ÜÜÜÜ Ü Ü ÜÜÜ Version 1.1 Û Û Û Û ÛÜÜ July 90 Û Û ÛÜÜÛ ÛÜÜ ßßßßß ÛÜÜÜÜÜÜÜÜÜÜÜÛ <<< QUE ACCOUNTING >>> Copyright (c) 1990 Accounts Receivable D E M O OPERATIONS MANUAL Table of Contents CF Customer Files Customer Master Display Invoices Group Payments Customer List RM Report Menu Cash Receipts Adjustments (credits, debits, service charges) Invoice Register (Detail,Summary) Aging Report (Detail,Summary) Customer Statements (History, Open Invoices) Products Sold Delinquent and Installments EP Period End Process * MT Maintenance Table Shipment Carrier Products and Services Credit Terms Credit Ratings Chart of Accounts * Ship To Addresses Bill To Addresses Units of Measure Invoice Format Setup Source Code Table * AR Setup File QR Query and Report Writer * Manual Filelist UT Utility Menu Backup * Restore * Reindex Other Functions * Calculator Notepad * These functions are generic to the QUE Accounting series of programs and only appear on the AR menu for stand alone systems. Otherwise they are included as options on the Main Menu of the integrated QUE Accounting system. Overview The Accounts Receivable(AR) program may be used as a stand alone system or as a stand alone module integrated into the QUE Accounting General Ledger. Like the General Ledger(GL), the AR system provides the ability to record transactions for a given company and department. However, unlike the GL system, only one department is assigned to a company. All Companies or One Each time you log onto the system, you are required to enter the company code. The company activated at this time is also the company code recorded on each transaction (cash receipt, invoice or adjustment) entered unless otherwise changed for the duration of a particular function which allows the company to be overridden. The corresponding department code is retrieved from the company Setup record. The following lists those functions which allow override of the sign-on company. Regardless of the override, once complete, these functions reinstate the signon company. Functions Allowing Override Report Menu Cash Receipts Adjustment Report Invoice Register Product Report Delinquent and Installments Customer Files F8 Payments Some functions are considered common to all companies and therefore allow no other option than showing 'ALL' company records. They include: Functions for All Companies Only Report Menu Customer Files Customer Statements Customer List Inventory Listing Ageing Report Utility Menu Backup and Restore Reindex Maintenance Menu (All functions) End of Period Functions for Signon Company Only Customer Files F7 Display Invoices F3 Cash Receipts F4 Adjustments F5 Print Invoices D Delete A Add E Edit Stand Alone vs Integrated The GL PATH field in the AR Setup file along with the existance of the GL program, MAINMENU.EXE, in that directory determines whether or not the system is to be used as stand alone or integrated. If integrated, the End of Period function is disabled on the main menu as well as the GL Chart of Accounts function on the MT maintenance menu. Other changes include the use of the General Ledger Chart of Accounts and Source Code tables in the validation of AR entries. If the GL PATH field is left blank in the company AR setup record the system will be treated as a stand alone program activating the End of Period process and substituting the AR Source Code and Chart of Account tables. The Chart of Accounts function on the Maintenance Menu will be activated for data entry. Company records may be set up as either stand alone or integrated regardless of the values placed in the setup records of other companies in the system. MAIN MENU 19:45:10 Accounts Receivable 12/23/90 Company-> ABC Main Menu Period: 7 F1 Help ESC Exit F6 Calculator F10 Window QUIT EXIT from System CF. Customer Files RM. Report Menu PE. End of Period Close * MT. Maintenance of Tables WR. Query and Report Write * UT. Utility Menu Description The Main Menu provides the entry point to the various functions within the system. The menu items are in the sequence most likely to be used. Items are selected by moving the highlight bar to the desired option and pressing enter or by pressing the leftmost character of the desired selection. The top two lines are standard screen headings and indicate the time and date the function was accessed, the company logged onto, and the current period. The third line 0xscribes the global function keys that maybe used throughout most of the system. F1 Help Context sensitive help ESC Exit Exit current process F6 Calculator Popup calculator F10 Window Context sensitive lookup table * These options only appear on stand alone systems. Otherwise, they are included in the integrated system as global functions. CF CUSTOMER FILES Overview This function provides the ability to Add, Change, and Delete master records and invoices. The functions are displayed on the vertical menu at the bottom of the screen. The activation keys are highlighted. The Add, Edit and Delete options relate to the customer master record while the function keys are used for other purposes. F5 is used to write-off invoices with immaterial open balances. F7 is the access path to an individual customer's invoices. F8 is used to pay a number of invoices at once for a given customer. F9 produces a customer master report. Selection Screen The first screen to be presented is the selection screen which allows you to specify a given subset of customers as identified by their group field value. The group field value is a value stored on each customer master record used to group or categorize several