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TAKIN' CARE OF BUSINESS! TM
ACCOUNTS RECEIVABLE
USER'S MANUAL
Version 1.0
Hooper International, Inc.
P.O. Box 50200
Colorado Springs, CO 80949
Registration Number: ___________
Copyright (C) 1986-1990 by Hooper International, Inc.
All rights reserved.
TAKIN' CARE OF BUSINESS!
COPYRIGHT NOTICE
TAKIN' CARE OF BUSINESS is not a public domain program. It is Copyright (C)
1986-1990 by Hooper International, Inc.
No part of this manual may be reproduced or translated, in any form or by
any means, without the prior written permission of Hooper International,
Inc.
Copyright (C) 1986-1990 Hooper International, Inc.
WARRANTY INFORMATION
Hooper International, Inc. licenses this software and manual "as is" without
warranty of any kind, either expressed or implied; including, but not limited
to, the particular purpose. Hooper International, Inc. does not warrant that
the TAKIN' CARE OF BUSINESS software will meet your requirements, or that the
operation of TAKIN' CARE OF BUSINESS will be uninterrupted or error free. In
no event will Hooper International, Inc. be liable for incidental,
consequential, indirect or other damages including any lost profits or lost
savings, arising from the use of, or inability to use, these programs; even if
Hooper International, Inc. has been advised of the possibility of such damages,
or for any claim by any other party.
Please keep in mind, we do not accept returns or give refunds on registered
copies. We will, for a period of up to 90 days from initial shipping date,
replace defective disks for a minimal shipping and handling charge of $5.00.
Defective disks must be returned prepaid and insured by sender. In this
way, we are assured of complete customer satisfaction. As you can see, we
value your business.
Information in this manual is subject to change without notice and does not
represent a commitment on the part of Hooper International, Inc.
This product could include technical inaccuracies or typographical errors.
Changes are periodically made to the information herein. These changes
may be incorporated in new additions of this publication.
Page 2
TAKIN' CARE OF BUSINESS!
TABLE OF CONTENTS
COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
SECTION ONE - INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . 5
1a - The Accounts Receivable Module . . . . . . . . . . . . . . . . . . 5
1b - General Information. . . . . . . . . . . . . . . . . . . . . . . . 5
SECTION TWO - CUSTOMER ACCOUNTS. . . . . . . . . . . . . . . . . . . . . . 7
2a - What are Customer Accounts?. . . . . . . . . . . . . . . . . . . . 7
2b - Customer Accounts Organization . . . . . . . . . . . . . . . . . . 7
2c - Customer Accounts Data Fields. . . . . . . . . . . . . . . . . . . 7
2d - Getting Familiar with Customer Accounts. . . . . . . . . . . . . . 9
2e - Adding/Modifying/Deleting Customers. . . . . . . . . . . . . . . . 10
2f - Entering Your Customer Accounts. . . . . . . . . . . . . . . . . . 13
2g - Setting Beginning Balances . . . . . . . . . . . . . . . . . . . . 15
SECTION THREE - TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . 17
3a - Transaction Data Fields. . . . . . . . . . . . . . . . . . . . . . 17
3b - Entering Simple Transactions . . . . . . . . . . . . . . . . . . . 20
3c - Entering Multiple-Part Transactions. . . . . . . . . . . . . . . . 23
3d - Changing/Deleting Transactions . . . . . . . . . . . . . . . . . . 23
3e - Create Recurring Transactions. . . . . . . . . . . . . . . . . . . 25
3f - Modify/Delete Recurring Transactions . . . . . . . . . . . . . . . 26
3g - Activate Recurring Transactions. . . . . . . . . . . . . . . . . . 26
3h - Points to Remember . . . . . . . . . . . . . . . . . . . . . . . . 27
SECTION FOUR - REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4a - Explanation of Reports . . . . . . . . . . . . . . . . . . . . . . 28
4b - General Instructions for Generating Reports. . . . . . . . . . . . 29
4c - Receivable Journal Report. . . . . . . . . . . . . . . . . . . . . 29
4d - Recurring Transactions Report. . . . . . . . . . . . . . . . . . . 30
4e - Schedule of Receivables. . . . . . . . . . . . . . . . . . . . . . 31
4f - Receivables Aging Report . . . . . . . . . . . . . . . . . . . . . 31
4g - Customer Account History Report. . . . . . . . . . . . . . . . . . 32
4h - Customer Statements. . . . . . . . . . . . . . . . . . . . . . . . 32
4i - Customer Invoices. . . . . . . . . . . . . . . . . . . . . . . . . 33
4j - Credit Limit Report. . . . . . . . . . . . . . . . . . . . . . . . 33
4k - Customer Listing Report. . . . . . . . . . . . . . . . . . . . . . 33
4l - Address Labels . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4m - Non-Posted Transaction Journal Report. . . . . . . . . . . . . . . 34
4n - G/L Distribution Report. . . . . . . . . . . . . . . . . . . . . . 34
SECTION FIVE - UTILITIES . . . . . . . . . . . . . . . . . . . . . . . . . 35
5a - Sort Transactions. . . . . . . . . . . . . . . . . . . . . . . . . 35
5b - Changing Customer Numbers. . . . . . . . . . . . . . . . . . . . . 35
5c - Calculating Finance Charges. . . . . . . . . . . . . . . . . . . . 36
5d - Generate Global Transactions . . . . . . . . . . . . . . . . . . . 37
5e - Import A/R Transaction File. . . . . . . . . . . . . . . . . . . . 37
5f - Export A/R Transaction File. . . . . . . . . . . . . . . . . . . . 38
5g - A/R Configuration Settings . . . . . . . . . . . . . . . . . . . . 40
Page 3
TAKIN' CARE OF BUSINESS!
SECTION SIX - HINTS AND SUGGESTIONS. . . . . . . . . . . . . . . . . . . . 42
LIST OF FIGURES. . . . . . . . . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE
APPENDIX A - SAMPLE REPORTS. . . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE
APPENDIX B - DISK FILENAMES. . . . . . . . . . . . . . . . . . . . . . . . 43
Page 4
TAKIN' CARE OF BUSINESS!
SECTION ONE - INTRODUCTION
1a - The Accounts Receivable Module
The TAKIN' CARE OF BUSINESS Accounts Receivable module is an efficient,
powerful, easy-to-use menu-driven program which will keep track of all of your
customer receivables. Suitable for small/medium-sized businesses, it allows
you to set up customer accounts, as well as customer billing, by using balance-
forward accounting. "If you do not get paid you can not pay your bills!"
The program's amazingly-enhanced versatility and wide range of accounts-
receivable abilities include alpha-numeric account numbers, default income
account by customer, 10 character reference and invoice fields, automatic sales
tax calculation, as well as sales tax percentages by customer. It will also
track past due accounts with option for automatic finance charge calculations.
In addition to printing statements on blank paper or on your own pre-printed
forms, this extremely helpful and easy-to-use module allows multiple
distribution of funds, transaction import, export and merge, and it will handle
recurring transactions by month, semi-monthly, biweekly and weekly.
A powerful management tool, this Accounts Receivable module has the ability to
delete posted transactions, offers active/inactive customer flags, a global
change account for all transactions and global additions of the same
transaction to all of your active customers.
Although this system is uniquely set up for ease of operation by the novice,
a working knowledge of how an Accounts Receivable system operates is helpful.
If you are new to accounts-receivable bookkeeping, you might want to consult
with your accountant or obtain a book on accounts-receivable bookkeeping.
As with all HOOPER financial software, the TAKIN' CARE OF BUSINESS Accounts
Receivable module will help you to handle, improve and understand your cash
flow, giving you the bottom line; what a well-run business is all about!
1b - General Information
Below is a simple list of steps to follow when using the Accounts Receivable
module for the first time. These steps are for those who have already read the
Getting Started User's Manual and are now ready to set up their own "live" data
files. It is assumed that you have already installed TAKIN' CARE OF BUSINESS
on your hard-disk drive and have started the program. If this is not the case,
refer to the Getting Started User's Manual before reading any further.
These brief steps are intended to provide step-by-step guidance for getting
started on your own. They are not intended to replace reading either the
Getting Started User's Manual or this manual. Detailed instructions are
covered in the sections referenced.
1. First, we suggest you go to the Main Configuration Menu to customize
the system configuration to meet your particular hardware and printing
needs. Although not absolutely necessary, doing this now may prevent
printing problems later. Refer to Section Five - "Utility Menu", in the
Getting Started User's Manual, for detailed instructions.
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TAKIN' CARE OF BUSINESS!
2. From the TAKIN' CARE OF BUSINESS Main Menu screen, select the "A/R" menu
item. The following screen appears:
Figure 1-1 Accounts Receivable Main Menu
NOTE: Please refer to the Getting Started User's Manual, Section
3b - "Selecting the Disk Drive, Path and Data File", for
how to select your disk drive, path and data filename.
3. Figure 1-1 is the Accounts Receivable Main Menu screen. From here you
select the different areas of the Accounts Receivable module to work in.
4. First, select "A/R Utility Menu" from the Accounts Receivable Main
Menu in order to set up your Accounts Receivable configuration.
If you are setting up your own data filename for the first time, you
must first set up the A/R configuration. Refer to Section 5i - "A/R
Configuration Settings" for detailed instructions.
5. You will also need to set up two additional accounts in the General
Ledger chart of accounts. The first one must be an A/R Asset Account
(type A) and the second one needs to be a Finance Charge Account
(type I). Those two accounts are required in order to use the A/R
module.
