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FINANCE MANAGER II ACCOUNTS RECEIVABLE LITE USER'S MANUAL Version 1.3f Hooper International P.O. Box 62219 Colorado Springs, CO 80962 Copyright (C) 1986-1989 by Hooper International, Inc. All rights reserved. FINANCE MANAGER II - ACCOUNTS RECEIVABLE COPYRIGHT NOTICE FINANCE MANAGER is not a public domain program. It is Copyright (C) 1986-1989 by Hooper International. No part of this manual may be reproduced, translated, in any form or by any means, without the prior written permission of Hooper International. The software described in this manual is protected by copyright laws. Copyright (C) 1986-1989 Hooper International RESTRICTED PERMISSION TO COPY Clubs and other non-profit organizations are granted permission by Hooper International to copy the evaluation version of this program, as well as its documentation, for member use only. It is imperative that you be aware that said member use is subject to the following strictly-enforced restrictions: No price may be charged, by club or user group, for the software or documentation. A distribution fee may be charged solely for the cost of the diskette, as long as the total charge does not exceed $8. It is imperative that club members be informed of the user-support concept, which allows them to become familiar with FINANCE MANAGER through evaluation and hands-on use. It is also imperative that member users be informed that the program as well as its documentation is the sole property of Hooper International. Members, without exception, must be encouraged to support its use by sending their user payments directly to Hooper International. This software and documentation is fully copyrighted by Hooper International and may not be modified in any way or manner whatsoever. The complete package must be distributed intact, as a self-complementing unit. PAGE 1 FINANCE MANAGER II - ACCOUNTS RECEIVABLE WARRANTY INFORMATION HOOPER INTERNATIONAL 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 DOES NOT WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE UNINTERRUPTED OR ERROR FREE. IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER INTERNATIONAL 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. Instead, we give you every opportunity to try the software before you decide to register your copy. We will, however, replace defective disks for a minimal shipping and handling charge of $5.00, for up to a period of 90 days from initial shipping date. Please note that defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. And, 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. 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. PRODUCT INFORMATION FINANCE MANAGER II is an extraordinary, easy-to-understand, user-supported software package. Since we are dedicated to customer satisfaction, we heartily recommend that you take advantage of the incredible money-saving opportunity that we offer, allowing you to use the evaluation copy in order to determine its suitability to your individual financial application. Please do this, and discover for yourself that this software is easy to use and certainly what you've been hoping it would be, before registering your copy with us. We sincerely value customer satisfaction. Since we are so confident of your satisfaction with our software, we are able to offer evaluation copies at an unbelievable minimal cost to you. We therefore urge you to take advantage of inspecting and evaluating this software, including hands-on use for your particular needs and financial applications. This is an unprecedented opportunity for complete customer satisfaction before you make any outlay of money for an individually-registered copy. We want your name to be added to our ever-growing list of satisfied customers throughout the world! PAGE 2 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Finance Manager II Accounts Receivable is User-Supported (Shareware) software. If you are using this software, and find it to be of value to you, your payment is necessary and appreciated. You are encouraged to copy this software and share it freely with others. You have the luxury of trying out the complete programs, at your own pace and in the comfort of your own home or workplace. This is not a crippled or "demo" copy, but the complete working version of the program. After you have used Finance Manager for a reasonable evaluation period you should either discontinue use of the program or purchase a licensed copy from Hooper International or from an authorized dealer. Your support is important and greatly appreciated. With it, User-supported (Shareware) authors are encouraged to design and distribute new products. Without it, a great deal of high quality, low cost software will cease to be available. _______ ____|__ | (tm) --| | |------------------ | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |-------------------- |___|___| MEMBER Hooper International is a member of the Assocication of Shareware Professionals and agrees with the association's standards of integrity in software distribution. PAGE 3 FINANCE MANAGER II - ACCOUNTS RECEIVABLE TABLE OF CONTENTS COPYRIGHT NOTICE ............................................... 1 RESTRICTED PERMISSION TO COPY .................................. 1 WARRANTY INFORMATION ........................................... 2 PRODUCT INFORMATION ............................................ 2 SECTION ONE - GETTING STARTED 1a - Introduction .......................................... 6 1b - System requirements ................................... 7 1c - System Flowcharts ..................................... 8 1d - Using the demo accounts ............................... 9 1e - Running the Accounts Receivable module ................ 9 SECTION TWO - THE ACCOUNTS RECEIVABLE MAIN MENU ................ 12 SECTION THREE - CUSTOMER ACCOUNTS .............................. 13 3a - What are customer accounts ............................ 13 3b - Customer accounts organization ........................ 13 3c - Customer accounts data fields ......................... 13 3d - Getting familiar with customer account ................ 14 3e - Entering your own Customer Accounts ................... 15 3f - Changing existing customers ........................... 17 3g - Deleting customers .................................... 18 3h - Suggested method for setting beginning balances ....... 19 SECTION FOUR - TRANSACTIONS .................................... 22 4a - What are transactions ................................. 22 4b - Transaction data fields ............................... 22 4c - Getting familiar with transactions .................... 23 4d - Entering transactions ................................. 24 4e - Entering multiple distributions ....................... 27 4f - Changing existing transactions ........................ 29 4g - Deleting transactions ................................. 31 4h - Points to remember .................................... 31 SECTION FIVE - REPORTS ......................................... 