1. Receivables Management Training
Subsidiary Training
November 2005

3. Accounts Receivable Transaction Flow

4. Receivables Management Setup tools → setup → sales → receivables
Aging Periods
Explain the difference between aging by invoice date and aging by due date.
NSF Charges
When NSF checks are recorded in Receivables Posted Transaction Maintenance, a debit memo for this amount will automatically be posted to the customer’s balance.
Apply By
The selection made here will be used when using the “auto-apply” function in Receivables Management. Explain how each option will work.
Track Discounts Available in GL
Mark this option to keep track of payment terms discounts available and payment discounts terms taken. A separate account number for discounts available and taken can be set up for each customer.
Print Historical Aged Trial Balance
The system will keep transaction history for all customers when this option is marked.

5. Receivables Setup Options setup menu → sales setup → Receivables → options
Transaction Information
Set the descriptions for each document type and set the next document number. This information is displayed on reports.
User-defined Fields
User-defined fields can be used to track special information about customers. The text entered here will appear as a field prompt when adding customer records in Customer Maintenance. The information entered for the User-defined 1 will appear as a sorting option for some reports.
Sales History Includes
Explain how the options selected here will affect the information that will be stored in history. This dictates the information that will be displayed when viewing historical amounts in the Customer Summary window.

6. Daily Procedures Receivables Transaction Entry transactions → sales → transaction entry

7. Receivables Transaction Entry Distribution Detail

8. Receivables Transaction Entry Distribution Detail
If you click the DEFAULT button, the GL distribution is recalculated from default account entries
Both the debits and credits and distribution types (PURCH, PAY) need to balance

9. Receivables Transaction Entry transactions → sales trx → transaction entry
Batch Entry
Explain how to use the batch entry window to set up a batch in which to record transactions. Batches are not used for transactions that will be posted at the transaction level.
Document Type
Review the different types of documents that can be entered using this window and explain when each should be used.
Document Date and Posting Date
Open the Transaction Posting Date window to enter the posting and document dates if they are different from the current user date (default).
If posting by transaction date (Posting Setup) the Document Date and transaction date can be different. The document date will be used to record the transaction in Receivables Management. The Posting Date will be the date that will be used when the transaction is posted to General Ledger. Transactions posted at the transaction level will use the posting date.
If posting using the batch date and transaction posting is not allowed, the Transaction Posting Date window cannot be accessed.
If posting using the batch date and transaction posting is allowed, the posting date will be used for transactions posted at the transaction level.

10. Receivables Transaction Entry transactions → sales trx → transaction entry
Apply the Document
Explain the concept of applying documents (applying is like taking a paper clip and clipping documents together). Credit memos and returns need to be applied to other documents. If the documents to be applied are known at this point, it’s easiest to do the applying now. If not know, the documents can be posted as unapplied, and they can be applied later.
Explain how auto apply works - setting in Receivables Management Setup determines if auto apply goes by document number or due date.
Explain how to apply to specific transactions and how to apply specific amounts.
Distribute to Posting Accounts
The transaction is automatically distributed to the posting accounts assigned to the customer or those entered in Posting Accounts Setup. Explain how to enter different distribution accounts.

11. Receivables Transaction Entry transactions → sales trx → transaction entry
Post Single Transactions
Explain that if a transaction was not entered in a batch once the transaction entry is complete the transaction must be posted. Transactions that are not entered in a batch cannot be saved. Explain when the posting journals will be printed.
Transaction Edit List
Explain how to print a transaction edit list. Edit lists should be printed and transactions reviewed before posting.
Post Transactions
Explain the options for posting batches of transactions - single batch, series posting, master posting. Posting Setup options determine how transactions will post to General Ledger and what posting journals will be printed.