6. You should now select "Update Customer Accounts" from the Accounts
Receivable main menu, since you must have accounts active before you can
enter any transactions or print reports. Refer to Section Two -
"Customer Accounts" for detailed instructions.
7. Next, select "Transactions Menu" from the Accounts Receivable Main Menu,
in order to start entering your receivable data. Refer to Section Three
- "Transactions" for detailed instructions.
8. After you have entered some transactions, you can now print an Accounts
Receivables Journal report, to see what you have entered. You can print
any other report as required. Refer to Section Four - "Reports" for
detailed instructions.
These above basic steps are merely intended to show you the order of events in
setting up your new receivable books.
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TAKIN' CARE OF BUSINESS!
SECTION TWO - CUSTOMER ACCOUNTS
Your Customer accounts are the very foundation of your Accounts
Receivable. In the Accounts Receivable module you can create up to 2000
customer accounts (depending your available RAM memory).
2a - What are Customer Accounts?
Your customer accounts are used to keep track of all of your accounts
receivable balances, by customer. Each customer must be given an
individual account number for identification purposes. This six-digit alpha-
numeric customer account number is then used whenever you are entering
transactions for that particular customer.
2b - Customer Accounts Organization
Your customer account numbers, and their order within the Accounts
Receivable module, are totally up to you. We do suggest that you set up Cash
Customer Accounts with a special account number, if you ever plan to keep
track of cash sales with your Accounts Receivable. Set up all of your cash
customers with a starting "C" (i.e C12345) account number. This will enable
you to print an invoice for any cash sales which you may have.
Another possible consideration for identifying various customer categories
is to group your customers into special account-number ranges. For example,
put all of your out-of-state customers into six-digit, alpha-numeric accounts
numbering from 100000 to 300000. This will be useful when printing reports
and customer labels, which ask for an account range to print. Different
types of businesses may also be grouped in specific account number ranges.
It is important to remember to always leave enough room within your
selected range for new accounts to be added at a later time. If you need to
reorganize your customer accounts at a later time, refer to Section 5b-
"Changing Customer Numbers".
Another option for organizing your customer account numbers is to use the
first six digits of the customer's company name, as their account number.
This allows you to find and enter that customers account number without
searching for his account number in the account number listing window.
2c - Customer Accounts Data Fields
Each account represents a specific customer. Along with this account number,
you can also record other information about each customer. When setting up a
new customer account, the following information will be needed for each
customer:
CUSTOMER: (Required) This can be up to a six-character, alpha-numeric
"number" used to identify each customer. This number is created by you
and may be any combination of letters and numbers. For example, ABCXYZ
if alphabetic, 100000 if numeric, or ABC123 if alpha-numeric. The
customer number is also used as a sort order option on some reports.
ACTIVE: (Required) A yes/no (Y/N) option allowing you to tag the
customer as either active (Y) or inactive (N). If you have labeled a
customer as inactive, you will be unable to enter ANY transactions
for this customer.
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TAKIN' CARE OF BUSINESS!
ATTENTION: (Optional) This is the first address line for statements,
invoices and address labels. Here you usually enter the accounts
payable contact-person's name for this company/customer.
COMPANY: (Required) This is used to enter your customer's company
name. If the customer is not a company, enter the customer's name
here (i.e. Miller, John).
ADDRESS: (Optional) Enter your customer's street address or box
number. This address line will print on the invoices, statements and
address labels.
CITY: (Optional) Enter your customer's city.
STATE: (Optional) Enter your customer's two or three character state
or province code.
ZIPCODE: (Optional) Enter your customer's zip or postal code. This is
also used as a sort order option for your address labels. This field
may be used for any other purpose as well.
PHONE: (Optional) Enter your customer's phone number, up to 12
characters (e.g: 800-245-7789). This field may be used for other
information, if needed.
COUNTRY: (Optional) This line is used for your foreign customers'
country name.
SHIP TO ADDRESS: (Optional) Here you can enter a three-line shipping
address, which is used only for the invoices when shipping your company's
products. To make a complete address, Accounts Receivable automatically
adds the above company name, making the shipping address four lines long.
Use this field only ifthe shipping address is different from the mailing
address, otherwise leave this field blank.
COMMENTS: (Optional) Up to 30 characters of pertinent information
may be entered here, allowing instant recall of facts about your
customer.
DEFAULT G/L ACCOUNT: (Required - set to 0 if not used) A time saver, this
Default General Ledger Income Account number is automatically used for
this customer when you are entering a type "I" transaction. By setting
it up here, it will automatically be the default credit distribution
account (where the money comes from). This account number can be over-
ridden at any time. Refer to Section 3b - "Entering Simple Transactions"
for instructions on its use.
SALES TAX PERCENT: (Optional) A time saver, this sales tax percentage is
another valuable option which can automatically calculate the sales tax
for this customer when entering transactions. Simply enter the
customer's tax percentage. For example, 5.5% would be entered as 5.5
without the percent sign. Any percentage from 0 to 50% can be entered.
If left blank, the program will default to "0.000".
Page 8
TAKIN' CARE OF BUSINESS!
DUE DAYS: (Required - set to 0 if not used) Enter the number of days
until the purchase/invoice for this customer is due. This number will
become the default time period for the payment due. For example, if you
enter 30 in this field, all purchase/invoice transactions will auto-
matically be given a 30 day due date. You can override this figure at
any time when entering transactions. You can use any number from 0 to
256.
DISCOUNT DAYS: (Required - set to 0 if not used) Enter the number
of days within which your customer is allowed to take a discount for
prompt payments. This can be any number between 0 to 99. For
example, if you allow your customer a 2% discount if the bill is paid
within 10 days, you would enter a 10 in this field.
DISCOUNT PCT: (Optional) Enter the discount percentage offered if
your customer pays within the number of allowed DISCOUNT DAYS,
above. Valid percentage numbers are 0 to 50. In the example in
DISCOUNT DAYS, above, you would enter a "2" in this field. If left
blank, the program will default to "0.000".
CREDIT LIMIT: (Optional) Your customer's credit limit will be
available at a glance when you are entering transactions. This limit
is for reports only and will not affect the entering of transactions,
but can give you a quick overview of the limit. Enter your
customer's credit limit (valid numbers are 0 to 999999.99). If left
blank, the program will default to "0.00".
INTEREST PERCENTAGE: (Optional) Enter the ANNUAL interest rate which you
will charge if this customer becomes past due on invoices. Valid numbers
are 0 to 50. Once you have entered a percentage, you can then auto-
matically calculate the interest within each billing period, which is
recorded as a finance charge. If left blank, the program will default
to "0.000".
BEGINNING BALANCE: (Optional) Enter your customer's beginning balance.
For new customers, this balance is zero. For pre-existing customers,
enter the account balance as of the day you are recording them into this
module. The total beginning balance for all your customers must equal
the balance of your General Ledger Accounts Receivable account. Never
use a negative beginning balance unless you owe money to a customer.
Refer to Section 2g - "Setting Beginning Balances" for more detail. If
left blank, the program will default to "0.00".
2d - Getting Familiar with Customer Accounts
In order to familiarize yourself with the way the customer accounts are
organized, and before creating your own customer accounts, follow the steps
below by using the "SAMPLE" accounts:
1. After you have started TAKIN' CARE OF BUSINESS, select the filename
"SAMPLE". Refer to your Getting Started User's Manual, section 3b -
"Selecting the Disk Drive, Path and Data File" for details on selecting
the filename.
Page 9
TAKIN' CARE OF BUSINESS!
2. From the TAKIN' CARE OF BUSINESS Main Menu, select "A/R". Refer to the
Getting Started User's Manual, section 2b - "Using the Menu System and
Input Fields" for details on use of the menu system.
3. From the Accounts Receivable Main Menu, select "Update Customer
Accounts". The following screen appears:
Figure 2-1 Customer Listing
Notice how this typical Customer Account is organized. The window will
display eighteen account numbers at a time. To see more accounts, use the
cursor arrow keys, or the mouse, to scroll through the listing. To select a
customer account to be modified, press the <Enter> key when the cursor is
on that account or, if you know the beginning number or letter of that
account, simply type it in. The first account number in that range will
appear at the bottom of the window, with the cursor automatically on that
account. For example, entering "H" will take you to the first account number
starting with "H", or entering "4" will take you to the accounts starting with
"4". If you know the account number, simply enter the number and the
cursor will position itself on that specific account.
Before setting up your own Customer Accounts, you may want to create a
practice account by entering data into the "SAMPLE" data files. Simply
follow the steps in section 2e - "Adding/Modifying/Deleting Customers",
below, for practice.
2e - Adding/Modifying/Deleting Customers
This section will describe how to add, modify, and/or delete customers from
Accounts Receivable. The "SAMPLE" file is used in all of the following
examples.
From the Accounts Receivable Main Menu, select "Update Customer
Accounts". Figure 2-1 (above) will appear. At the bottom of screen notice
five available functions:
<F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit
When working on your Customer Accounts, select <F3> to add an account,
<F4> to modify an account or <F5> to delete an account. Following are
detailed instructions for each of these functions.
NOTE: You may, at any time, call up the context sensitive help system by
pressing the <F1> key.
ADDING AN ACCOUNT: Press the <F3> key. Figure 2-2, below, will
appear. If there are no existing customer accounts, the "ADD
CUSTOMER" window will automatically appear.