34 5a - General instructions for generating reports ........... 34 5b - Printing the Accounts Receivable Journal .............. 35 5c - Printing Customer Statements .......................... 36 5d - Printing Customer Invoices ............................ 37 5e - Printing the Receivable Aging Report .................. 37 5f - Printing the Schedule of Receivables Report ........... 38 5g - Printing the Customer Accounts Report ................. 38 5h - Printing the Customer Address Labels .................. 39 5i - Printing the Non-posted Transaction Journal ........... 41 5j - Printing the General Ledger Distribution Report ....... 41 SECTION SIX - OTHER FEATURES AND FUNCTIONS ..................... 43 PAGE 4 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 6a - Configuration settings ................................ 43 6b - Sorting Transactions .................................. 45 6c - Calculating Finance Charges ........................... 46 6d - Posting to the General Ledger ......................... 47 SECTION SEVEN - ENHANCEMENTS & HINTS ........................... 50 7a - Enhancements by Version ............................... 50 7b - Helpful hints and suggestions ......................... 50 SECTION EIGHT - FINANCE MANAGER II DISK FILE NAMES ............. 52 APPENDIX A - SAMPLE REPORTS .................................... 53 USER COMMENT FORM .............................................. 64 ORDER FORM ..................................................... 65 PAGE 5 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION ONE - GETTING STARTED 1a - INTRODUCTION The FINANCE MANAGER "Accounts Receivable" module provides a wonderfully simple way to keep track of all of your customer receivables. It allows you to set up customer accounts, as well as customer billing, by using balance-forward accounting. The program's versatility allows you to print statements on blank paper, as well as on your own pre-printed forms. This extremely helpful and easy-to-use module allows multiple distribution of funds and, you'll be pleased to know, it is fully integrated into the FINANCE MANAGER General Ledger. This feature totally eliminates all data entry duplication. Likewise, this time-saving Accounts Receivable module uses similar prompts, menus, and input screens, thus making it operationally compatible with all other FINANCE MANAGER modules. This practical compatibility alone saves hours of valuable time in operational training for new modules, as well as an obvious saving of your own carefully budgeted money. Customer information and balances are always available, for any month, through interactive screen displays of all pertinent information. This simple-to-use, menu-driven module will greatly enhance your ability to track and to understand your customer receivables. At last you have that all-important opportunity for a time-saving module, along with your own informational input, help you better grasp a hold on and improve your cash flow. And that, we can all agree, is the bottom line and what a well-run business is all about! Some of the helpful, time-saving, and outstanding features of this module are as follows: * Customer accounts features - Zipcode sorted labels - Set up credit limits - Set net due days - Up to 2,000 customers (w/640K memory) * Transaction entry features - Multiple G/L distributions - Prior period adjustments allowed - Miscellaneous debits & credits - Up to 32,000 transactions per year - Easy to correct or delete transactions - Multiple field transaction search capabilities - All transactions can be posted to your GL - Sort by date, input, reference,invoice or customer order * Integration - Transactions can be posted to the General Ledger with no additional inputs required * Reports features - Provides full range of reports including: Receivable journal PAGE 6 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Customer statements Non-inventory invoices Aging report Schedule of receivables Customer accounts list Customer address labels Non-posted transactions journal General Ledger distribution report - Sends reports to screen, printer or disk file - Save reports on disk - Display reports on your screen - Reports may be printed multiple times - Statements set up for window envelopes - Option for pre-printed statements and invoices - Custom message on statements * Fiscal year features - Use with any fiscal year - Multiple years on-line at one time - Books need not be closed in order to begin next year * System features - Pop-up Windows - LAN Support - Mouse Compatibility - Calculate finance charges on overdue balances - Posts to G/L in summary format - Defaults for all input fields - No monthly closing hassle to go through - Allows you to post or pre-date all transactions This manual assumes you have, from an accounting point of view, a working knowledge of how an accounts receivable system operates. If you are new to accounts receivable bookkeeping, however, we suggest you either consult your accountant or get a book on accounts-receivable bookkeeping. We do, nevertheless, try to explain each feature and function in layman terms, so it will be easy to understand, with minimal confusion. This system is uniquely set up for the ease of operation by the novice. Consequently, sample basic transactions are included on your disk (filename "WORK") for your practice sessions. 1b - SYSTEM REQUIREMENTS - FINANCE MANAGER II General Ledger version 1.3 - IBM PC, XT, AT, PS/2 or compatible - 320K memory (more memory allows more customers) - Two 360K disk drives (or 1 DSHD or Hard disk) - Dos 2.0 or higher PAGE 7 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 1c - SYSTEM FLOWCHARTS --------------------------------- | ACCOUNTS RECEIVABLE MAIN MENU | --------------------------------- | ------------------------------------------------ | | | | | INPUT CHANGE/DELETE REPORTS UPDATE A/R TRANSACTIONS TRANSACTIONS MENU CUSTOMER UTILITY ACCOUNTS MENU -------------------- | A/R REPORTS MENU | -------------------- | -------------------------------------------------------------- | | | | | | | | | A/R | CUSTOMER | SCHEDULE | ADDRESS | G/L JOURNAL | INVOICES | OF A/R | LABELS | DISTRIBUTION CUSTOMER RECEIVABLE CUSTOMER NON-POST STATEMENTS AGING ACCOUNTS TRANSACTIONS LIST JOURNAL ---------------------- | A/R UTILITIES MENU | ---------------------- | ------------------------------------------------- | | | | SORT CALCULATE POST A/R TRANSACTIONS FINANCE TRANSACTIONS CONFIGURATION CHARGES TO G/L SETTINGS PAGE 8 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 1d - USING THE DEMO ACCOUNTS Included, at no extra cost with the "Accounts Receivable" module, is a set of sample/demo accounts for practice use. On your disk are some files with the name of "WORK". In order to use these demo files, simply copy all of the "WORK.