customers together based on some like characteristic such as type of products ordered, size, etc.. Usage is entirely controlled by you. Enter Group range start B1 end B2 The Customer Id field is also used to find the master record for a specific customer. Once into the display screen pressing any letter other than A,E and D,(which are reserved for other functions) will bring up the search prompt. Enter Id to search for __________ The first customer with this given id will be highlighted. A partial selection can be made if the exact value is unknown. For example, 'AAA' would find the first record following 'AAA' as if a CUSTID of 'AAA' actually existed and the operator hit enter to move the highlight to the next record. Customer Control Screen 19:32:20 Time Recorders Inc. 05/23/90 Accounts Receivable Transactions Period:9 F1 Help ESC Exit F6 Calculator F10 Window Customer Company Name Phone Ext ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³BELL Bell Towers John Bell 111-222-3333 4444³ ³EEEEEEEE Screams Inc Jill Shrill 123-help 5555³ ³HARRY Handsome Harry Joe Smith 302-123-6666 2222³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F5 Writeoff F7 display invoices F8 payments F9 list B-Z Find A Add E Edit D Delete <> to move Esc to exit 1) Add and Edit a) Description The only difference between the Add and Edit screens is that the CUSTID field may not be changed in the Edit mode. All other fields have the same edits and validations regardless of the update mode. The screen is separated into two distinct sections; 1) the address and 2) credit information The address portion for the most part is self explanatory. The first three lines of the address may be used in any fashion. A company name exceeding the Company field presented or 'Care of' addresses may be placed in the first address field. Certain values within the credit section may need further explanation. First of all, the CREDIT RATING and PAYMENT TERMS fields must preexist in their respective tables before they may be entered. These tables can be updated through the MT function off of the Main Menu The PAYMENT TERMS field is the default, or usual payment terms given for this particular customer. As invoices are added these terms are applied to the invoice automatically; although they may be overridden when needed. They constitute such values as: 2N3 2 percent net 30 days COD Cash on delivery The CREDIT RATING field is used to rate customers according to their payment record. The 4 character field may represent any combination of letters and numbers desired. For example: POOR Poor payment record AAA The best always on time GOOD Good payment record A2 Good but not the best FAIR Not bad and not good The GROUP field may be used to group customers in various categories such as: W,M,S Weekly, Monthly, Seasonal frequency of purchases B,M,S Big,Medium,Small Size of client EQ,SU Equipment,Supplies product type purchased The EXEMPT field tells whether or not the Customer is exempt from state tax. If so, space is provided for the authorization number in the TAX ID field. Y Yes exempt N No not exempt Although the system does not prohibit taxing an exempt customer a warning is displayed whenever a tax entry is made against an exempt status customer. The UNAPPLIED amount represents any overpayments made by the customer. It can be applied to any open balanced invoice by manually deleting the amount from the Master record and adding the proper accounting transaction during one of the Payment processes (F3 and F8). Until it is applied, the UNAPPLIED amount does not constitute a cash deposit unless a journal entry is used to record it through the General Ledger Module (ET module). The UNAPPLIED amount is automatically updated during the F8 Payment function when there is a surplus of cash to be applied. The OPEN BAL field is calclated each time the customer's master record is brought into the Edit mode (E). All invoices credits, debits, and payments are added together to derive the customer's open balance. b) Operations (Add/Edit screen) ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³Customer Company Name Phone Ext ³ ³ ³ ³ BEÚÄÄÄÄÄÄÄÄÄÄÄÄÄ<< Master Record >>ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ EE³ ³ ³ ³ HA³Customer Id: BELL Company: Bell Towers ³ ³ ³ ³Contact: John Bell Phone: 111-222-3333 ³ ³ ³ ³Address: Care of John Bell ³ ³ ³ ³Address2: 1450 West Chester Pike Ext: 4444 ³ ³ ³ ³City: West Chester State:PA Zip:44444-444³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³Credit Rating: good Pay terms: ABC Exempt?:F ³ ³ ³ ³Credit Limit: 10000.00 Group:AA Open Bal:10000.00³ ³ ³ ³Comments Tax Id: 888888888888 Unapplied: 50. ³ ³ ÀÄÄijthis is the comment lineeeeeeeeeeeeeeeeeeeeeeeee ³ÄÙ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Ctrl-W save edits Esc exit without saving Please consult the appendix for information on cursor movement and keystrokes used to navigate around the screen. 2) Delete The delete mode will erase the customer's master record and all invoices that belong to that customer id. If they exist, A confirmation message will appear on the screen giving the option to cancel the delete request. In case of an integrated system, all account balances will be adjusted accordingly in the Trial Balance. F5 Write Off This option is used to 'write off' miscellaneous balances still open on the books. A prompt is provided to allow for the entry of a specific dollar amount for the write-off criteria. Enter amount for writeoff ______ All invoices that are to be written off are printed on a report and each is credited with a 'WOF' source code transaction. The offsetting debit entry is acquired from the Source Code table.