12. Intercompany Receivables Transaction Entry transactions → sales trx → transaction entry
Enter customer ID and sales amount, then click on mc2 purple box

13. Intercompany Receivables Transaction Entry transactions → sales trx → transaction entry

14. Sales Order Processing Overview
Quotes can be converted to orders
Prospects as well as customers can be entered for quotes
When quote is converted, prospect becomes a customer
Orders can be converted to invoices
Only invoices can be posted
Non-inventory inventory items should be set up for services performed (Blue Nile ads, etc.)
AG PROCEDURE: Enter subsidiary transactions either as an INVOICE or as a QUOTE

15. Enter Sales Transaction Transaction > Sales > Sales Transaction Entry

16. Enter Sales Transaction Expansion Button Detail
Inv. Item Mant.

17. Inventory Item Maintenance Cards > Inventory > Item
This screen also used for services and non-inventory items

18. Inventory Item Maintenance Cards > Inventory > Item
Non-Inventory Items from help:

19. Inventory Item, Unit of Measure Cards > Inventory > Item (Unit of Measure)
The subsidiaries will use a simple one line unit of measure
Can have units of measure for cases, packages, etc.

20. Inventory Item, Accounts Cards > Inventory > Item (Accounts)
Default accounts determine which sales account is credited

21. Sales Order Processing Setup tools → setup → sales → sales order processing

22. Sales Order Processing Setup tools → setup → sales → sales order processing
Quantity Distribution Warning is displayed during SOP entry when line item quantity is not fully distributed
Track Master Numbers: used to track original documents in the workflow
Price Not Required In Price List: If price doesn’t exist for an invoice item you can enter it when entering sales order. You can require a password for this action
Posting accounts should be from inventory item

23. Cash Receipts Entry transactions → sales → cash receipts

24. Cash Receipts Entry transactions → sales → cash receipts → apply

25. Cash Receipts Entry transactions → sales → cash receipts
Review batch entry. Applying the payment, distributing to posting accounts, edit lists and posting transactions is the same as Receivables Transaction Entry.
Locate Customer By
Explain how to use this option to select the customer record when the document being paid is known.

26. Apply Posting Transactions transactions → sales → cash receipts → apply
This window is used to apply or unapply documents after they’ve been posted. It is also used to record writeoffs and discounts.
Posting Date
The posting date will be used as the General Ledger transaction date when writeoffs are recorded.
Document List
Explain how to use the hide/show button to view more information about the documents.
Apply to Debits Window
Explain how to access this window by dragging the pointer over the Unapplied Amount. Click when the pointer turns into a looking glass pointer. This window displays all of the documents to which the payment is applied.

27. Apply Posting Transactions transactions → sales → cash receipts → apply
Apply to Credits Window
Explain how to access this window by selecting a document in the scrolling window and dragging the pointer over the Amount Remaining prompt until it turns into a looking glass pointer and click. This window displays all of the payments that are applied to a specific document.
Unapply Documents
Select the Unapply button to unapply all transactions for the selected document. Documents may also be unapplied by unmarking the apply box next to the document.
Print Apply List and Apply
Explain how to print an Apply List (edit list) to check the applied documents. Selecting the OK button will “post” the apply information.

28. Handling NSF Checks, Voiding and Waiving Post Transactions transactions → sales → posted transactions

29. Handling NSF Checks, Voiding and Waiving Post Transactions transactions → sales → posted transactions
Review the restrictions regarding the modifications that can be made using this window.
Transactions cannot be in history file (fully paid and Paid Sales Transaction Removal is completed)
Cecks that have been moved to history cannot be marked as NSF cannot void transactions (sales, debit memo, finance charge, service/repair or warranty) that have any amounts applied to them
Payments, credit memos and returns can be voided even if they are applied to other documents. A zoom is available on the document number field to verify the document.
Posting Date
This is the General Ledger transaction posting date. A journal entry will be posted to reverse the transaction and move the information to history.

