivable What's new in 2014 in General Release

AR Cash Flow and Collections New in 2014 new app configs - they take precedence & get their info from company setup. Client ID Prefix Generation Vendor ID Prefix Generation

New in 2014 Ability to view Un-posted Amounts for clients A new context (right‐mouse click) menu option “Recalculate Unposted Balances” was added. Selecting this option will pop up a window displaying two figures, a total of all approved but un‐posted amounts, and a total of all unapproved and un‐posted amounts for the selected customer.

New in 2014 Accounts Receivable write off This new feature provides you with a new user interface to write off accounts receivable records. A new option “AR Writeoff” in tools menu was added. Selecting this option invokes the “Write‐Off AR Record Selection by Client” window. From there, you can specify three types of ranges to filter your AR records: Client Range Balance Range Aging Date Range The grid will display your selection of AR records. You can select the “Write‐Off” button to perform the write off. As follows

New in 2014

Accounts Receivable PROFILES

AR Cash Flow and Collections Profiles Setup – Address Tab Auto ID ID Padding Alpha Auto ID REEVCALAN Client defaults

AR Cash Flow and Collections Profiles Setup – Alternate Address Alt Address Bill Contacts

AR Cash Flow and Collections Profiles – Billing Tab Billing Tab Currency Statements Alt Tax Billing Contact Moved to Alt Address

AR Cash Flow and Collections Profiles – Credit Tab Credit Status Credit limit 0 Payment Options Credit Hold Credit History

AR Cash Flow and Collections Profiles – Credit Tab Credit Notes.

AR Cash Flow and Collections Profiles – Credit Tab Terms – Due Days and Description, Discount – Informational only Finance – Use in conjunction with Finance Calc Program

AR Cash Flow and Collections Profiles – Credit Tab Credit History – Logs all credit changes

AR Cash Flow and Collections Profiles – New Tab Reps/Agents Agents Collectors and Call Back moved from Misc Tab

AR Cash Flow and Collections Profiles – Notes Tab Pop up Notes option for Customer Service

AR Cash Flow and Collections Configuration Settings – AR Inquiry Do Not Copy IP Set Aging date to Statement Date Skip Payments Older Statement Add Delete Status Void Cash Receipt Date

AR Cash Flow and Collections Configuration Settings – AR Inquiry Notes Entry Style - Journal or Normal Calc Average Days Default Days to Pay Disputed Invoices

AR Cash Flow and Collections Configuration Settings – AR Adjustments Allow Balance Forward Configuration Settings – Cash Receipts Currency Warning Multi Partial Pay Same IV Accts for Negatives

AR Cash Flow and Collections Configuration Settings – TruckMate CRM (Profiles) Default Credit Status on New Customers Default Customer payment Options: All, Check, Cert Funds, Cash Configuration Settings – Customer Service Credit Limit Excludes NA Freight Bills True/ False Credit Limit Calc: Current FB + AR + Approved, Current FB + AR + Approved + Un posted FB, Current FB + AR Credit Limit Hold, Disallow post if over Credit Limit True/False Bill Date Default Bill Date Default - Credit Bill Date Default - Rebill

Accounts Receivable Cash Receipts

AR Cash Flow and Collections Cash receipts On acct Payments – override the default Bill Number Created

AR Cash Flow and Collections Cash receipts Importing a batch of Payments Tools Menu: Import File File must be .CSV format The Freight Bill number listed must exist in both AR_SUM and TLORDER Useful if the customer provides a payment file or if a large number of auto deposits are used.

Accounts Receivable Interest Finance Charges

AR Cash Flow and Collections Interest Finance Charges Per Client settings on the credit tab of their profile. The Charge Finance charges check box must be checked UPDATE CLIENT SET FC_CHARGE = ‘True’ Create an INTEREST commodity Code that applies to Freight Bill only.

AR Cash Flow and Collections Interest Finance Charges Set Dates and default rate for calculations. If profile does not have rate default will be used. Set charge option New Bill or Adjust each Bill AR option will create an AR adjustment for each Bill New Bill creates new bill in cserv based on settings Calculation can be done and reported without creating charges.

Accounts Receivable AR Inquiry

AR Cash Flow and Collections Collections - AR Inquiry Client Header section and tabs Utilize the Collector and Call Back Date filters

AR Cash Flow and Collections Collections - AR Inquiry With filter, sort and format, develop call queues Filter option for Sales Rep Agents or Collector Assigned Target risk Receivables

AR Cash Flow and Collections Collections - AR Inquiry Call List by call back date. With proper management of call back date show call backs today

AR Cash Flow and Collections Collections - AR Inquiry Call List by Balance Outstanding descending order

AR Cash Flow and Collections Collections - AR Inquiry During a collection call all the info needed is at your finger tips. Right click from the client grid or short cut icons along the header or short cut ctrl keys

AR Cash Flow and Collections Collections - AR Inquiry Collection Notes should be maintained {ctrl N}

AR Cash Flow and Collections Collections - AR Inquiry Visibility to pending or work in progress is available via {ctrl P}

AR Cash Flow and Collections Collections - AR Inquiry Has anybody heard the “That was paid on cheque 2005434” excuse. Payment history and drill down {ctrl Y}

AR Cash Flow and Collections Collections - AR Inquiry Invoice specific Notes are same note set from CSERV

AR Cash Flow and Collections Collections - AR Inquiry User1, User2, or User3 note tabs can be re-labled for collection usage from Application Configuration, or the write off note tab could be used All note tabs can be secured by user {ctrl alt N} The reference field can also be used for short memo notes Advantage of the reference field is quick visibility in the grid details grid