*" files onto a blank disk to be used as your demo disk. When starting up FINANCE MANAGER, use this disk as your data disk and put it in the appropriate disk drive (usually B:). When FINANCE MANAGER asks you for the File name, enter "WORK". The use of these demo files will very likely get you going faster and help you to use this module to your best advantage. It is important to remember that you do not use these demo files when you are setting up your own live data, since demo files obviously contain existing practice-only data as well as existing practice-only demo customers. Setting up a new "live" set of books, however, is very simple and is thoroughly described in the following section. 1e - RUNNING THE ACCOUNTS RECEIVABLE MODULE To run the "Accounts Receivable" module, you must first install it by following the instructions under "Installing FINANCE MANAGER" in the "Getting Started" manual. After it is installed, follow the simple steps in the order given below: 1. To run FINANCE MANAGER Accounts Receivable you must first install it by typing "A:INSTALL" after you have put the original Accounts Receivable disk in drive A:. Follow the instructions on the screen. More detailed install instructions can be found in the General Ledger manual (Section 1b - INSTALLING FINANCE MANAGER). 2. After installing the Accounts Receivable module you can run it by typing in "FMAR". If you are running on floppy disks you should first put your Accounts Receivable Master Program Disk (created during the install procedure, DO NOT USE THE ORIGINAL DISK) in drive A:. If you are using a hard disk you should first change to the directory where you installed Finance Manager into (e.g. CD\FMGL) and then type in "FMAR". 3. Upon starting FINANCE MANAGER, you must decide to use either live data or the practice-only demo accounts data on the Accounts Receivable Documentation & Demo disk. If you prefer to practice and experiment, you should remember to use the Demo disk. If you wish to set up your own live Accounts Receivable, you should put your FINANCE MANAGER General Ledger data disk in your drive B: (not necessary if you have a hard disk). 4. At the disk drive prompt, enter the disk drive letter where you put your Demo or G/L data disk, usually drive B: (or C: if you have a hard disk). 5. At the Enter Filename prompt, enter the name of the data file PAGE 9 FINANCE MANAGER II - ACCOUNTS RECEIVABLE you want to use ("WORK" if you have the demo disk in drive B:, or if you are using your live G/L data files enter the filename of its files). Remember you can only use this module if you have previously setup your General Ledger data files using the General Ledger module. When using the demo data files this has already been done for you. 6. You will now be at the FINANCE MANAGER Master Menu. 7. OPTIONAL: If you have not already done so (when you set up your G/L data files), you may go to the System Utilities Menu and change any system defaults. This may, however, be done at any time and is not necessary to run FINANCE MANAGER. We do, however, suggest you set up the "Compressed" and "Normal" print codes before printing the A/R reports, since you will find it is required for a few of them. 8. Next you must add two accounts to your General Ledger Chart of Accounts. Set up an Accounts Receivable (type A) account and a Finance Charge Income (type I) account. These two accounts are required to use the A/R module. See your General Ledger documentation manual on setting up your Chart of Accounts. If you have these two accounts already setup in your General Ledger Chart of Accounts this step is not necessary. 9. From the FINANCE MANAGER master menu, select menu "F2", and this will take you into Accounts Receivable. If this is the first time you are using Accounts Receivable for this set of books, the system will ask you: Create File (Y/N), which you should answer with a "Y". This procedure will create all the necessary Accounts Receivable Data files. Don't worry it will not damage your General Ledger data files. 10. You should now select "F5", and then "F5" again, in order to set up your A/R configuration settings. This step is important since it will set up the interface with your General Ledger Chart of Accounts. See section 6a for details. 11. Return to the A/R main menu and select "F4" to set up your customers. See section three on Customer Accounts. 12. After setting up your customers, you may print a Customer Accounts listing. See section five on reports. 13. You are now ready to Input transactions (Invoices, Payments, Etc.). See section Four on Transactions. 14. After you have entered some transactions, you may print an Accounts Receivable Journal report to see what you have entered. See section five on reports. 15. Print any other reports as required. The two most useful reports are "Customer Statements" and the "Schedule of PAGE 10 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Receivables". These basic steps are merely intended to show you the order of events in setting up new receivable books. PAGE 11 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION TWO - THE ACCOUNTS RECEIVABLE MAIN MENU The ACCOUNTS RECEIVABLE Main Menu is the starting point for all of the various ACCOUNTS RECEIVABLE functions. It is a sort of "Table of Contents" for the ACCOUNTS RECEIVABLE module. It can guide you to all of the other useful sub-menus and practical features of the time-saving ACCOUNTS RECEIVABLE module. The ACCOUNTS RECEIVABLE Main Menu appears as follows: --- ACCOUNTS RECEIVABLE MAIN MENU ---- | | | ESC Return to Master Menu | | F1 Input TRANSACTIONS | | F2 CHANGE/Delete Transactions | | F3 REPORTS Menu | | F4 Update CUSTOMER ACCOUNTS | | F5 A/R Utility Menu | | | | | | | | | | ENTER YOUR SELECTION: | | | | A/R Configuration is not setup | -------------------------------------- Note that many of the selections are used to go on to other menus. All of the "F" selections are discussed in later sections in this documentation. If you get a message, as above, saying "A/R Configuration is not set up" you should set up your configuration by selecting "F5", and then "F5" again, to get to the configuration setup. For clarification, this procedure is discussed in Section Six - Configuration settings. As mentioned above, it is essential that you set up your configuration. Jump to Section 6a to complete that easy-to-follow procedure before continuing. The next step is to set up your customer accounts. This procedure is as follows: PAGE 12 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION THREE - CUSTOMER ACCOUNTS Your Customer Accounts are the very foundation of your Accounts Receivable. To set up, or to change your customers, select "F4 Update Customer Accounts" from the A/R main menu. 3a - 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 account number, to identify him, which will then be used whenever you are entering transactions for that customer. 