30. Handling NSF Checks, Voiding and Waiving Post Transactions transactions → sales → posted transactions
Void
Documents that can be voided are:
Sales/Invoices, Debit Memos, Service/Repairs, Credit Memos, Returns, Payments, Finance Charges.
Voided transactions will appear with an asterisk (*) in the Receivables Transaction Inquiry windows.
Waive
This button is used to waive posted and unpaid finance charges. This will back out the finance charge amount from the year-to-date and life-to-date amounts for the customer. Waived finance charges will be displayed in the Period Sales Inquiry and Transaction Inquiry windows. They will still print on statements until moved to history during the Paid Sales Transaction Removal process.
NSF
Payments marked as NSF will automatically be unapplied and the distributions backed out. The default NSF charge can be changed. NSF charges will be displayed in the Customer Payment History Inquiry and Transaction Inquiry windows.

31. Change and Delete Records
Customer Records
Customer can’t be deleted if any one of the following exist:
there is a current balance
there are posted or unposted transactions
there are transactions in history
Mark the Hold box to place the customer on hold. Payments can be recorded, but can’t record additional sales to the customer. Discuss when they may choose this option versus deleting or inactivating.
Can mark an customer as Inactive only if they have no outstanding invoices. Customer records will not be removed from history. Discuss when they may choose this option instead of deleting or placing on hold.

32. Change and Delete Records
Customer Addresses
Explain what changes can be made to customer addresses. Any address can be deleted at any time except for the ID assigned as the customer’s Primary Address ID.
Salesperson Records
If the salesperson was unique to the class, it would be easy to change the customer class and roll down the changes to all customers assigned to the class.
Sales Territory
If the sales territory was unique to the class, it would be easy to change the customer class and roll down the changes.
Customer Class
Review the types of changes that can be made to customer records via the customer class. Think of this as a method of “mass updating” customer records. Discuss the types of changes they could make based on how their customer classes are set up.

33. Receivables Utility Options
Remove History
(When to remove history is a decision that your client can make based on their needs.)
Explain that multiple years of history can be maintained if necessary. Explain what reports or inquiry windows will be affected by removing history.
Reconcile
The reconcile process will reconcile the aging periods for each customer with the amounts recorded for the customer’s transactions.
The reconcile should be used if a system problem such as a power fluctuation occurs to be sure the Receivables Management data is accurate. The reconcile may be useful if inconsistencies (regarding amounts in summary aging periods) are discovered on reports.

34. Receivables Transaction Inquiry inquiry → sales → transaction

35. Receivables Transaction Inquiry inquiry → customer → transaction
Receivables Transaction Inquiry-Customer
This window is used to view unposted, posted and/or historical transactions for a single customer record. Use the hide/show button to show more information. Limit the detail that will appear in the scrolling window by entering a range of documents.
Explain how to zoom on information. Select a transaction, then zoom on the document number to view how the transaction was entered.

36. Other Customer Inquiries
Receivables Transaction Inquiry-Document
This window is displays transaction detail (like the Transaction Inquiry-Customer window), except it includes transactions for all customer. Use the hide/show button to show more information. Limit the detail that will appear in the scrolling window by entering a range of document number, document dates, and customers.
Explain how to zoom on information. Select a transaction, then zoom on the document number to view how the transaction was entered.
Customer Period Summary Inquiry
This window is used to view the number of sales/invoices, sale and cost amounts, amount of cash received, writeoffs, discounts taken, and waived finance charges for a customer for a specific period.

37. Other Customer Inquiries
Customer Yearly Summary Inquiry
This window is similar to the Customer Period Summary Inquiry except that it shows the information for the current year (ytd), last year and life-to-date.
Customer Payment Summary Inquiry
This window is used to view the details of the payments made by a customer. This window could be used to assess a customer’s payment record when making additional sales or extending additional credit to a customer.
Customer Inquiry
This window shows demographic information about a customer. The credit limit can be viewed on this window by clicking on the expansion button.
Receivables Summary Inquiry
This window may be useful for viewing sales amounts and cash receipts for key customer groups, such as a particular class or territory.

38. Receivables Reports Report Options and Report Groups
Explain how to create report options for individual reports and also how to create report groups.
Aged Trial Balance
This report shows the balances for each aging period as of the last aging date. Review the sorting, ranges, and options available.
Aged Trial Balance with Options
This report shows the same information as the Trial Balance except that there are different options. Review the sorting, ranges and options that can be selected.
Historical Aged Trial Balance
This report has the same format as the Aged Trial Balance with Options, except that it includes information on a past aging period. Review the sorting, ranges and options that can be selected.