AR Cash Flow and Collections Collections - AR Inquiry Aging and expected to be paid dates can be adjusted. If an invoice was late being sent the aging date can be managed from AR Inquiry

AR Cash Flow and Collections Collections - AR Inquiry Expected to be paid Updating the expected To be paid field will Impact cash flow calculations and reports

AR Cash Flow and Collections Collections - AR Inquiry Effective grid lay out and customization aids in utilization Field location Prioritize field location Color coding Red Flag aging over 30

AR Cash Flow and Collections Collections - AR Inquiry Decide on note style; Normal vs. Journal Editing of notes is a Security Setup option

AR Cash Flow and Collections Collections - AR Inquiry New email option from right click menu of client grid

AR Cash Flow and Collections Collections - AR Inquiry SQL can be used if collectors never assigned EG: select client_id, Collector, total_owed from client where total_owed > 5000.00 order by total_owed desc with ur CLIENT_ID COLLECTOR TOTAL_OWED BCIND 264618.46 BLUWAT 167762.53 DARIND 85349.6 BIGBOY 53349.91

AR Cash Flow and Collections Collections - AR Inquiry Once the select statement is perfected update the records. Different examples of updates are given below (BILLER is a valid user id in this database) Update client set collector = ‘BILLER’ where total_owed > 5000.00 Update client set collector = ‘BILLER’ where currency_code = ‘USD’ and client_is_bill_to = ‘True Update client set collector = ‘BILLER’ where province = ‘BC’ and client_is_bill_to = ‘True’ Update client set collector = ‘BILLER’ where name like ‘A%’ and client_is_bill_to = ‘True’

AR Cash Flow and Collections Collections - AR Inquiry Once the user id has been updated to the collector field a call back date can be added Update client set col_call_back = ‘2012-05-01-00.00.00’ where collector = ‘BILLER’ and col_call_back is Null

Accounts Receivable Reporting

AR Cash Flow and Collections Reporting Collection Invoice Reprint.rpt – from ARRA or CSERV

AR Cash Flow and Collections Reporting

AR Cash Flow and Collections Reporting Collection Reconciliation Report Add it to the Aging reports Section to run it by individual client

AR Cash Flow and Collections Reporting Collection Reconciliation Report Will need to be modified with company specifics Collection Reconciliation.rpt

AR Cash Flow and Collections Reporting Collection Past Due Report

AR Cash Flow and Collections Reporting Collection Final Warning Report

AR Cash Flow and Collections Reporting Collection Cut off Report Report

Accounts Receivable Collection KPI's

AR Cash Flow and Collections Collections KPI’s Customers over credit limit Customers within 90% of credit limit Client name lookup Top write off accounts Bottom 100 with ar > 45 days AR Accounts by overdue % A/R Aging rolling months Collection calls to tomorrow Days to Pay trending Collection Activity upcoming week.

AR Cash Flow and Collections Accounts Payable – setup Be sure to set terms on Accounts Payable tab of Vendor Relationship Management (Profiles) Defaults into APNE

Accounts Payable Setup

AR Cash Flow and Collections Accounts Payable – setup Be sure to set terms on Accounts Payable tab of Vendor Relationship Management (Profiles) Defaults into APNE

Accounts Payable AP Invoice Entry

AR Cash Flow and Collections AP Invoice entry Settings in profile will default aging and due date. Cash flow calcs will look at due date.

Accounts Payable Payable KPI’s

AR Cash Flow and Collections Payables KPI’s Payable totals by vendor type Payables by day next 14 days Vendor info Invoice details from A/P IP not yet sent to A/P Vendor Activity Carrier Summary – A/R and A/P

Cash Flow Reports and KPI’s

AR Cash Flow and Collections AR Inquiry Date = TLORDER.BILL_DATE {Billing Date from CSERV.EXE} Aging Date = AR_SUM.AGING_DATE Expected to be Paid = Aging Date + Average Days to Pay from SP_CASHFLOW_CLIENT_PAYDAYS

AR Cash Flow and Collections When each Bill Register is posted and invoices transferred over to the Accounts Receivable module, the expected to be paid date is recorded as the invoice date + the average days to pay for the customer. If no previous average has been calculated, your company average days to pay are used (as set in the application configuration options under program heading of ARRA.EXE) As each Cash Receipts Register is posted to the General Ledger (Cash Receipts Register completes) every customer sending in a payment will have the average days to pay recalculated. Paid invoices from the current deposit, plus previously paid invoices back as far as set in the application configuration setting suggests, will be averaged with the latest calculated days to pay recorded against the customer. This information is stored in a table called CLIENT_PAYMENT_DAYS.

AR Cash Flow and Collections Cash Flow Reports and KPI’s Reside in the Cash Flow Folder Program Files => TruckMate X => Reports => Cash Flow Can be run from AR Inquiry or AP Inquiry

AR Cash Flow and Collections Cash Flow Reports and KPI’s Cash flow Projections EXAMPLE – Enter information you want to verbalize for each bullet statement on your slide. © 2011 TMW Systems Inc. All rights reserved

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Dana Elliott Training and Implementation Specialist, TMW Systems T H A N K Y O U Dana Elliott Training and Implementation Specialist, TMW Systems p: 440.721.2578 e: delliott@tmwsystems.com M O V I N G Y O U F O R W A R D T H A N K Y O U

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