3b - CUSTOMER ACCOUNTS ORGANIZATION Your customer account numbers, and their order within the program, are totally up to you. We do suggest, if you ever want to keep track of cash sales with Accounts Receivable, that you set up Cash Customer accounts. This will allow you to print an invoice for any cash sales which you may have. The only other consideration for account numbers is to possibly group your customers into account-number ranges. For example, put all of your out-of-state customers into accounts 9000-9999. This may be useful when printing reports which ask for an account range to print (i.e. customer labels). Different types of businesses may also be grouped in specific ranges. Remember to always leave enough room for new accounts to be added within your selected range. 3c - CUSTOMER ACCOUNTS DATA FIELDS Each account in your customer database represents one specific customer. As mentioned above, each customer is assigned a unique account number between 1 and 9999. Along with this account number is kept other elements of information about each customer. When you set up a customer account, the following information about each customer will be needed: ACCOUNT NUMBER A number between 1 and 9999 used to identify each customer. This number is decided by you and can be any number. ATTENTION This is used as the first address line for statements and labels. It is usually the accounts payable contact persons name for this customer. COMPANY Name of the company. If a customer is not a company, enter that customers name here. ADDRESS Street address for customer. Used for statements and labels. CITY Customers city. PAGE 13 FINANCE MANAGER II - ACCOUNTS RECEIVABLE STATE Customers two digit State/Province code. ZIPCODE Customers zip or postal code. Used for sort order on mailing labels. May be used for any other purpose as well. PHONE Up to 12 character telephone number. May be used for other information if needed. BEGINNING BALANCE Customers beginning balance, when setting up customer account. For new customers, this is always zero. For pre-existing customers, enter account balance as of when you are putting them into this module. Total beginning balances for all customers must tie into the Accounts Receivable balance on your General Ledger. Never use a negative beginning balance unless you owe money to a customer. CREDIT LIMIT Used only for information purposes. Shows on non-trended Schedule of Receivables report as a credit available column. NET DUE DAYS Default number of days until purchases or invoices for this customer are due. You will be able to over-ride it, if necessary, when entering invoices. INTEREST RATE The annual interest rate you will charge this customer when using automatic Finance Charge calculation. 3d - GETTING FAMILIAR WITH CUSTOMER ACCOUNTS Before beginning to enter your own customers, follow the procedures below using only the demo accounts. 1. From the Accounts Receivable Main Menu select F4 on the menu. You will then be prompted for the following information: Account Num (1-9999):____ Attention:______________________________ Beginning Bal:___________ Company :______________________________ Credit Limit :___________ Address :______________________________ Net Due Days :__ City :__________________ State:__ Interest Rate:_____% Zipcode :__________ Phone:____________ 2. The cursor will be positioned at the "Account Num" prompt. On the lower half of your screen, you will see a pop-up customers list. Seeing these accounts is helpful when you are adding new customers. The highlighted account is a pointer, showing the selected customer. To move the highlighted account up or down, press PAGE 14 FINANCE MANAGER II - ACCOUNTS RECEIVABLE the "up" or "down" arrow keys on the right keypad, while the cursor is positioned at this prompt. If you move the default pointer down a few lines, notice how the list scrolls. You may select an existing account number by moving the highlighted pointer up or down to the desired account and then pressing the enter key. To set up a new account, you simply type in the new account number. 3. If you like, enter some data using the demo files for hands-on practice. Remember to keep this demo file well marked, and do not confuse its use with your actual file. 4. To return to the previous menu, press ESC. Before entering your own customers, practice adding, changing and deleting customer accounts using the demo files to practice. This will familiarize you with how to enter, change, or delete customer accounts. Changing and deleting customer accounts is described in easy to follow lay terms in the following how-to sections. 3e - ENTERING YOUR OWN CUSTOMER ACCOUNTS When you actually enter your own customer accounts, it would be a good idea to collate your customers into some kind of logical order in your mind. This will be helpful to you later, each time you need to look up customers by account number. In order to enter customer accounts, first switch over to your live data files. To do this, simply return to the FINANCE MANAGER Master Menu (Press the ESC key until you are there). When you are at the Master Menu, enter one more ESC. The program will then prompt "DO YOU WANT TO RESTART (Y/N):_" enter "Y". At this point (if you have your data on floppy disks) switch the data disk to your live General Ledger data diskette. Select your real General Ledger data file name. After you enter the Accounts Receivable module ("F4") again, the system should tell you that it did not find your A/R files. Enter "Y" at the "Create new Files" prompt. From the A/R main menu, select "F4" and you will be ready to enter your customer accounts. 1. At the input screen, the cursor will be positioned at the account number field. Unless you are entering your very first customer account, there should be default data in this field. 2. Instead of using the default data (if any), enter a new customer number of your choice. The step by step input procedure for a example customer account is as follows: 3. First, enter the customer account number. For example: Account Num (1-9999):100_ PAGE 15 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 4. Input the attention name: Attention:Attn: Accounts Payable Dept.__ 5. Input the company name: Company:John Smith and Associates_____ 6. Input the company mailing address: Address:3000 Main Street______________ 7. Input the city: City:Denver____________ 8. Input the state: State:CO 9. Input the zip or postal code: Zipcode:80900_____ 10. Input the customers phone number: Phone:303-123-4567 11. Input the customers beginning balance: Beginning Bal:0__________ When entering a customers beginning balance, please remember that all new customers should have a zero beginning balance. If you enter any non-zero beginning balances, you MUST follow the steps in section 3h -- Suggested method for setting beginning balances. 12. Input the customers credit limit: Credit Limit :5000_______ The credit limit amount is used only for report purposes. This amount will be shown on the non-trended schedule of receivables to show available credit amounts. 13. Input the net due days (the number of days until invoices for PAGE 16 FINANCE MANAGER II - ACCOUNTS RECEIVABLE this customer will be due): Net Due Days:30 14. Input the annual interest rate you will charge on past due invoices: Interest Rate:18___% When entering the interest rate please note that 18% annual interest rate is input as "18" not ".18". 