39. Receivables Reports See Rapid Deployment
Accounts Due Report
This report shows the amount owed by customers. When printed in detail, the report shows the number of days past due for each outstanding invoice. Review the sorting, ranges and options that can be selected.
Sales Transactions List
This report lists transactions for a selected range of customers and summarized the transaction sales information. Print this report to view profit amounts generated by sales to each customer. Review the sorting, ranges and options that can be selected.
Sales Analysis Report
This report shows customers’ sales activity. Review the sorting and ranges selections that can be made.

40. Receivables Reports Period Sales Analysis Report
This report provides fiscal and calendar year sales information for selected customers. Review the sorting, ranges and options that can be selected.
Unapplied Documents List
This report shows documents that are not applied to other documents. This report should be printed before beginning month-end procedures to determine if there are documents that need to be applied. Review the sorting and ranges selections that can be made.
Account History by Transaction Report
This report provides account distribution history by transaction. Review the sorting and ranges selections that can be made.

41. Receivables Reports Distribution History Report
This report lists historical amounts for specific distribution accounts. Review the sorting, ranges and options that can be selected.
Transaction History Report
This report shows fully paid transactions. Review the sorting, ranges and options that can be selected.

42. Month-end Procedures Tools > Routines > Sales
Most menu options arranged in order of use
AG does paid transaction removal before printing statements

43. Month-end Procedures Tools > Routines > Sales
Unapplied Documents Report
This report should be printed before beginning month-end procedures to determine if there are documents that need to be applied. Review the sorting and ranges selections that can be made.
Aging Process
The aging process calculates the number of days old or days past due for customer accounts and adds the amounts to the correct aging periods.
Review the aging date and the difference between aging by invoice or due date.
Account Type
Review the differences between Open Item and Balance Forward account types.

44. Month-end Procedures Assess Finance Charges
This window is used to have the system automatically assess finance charges to customers who meet the criteria entered in this window.
Aging Periods to Include
The Include Balances and Older list is active only when Open Item or All has been selected for the Account Types. If Balance Forward Account Types are included, finance charges will be calculated for on the noncurrent amounts only. Post Finance Charges
The finance charges that are created in the previous step are included in a batch named RM FIN CHGXXXXX. This batch can be edited using the Receivables Transaction Entry window. This batch is posted in the same manner as any other Receivables batch. It must be posted before printing statements if the finance charges are to be printed on the statements.

45. Month-end Procedures Print Statements
Explain that the statement ID can be used each time statements are printed and that the selections made in this window are saved with the ID ensuring that statements will be printed the same each time. Discuss how they may want to set up different statement ID’s based on how they print statements.
Point out the select date fields of summarize to and cutoff date. Review the forms, sorting and print options, date options, printing options and messages that can be printed.

46. Month-end Procedures Paid Sales Transaction Removal
This window is used to transfer paid transactions to history and to consolidate balance forward accounts. Explain what constitutes a “paid transaction”. Explain the remove options and cutoff dates. The separate date for checks should be used if there are checks that may be NSF.

47. Year End Procedures Tools > Routines > Sales > YearEnd Close
NOT REQUIRED
All this routine does is zero out the year to date balances in customer cards
Should be run exactly at year end

48. Year End Procedures Tools > Routines > Sales > YearEnd Close
Close Fiscal Period
This is not a required step. The period can be marked as closed to the Sales Series so that sales transactions can no longer be posted to the period. If they close the fiscal period, this step could be added to the checklist.
Receivables Year-End Close
Review what happens during the fiscal and calendar year end closing processes. If the fiscal year is the calendar year, both should be closed at the same time.
Close Fiscal Periods
This is not a required step. The periods can be marked as closed to the Sales Series so that sales transactions can no longer be posted to the periods. If they close the fiscal periods, this step could be added to the checklist.