Figure 2-2 Add Customer
NOTE: After entering information in a field, press the <Enter> key to
move to the next field. To leave a field blank, press the
<Enter> key. To back-up to a previous field, press the
<Backspace> key or the <Shift-Tab> key.
Page 10
TAKIN' CARE OF BUSINESS!
1. CUSTOMER: Enter here your six-digit, alpha-numeric customer
number or name which you have selected for this customer, then press
<Enter>. This can also be used for a sort option on reports.
2. ACTIVE: Enter a "Y" (yes) or "N" (no) for this customer's account
activity. This allows you to tag this customer as either active or
inactive. When you first set up your customer accounts, mark them
all active. It is important to understand that, if you have marked a
customer account as inactive, you will be unable to enter ANY
transactions for his account. You may, at any time, change the status
of this customer. Press <Enter> when complete.
3. ATTENTION: Enter here the "attention name", if any, for this
customer. It is usually entered as the ACCOUNTS PAYABLE
contact-person for this customer/account. Press <Enter> when
complete.
4. COMPANY: Enter the name of your customer's company here. If the
Receivable Account is not a company, enter your customer's name
here. Press <Enter> when complete.
5. ADDRESS: Enter the street address or the postal box number for your
customer here. Press <Enter> when complete.
6. CITY: Enter your customer's city name here. Press <Enter> when complete.
7. STATE: Here you can enter your customer's state or province code.
You can enter a code up to 3-digits long (e.g: "CO" for Colorado or
ACT for Australian Capital Territory). Press <Enter> when complete.
8. ZIPCODE: Enter your customer's complete zip or postal code here. This is
also used for sort order on mailing labels. Press <Enter> when
complete.
9. PHONE: Here you can enter your customer's telephone number, using up to
12 characters (e.g: 800-245-7789). You may use this field for other
information, if needed. Press <Enter> when complete.
10.COUNTRY: Enter your foreign customers' country codes here. Press
<Enter> when complete.
11.SHIP TO ADDRESS: Here you can enter up to three lines of your
customer's shipping address. Only use this field if your customer's
shipping address is different from their mailing address. The
company name, above, will be added to this address on reports
(statements), making the shipping address up to four lines. Press
<Enter> when complete.
12.COMMENTS: Here you can enter up to 30 characters of pertinent
information relating to your customer's account. This information
will print on selected reports only. Press <Enter> when complete.
13.DEFAULT G/L ACCOUNT: Enter a default G/L Income account number for this
customer here. This account number will automatically become the
default credit account number when you enter type "I" transactions for
Page 11
TAKIN' CARE OF BUSINESS!
this customer. If you choose not to use this feature, enter "0".
Press <Enter> when complete.
NOTE: If you have "Auto Pop-up" (in the system configuration
settings) set to "Y", then your General Ledger Chart of
Accounts will automatically appear, allowing you to select
an income account or create a new one. If "Auto Pop-up"
is set to "N", simply press the <F2> key and your Chart of
Accounts will appear. Refer to your Getting Started
User's Manual, section 4d - "Setting the System
Configuration", for more details on this feature.
14.SALES TAX PERCENT: Enter a sales tax percentage for this customer here.
Valid numbers are 0 to 50% (e.g: 5.5%). This optional
feature is a real time saver, which will automatically calculate the
sales tax for this customer when entering type "I" transactions.
15.DUE DAYS: Enter the days, from "0" to "256", in which your
customer's invoices/bills come due (e.g: "30").
16.DISCOUNT DAYS: Enter the days, from "0" to "99", within which a
customer is entitled to take a discount when paying an invoice/bill
(e.g: 10). This information will also print on the statement.
17.DISCOUNT PCT: Enter the percentage of allowed discount here. You
can permit your customer to take a discount, from "0" to "50", if the
invoice/bill is paid within the above specified discount days (e.g: 2%
discount for payment within 10 days). This information will print on
the statement.
18.CREDIT LIMIT: Enter your customer's credit limit, from "0" to "999999"
dollars.
19.INTEREST PERCENTAGE: Enter the ANNUAL interest rate which you will
charge this customer, from "0" to "50" percent.
20.BEGINNING BALANCE: Enter "0" for new customers. For pre-existing
customers, enter the account balance as of the day you are entering
this customer account into this module. Press <Enter> when complete.
Once you have completed the last input field, your new customer is auto-
matically added to the customer listing window; which appears whenever you add,
modify or delete customers.
Your cursor will then return to the top of the input screen for you to
continue adding new customers. All input fields default to your last entered
customer, saving you time when entering information that is similar.
MODIFYING A CUSTOMER ACCOUNT: From the Accounts Receivable Main Menu, select
"Update Customer Accounts", then press the <F4> key. The following
figure will appear:
Figure 2-3 Modifying An Account
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TAKIN' CARE OF BUSINESS!
Notice that the cursor is automatically on the "Active" field, but may
be moved to the field you wish to modify, by pressing the <Enter>
key. If you want to blank out a field, move to that field and press
the <Spacebar>. In order to change the customer number, however,
you will need to add a new account first and then change the existing
transactions to this account, see section 5b - "Changing Customer
Numbers". Then, you may delete the old customer account number as
described below.
In order to change any other data, simply move your cursor or mouse
to the field to be changed, type the new data over the old and then
press <Enter>. Press <F10> and your new changes will be saved. If
you decide not to make any changes, simply press the <Esc> key and
your original data will be unchanged.
DELETING AN ACCOUNT: From the Accounts Receivable Main Menu, select "Update
Customer Accounts".
To delete a customer account, the account must have a zero beginning
balance and have no transactions entered against it. If transactions
exist, you must first delete them before you can delete the customer
account.
To delete an account, move the cursor to the appropriate customer in
the customer accounts window, using the arrow keys or mouse. Next,
press the <F5> key. When you answer "Y" to the "Are you sure"
prompt, the account is deleted.
2f - Entering Your Customer Accounts
When you actually create your own customer accounts, it is important that
you have an organized plan of account numbers. For example, you use the
first six characters of the customers name as the account number. A more
complex example would be if you want to "generate" transactions for groups
(or ranges) of customer numbers. In this case, you will probably use either
numbers or a combination of numbers and letters for the account number.
In any case, some forethought now can save hours of time and frustration
later when you need to change customer account numbers. Refer to section
2b - "Customer Accounts Organization" for details.
NOTE: Whenever you are finished entering data into a field, press the
<Enter> key to move the next input field. To move to the previous
input field, press the <Backspace> key or <Up> arrow key.
To add a customer, follow the steps below:
1. From the Accounts Receivable Main Menu, select "Update Customer
Accounts". The following window will appear:
Figure 2-4 Add Account
2. Since you are creating a new customer accounts list, only a blank window
will appear, asking for your first customer's information. Enter your
customer information as outlined below. For more detailed instructions,
refer to section 2e - "Adding/Modifying/Deleting Customers".
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3. Enter your customer account number at the "Customer:" prompt.
4. At the "Active:" prompt, enter "Y" to make this new customer active.
5. At the next 6 prompts, enter your customer's mailing address.
6. At the "Phone:" prompt, enter your customer's telephone number.
This field can be used for other information as well.
7. At the "Country:" prompt, if this customer is from a different
country, enter that country name here.
8. The next 3 lines are an optional "Ship To" address. Enter this data,
if needed.
9. The next prompt asks for the "Default G/L Account:" number. Enter
the customer's default income account number here. To omit, enter
zero (0).
10. At the "Sales Tax Percent:" prompt, enter the tax percentage you are
charging this customer, so the program will automatically calculate
the sales tax from your type "I" transactions. Enter zero (0) to skip.
11. Enter the "Due Days:" for this customer.
12. Enter the "Discount Days:", if any.
13. Enter the "Discount Pct:", if any.
14. To set a credit limit for this customer, enter the amount at the "Credit
Limit:" prompt.
15. To charge the customer finance charges on past due amounts, enter
the annual interest rate at the "Interest Pct:" prompt.
16. If this customer has a beginning balance, and you will not be entering
it as a transaction, enter the beginning balance amount in the
"Beginning Bal:" field.
17. Once you have answered the last prompt, press the <F10> function
key to save your new input. You will then be returned to the top of
the input screen to enter your next customer.
Your first active customer is now added and will appear in the Customer
Accounts window on the left side of the screen. To add additional accounts,
see section 2e - "Adding/Modifying/Deleting Customers", above. To return
to the Accounts Receivable Main Menu, press <Esc>.
NOTE: Any time during your input, you may go to the previous input field
by pressing the <Backspace> key or <Up> arrow key, to make any
needed changes. You can also, at any time, press the <Esc> key to
leave what you are currently working on, without your information
being saved. To save your input when complete, press the <F10>
function key.
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2g - Setting Beginning Balances
When setting up your Accounts Receivable customer beginning balances, you
must be sure that you are in balance with your General Ledger. This is a
vitally important procedure to remember when setting up your books.
CHECK THE FOLLOWING:
1. All customer accounts should be set up with a zero beginning balance.
2. The General Ledger Accounts Receivable account should have a zero
beginning balance.
3. No Accounts Receivable transactions should be posted to your
General Ledger Accounts Receivable account.
You may skip the following procedure ONLY IF all of the above three
conditions are satisfied.
IF ANY OF THE ABOVE THREE CONDITIONS ARE NOT SATISFIED, then you MUST follow
the procedures listed below in order to ensure that your Accounts Receivable
customer beginning balances are in balance with your General Ledger Accounts
Receivable Account balance. The following first step is vitally important.