(see MT function in setting up source codes) F7 Display Invoices This option will display selected invoices for the highlighted customer. All invoices or only those with open balances can be shown. A prompt will display when F7 is selected allowing you to make your choice 17:19:16 Time Recorders Inc. 07/02/90 Accounts Receivable Master Period:2 F1 Help ESC Exit F6 Calculator F10 Window Customer Company Name Phone Ext ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ BELL Bell Towers John Bell 111-222-3333 4444³ ³ EEEEEEEE Screams Inc Jill Shrill 123-help 5555³ ÀÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ<< BELL >>ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÙ ³Custid Invoice Inv Date Due Date Invoice Amount ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ BELL BELL2 06/01/90 06/01/90 1000.00 ³ ³ BELL TEST 06/07/90 06/07/90 100.36 ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F3 cash receipts F4 adjustments F5 print invoice B-Z Find A Add E Edit D Delete <> to move Esc exit 1) Add, Edit a) description/operations The Add function is used to add a new invoice while Edit is used to modify an existing one and to add new line items. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ<< Invoice >> Open bal 1000.00ÄÄ¿ ³ ³ ³Cust Id BELL Shipto 1 Billto 1 Shipby AAA ³ ³Invoice # TEST1 Amount 1000.00 ³ ³Inv Date 05/23/90 Terms ABC ³ ³Due Date 01/23/90 Salepers _____ ³ ³Order# _________ ³ ³ ³ ÚÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁ¿ ³Product Description Unit Qty X Price = Total³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ 1111 Time clock prin -8 96.00 -768.00³ ³ CSHP Transportation -1 32.00 -32.00³ ³ CTAX Sales Tax -1 200.00 -200.00³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Ctrl-W goto detail records Esc exit without saving When an invoice is selected, the operator is automatically placed in the top portion of the screen for data entry. In the case of add all fields are blank except the Cust Id, Inv Date, Due Date and Terms fields which default to the current customer, the current date and the normal payment terms as retrieved from the customer master record, respectively. The CTRl W key combination is used to activate the detail portion of the currently displayed invoice. The ESC option performs the balancing routine and exits the invoice if the detail line items are in balance with the invoice header (top portion of screen). In both the Add and Change modes validations are made to: 1) assure Payment and Shipment Carrier values exist in their respective tables 2) a unique invoice number is used to identify the invoice 3) product numbers are validated against the Chart of Accounts 4) quantity on hand in the inventory file is sufficient for order (optional with inventory enhancement) Invoice Balancing The Amount field which appears on the invoice header must be the absolute equivalent of all detail line items in order for the invoice to be saved and posted. The operator has the option of using the control feature of manually calculating the total amount before entry of the line items or use the computer to determine the total. Skipping the header amount entry will cause an out of balance condition when the ESC key is used at the end of line item entry. In this case the cursor is placed back in the top portion of the screen and the total of the line items as calculated and displayed on the left portion of the screen may be entered to balance the invoice. Using the Calculator The pop-up calculator may be used to calculate taxes, total line items and determine other fiqures while within the body of the invoice. The amount calculated and appearing in the calculator window may be transferred to the price or amount field on the invoice by pressing the CTRL P combination. Description field The description field appearing on each line item may contain any text desired. Using the F10 key to select a product or service code from the Chart of Accounts automatically pulls in the description from the table. However, this information may be overwritten or additional information added. In the latter example, a product classification of Time Clock may be a generic description but additonal information such as the model number and manufacturer may be added at the time of invoicing. The entire description field may be deleted with a CTRL T combination or by pressing F10 again, a new description may be retrieved from the table. If the product code is changed without using F10, the original description stays entact. Debits and Credits QUE Accounting has taken the position to use the natural polarity of the transaction amounts to properly reflect credit and debit transactions. These are of course, negatives for credits and positive values for debits. Some accountants prefer to use all positive values to reflect the 'normal' balance of accounts but we have found this method is sometimes more confusing in the long run. Product vs Sales The negative QTY figures in the screen example represent a depletion in inventory and a increase in the Cost of Goods Sold, a debit to Accounts Receivable(AR) and a credit to sales. The first portion of this entry is due to using the invoice detail line to record inventory reduction. This is detected by the range of product numbers setup as Inventory in the ST Setup function. The AR and Sales accounts are pulled from the Source Code Table. * This option is only available with the inventory enhancement. Horizontal Scrolling