15. If you make a mistake in a field, and would like to correct it, you can easily back up to a previous field by pressing the backspace key. 16. Once all of the data has been entered correctly, answer "Y" at the "ARE INPUTS CORRECT Y/N" prompt. If you answer with a "N" the cursor will return to the Account Number prompt and previous input will be ignored. 17. If you answered with a "Y", the new account has been added and you will automatically return to the account number prompt. You are then ready for more input. NOTE: Please note that the account number you have just added is inserted into the list at the bottom half of your screen. Use the cursor keys (when at the account number field) described above, in order to scroll through the active customer accounts to search for the account you have just added. If you have added your account correctly, it will automatically be in numerical order within this list. 18. The cursor will once again be at the account number field. Repeat steps 2 - 16 until you have finished entering all of your customers. 19. In order to return to the menu when you have finished entering, or at any other time that you wish to return to menu, simply press the ESC key. Your inputs will then be saved onto disk and you will be back at the previous menu. 20. Any time you need to print a current customer list, you may do so by going to the reports menu and printing the Customer Accounts list (see section five - reports). 3f - CHANGING EXISTING CUSTOMERS The steps below outline the procedure for making changes to your existing customer accounts. 1. Select "F4" at the Accounts Receivable main menu. PAGE 17 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 2. With the cursor at the account number prompt, type in the account number you wish to change. Instead of typing a number, you may accept the default account by simply pressing ENTER. In order to choose a different account, move the highlighted pointer by using the up and down keypad arrows. 3. Because the account number you have entered is an existing customer account, the system prompts: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ Answer this prompt with "M". You are now in the change mode. 4. Make any desired changes. Press ENTER to leave any field unchanged. 5. If you want to go back to a previous field while you are changing data, you may do so by pressing the Backspace key. 6. After you have changed the data, press return until you get the "ARE INPUTS CORRECT (Y/N):" prompt. Press "Y" to accept your changes. If you enter a "N" instead, the system will ignore all changes to that account and the cursor will return to the account number field. 3g - DELETING CUSTOMERS When deleting customers, there must be a zero beginning balance and there can not be any transactions for that customer number. If there is a beginning balance, or transactions for the account to be deleted, FINANCE MANAGER will not allow the account to be deleted. Remember, you will not be able to delete that customer unless he has a zero ending balance when you run your end-of-period posting at the end of the year. If a customer account has a zero ending balance, it will have a zero beginning balance after the end of year posting. You will then be able to delete the account. Be sure to practice deleting accounts by practice simulation on your dummy demo accounts. Only after a bit of practice should you be deleting a "real" customer from your real data files. To delete a customer account follow the steps below: 1. Select "F4" at the Accounts Receivable main menu. 2. Then enter the number of the account to be deleted while at the Account Number prompt. The system will then prompt: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ 3. Select "D". The account will be deleted. However, if the account has either a beginning balance, or transactions, the system will automatically tell you so. Fortunately, the account will not be deleted if the account shows activity. PAGE 18 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES When setting up your accounts receivable, as well as 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. IF: 1. You set up ALL CUSTOMER ACCOUNTS with a zero beginning balance 2. AND your GENERAL LEDGER accounts receivable has a zero beginning balance 3. AND there are no General Ledger transactions posted to your GENERAL LEDGER accounts receivable account (giving that account number a zero current balance) Then you can skip this procedure (all balances of zero are effectively in balance). IF NOT: Then you MUST follow the procedures listed below in order to ensure that your Accounts Receivable Module beginning balances are in balance with your General Ledger Module Accounts Receivable Account current balance. We strongly stress the importance of this step! 1. Enter all customer beginning balances. You must pick a specific date for the customer beginning balances (i.e. 1-1-87). *** DO NOT ENTER ANY TRANSACTIONS YET *** 2. The total of all customer beginning balances MUST be equal to the current balance in your General Ledger Accounts Receivable account for this date. 3. We recommend that you set up a specific General Ledger Accounts Receivable Account to be used only by this module. See the demo General Ledger accounts for example. 4. Below is an example of a small balance sheet and sample customer beginning balances. PAGE 19 FINANCE MANAGER II - ACCOUNTS RECEIVABLE EXAMPLE GENERAL LEDGER REPORT: Example Company Balance Sheet As of December 1989 ACCT ACCOUNT NAME BALANCE ---- ------------------------- ------- 100 CASH ON HAND 2000 200 ACCOUNTS RECEIVABLE 1000 300 OFFICE EQUIPMENT 5000 ------ TOTAL ASSETS 8000 400 OWNERS EQUITY 7500 500 RETAINED EARNINGS 500 ------ TOTAL LIAB & EQUITY 8000 EXAMPLE ACCOUNTS RECEIVABLE MODULE REPORT: Example Company Customer Accounts List CUST COMPANY NAME BEG BAL ---- ------------------------- ------- 1000 JOHN SMITH & ASSOCIATES 700 1001 CLONE COMPUTER CORP 300 ------ TOTAL 1000 This example assumes that you selected December 31 as your balance date. Please note that the Accounts Receivable balance (account 200) on the General Ledger balance sheet report shows 1000. Also note that the total of all customer beginning balances is 1000. Thus, the general ledger balance-sheet balance is "in balance" with the accounts receivable module's total customer beginning balances. From now on, the General ledger accounts receivable account (account 200) will be updated by the accounts receivable module, and no transactions should be posted to that account when using the General Ledger. 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 same amount then should be equal to the total beginning balances for all of your customer accounts. If these two numbers are not equal, then: 1. You have receivables other than customer receivables in your General Ledger A/R balance. This is solved by setting up two PAGE 20 FINANCE MANAGER II - ACCOUNTS RECEIVABLE General Ledger A/R accounts. One for your customer balances and one for other receivables. 