1. Enter all of your customers' beginning balances when setting up your
customer accounts. Always use a positive number. When entering
these beginning balances, be sure you know the applicable date of the
beginning balance for each customer. Otherwise, you may enter an
invoice for that customer that is dated prior to the beginning balance
date. This would create an error in the customer's current balance.
*** DO NOT ENTER ANY TRANSACTIONS YET ***
2. Print a Schedule of Receivables report (see section 4b - "General
Instructions for Generating Reports") and confirm that your total
receivables are correct.
3. Another option for entering beginning balances would be to enter them as
a simple transaction for each customer. Refer to section 3b - "Entering
Simple Transactions" for details.
4. In the General Ledger module, check that your Accounts Receivable account
has a zero balance. If it does not, you must first delete the balance.
We strongly suggest you print a Balance Sheet report for that time period
and confirm that your Accounts Receivable account has a 0 (zero) balance.
5. Once you have confirmed that your balances are correct in both modules
(i.e zero in the General Ledger module and current in the Accounts
Receivable module), you should post your Accounts Receivable module
transactions to the General Ledger module, so that both modules are in
balance.
From this point on, the General Ledger Accounts Receivable account will be
updated by the Accounts Receivable module, whenever you post your entered bills
or payments. When you are working in the General Ledger module, make sure you
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do not enter any transactions that include the Accounts Receivable account.
This account is exclusively for the Accounts Receivable module.
In summary, the current balance in the General Ledger Accounts Receivable
account should be the total amount owed to you by all of your customers.
This amount should then be equal to the total beginning balances for all of
your customers' accounts.
If these two numbers are not equal, please check for these possibilities:
1. You have receivables, other than customer receivables, in your
General Ledger Accounts Receivable account balance. This is solved
by setting up two General Ledger Accounts Receivable accounts: one
for your Accounts Receivable customer balances and one for other
receivables.
2. You do not have all your customer accounts, and their beginning
balances, entered in the Accounts Receivable module.
3. The beginning balances or current balances in the Accounts
Receivable module are incorrect.
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SECTION THREE - TRANSACTIONS
A transaction is any event which will change your customer's account
balance. Examples of transactions are a purchase by a customer on credit
(type I), a payment on his account (type P), a merchandise return - credit to
account (type C), a finance charge (type F), an additional charge to his
account - debit to his account (type D) or just a description line (type M).
More simply, anything involving a change in a customer's account balance
is a transaction. Thus, anything your customer purchases with cash (i.e. no
credit terms) is NOT an accounts receivable transaction and should NOT be
entered into this module. Accounts Receivable has no limitation as to the
amount of transactions you can enter.
There is, however, one exception to cash transactions. If a customer who has
an account with you purchases something with cash, that purchase may be
entered into accounts-receivable, in order to show all purchases for this
specific customer. In this case, you would enter two transactions: one for the
purchase (type I) and the other for the immediate payment (type P).
When entering transactions into TAKIN' CARE OF BUSINESS, you have two
options:
1. "Input Transactions": Entering live transactions (i.e. transactions
which affect a customers balance).
2. "Creating Recurring Transactions": Creating repetitive transactions
that occur weekly, bi-weekly, semi-monthly or monthly. These
transactions will not affect a customer's balance until they are
activated. Transactions are described in detail in the following
paragraph.
Each transaction involves entering customer information as well as General
Ledger account distribution information. Another time saving feature is
that the Accounts Receivable module will automatically total your
distributions and also create the appropriate off-setting General Ledger
debit or credit amounts to your Accounts Receivable account, without you
having to enter the Accounts Receivable account or track its balances. This
off-setting total amount is the amount which is added (subtracted) from the
customer's balance. Each of the transaction input fields has a default of the
last data entered into that field. When entering repetitive data, this default
will save you keystrokes. The next few sections will describe the different
kinds of transactions, their data fields and how to enter the transactions.
3a - Transaction Data Fields
This section provides a detailed description of each of the data fields you
will work with while entering transactions. Immediately following the data
field title will be the words "Required" or "Optional", indicating whether
that field must be filled in or not.
CUSTOMER: (Required) This is a valid six-digit, alpha-numeric customer
number which was previously set up in Section Two - "Customer Accounts".
Each time you enter a transaction for a specific customer, simply enter
your customer number and the account number will appear next to the
company name, or press the <F2> key for a pop-up customer account
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listing. If you enter a customer account number that does not exist, the
Accounts Receivable program will automatically prompt you with "Invalid
Customer, Add Account?". Here you have the option to add a new customer
on the fly. Refer to section 2e - "Adding/Modifying/Deleting Customers"
for more detail.
TRAN TYPE: (Required) Enter here the one character type code for
this transaction. Valid types are as follows:
I = Invoice (a customer purchase)
P = Payment on account
C = Credit to account (reduction of customer balance)
D = Debit to account (increase of customer balance)
F = Finance charge
M = Memo transaction (description only)
NOTE: Generally, you will be using type "I" (invoice) transactions,
when you make a sale to a customer. A type "P" (payment)
transaction is used when you have received payment for
the invoice/bill. Whenever you enter a type "M" (memo)
transaction for an invoice, make sure it is not the first
transaction for that particular invoice number, otherwise
your due will be the due date of the memo transaction.
See section 3h - "Points to Remember", for more
information.
ITEM DATE: (Required) Enter the date of this transaction (when did
the customer make the purchase, payment, etc.).
NOTE: The default date mask is set to mm-dd-yy. To change this
format, refer to the Getting Started User's Manual, section
4d - "Setting the System Configuration", "Date Mask".
DUE DATE: (Required) This is the date the payment is due for this
transaction. This field only applies to type I (invoice) transactions
and can be overridden. The number you entered in the "Due Days:"
field when creating your customer accounts is used with the "Item
Date:", above, to calculate this date. The calculated date will default
to this field and can be changed by simply entering a new date.
DISC %: (Optional) This is the percentage of discount your customer
may take if payment is sent by the discount date, below. The default
is the number you entered when creating this customer's account, but
may be overridden or blanked out by pressing the <Spacebar>.
DISC DATE: (Required) This is the date by which your customer must
send payment and be able to take a discount of the total invoice. The
number you entered in the "Discount Days:" field when creating this
customer's account is used with the "Item Date:", above, to calculate
this date. The calculated date will default to this field and can be
changed by simply entering a new date.
INVOICE: (Optional) Enter the invoice number for this transaction
here. You can have the program automatically increment the invoice
number for you by simply pressing the <+> key, then the <Enter> key.
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This feature will increment from the last entered invoice number.
This field is very important, as the Accounts Receivable module uses
the invoice numbers for grouping transactions for invoice printing,
aging and payment history information. When entering payments, it
is important that the same original invoice number be used, otherwise
the payment will not be tied to the correct invoice.
REFERENCE: (Optional) Enter a reference number for this transaction
here (e.g: your account number with this vendor).
TRANSACTION DESCRIPTION: (Optional) This is the overall
description for this entire transaction. Only this description will
show on your customer statements and invoices.
DISTRIBUTION: This field is your way of telling the program if/when
you are done entering transaction distributions (parts). When first
entering a transaction, pressing the <Enter> key will change the
"<Enter>" part of the "DISTRIBUTION:_<Enter>" prompt to
"<F10>Done" and move the cursor to the first distribution line (Pt 1).
Whenever the cursor returns to this field, you have the option of
pressing <Enter> to continue entering parts to this transaction or
pressing <F10> to tell the program you are done entering this
transaction. This field will be covered in more detail in the next two
sections and will quickly become easy to understand and use.
DEPT: (Optional) The department code is a user-modifiable four-digit
alpha-numeric code, used to mark transactions (or parts of a transaction)
as belonging to a specific group of transactions. For example, you have
two departments ("A" and "B") in your business and you want to keep their
transactions separate from one another. By entering "A" in this field
for all of department A transactions or "B" for all department B trans-
actions, you will mark the transactions accordingly. Later, you will be
able to generate reports that include only department A transactions,
department B transactions or both departments' transactions.
DESCRIPTION: (Optional) Here you can enter a description for
each part of the transaction. The default will be the "Transaction
Description", above. You have the options of leaving it as is by
pressing <Enter>, changing it by simply entering a different
description and pressing <Enter> or blanking it out by pressing
first the <Spacebar> and then <Enter>. This description will not
show on your customer invoices or statements. It is used as the
description of the current General Ledger distribution and will
appear on all reports that have a debit and credit listed.
ACCT: (Required) Enter your General Ledger account number here.
This is always an income account number for type "I" transactions
(credit side) and usually a cash or checking account number for
type "P" transactions (debit side). This account will be either
debited or credited depending into which field (debit or credit)
an amount is entered. If "Auto Pop-up" in your System
Configuration is set to "N", press the <F2> key to receive a listing
of your General Ledger Chart of Accounts. Also, you can quickly
add a new General Ledger account by entering a new account
number and pressing <Enter>.
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DEBIT: (Required) Enter your debit amount here. (This amount is
going to the account entered in the "ACCT" field above.)
CREDIT: (Required) Enter your credit amount here. (This amount
is coming from the account entered in the "Acct" field above.)
SALES TAX: (Optional) Here you can enter the sales tax amount (if
any) for your transaction. If you entered a figure in the "Sales Tax
Percent:" field when creating your customer's account, the sales tax
amount will be automatically calculated for you. This amount may
be changed by simply entering a new amount or blanked out by
pressing the <Spacebar>.