The cutoff description field in the detail records is only done for display purposes. In actuality the description field is 60 characters long and uses a horizontal scrolling feature that allows a larger field to be accessed in a smaller screen space. Moving the cursor to the end of the field will show how the words scroll off the screen much like an electronic message board. Repeating Entry At the end of invoice entry, you will be asked whether or not you wish the invoice just added to repeat. If you answer "Y" it will prompt you for the number of periods you wish recurrance. Each PE End of Period process a new invoice will be created for each repeating entry that has not met the recurrance count. The period field will reflect the new period, the invoice number will attach the period and the transaction date, the current date on the system. 2) Delete A deleted invoice will reverse all transactions associated with the selected invoice in the current period. Fully satisfied invoices cannot be deleted. In case of billing errors for closed invoices, adjustments must be made to the customer's account through separate credit and debit invoice transactions. 3) F3 Cash Receipts Payment transactions can be applied against a specific invoice through this selection. When chosen, a transaction window pops up with the total open balance amount in the transaction amount field. This value as well as the default account number for the Debit portion of the transaction can be modified as long as the amount does not exceed the total amount outstanding and the account number is a valid entry. Pressing the F8 key at this time will display the source code table in case the default debit account number needs to be changed. The default value is retrieved from the first CSR source code entry in the table. 4) F4 Adjustments Similar to F3 Cash Receipts a transaction window pops up allowing entry of a Credit or Debit transaction while the F8 key allows the selection of account values. In case of Credit (CRD) transactions, the amount may not exceed the open balance of the invoice. 5) F5 Print Invoice This option prompts for a specific invoice format to be used in the printing or displaying of the selected invoice. The invoice format is stored in the Invoice Format table accessible through the MT function. Invoices may also be printed through the DI option on the Report Menu (RP). F8 Payments a) Description The Payments screen allows distribution of a single cash payment to several open invoices. The payment itself can be split into three different segments representing, Tax and other categories. b) Operations ÚÄÄÄÄÄÄÄÄÄÄÄÄÄþ<< BELL >>ÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Code Amount ³ ³Enter account code(s) CTAX 1000.00 ³ ³ and amount(s) CSHP 9200.00 ³ ³Enter payment date 05/23/90 ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁ¿ ³ TEST1 01/23/90 1000.00 û ³ ³ TEST2 02/23/90 1000.00 ³ ³ TEST3 03/23/90 956.00 ³ ³ TEST4 04/23/90 10000.00 ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 1 Invoice selected for 1000.00 9200.00 still remaining Press Enter to Toggle invoices to be paid Highlight each of the desired invoices and press enter to mark the invoice for payment. Pressing 'Enter' toggles invoice selection off and on while reducing or increasing the amount allocated. The bottom portion of the screen shows the number of invoices selected, the total dollar amount and the amount still undistributed. Hitting the 'ESC' key completes the selection process and initiates the creation of the Cash(CSR) records. Each invoice is processed by comparing the payment totals for each Cash code(CTAX,CSHP) entered to the distribution lines in each invoice. If there is a match, a record is created in the amount of the open balance for that Cash code. The dollars allocated to the selected invoice are subtracted from the total payment and the process continues to the next selected invoice. Partial payments must be made through the F3 Cash receipt function in the F7 Display Invoices module. For example, the transaction to record payment for the following invoice with three line items, as listed, is to debit two cash accounts and credit Accounts Receivable. Invoice Line Items 1111 Time Clocks - 1 100.00 -100.00 CTAX Tax - 1 10.00 -10.00 CTAX Tax - 1 10.00 -10.00 Transaction recorded. Cash 100.00 Note the CTAX record is accumulated. Ctax 20.00 The AR credit and Cash entries are extracted from the Source Code Table. AR 120.00 The remaining balance is added to the Unapplied amount on the customer's master rescord and no Cash Receipts is recorded for this amount until it is applied to an invoice or entered as a separate journal entry into the system. In the integrated system, an account number is used to record the surplus automatically. It resides in the company AR Setup record off of the Mainmenu. F9 Customer List The customer list is a hard copy report of the customer master file. It should be periodically printed and used as a reference document and backup to the master file residing on the computer. It contains the same information that exists on the screen and may be printed as often as needed. RP Report Menu The Report Menu produces the transaction registers, aging reports and sales reports by product codes, typical of most business carrying receivables. The reports may be executed as often as desired and always include the most updated information from the transaction files. Selection Parameters The transaction registers may be applied against a given period or range of periods while the aging report can be shown