2. Or you do not have all customer accounts entered in the Accounts Receivable beginning balances, or possibly the account balances are wrong. PAGE 21 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION FOUR - TRANSACTIONS 4a - WHAT ARE TRANSACTIONS A transaction is any event which will change your customers account balance. Examples of transactions are a purchase by a customer on credit, a payment on an account, a merchandise return (credit to account), a finance charge, etc. More simply, anything involving a change in a customers 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. There is one exception to cash transactions, however. If you have a customer who has an account with you, and he purchases something with cash, he may be entered into accounts receivable transactions in order to show all purchases for a specific customer. In this case you would enter two transactions, one for the purchase and the other for the immediate payment for that purchase. 4b - TRANSACTION DATA FIELDS The transactions input fields are described below. Each of these fields has a default of the last data entered into that field. When entering your data this default saves keystrokes when doing repetitive data inputting. TRAN DATE This is the date when the transaction occurred. Required. DESCRIPTION A short description of the transaction. Optional. REFERENCE NUM Any 8 character reference to this transaction. This field will show up on the customer statement. This could be the customers order number for invoices or the check number for payments. Optional. INVOICE NUM Any 8 character invoice number to reference a specific invoice. Is used when printing a customer invoice by invoice number. Optional. TYPE CODE The type of transaction this is, I,P,C,D,F,M for Invoice (a purchase), Payment (customer payment), Credit (credit to account), Debit (debit to account), Finance Charge (to add a finance charge), and Memo (extra description) respectively. Generally, you will be using type "I" when you sell to a customer and type "P" when he pays for his purchases. Required. DUE DATE Date when payment is due for a purchase (type I). This field is only used for type "I" transactions. Its default is the Tran Date above, plus the number of "Net Due Days" set up for the customer selected. The default may be overwritten, of course. Required for type "I" transactions only. PAGE 22 FINANCE MANAGER II - ACCOUNTS RECEIVABLE DEBIT ACCOUNT The General Ledger debit account number. If you entered a "I", "D" or "F" in the type code field above the General Ledger Accounts Receivable account will automatically be placed here since these types of transactions require a debit to this account. Otherwise, enter the G/L account to debit. Usually, for type "P" transactions, this is the account to which you will deposit the payment (checking account). Required. DEBIT AMOUNT Enter the amount to be debited. For a customer purchase, this is normally the total amount of his purchase. Required. CREDIT ACCOUNT The General Ledger credit account number. If you entered a "P" or "C" in the type code field above the General Ledger Accounts Receivable account will automatically be placed here since these types of transactions require a credit to this account. Otherwise, enter the G/L account to credit. Usually, for type "I" transactions, this is the income account designated for sales. Required. CREDIT AMOUNT This amount is normally the same as the debit amount. The ability to change this amount is provided as an advanced feature for those who wish to make multiple distributions to several G/L accounts (see section 4e). Required. 4c - GETTING FAMILIAR WITH TRANSACTIONS Before beginning to enter your own transactions, follow the procedures listed below by doing some practice simulation using only the demo accounts. This will aid you in learning how to enter transactions without using live data. 1. From the Accounts Receivable Main Menu select "F1" on the menu. You will then be prompted for the following information: Customer Num :____ Tran Date :__-__-__ Description:______________________________ Reference Num:________ Invoice Num:________ Type(I,P,C,D,F,M):_ Due Date :__-__-__ DEBIT :Account:____ _________________________ Amount:___________ CREDIT:Account:____ _________________________ Amount:___________ 2. The cursor will be positioned at the "Customer Num" prompt. On the lower half of your screen, you will see a POP-UP window which shows existing customers. Seeing these accounts is helpful when you are selecting customers. PAGE 23 FINANCE MANAGER II - ACCOUNTS RECEIVABLE The highlighted account is a pointer, showing the selected customer. To move the highlighted account up or down, press the up or down arrow keys on the right keypad, while the cursor is positioned at this prompt. If you move the default pointer down, notice how the list scrolls to show you more customers. You may select an existing account number by moving the highlighted pointer up or down to the desired account and then pressing the enter key. This select-a-customer mode will also work for account numbers when at the debit account as well as at the credit account fields. This advanced feature allows you to scroll through your customers and accounts without ever having to memorize, or even type in, an account number. 3. If you like, enter some data using the demo files for practice. 4. To return to the previous menu, press ESC. Before entering your own transactions, practice adding, changing and deleting transactions by using the demo files. This will familiarize you with how to enter, change, or delete transactions. Changing and deleting transactions is described in the following sections. EVERY transaction has either a debit or a credit to the G/L accounts receivable account. For type "I","D" and "F" transactions it will be a debit, for type "P" and "C" transactions it will be a credit. Because of this, FINANCE MANAGER will always select that account number for you and skip on to the amount field. This amount is the change you are making to the customers account. In effect, you are changing the customers balance on his account, while changing the general ledger accounts receivable account at the same time. This keeps your general ledger receivables automatically up to date. Posting to the G/L is, of course, required to see this impact in your G/L reports. 4d - ENTERING TRANSACTIONS As you enter each transaction, FINANCE MANAGER saves this information and changes the customer account as appropriate. A list of transactions entered can be seen by printing the Accounts Receivable Journal report (see section five - reports). Each transaction entered is checked to ensure that it is in balance (i.e. debit amounts = credit amounts). This will ensure that you will always be in balance. 