TRANSACTION TOTAL: This is the total amount to be either added to
or subtracted from the customer's balance. It is not an input field. It
is a computer calculated field of all the distributions entered above.
For type "I" and "D" transactions, this amount will be debited to your
Accounts Receivable account identified in the Accounts Receivable
configuration. For type "C" and "P" transactions, this amount will be
credited to the Accounts Receivable account.
3b - Entering Simple Transactions
Each transaction involves the debiting of one account and the crediting of
another account. If you are new to double-entry bookkeeping, you may wish
to review Section Seven - "Basic Accounting Principles" in the Getting
Started User's Manual. If you prefer, you may refer to the transactions in
the "SAMPLE" files, and use them for reference.
As you enter each of your transactions, TAKIN' CARE OF BUSINESS will
check to ensure they are in balance (i.e. Debit amounts = Credit amounts).
If your accounts in Accounts Receivable have been set up in balance,
TAKIN' CARE OF BUSINESS will always keep them in balance.
To enter a simple transaction, follow these steps:
1. From the Accounts Receivable Main Menu, select "Transactions
Menu". The following screen will appear:
Figure 3-1 Accounts Receivable Transactions Menu
2. From the Accounts Receivable Transactions Menu, select "Input
Transactions". The following screen will appear:
Figure 3-2 Add Transaction
The transaction below will simulate the purchase of software on credit terms.
NOTE: Press <Esc> to abort the entry of any transaction at any time.
3. CUSTOMER: Enter the customer number for this transaction by
entering the appropriate customer number. For example, if the
customer number is "ABC OF", simply enter "ABC OF"
immediately after the prompt. If you are unsure about the
customer account number, press the <F2> key for a pop-up
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customer listing, then press <Enter> when the correct customer
number has been selected. If the customer number does not exist,
the system will notify you and ask if you would like to add that
customer. At that prompt, if you would like to add a new
customer, press <Y> and follow the instructions in section 2e -
"Adding/Modifying/Deleting Customers". If you answer "N", you
will be returned to the Accounts Receivable Main Menu.
4. TRAN TYPE: Enter the type code of this transaction here, (I, P, C, D,
M) as described in section 3a - "Transaction Data Fields". This
example is a type "I" transaction.
5. ITEM DATE: Enter the transaction date here (e.g: 05-31-90).
6. DUE DATE: The system assumes zero due days for all transactions
except type "I". If the transaction code is not type "I", this field
will be skipped; otherwise, enter the due date here (e.g: 06-14-90).
The default due date is calculated based on the data you entered
when creating this customer's account.
7. DISC %: If your customer is allowed a discount for prompt payment
of this transaction, enter the percentage here (e.g: 2.0 for 2.0%).
The default percentage will be the discount percentage entered in
the customer's account. For no discount, enter zero.
8. DISC DATE: Enter the discount date for this transaction here (e.g: 06-05-
90). The default will be the number of days entered in the "Discount
Days:" field of the customer's account added to the "Item Date:",
above. Press <Enter> to accept the default. The program will auto-
matically enter a zero for all transactions other than type "I".
9. INVOICE: Enter your customer's invoice number (i.e. 901001). This should
be a unique number. For automatic invoice number incrementing, first
press the <+> key, then <Enter>. Your invoice number will be auto-
matically incremented from the last used invoice number. This will
work with numeric invoice numbers only, having no hyphens, letters or
spaces.
10.REFERENCE: Enter your customer's reference number here (e.g: T0010). You
can enter up to 10 characters.
11.TRANSACTION DESCRIPTION: Enter a description (up to 30 characters in
length) for the entire transaction here.
12.DISTRIBUTION: Press <Enter> to begin the distribution of this transaction
to your General Ledger accounts.
13.DEPT: If you are using department codes, enter a code for this
transaction here (e.g: R&D, for research and development),
otherwise press <Enter> to move to the next field.
14.DESCRIPTION: Enter the description for this part of this transaction
distribution here. The system will default to the "Transaction
Description" entered above. To change it, simply begin typing
(e.g: Software). You can enter up to 10 characters.
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15.ACCT: Select a General Ledger account number for this part of the
distribution. For type "I" transactions, this will always be an
income account. For type "P" transactions, this will usually be a
cash or checking account number. (In this example, we used
account 4010, an income account.)
NOTE: In the following "DEBIT:" and "CREDIT:" fields, be sure you
enter only one amount, in either the debit or credit amount
field. The Accounts Receivable module will automatically
generate the appropriate off setting account balance.
16.DEBIT: If not a type "I" transaction, enter the debit amount here,
pressing <Enter> when done. To skip this field, press <Enter>.
All type "I" transactions will automatically skip over this field.
17.CREDIT: Enter the credit amount here, pressing <Enter> when done.
In this example, "49.95" was entered.
NOTE: When you press the <Enter> key, after entering the amount in
either of the above two fields, you will automatically exit the
Distribution area and be at the Sales Tax field. If you have
more than one distribution (debit or credit), see section 3c -
"Entering Multiple-Part Transactions".
18.SALES TAX: Enter the tax amount, if any, here (e.g: 2.75 in this
example). For type "I" transactions, this amount will be
automatically calculated for you, based on the percentage you
entered when creating the customer's account. Press <Enter> to
accept the amount.
19.TRANSACTION TOTAL: This amount is automatically calculated
based on the type of transaction and the total sum of your
distribution amounts.
20.At the "Inputs Correct(Y/N):" prompt, do either of the following:
A. Press "Y" (yes) if the transaction is correct. You have now
finished entering your transaction and it is saved to the disk.
The cursor will return to the customer number input field,
ready for the next transaction. The defaults in the fields of
the next transaction will be the same data that you entered in
your last transaction, thus saving you key strokes.
B. Press "N" (no) if the transaction is incorrect. You will then be
allowed to make necessary changes. Press <F10> when done.
Technically, the Accounts Receivable module automatically created the other
half of your double-entry accounting transaction by using the data you
entered in the Accounts Receivable configuration, thus completing your
double-entry accounting transaction. To see the effect of this, print a
Transaction Journal report (refer to section 4b - "General Instructions for
Generating Reports") and analyze the debits and credits.
At any time, you can quit entering transactions and return to the menu
prompt by pressing <Esc>. To receive help anywhere in the program, simply
press the <F1> key.
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3c - Entering Multiple-Part Transactions
Most transactions will have only one debit and one credit. However, there
are some instances when there are several credits and/or debits in a single
transaction. TAKIN' CARE OF BUSINESS lets you make multiple credit
and/or debit entries, allowing up to 24 transaction distribution parts on the
credit and debit side for each transaction.
Multiple-part transactions are entered just like any other transaction, except
there is more than one distribution. Follow the example outlined below to
enter a multiple debit/credit distribution transaction.
Using the example in 3b, above, we will add the purchase of a computer to
the software purchase. The software costs $49.95, the computer costs
$1000.00 and the sales tax will be $57.75; making the total purchase $1107.70.
This multiple-part transaction would be entered as follows:
1. Follow steps 1 - 17 in section 3b - "Entering Simple Transactions",
above. Your screen should appear as Figure 3-3, below.
Figure 3-3 Multiple-part Transaction
2. You will now be at the sales tax input field. Press the <Up> arrow
key (this will move the cursor to the "Distribution:" prompt), then
press <Enter>. After pressing <Enter> you will be on the next
available (blank) distribution line (in this case, Pt 2).
3. Follow steps 13 - 17 in section 3b - "Entering Simple Transactions",
above, entering the information for the computer on the second line.
4. After entering the credit amount of $1000.00, you will be
automatically placed on the third line of distribution input. If you
had more debits or credits to enter, you would do so now. You are
now finished with this example. Leave the distribution input fields
by pressing <F10>. The cursor will re-position to the sales tax field.
5. Follow steps 18 - 20 in section 3b - "Entering Simple Transactions",
above, to complete your transaction.
It is recommended that you enter a few practice multiple-part transactions,
using the "SAMPLE" data file, in order to familiarize yourself with this
powerful type of transaction entry.
3d - Changing/Deleting Transactions
If you discover that a transaction was entered incorrectly or should not have
been entered at all, TAKIN' CARE OF BUSINESS allows you to correct or
delete that incorrect entry. Follow the steps below to modify or delete a
previously entered transaction:
1. From the Accounts Receivable Transactions Menu, select
"Change/Delete Transactions". The following screen will appear:
Figure 3-4 Transaction Search Parameters
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2. TAKIN' CARE OF BUSINESS is prompting you for transaction search
parameters. Enter any appropriate search data here (e.g. description).
It is not necessary to enter data in every field. You can simply enter
one description of the transaction and TAKIN' CARE OF BUSINESS will
search for any transactions with this description (e.g: Computer). Once
you have entered your search data, press <F10> to start the search.
NOTE: Leaving all fields blank will search/find all transactions
in the order in which they are currently sorted.
If you remember the invoice number, enter it in the "Invoice" field
and press the <F10> key to initiate the search. To search by date,
enter the date of the transaction to display all transactions with that
date. A "Search Match" screen will then appear, displaying the
transaction. The bottom of this window will display:
Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:
3. Select one of the following:
M = Modify transaction shown.
D = Delete transaction shown.
S = Find (search) next transaction which matches search.
R = Find (reverse) prior transaction which matches search.
B = Go to (beginning) first transaction in file.
E = Go to (end) last transaction in file.
+ = Go to next consecutive transaction.
