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

2. Accounts Receivables and Collections

3. 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

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

5. Accounts Receivable
What's new in 2014 in General Release

6. 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

7. 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.

8. 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

9. New in 2014

10. Accounts Receivable
PROFILES

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

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

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

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

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

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

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

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

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

20. 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

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

22. 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

23. 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

24. Accounts Receivable
Cash Receipts

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

26. 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.

27. Accounts Receivable
Interest Finance Charges

28. 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.

29. 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.

30. Accounts Receivable
AR Inquiry

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

32. 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

33. 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

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

35. 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

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

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

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

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

40. 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

41. 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

42. 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

43. 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

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

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

46. 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 >
order by total_owed desc with ur
CLIENT_ID COLLECTOR TOTAL_OWED
BCIND
BLUWAT
DARIND
BIGBOY

47. 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 >
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’

48. 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 = ‘ ’ where collector = ‘BILLER’ and col_call_back is Null

49. Accounts Receivable
Reporting

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

51. AR Cash Flow and Collections
Reporting

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

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

54. AR Cash Flow and Collections
Reporting
Collection Past Due
Report

55. AR Cash Flow and Collections
Reporting
Collection Final Warning
Report

56. AR Cash Flow and Collections
Reporting
Collection Cut off Report
Report

57. Accounts Receivable
Collection KPI's

58. 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.

59. 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

60. Accounts Payable
Setup

61. 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

62. Accounts Payable
AP Invoice Entry

63. 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.

64. Accounts Payable
Payable KPI’s

65. 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

66. Cash Flow
Reports and KPI’s

67. 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

68. 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.

69. 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

70. 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

71. Safe Harbor Notice
The information presented is for informational purposes only and should not be relied upon in making a purchasing decision. Trimble is under no legal obligation to deliver any future products, features or functions within any specified time frame, if at all. Release dates and content are subject to change at Trimble’s sole discretion.

72. Visit the TransForum Technology Hub
THIS SLIDE, THE PREVIOUS SLIDE, AND THE NEXT 2 SLIDES WILL ALWAYS BE THE LAST 4 IN YOUR PRESENTATION.
Remind your audience to RATE YOUR SESSION in the TransForum Mobile App. Details on the process will be provided at TransForum.
DELETE THIS BOX.
Questions?
Please use your TransForum mobile app to rate this session. Help us improve our content.
Visit the TransForum Technology Hub
Ryman C Exhibit Hall
The TMW Resource Center is the hands-on laboratory where software experts provide you with personalized assistance for any TMW application.
Staffed: Sunday – 6 PM to 9:00 PM Monday – 7 AM to 6:30 PM Tuesday – 7 AM to 6:00 PM Wednesday – 7 AM to 11:00 AM
The TMW Systems booth offers personal demonstrations on any TMW software product.
TransForum Sponsors & Exhibitors will share the latest technologies, products, and service offerings with you and answer TMW compatibility questions.

73. 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: e:
M O V I N G Y O U F O R W A R D
T H A N K Y O U

74. © 2014 by TMW Systems Inc. All rights reserved.
This document may not be publicly disclosed or reproduced in any way to anyone without the express written consent of TMW Systems Inc.
No copies may be made for any other reason, or to create derivative works or compilations with this documentation. No one may republish, redistribute, or include the use of this work in support of or in conjunction with any service or service offerings.