1. In order to begin entering transactions , select "F1" from the Accounts Receivable Main Menu. You will then be prompted for the following information: PAGE 24 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Customer Num :____ Tran Date :__-__-__ Description:______________________________ Reference Num:________ Invoice Num:________ Type(I,P,C,D,F,M):_ Due Date :__-__-__ DEBIT :Account:____ _________________________ Amount:___________ CREDIT:Account:____ _________________________ Amount:___________ 2. When entering transactions, the last transaction entered always provides the default data (unless, of course, this is your very first transaction). To accept the default data, simply press ENTER and you will move to the next field. In order to change data, simply type in the new data and then press ENTER. 3. First enter the customer number: Customer Num :2000 The existing customers are shown on the lower half of the screen. You may either select a customer from this list by using the keypad arrow keys (as described earlier), or you may type in the customer number. If you are using the keypad arrow keys, be sure the Num Lock key is off. 4. Enter the transaction date: Tran Date :_1-_7-89 5. Enter the description: Description:Purchase PC clone computer____ 6. Enter the reference number: Reference Num:T001____ When entering the Reference number you may use the "+" key to automatically increment from the last entry. 7. Enter the invoice number: Invoice Num:89-0001_ When entering the Invoice number you may use the "+" key to automatically increment the invoice number. Also, if you are entering the same number in the invoice field as in the Reference field you may use the "=" key to input the same number automatically. 8. Enter the transaction type code: PAGE 25 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Type(I,P,C,D,F,M):I 9. If the transaction code is NOT type "I" then this field will be skipped, otherwise enter the due date: Due Date:_2-_6-89 10. If the transaction type code is "P" or "C", simply enter the G/L account to be debited. For other types of transactions, this field will be preset by the system. DEBIT :Account:1200 The existing G/L accounts are shown on the lower half of the screen via a pop-up chart of accounts listing. You may either select an account from this list by using the keypad arrow keys (as described earlier), or you may type in the account number. If you are using the keypad arrow keys, be sure the Num Lock key is off. In this example, since the type code is "I", the system automatically selects a debit account 1200. This is the General Ledger Accounts Receivable account as set up in the configuration. 11. Enter the transaction amount: Amount:899.89_____ 12. If the transaction type code is "I", "D" or "F", enter the G/L account to be credited. For other types of transactions, this field will automatically be preset by the system. CREDIT:Account:4010 The existing G/L accounts are shown on the lower half of the screen. You may either select an account from this list by using the keypad arrow keys (as described earlier), or you may type in the account number. If you are using the keypad arrow keys, be sure the Num Lock key is off. In this example, we selected General Ledger account 4010. Since this transaction was a type "I" (customer purchase) we credited the G/L Computer Hardware Income account, since this sale is an income to our company. 13. Enter the credit amount: Amount:899.89_____ PAGE 26 FINANCE MANAGER II - ACCOUNTS RECEIVABLE The default amount will be the amount entered above. You should press ENTER to except this amount. If you have multiple distributions, and need a different amount, see the following section on Entering multiple distributions. If you enter an amount different from the debit amount, the system will tell you that you are out of balance. Press the backspace key to backup and correct the amount. 14. If you are entering a transaction and you want to go back to a previous field, you can back up by using the Backspace key. 15. You may abort the transaction at any time by pressing ESC. 16. To accept the transaction: ARE INPUTS CORRECT(Y/N):Y Answer the prompt with "Y". The transaction will then be accepted and saved. The cursor will then automatically return to the Customer Number field and be ready for the next transaction. If you answer this prompt with a "N", you will return to the Customer Number field and be allowed to make any changes or corrections as necessary. 17. After you have entered all desired transactions, press ESC to return to the Accounts Receivable Main Menu. 4e - ENTERING MULTIPLE DISTRIBUTIONS Many transactions have only one debit and one credit account. There are instances, however, when there are several debits or credits for a single transaction. Let's take the example shown above, except that we had to add 5% sales tax to the purchase. This transaction would have one credit of 899.89 to account 4010 (as above). However, we would now have a second credit of 44.99 for the sales tax, making the total purchase 944.88. This type of multiple-distribution transaction would be entered as follows: 1. Follow steps 1-10 in "Entering Transactions" above. 2. Enter the debit transaction amount: Amount:944.88_____ This is the total amount the customer owes, purchase plus taxes. 3. Next, enter the first credit account: PAGE 27 FINANCE MANAGER II - ACCOUNTS RECEIVABLE CREDIT:Account:4010 In this example we selected General Ledger account 4010, the G/L Computer Hardware Income account. 4. Enter the credit amount for account 4010: Amount:899.89_____ This is the income we have received from the sale. 5. The system will now tell you that the transaction is out of balance: TRANSACTION IS OUT OF BALANCE, CONTINUE (Y/N):Y We know that we did not make an error, so we would answer with a "Y". 6. When the screen reappears, notice that there is a column labeled "CUM AMT", at the right, which registers the cumulative debit and credit amounts entered. 7. Now the second part of the transaction needs to be recorded, namely, the sales tax for the transaction. 8. Since this is the second part of the transaction, the cursor will skip down to the credit account field. You will notice that all of the date, description, type code, invoice, etc. fields are left as they were in the first part of the transaction. They cannot be changed, and are displayed only as a reminder of what transaction you happen to be working on. Enter the second credit account: CREDIT:Account:2100 In this example we selected General Ledger account 2100, the G/L Sales tax liability account. It is a liability because it must be paid to the state at a later date. 9. Enter the credit amount for account 2100: Amount:44.99______ Note that the system default for the amount is the cumulative remaining amount required to balance the transaction. The system thus saves you keystrokes in completing the transaction. PAGE 28 FINANCE MANAGER II - ACCOUNTS RECEIVABLE 10. Answer the "ARE INPUTS CORRECT" prompt with a "Y": ARE INPUTS CORRECT (Y/N):Y 11. In this example, the transaction would now be in balance, and you would be ready for the next one. You may have a situation in which there are more than two credits for one debit, or visa versa. As long as the cumulative amounts are not equal, you will be allowed to enter more accounts and amounts (up to 25 total parts). When you are entering multiple distributions, FINANCE MANAGER will go to either the debit or credit side of the transaction, depending on which has a lower cumulative amount (it assumes this is where you will put another amount). If you wish to put an amount on the other side of the transaction, move to the next or previous field by using the return or backspace keys respectively. 