in both summary and detailed formats for a given customer or range of customers. QUIT Return to Main Menu CR. Cash Receipts AR. Adjustment Report IR. Invoice Register RA. Aging Report ST. Customer Statements PR. Product Report DI. Delinquent and Install ** Besides the reports listed above, the system comes equipped with a Query and Report Writer function that allows you to create your own reports selecting the data to appear, the sequence and the desired range based on values entered for dates, accounts, customer, etc.. *** An example of each report appears in the Appendix CR Cash Receipts This report will list all cash receipt records(CSR source code) for the selected period. A subtotal will be produced for each unique account number used. Period range Start 0 End 13 AR Adjustment Report The adjustment report will list all adjustments for the period range selected. Credits (CRD), Debits (DEB) or Service Charges (SVC) transactions only may be specified. Period range Start 0 End 13 Enter CRD/DEB/SVC or blank ____ IR Invoice Register This report lists all invoices for the selected range. The Detail option will print a complete transaction list for each invoice selected. Period range Start 0 End 13 Enter "D" for Detail ___ Enter Salesman Start _____ End _____ The Salesman option is used to find the total sales attributed to a given salesman(s). This may be used in determining commissions by salesman code. RA Aging Report The Aging report determines the how old an open invoice is by comparing the invoice duedate to the date entered at the prompt. By answering 'Y' at the second prompt, all open invoices will be shown as a separate line item on the report. Otherwise there will be only one line item per customer with the total due under each aging category. Enter Date for Processing 05/23/90 Enter 'Y' for Detail Listing Y ST Customer Statements The customer statements may be produced for all customers, an individual customer or a range of customers as defined by their customer ids. Vendor range start AAAAAAAA end CZZZZZZZ Include History ? ___ The History option will print all transactions for the given year. PR Product Report The product report will list all transactions within the ranges selected. Sub-totals will be given for each break in the account(product) number. Period range Start 0 End 13 Product Range from 0000 to 9999 DI Delinquent and Installments This option allows reprint of invoices either past due or those associated with installment type invoices. If any past due invoices have a credit term with service charges then they may be invoiced for the charge at this time and it will appear on the newly printed bill. The option is presented as a question when the function is selected. Any open invoice that has not yet been printed will be printed at this time. Duplicate prints will be noted and the proper Dunning messages will appear as determined in the AR setup table for the selected company. Past due messages are determined by the age of the receivable as it falls within the FRom/To categories. The option to pause between invoice prints allows adjustments for friction feed invoices. A specific invoice format must be selected at the onset of this option. Output can be directed to the screen or the printer. Any service charges (SVC) calculated will only be posted during the Print option. PE END OF PERIOD PROCESSING 19:45:43 Accounts Receivable 02/23/90 Company-> ABC PE Period Process Period: 7 Do you wish to continue? Description The PE end of period process clears out the current transaction files and archives the transactions into history files. Once performed the only way to go back into this closed period is to restore files from diskettes. All repeating invoices will be updated by the period duration and transferred to the invoice file as an open invoice. Changes can only be made to a closed period only if that period is activated by restoring the system files from diskette. Various prompts are displayed as warnings and requests for confirmations. Archiving transactions... Indexing ... MT MAINTENANCE MENU 09:51:48 Accounts Receivable 02/24/90 Company-> ABC Maintenance Menu Period: 7 F1 Help ESC exit F6 Calculator F10 Window QUIT return to MAIN MENU 1. Shipment Carrier 2. Salesperson Table 3. Inventory File * 4. Credit Terms 5. Credit ratings 6 Shipto Addresses 7. Billto Addresses 8. Units of Measure 9. Source Codes IS. Invoice Format Setup AR. AR Setup Table Description The maintenance menu provides the ability to modify and print the system tables used in validation and in assuring system integrity. Each option on this menu uses the same key strokes for navigation and updating procedures. Once you're familiar with these keys in one program the knowledge is immediately usable for all the other maintenance tables. The keys perform the following functions: Ctrl Home Beginning of record Ctrl End End of Record Ctrl -> Pan to the right Ctrl <- Pan to the left Enter Open a field for modification F7 Find a specific value Ctrl-PgDn Goto Bottom of file Ctrl-PgUp Goto Top of file - Delete current record + Add a record PgUp Previous screen PgDn Next screen Source Code The Source Code table plays an important part in recording the accounting transactions. With an integrated system, the Source code table from the GL is used when entering in values to the Ar system. Make sure the account numbers properly reflect the debits and credits desired. Credit Terms The credit terms file has five fields for each term to be added. The Credit and Description fields are used to identify the entry. The Credit