- = Go to prior consecutive transaction.
Q = Quit transaction search.
4. As long as you continue to answer the above prompt with "S" (default),
TAKIN' CARE OF BUSINESS will search for all transactions containing the
values you have specified. "R" does the same thing as "S", except it
searches in reverse order.
5. To MODIFY a transaction, press "M" (Modify) to get into the modify mode.
Enter the correct information in the appropriate field(s) or press
<Enter> to leave a field unchanged. Use the <Backspace> or "Shift-Tab"
keys to go to a previous field. Pressing <Esc> will ignore any changes
and take you back to a new parameter search. Your new entries will be
saved only after you press the <F10> key.
6. To DELETE a transaction, press "D" (Delete) and answer the "Transaction
has 2 parts, Delete OK?[N]:" prompt with "Y". The transaction is now
deleted. Press <Esc> to go to a new parameter search. Press <Esc> again
to return to the Accounts Receivable Transaction Menu.
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NOTE: If you are deleting a multiple part transaction, the delete
prompt in step 6, above, will display how many parts are in
that transaction. Most transactions will have only 1 or 2
parts.
3e - Create Recurring Transactions
Recurring transactions are designed for those who have consistent entries
(e.g: invoices, bills or dues) on a weekly (W), biweekly (B), semi-monthly (S)
or monthly (M) basis and do not want to enter the corresponding transaction
each time. These transactions are not immediately active and, therefore, will
not affect the customer's balance until they are "Activated". Refer to section
3g - "Activate Recurring Transactions" for instructions on that procedure.
To enter a recurring transaction, follow the steps below:
1. From the Accounts Receivable Transaction Menu, select "Create
Recurring Transactions". The following screen will appear:
Figure 3-5 Add Recurring Transaction
2. At the "Customer:" prompt, enter your customer number. If you do
not remember it, simply press the <F2> key and your customer
account listing will appear. Press <Enter> to continue.
3. At the "Frequency(W,B,S,M):" prompt, enter one of four options:
W - weekly, B - biweekly, S - semi-monthly or M - monthly.
The default is "M" (monthly). Enter your selection, or press <Enter>
to accept the default, to continue to the next input field.
4. At the "Tran Type:" prompt, you would normally use only type "I" for
Invoice transaction, since the purpose of recurring transactions is to
eliminate the need to reenter the same transaction (e.g: invoices for
dues or bills) each time it is needed. However, you can use any of the
other type codes as well.
5. The date fields can be any date, since they are usually changed when
the transaction is activated.
6. The invoice number should be left blank. It can be filled in when the
transaction is activated.
7. Complete the remaining transaction entries as described in section 3b
- "Entering Simple Transactions".
8. When the transaction is complete, press <F10> to save the transaction.
Then press <Esc> to return to the Accounts Receivable Transaction
Menu.
You have now created a recurring entry; however, it will not be usable until
it is activated. See section 3g - "Activate Recurring Transactions".
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3f - Modify/Delete Recurring Transactions
If you have entered a recurring transaction incorrectly, need to make a change
to the data, or no longer wish to keep it; you may change or delete that entry
at any time. To change or delete a recurring entry, follow these steps:
1. From the Accounts Receivable Transaction Menu, select
"Modify/Delete Recurring Trans".
2. Follow steps 2 - 6 in section 3d - "Changing/Deleting Transactions" to
modify or delete your recurring transactions.
3. There is one additional input field in the search parameters. At the
"Frequency (W,B,S,M):" prompt, enter one of the following:
W - weekly, B - biweekly, S - semi-monthly or M - monthly.
This allows you to search by one of the above frequencies. Leaving
this field blank allows a search of all frequencies.
4. After your changes or deletions, press the <F10> key to save your new
recurring transaction. Answer "Y" (yes) at the "Inputs Correct/N:"
prompt. You will then be returned to the top of the input screen to
continue with your next recurring transaction. Pressing <Esc> will
abort your current activity, without saving it, and return you to the
previous menu.
3g - Activate Recurring Transactions
Once you have entered a recurring transaction, it does not become a live
transaction until it is activated. When activated, the system will generate a
live transaction based on the information entered in section 3e - "Create
Recurring Transactions". The following steps explain how to activate a
recurring transaction.
1. From the Accounts Receivable Transaction Menu, select "Activate
Recurring Transactions". The following screen will appear:
Figure 3-6 Select Activate Frequency
2. Enter the frequency of the recurring transactions you would like to
activate.
3. The screen will then display, one at a time, every recurring
transactions with that frequency. In the small "Activate Recurring"
window, the following prompt appears:
Activate/Next/Quit:
4. When you find the entry you wish to activate, press "A" (activate).
The screen will then display the transaction, allowing you to enter
additional data or make changes, as described in section 3d -
"Changing/Deleting Transactions". When the transaction data is
correct, press <F10>. At the "Inputs Correct(Y/N):" prompt, press "Y"
and your transaction will be saved and added as a live transaction.
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If there are more recurring transactions with the same frequency, they
will be displayed, one at a time. To skip the activation of any particular
entry, press "N" (Next) and the next recurring transaction, with the same
frequency, will be displayed.
3h - Points to Remember
1. When entering transactions into this module, you are basically entering
transactions with debits and credits, just like you do when entering
transactions into the General Ledger module. All of the debits and
credits you enter here will, eventually, be posted to the General Ledger,
just as if you had entered them into the General Ledger yourself.
Posting these transactions to the General Ledger is performed while in
the General Ledger module. See section 6d - "Post Other Modules to the
G/L" in the General Ledger and Accounts Reconciliation User's Manual.
The only difference between entering transactions in the General Ledger
and in the Accounts Receivable module is that this module will keep
detailed information on each customer, including paying habits and
current and past balances.
NOTE: Any transactions entered into this module should NOT be entered in
to the General Ledger. They will be placed there when you post.
2. Receivable aging is tracked by the combination of customer number and
invoice number. It is very important that each sale be given a unique
invoice number and that all customer payments are coded with the original
purchase invoice number. If these methods are not used, the system will
operate without error; however, your aging and invoices will not reflect
payments tied to a specific invoice, but rather the date of the payment.
3. There are five different types of transactions. A brief description of
each, as well as typical debits and credits, follows:
GENERAL LEDGER ACCOUNTS
DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT
Customer Purchase I Accts Receivable Sales Income
(System selected) (Accrued income)
Customer Payment P Cash/Checking Accts Receivable
(Deposit) (System selected)
Misc Debit to Account D Accts Receivable Any Account
(A check from a customer is (System selected) (Checking)
returned, credit your checking account.)
Misc Credit to Account C Any Account Accts Receivable
(A customer returned an item, (Sales returns) (System selected)
you would debit your sales returns.)
Finance Charge F Accts Receivable Finance Chg Income
Memo Transaction M N/A N/A
(Transaction to enter an
extra description.)
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SECTION FOUR - REPORTS
The Accounts Receivable Reports Menu allows you to generate a full range of
financial reports from your receivables database. Reports can be generated to
show financial information for a day, month, quarter or year. This section
will explain how reports can be created to help you get optimum results from
your TAKIN' CARE OF BUSINESS program.
4a - Explanation of Reports
Each of the twelve reports available from the Accounts Receivable module
can be sent to your monitor's screen for immediate viewing, to your printer
for hard copy, to a disk drive for later retrieval or can be imported into a
database program for customization. Various parameters can be specified
to give you the specific report you want. Some reports can be generated in
a cumulative format for the dates specified and one report can be generated
in either a trended or month-by-month format.
Each of the available reports are described below. All reports can be printed
at any time and as many times as necessary. Samples of these reports are
shown in Appendix A and can be printed while using the "SAMPLE" account.
Receivable Journal - This report lists all of the transactions which took
place during a specific date range. You can select any one or all of
the different types of transactions.
Recurring Transactions - This report lists all of your recurring trans-
actions. You can select any one or all of the different recurring
frequencies.
Schedule of Receivables - This report lists all unpaid customer balances
within a specified date range. This report can be generated in either
a cumulative or trended format.
Receivables Aging - This report shows all customer balances with current,
1-30 days, 31-60 days, 61-90 days and 91+ days past due balances, as
of a specific date.
Customer Account History - This report shows all the past transaction
activity (history) for one account or a range of customer accounts
within a specified date range. This report can be generated to
include one or more than one customer account per page.
Customer Statements - This report provides a monthly customer statement that
is usually sent to your customers. It can be printed on pre-printed
forms (Deluxe form #091377) or blank paper.
Customer Invoices - This "report" provides a listing showing one or a
specified range of invoice numbered transactions for one or a specified
range of customers. Like statements, it can be printed on blank paper or
pre-printed forms. There are two styles of pre-printed forms available.
See section 5i - "A/R Configuration Settings" and Appendix A for styles
and samples. The Deluxe form numbers are #091300 (new style) and #091398
(old style).
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Credit Limit Report - This report lists each customer, their open balance,
their credit limit and available credit as of a specified date.
Customer Listing - This report lists all of the information in each customer
account for all your customers. It can be printed in customer name,
customer number or zip code order.
Address Labels - This "report" provides mailing labels for one or a
specified group of customers. The labels can be printed in customer
name, customer number or zip code order and you can specify the
number of lines per label.
Non-Posted Transaction Journal - This report lists all of the transactions
which have not yet been posted to the General Ledger module.