is the identifier entered on the Invoice header and Customer master record. The Installment, Service Charge and Duration fields are used in the Delinquent and Install report option. The Installment field tells whether or not the code is for installment type invoices. The Service charge is the amount charged for late invoices. If less than 1.00 it is considered as a percentage of the open balance. Amounts greater than 1.00 are considered flat charges. The Duration field is the number of days allowed before the invoice is considered delinquent. In the case of delinquency, the appropriate dunning message from the AR Setup table is printed. The Message field in the table is used to print a reminder or a notice on the invoice. In the case of Installment type invoices, the message is always printed if the MES field is used in the IS Invoice Format table. Printing Using the WR Report Writer feature these tables can be easily printed. IS Invoice Setup The Invoice Setup program provides the facilities to layout your invoice(s) format. The table provides for complete design of an invoice including box drawing and underlineing. It can also be used to fit the row and column combinations of preprinted forms. a) description CAUTION Depending on the options used, this function may be somewhat confusing. Consequently reading through the following detailed description is recommended. Each unique format is composed of two separate sections, a header and detail. The header contains the dimensions of the invoice, special printer codes and your company's name, address and telephone number to be printed. The detail portion contains several records responsible for the design of the invoice body. It determines the print position of pertinent information such as shipto and billto addresses, the quantity and prices of the products ordered and also allows input of characters to print boxes and underline information. The system comes equipped with a sample invoice layout that implements these features. 1) Print Code The print code on the header record is used to format your printer for printer fonts, spacing, page length and the like. It handles a combination of three parameters common to many EPSON type printers. Additional software and /or dip switching may be needed to get the exact printer mode desired. 2) Type Field The TYPE field in the detail portion controls the operations done to that entry. The acceptable values include T Text field F Field from actual invoice G Grand total (invoice amount) D Detail line items The Text type entry is used when you desire printing of a fixed value such as a column heading or a dotted underline. When encountered the row,and col fields on the record determine the print position of the text. While all other fields are disregarded by the computer, the fieldname however can be used to provide a brief description of the entry so that it can be easily identified in the detail display screen. The Field type entry must contain a valid value from the valid field list provided. If it does not the function will abort. Proper spelling as shown is required. The field may also contain text characters that appear either before or after the printing of the field. All text entries are truncated to the right for all spaces. The position field controls the print location (before and after) of the text field relative to the ROW and COL positions. The Grand total entry is simply the total dollar value as calculated from the invoice line items. Like a field, a text line is provided to highlight the amount field entry. The Detail type entry is the layout of the invoice line items. It is different from the other types in that the position of each field on a line is determined by the two character number appearing after the field delimiter (/). eg. quantity/10descr/30price/40price*quantity/50 As the example shows, quantity, description, price and total (price*quantity) are the fields to appear and their positions are 10, 30,40,and 50 characters from the Col field, respectively. All entries on file for the chosen invoice will be printed unless the override code is used (to be discussed). to defer printing. 2) Conditional printing The override clause of the Field and Detail type entries is used to conditionally skip the printing of a line depending upon a value. For instance in the printing of miscellaneous charges such as TAX or FREIGHT, one might prefer to print those charges in a different position than that of normal product lines. To do this in a F (Field) type entry, the conditional identifier, a left bracket ([), is used to identify the start of a condition. For example: quantity/03[val('1')]10 | | | | | | | override column | | conversion code (* see list) | normal print column field name from list In this entry, the quantity field is printed at column 3 unless the quantity is equal to a 1, in which case it is skipped until all other detail items are processed. All override records are printed using the column values following the condition(in brackets), in this case, at column 10. All fields within the detail line may contain a conditional value. However, they are mutually exclusive. Meaning that the first value encountered with a valid match constitutes a deferred printing status. Printing of fields for override records with no conditions is achieved by leaving the area between the brackets, blank. For example: quantity/03[]10substr(descr,1,10)/15['Sales tax']30 | note, no condition The condition is removed from the quantity field and a new one is added to the descr field. When a record is encountered with a description (descr) field equal to 'Sales Tax' the record is placed in the override area. When printed, the quantity field will be printed at 10 columns pass the col value while the descr will be printed 30 pass the value of col. Another feature added to this example is the use of a substring clause on the field entry. This substring clause enables us to print only the first 10 characters in the descr field and to use those 10 characters as our base for comparison to the condition ('Sales Tax'). Allowable clauses and conversion codes are defined later. 