G/L Distribution Report - This report lists all the receivable transactions
that have been posted to the General Ledger module within a
specified date range. The report provides account numbers, account
names, debit and credit amounts and a total for the debits and
credits, in account number order.
4b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the Accounts Receivable Main Menu, select "Reports Menu".
The following screen appears:
Figure 4-1 Accounts Receivable Reports Menu
2. From the Accounts Receivable Reports Menu, select the report you
want to generate (e.g: Receivable Journal). This example will print
the Receivable Journal report. Other reports are covered later in this
section.
4c - Receivable Journal Report
Figure 4-2 Receivable Journal Input Screen
1. As stated earlier, you can send any of the reports to your monitor's
screen (S), to a printer (P), or to a disk drive (D) where the report
will be stored as a disk file with its own filename.
NOTE: If you try to send a report to a printer and do not have a
printer, you will receive an error message.
The first prompt on all of the report input screens is the destination
prompt. It appears as follows:
Screen,Printer,Disk(S,P,D):
Entering an "S" for screen or a "P" for printer will send the report to
the screen or printer, respectively. If you enter a "D" for disk, the
system will prompt you for a disk filename. You can enter any name
you wish, following the DOS naming conventions. The report will
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then be saved on the default disk drive with the filename you
entered, followed by a filename extension of ".RPT". If you enter a
filename that already exists, the system will ask if you want to delete
the old file. Answering "Y" will replace the existing report with the
new report. Answering "N" will append (add on) the new report to
the already existing report.
The disk file is created in ASCII format, thereby allowing it to be
imported into a word processor, spreadsheet or database for
customized reports.
At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the
destination of your report. (For this example, enter the letter "S".)
2. For some reports, you will need to specify a date range. The date-
prompt format will be the format specified in the System
Configuration Settings. Refer to section 4d - "Setting the System
Configuration" in the Getting Started User's Manual. The date
prompt appears as follows:
Starting Date: 05-01-90
Ending Date: 05-31-90
These dates determine the starting and ending date for the report and are
included in the heading of the report. The date range can be as short as
one day.
NOTE: The ending date can never be more than one year after the
starting date (e.g: starting date as 05-01-90 and ending date as
04-30-91).
3. The last prompt, "Type of Transactions:" allows you to select the
transaction types you would like included in this report. Valid types
are A, I, D, C, F and M. These types are the same as those used when
entering transactions, with the exception of "A". Entering "A" will
select all types of transactions. After entering the type of
transaction, the report will be sent to the screen.
The following discusses the other report selection input screens. Any
prompts already discussed will not be covered in detail.
4d - Recurring Transactions Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Recurring
Transactions". The following screen appears:
Figure 4-3 Recurring Transactions Input Screen
A. At the destination prompt, select the destination for your report.
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B. At the recurring frequency prompt, select the frequency type for
this report using one of the following codes:
A = All frequencies
M = Monthly
S = Semi-monthly
B = Bi-weekly
W = Weekly
The report will be generated.
4e - Schedule of Receivables
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Schedule of
Receivables". The following screen appears:
Figure 4-4 Schedule of Receivables Input Screen
A. At the destination prompt, select the destination of the report.
B. Enter the date range (as discussed above) for this report.
C. At the "Trended Report:" prompt, enter either:
"N" (the default) to get a cumulative (one column) report
OR
"Y" to get a trended (a multiple month, spreadsheet type) report.
See Appendix A for samples of both styles of reports.
4f - Receivables Aging Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Receivable
Aging". The following screen appears:
Figure 4-5 Receivables Aging Input Screen
A. At the destination prompt, select the destination of the report.
B. Enter the report date at the "As of Date:" prompt. This date
usually is the current date. Transactions which have a future
date will not be shown on this report.
Note: The Receivable Aging report is determined by the due date of
the transactions. Payments are either applied to specific
invoices (if marked as such by user) or by using the payment
date if no matching invoice number is found.
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4g - Customer Account History Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Customer
Account History". The following screen appears:
Figure 4-6 Customer Account History Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the date range (as discussed above) for this report.
C. At the "Accounts on separate pages:" prompt, enter either:
"N" (the default) if you want to save paper and put as many
customers on a page as room permits
OR
"Y" if you want each customer to print on a separate page.
D. Lastly, select a customer account number range for this report.
Enter both the starting and ending customer number. The
Customer Account History report for all customers within this
range will then be generated.
4h - Customer Statements
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Customer
Statements". The following screen appears:
Figure 4-7 Customer Statements Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the date range (as discussed above) for this report.
C. Lastly, select your customer account number range for this report.
Enter both your starting and ending customer numbers. Separate
statements for each customer within this range will be printed.
D. If you have your Accounts Receivable configuration settings set
for pre-printed forms (see section 5i - "A/R Configuration
Settings") you will be prompted:
Print Statement Lineup[N]:
Answer "Y" as many times as needed to line up the forms in your
printer. Answer "N" when you are ready to print the statements.
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4i - Customer Invoices
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Customer
Invoices". The following screen appears:
Figure 4-8 Customer Invoices Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, select the invoice number range. Enter both the starting
and ending invoice number.
C. Lastly, select a customer account number range for this report.
Enter both your starting and ending customer numbers. Invoices
for all customers within this range will be generated.
D. If you have your Accounts Receivable configuration settings set
for pre-printed forms (see section 5i - "A/R Configuration
Settings") you will be prompted:
Print Invoice Lineup[N]:
Answer "Y" as many times as needed to line up the forms in your
printer. Answer "N" when you are ready to print the invoices.
4j - Credit Limit Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Credit Limit
Report". The following screen appears:
Figure 4-9 Credit Limit Report Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the report date at the "As of Date:" prompt. This date
is usually the current date. Transactions which have a future date
will not be shown on this report. The report will be generated.
4k - Customer Listing Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Customer Listing".
The following screen appears:
Figure 4-10 Customer Listing Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the sort order for this report. Options are "A" (Account
Number order), "N" (Name order) or "Z" (Zip code order). The report
will be generated.
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4l - Address Labels
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Address Labels".
The following screen appears:
Figure 4-11 Address Labels Input Screen
A. At the destination prompt, select the destination of the report.
B. Then, enter the sort order for this report. Options are "A" (Account
Number order), "N" (Name order) or "Z" (Zip code order).
C. Next, enter the number of printer lines for label spacing. Small
15/16" tall labels allow for 6 lines per label. To calculate,
measure from the top of one label to the top of the next label. Then
divide that spacing by the number of lines per inch your printer is
set to print. The result is how many lines per label you can print.
D. Last, select your customer account number range for this report.
Enter both your starting and ending customer numbers. Labels for all
customers within this range will be generated.
4m - Non-Posted Transaction Journal Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "Non-Posted
Transaction Journal". The following screen appears:
Figure 4-12 Non-Posted Transaction Journal Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the type of transactions you would like included in
this report (per explanation above). The report will be generated.
4n - G/L Distribution Report
1. From the Accounts Receivable Main Menu, select "Reports Menu".
2. From the Accounts Receivable Reports Menu, select "G/L
Distribution Report". The following screen appears:
Figure 4-13 G/L Distribution Report Input Screen
A. At the destination prompt, select the destination of the report.
B. Next, enter the date range (as discussed above) for this report.
The report will be generated.
In conclusion, if you are unfamiliar with any of these reports, try printing
reports using the "SAMPLE" accounts, as well as referencing Appendix A for
samples of these reports. Doing so will give you an idea of how the reports
look and how they might be used.
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SECTION FIVE - UTILITIES
The Accounts Receivable Utility Menu contains nine important menu items,
each of which are covered in detail below. To access the Accounts
Receivable Utility Menu, select "A/R Utility Menu" from the Accounts
Receivable Main Menu. The following menu will appear:
Figure 5-1 Accounts Receivable Utility Menu
5a - Sort Transactions
TAKIN' CARE OF BUSINESS stores your transactions and checks in the order in
which they are entered. This Sort Transactions function allows the user to
choose the manner in which transactions are sorted. You can sort as often or
as little as you want, as the sort order does not affect the operation of
TAKIN' CARE OF BUSINESS. If you have deleted transactions, sorting your data
file can free disk space that was previously occupied by the now-deleted trans-
actions. When printing some reports, the sort transactions is automatically
performed.
To sort your transactions, do the following:
1. From the Accounts Receivable Utilities Menu, select "Sort Transactions".
The following menu appears:
Figure 5-2 Sort Transactions
2. From the "Select Sort Order" menu, select one of the four sort options,
as shown above. Your transactions will then be sorted automatically.
If you have more transactions than the memory can hold, the default disk
drive will be used to store a temporary file while sorting transactions.
It is important to remember that the default disk drive must have adequate
free disk space. If there is not, the sort will be aborted and the
transaction file will remain unchanged.
If you have deleted some transactions since the last sort, you will be
prompted with:
Free disk space used by deleted transactions[N]:
If you answer this prompt with "Y", the deleted transactions will be
physically removed from the transaction file and disk space will be
recovered. Your answer to this prompt will not affect your reports or
customer balances. It is only provided for users who need to recover disk
space used by deleted transactions.
5b - Changing Customer Numbers
This powerful utility allows you to change the customer account number for
every existing transaction for a specific customer. It can be thought of as a
"global replace" feature. For example, if you want to change the customer
number "HOOP" to "HOOPER"; you would first create the new customer account
(HOOPER) and then run this utility to change all the transactions that have
customer number "HOOP" to the new account "HOOPER".
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NOTE: Since this is an advanced feature, we do not recommend its use by those
new to TAKIN' CARE OF BUSINESS. It is very important to make a complete
backup copy of your data files prior to running this utility. Should
something go wrong (e.g: power failure), it will be easier to recover if
you have an original copy of the data files. Please refer to section 4g
- "Backing Up Data Files" in the Getting Started User's Manual.
To change a customer number, do the following:
1. From the Accounts Receivable Utility Menu, select "Change Customer
# for Trans". The following screen appears:
Figure 5-3 Change Customer Numbers
2. At the "Old Customer:" prompt, enter the customer number you wish
to change or delete, then press <Enter>.
3. At the "New Customer:" prompt, enter the new customer number and
press <Enter>. Make sure you have already created your new
customer account. Once all transactions are transferred from your
old customer to your new customer, the cursor will return to the
Accounts Receivable Utility Menu.
NOTE: At either of the above two prompts, you can press <F2> for a
pop-up customer number list.
5c - Calculating Finance Charges
This function is a real time saver for those who charge customers a finance
charge on past due account balances. The system will calculate each
customer's open balance due as of the date selected. By using this balance,
the system will automatically generate a finance charge transaction for all
"past due customers". This finance charge will appear on the customer
statement as a type "F" transaction.
You may review all generated finance charges by printing a Receivable
Journal for the same month. Select type "F" transactions to show only the
finance charge transactions. You can change or delete any finance charge
by following the steps in section 3d - "Changing/Deleting Transactions". To
find and change these finance charge transactions, simply enter the date of
the finance charges and enter "F" for transaction type. All finance charge
transactions will then be displayed, one at a time, for your perusal.
You may generate finance charges at any time and as many times as you
want to. In order to prevent charging your customers duplicate or incorrect
finance charges, we strongly recommend that you only run this procedure
once a month, usually on the last day of the month, after all transactions and
payments for that month have been entered. This will ensure that your
customer balances are up to date as of the end of the month.
To generate finance charges, select "Calculate Finance Charges" from the
Accounts Receivable Utility Menu. The following screen will then appear:
Figure 5-4 Finance Charges
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Enter your finance charge date here. This date will be used both to
determine past due accounts (balances due before this date) and as the
transaction date of the finance charges.
After entering this date, the system will calculate accounts and generate the
finance charges. Customers who are being assessed finance charges will be
shown on the screen along with the amount past due and the finance charge
amount.
5d - Generate Global Transactions
The Generate Global Transactions utility is another very powerful and
timesaving feature. This function is used to generate identical transactions
for more than one customer at the same time, without the need to enter each
one individually. This feature will only work on "Active" customers.
To generate this type of transaction, select "Generate Global Transactions"
from the Accounts Receivable Utility Menu. The following screen will appear:
Figure 5-5 Global Transactions
1. At the "Global Tran Date:" prompt, enter the date for the transactions.
2. Next, enter the "Description:" for these transactions.
3. At the "Income Account:" prompt, select the General Ledger income
account to be credited. There are no options for debiting accounts in
global transactions, as the type of account defaults to the transaction
type "I" for invoices.
4. Enter the amount of the transaction at the "Amount:" prompt.
5. Lastly, enter your "Customer Starting:" and "Ending:" account
numbers to establish the range for these transactions. TAKIN' CARE
OF BUSINESS will generate your transactions. The due date,
discount date and discount percent will default to each customer's
account configuration settings.
5e - Import A/R Transaction File
This import function is a very advanced feature used primarily by expert users.
It allows you to import ASCII text files into your Accounts Receivable
transaction file.
To do this, you must first create an ASCII text file to import. This file must
contain fixed-length records, with one record per line. The filename may be
any name; however, the filename extension must be ".TXT". The record layout
for the ASCII import file is as follows:
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Field Name Start Length Mask
Date 1 8 User defined in configuration
Customer # 9 6 Text/Number
Tran Type 15 1 I, P, F, D, C, M
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D, C
Amount 99 11 ########.##
Posted Flag 110 1 Y, N
On a technical note, each part of the transaction should be a separate record.
The sum of debit type and credit type records must match within 23 records.
The system looks for "debits=credits" to determine the end of one transaction
and the beginning of the next. If this event does not happen within 23
records, errors in the imported transactions will result.
To import an ASCII text file into Accounts Receivables, do the following:
1. Copy into your TAKIN' CARE OF BUSINESS data file directory the
ASCII text file to be imported.
2. From the Accounts Receivable Utility Menu, select "Import A/R
Transaction file".
3. At the "Import File Name:" prompt, enter the name of the ASCII text
file to be imported, then press <Enter>. Notice the filename
extension of ".TXT" is already included.
When the import is complete, you will be returned to the Accounts
Receivable Utility Menu.
5f - Export A/R Transaction File
This export function is a very advanced feature used primarily by expert
users. It allows you to export ASCII text files from your Accounts
Receivable transaction file.
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The record layout for the exported ASCII file is as follows:
Field Name Start Length Mask
Date 1 8 User defined in configuration
Customer # 9 6 Text/Number
Tran Type 15 1 I, P, F, D, C, M
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D, C
Amount 99 11 ########.##
Posted Flag 110 1 Y, N
On a technical note, each part of the transaction will be a separate record.
To export your transaction file, do the following:
1. From the Accounts Receivable Utility Menu, select "Export A/R
Transaction file".
2. At the "Export File Name:" prompt, enter the name of the ASCII text
file to be exported, then press <Enter>. Notice the filename extension
of ".TXT" is already included.
3. Next, enter the date range of the transactions to be exported. Enter
"Starting Date:" and "Ending Date:" and all transactions within this
date range will be exported.
When the export is complete, you will be returned to the Utility Menu.
5g - A/R Configuration Settings
The configuration settings allow you to configure this module to your
specific company's forms to be used and to the specific General Ledger
account numbers. This configuration is very important to your transactions,
statements, invoices and interface account numbers.
To set up your configuration, select "A/R Configuration Settings" from the
Accounts Receivable Utilities Menu. The following window will appear:
Figure 5-6 Configuration Settings
1. Enter your company name and address at the "Company:" and "Address:"
prompts. (Optional)
2. At the "Accounts Receivable Account:" prompt, enter your General Ledger
Accounts Receivable asset account number. (Required)
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3. At the "Finance Charge Account:" prompt, enter your General Ledger
Finance Charge income account number. Enter zero (0) to skip. (Optional)
4. At the "G/L Sales Tax Account:" prompt, enter your General Ledger Sales
Tax liability account number. Enter zero (0) to skip. (Optional)
5. Next, if you are using pre-printed statements and invoices, enter "Y" at
the "Pre-printed Statement/Inv:" prompt. If not, enter "N". (Optional)
6. The next six fields allow you to customize where your printer will start
printing the statements and invoices. These settings affect both pre-
printed statements and invoices. If you are unsure of these settings,
use the defaults as shown above. Changing these numbers will only affect
the alignment of your forms and are mainly for single sheet laserjet
printers. (Optional)
7. The next prompt allows you to select which "Forms Printer Port:" to use
for both invoices and statements. This is a multiple choice field. To
change the port selection, press the space bar or click the left button
on your mouse. When your choice is shown, press <Enter>. (Required)
8. The "Invoice Type(1,2):" prompt allows you to choose which type of
pre-printed invoice you are using. The options are "1" or "2".
(Optional) The form numbers for each option are as follows:
1 = Deluxe invoice #091300 (compatible with Invoicing module)
2 = Deluxe invoice #091398
See the Deluxe insert for more information on either style of invoice.
To order either invoices or statements, call Deluxe at 1-800-328-0304
and mention product code "TO9212". Canadian users call 1-800-826-3714.
9. Lastly, at the "Message Line 1:" and "Message Line 2:" prompts, enter
any message you would like printed on the bottom of all of your
customer invoices and statements. (Optional)
When completed, press <F10> to save your new data and return to the
Accounts Receivable Utilities Menu.
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SECTION SIX - HINTS AND SUGGESTIONS
Keep a current back up copy of your data disk each time you update your
data. This will safeguard against loss of data due to a power failure
or other problem.
Use the Shift-Print Screen keys to make a hard copy of your current
screen display.
To pause the printer while printing reports, press any key.
If you are using pre-printed statements or invoices, be sure that your
printer is set to 10 characters per inch and 6 lines per inch, with normal
margins. Deviation from this will result in the inability to line up your
pre-printed forms.
On HP LaserJet printers, set your configuration to 60 lines per page.
Be sure the same page length or form length figure is set into both your
printer and the configuration setting (e.g: 60 lines per page).
Payments and the Reconciliation module: When entering payment
transactions into the Accounts Receivable module, you should select a
"Cash" account for your debit distribution, instead of a "Checking"
account. Then, when you make a bank deposit, enter a transaction in the
General Ledger module, debiting checking and crediting cash for the
amount of your bank deposit.
When setting up your customer accounts, make sure you leave enough
space between the individual numbers so you can add new customers at
a later time.
If you are a membership organization, we recommend that you group
your members in various customer account numbers, depending on how
much and how often they pay their dues. This way, you can use the
"Generate Global Transactions" feature more efficiently (e.g: all members
that pay $30.00 a month should have a starting number of "3").
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TAKIN' CARE OF BUSINESS!
APPENDIX B - DISK FILENAMES
TAKIN' CARE OF BUSINESS Accounts Receivable Program Disk
Filename Description
AR.EXE Accounts Receivable Program file
AR.OVR Accounts Receivable Overlay file
AR.HLP Accounts Receivable Help file
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