3) Reserved field entries There are four reserved words in the detail section: NAME SHIPTO BILLTO MES The NAME field identifies where the company name, address and phone number are to appear on the invoice. When entered, four records are created, one for each line item in the address. If a line is to be deleted, it can be done so after the initial creation. Only changes to the NAME field will create the additional records. (NAME2,NAME23,NAME234). The SHIPTO and BILLTO words work accordingly. But at the time of invoice printing the SEQ number on the invoice is used to pull the appropriate address from the SHIPTO or BILLTO file. If it is not present in these files, the address information on the customer's master will be printed in its place. The MES field identifies where the dunning message from the AR Setup file is to appear. If this field is left out of the detail section the dunning message will not appear. ** All reserved words must be in capital letters. 4) Conditional clauses and conversion codes The following 'verbs' may be used and in some cases must be used in order to perform conditional validations against certain values. The purpose is to convert the information entered in the detail entry, which is in 'Ascii' or text format, into the appropriate forms for comparisons. There are three basic data types in the system. To convert the detail entry clause to the proper type use the values listed to the right of the data type. Data Type VERB DATE CTOD,CTOD NUMERIC VAL Character STR,SUBSTR Although some data types may be intuitive, such as TRAN_DATE being of DATE type, a list of types is provided with the VALID FIELD list. The CTOD function converts a character date into a date value recognized by the system. For example: TRAN_DATE[CTOD('01/02/90')] The DTOC function performs just the opposite and is used against the field value. For example: DTOC(TRAN_DATE)['01/02/90'] The VAL functions is used to convert a character number to a number recognized by the system while the STR function does the opposite. Similar to the data functions, the clauses may be used on either side of the expression. QUANTITY[val('1000')] STR(QUANTITY)['1000'] The SUBSTR function is used to look at a portion of a larger character field. In the system, a 60 character description field is provided for each invoice detail item. If only a portion of the field is to printed or only a portion is needed for comparisons, this function is used. SUBSTR(DESCR,1,10)['Sales Tax'] This value is always used on the field portion of the entry. * Since these functions are actual functions used in DBASE dialects. Others may be used. Consult a book on DBASE if you desire more flexibility. 5) Multiple description lines Sometimes there is the need to print a product description beyond the 60 characters provided in the detail record. To print more than one line simply add a detail record to the invoice with blank quantity and price fields in the position desired. Using the tilda (~) character in any position within the description field fixes the position of that line in the invoice body regardless of any exceptional conditions noted for that record. b) operations 21:40:31 Time Recorders Inc. 07/08/90 Maintenance Menu Period:2 F1 Help ESC Exit F6 Calculator F10 Window QUIT return to MAIN MENU << Invoice Layout >> Invoice Description Length Width Company 111 test number 111 24 70 QUE Account << Invoice 111 >> Invoice Field Name Row Col Type 111 NAME 2 5 F 111 I N V O I C E 2 50 T 111 NAME1 3 5 F 111 invoice text 3 40 T 111 NAME12 4 5 F B-Z Find A Add E Edit D Delete <> to move Esc to exit The screen above shows the detail display table for the selected format (111). Since there are no special conditions or edits to these records, an explanation of the typical Add, Delete, Edit and Search functions is missing. However, there is an option not shown that may be accessed from the Header display screen that allows the display of the selected invoice format to the screen. This function is highlighted as F2 on the header screen. Note that the detail entries appear in Row, Col sequence. AR Ar Setup Table a) description The setup table is used to control access and store certain miscellaneous information. The field names as they appear on the screen are to the left. Those with a '(I)' after the name are used when the system is integrated with the General Ledger module. Period date date the period ends Password needed to signon to the system Company three character company code Number of Periods number in fiscal year Current period Screen header Report header Restore flag indicates an improper shutdown Auto restore if T automatic restore will occur Force print if T need a printout before end Status Tax Code Code used to identify tax Dunning message1 | The messages to print on late invoices Dunning message2 | as determined by the degree of Dunning message3 | lateness comparing duedate with date From To1 | entered. From To2 | The from to values indicates a range From To3 | for each message. Dept (I) The department code used to record transactions in the Trial Balance GLpath (I) Directory name where QUE GL resides. b) Operations The same keystrokes and navigation instructions used for the other tables in the MT function are applicable here. This function is password protected. Integration This section highlights how the Accounts Receivable (AR) module interfaces with the General Ledger and what must be done to assure a smooth integration. Accounts Receivable Requirements When integrated, the Chart of Accounts and Source Code tables used in the General Ledger are used in the AR module accordingly. Certain values must be placed in the AR setup record for each company used in the GL. These include the period dates and Company identifiers as defined in the ST System file of the General Ledger. When transactions are added, deleted or modified in AR, the balances in the GL Trial Balance are dynamically updated just as they are when transactions are entered in the ET function of the GL module. The accounts affected include the Accounts Receivable entry from the source code table (INV) and each individual sales account entered as invoice line items. The End of Period function in the GL, uses the AR Path set up in the ST System file to find AR. If the system detects the existance of AR files, it notifies the AR module that an End of Period has been performed in the GL. Upon next sign-on process to the AR system, the AR End of Period function is automatically invoked to assure congruency between the GL and AR modules. a) Operations Select the AR Setup function from the MT menu and enter the information as described above for all fields with an (I) following the field column heading. GL directory the directory where Gl is stored. Department the department to be used for AR updates to the GL Trial Balance. All AR and Sales records are attributed to one department. General Ledger Requirements The GL requires the pathname of all satellite systems to be included in the ST Setup table. If Inventory depletion is be used, the Range file under ST must contain an entry for Inventory (Type I). (See Inventory interface below) There may be some required adjustments needed to the Chart of Accounts and Source Code tables to properly reflect Accounts Receivable. Ususally additional accounts are added to the Chart of Accounts to reflect Inventory Sales. a) Operations Select the System file under the ST option off of the Main menu and enter the directory path for AR. If left blank the files for AR will be assumed to be in the same directory as GL. Select the Range file under the ST option off of the main menu and enter the range of Inventory Sale account numbers. Inventory Interface When the General Ledger Range file has a value for Type = 'I', it indicates your desire to use the inventory interface portion of the Accounts Receivable module. The Inventory interface at this time simply checks inventory levels against the inventory master file and adds and subtracts inventory quantities to the Qty on Hand total when it has been detected that an Inventory Sale has been conducted, as determined by using an account number within the range defined in the ST Range file of the General Ledger. The QTY on Hand may also be affected through the F4 Adjustment function. It is not affected through the deletion of Invoices as a whole or for an entire customer. This system does not record the accounting transaction for Cost of Goods Sold. This, as well as Inventory Valuation, are inherent to an Inventory system. a) Operations To set up Inventory interface Go to ST Setup function in QUE General Ledger Select Range File and add an entry for Inventory (Type I) Range Start End I 4200 4229 The Start and End values represent the range of Inventory Sales codes in the Chart of Accounts. This range is used when detail line items are added to detect whether or not the Account represents Inventory Sales. b) Additional functions The Inventory interface activates the Inventory File in the MT function and the Inventory Report on the RP Report Menu. The MT menu allows entry of Quantity on Hand, Preferred Vendor, and Quantity Reorder points for individual products. During the production of an invoice the quantity field on each line item is depleted from the Quantity on Hand in the Inventory file. In the case of returns (positive figure) it is added. The Inventory report can be used to print all inventory records, or those inventory items with Quantity on Hands values close to their Reorder Points (as determined by the value entered at prompt). Although the Inventory Report shows balances only, the Product Report can be used to see the actual transactions by selecting the Inventory Sale range desired. ** The Accounts Payable has the same Inventory Interface capabilities, but is usually used to record purchases for resale. Inventory Module (future notes) (Not included in this Version 2.0) The Account field represents the Cost of Goods Account number to be used in the offsetting transactions. For example a sale of 100 boxes of computer paper would constitute the following accounting transaction: Accounts Receivable 200 Inventory Sales 200 Cost of Goods Sold 160 Inventory Asset 160 NOTE : The Cost of Goods sold is recorded at cost as extracted from the Inventory file and entered at the time of initial setup. The difference between the Gross sales amount and this cost represents the profit on the recorded sale. Since the Net Income figure is determined at the time of printing of the balance sheet, no debit is made to Retained Earnings at this time.