4f - CHANGING EXISTING TRANSACTIONS If you discover an error in an earlier transaction, or if you would like to change previously entered information, FINANCE MANAGER II allows you to do so. Outlined below are the procedures for changing previously entered transactions: 1. Select "F2" at the Accounts Receivable Main Menu. 2. The system prompts you for "Transaction Search Data". 3. Enter data in the fields which you want to match that data. For example, if you want to search for all transactions which have a description of "Purchase PC clone", you would move to the description field and enter the description. Upper and lower case does not matter, and you do not have to complete the description. For example, if you entered only the first part of the description "Purc", FINANCE MANAGER will find all descriptions which begin with the letters "purc" (i.e. "Purchase PC Clone"). You could also add a month and year parameter to the search, and consequently find only the "purc" descriptions in a particular month. Any field left blank is an assumed wild card for that field. Thus, if you leave ALL of the fields blank, all transactions are selected by the search. 4. Next, FINANCE MANAGER II searches for all transactions containing the values you have specified. As each transaction is displayed, the program displays the following prompt: Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit: PAGE 29 FINANCE MANAGER II - ACCOUNTS RECEIVABLE You must select M,D,C,R,B,E,+,-, or Q. Where: M = Modify (change) transaction shown. D = Delete (remove) transaction shown. C = Continue (find next transaction that matches search). R = Reverse continue (find prior tran. that matches search). B = Beginning (go to first transaction in file). E = Ending (go to last transaction in file). + = Go to next consecutive transaction in file. - = Go to prior consecutive transaction in file. Q = Quit transaction search. 5. As long as you continue to answer the above prompt with "C", FINANCE MANAGER continues searching for all transactions containing the values you have specified. Selecting "R" does the same as "C" except it searches backwards. 6. Answering the prompt with a "+" causes FINANCE MANAGER to display the next consecutive transaction; a "-" shows you the previous transaction. 7. Entering a "B" or an "E" will take you to the Beginning or End of the transaction file respectively. It ignores your search parameters. 8. When the search function displays the transaction you wish to change, answer the prompt with an "M" (Modify). 9. You are now in the change mode. ENTER leaves a field unchanged. Change data in any field by typing in the new value for the given field. If the transaction has been posted to your General Ledger, the changes allowed will be minimal. This is necessary to avoid out-of-balance conditions with your General Ledger. If it is posted, there will be a "Transaction Posted Changes Limited" message on the screen, and you will only be allowed to change the dates, description, reference, invoice and due date fields. Changes to any other fields would cause a conflict with your General Ledger. If you need to change other fields of a posted transaction, we suggest that you enter a new transaction which reflects an adjustment to the original transaction. 10. If you have made a mistake, or would like to return to a previous field, use the Backspace key. Use the ESC key to ignore your changes and return to the Main Menu. 11. If your changes cause the transaction to be out of balance, the system will not accept your change. You must re-enter your changes, making sure your cumulative debits equal cumulative credits. NOTE: If you are changing a transaction with multiple debits PAGE 30 FINANCE MANAGER II - ACCOUNTS RECEIVABLE and/or credits you can not change the number of parts the transaction had originally. If you need to change the number of parts of a transaction we suggest that you delete the old transaction and add a completely new one. 4g - DELETING TRANSACTIONS To delete or remove a transaction permanently, do the following: 1. Select F2 at the Accounts Receivable Main Menu. 2. Enter search data and find desired transaction as described in "Changing Transactions". 3. When the transaction you wish to delete is displayed on the screen, answer "D" at the prompt below: Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit: If the transaction has been posted to the General Ledger, the system will not allow you to delete it. This would cause a conflict with your General Ledger. If you need to delete a posted transaction, we suggest that you enter a new transaction which reflects a reversal of the original transaction. 4. When you are deleting a multiple-part transaction, all parts of the transaction are deleted. 5. After you have deleted the desired transaction(s), you may use the "Sort" function. (See Section Six "Other features and functions - Sorting Transactions.") When sorting the transactions, the program frees disk space formerly used by deleted transactions. 4h - POINTS TO REMEMBER When entering transactions in this module, you are basically entering transactions with debits and credits, just as you would when you are entering transactions into your General Ledger. In fact, all of the debits and credits which you have entered will be posted to your General Ledger as if you had entered them into your General Ledger yourself. The only difference between entering transactions in your General Ledger, or the Accounts Receivable module, is that this module keeps detailed information on each customer without cluttering up your General Ledger. In fact, you could set up an accounts receivable account (one for each customer) in your General Ledger, and do exactly what this module is doing for you. The only disadvantage of doing that would be, for example, if you had 200 customers, you would have 200 accounts PAGE 31 FINANCE MANAGER II - ACCOUNTS RECEIVABLE receivable accounts in your General Ledger Chart of Account assets. These would obviously clutter up your balance sheet significantly. Of course, this module also allows you to do many customer-related functions which you cannot do with your General Ledger. Each transaction must have at least one debit account and one credit account (just like in General Ledger transactions). However, it also needs one more account: the customer account number. This third account number, the customer account, is what allows you to keep track of each customer individually. Other than this third account number, and other customer related inputs, this transaction is the same as a General Ledger transaction. Think of debits and credits just as you would when entering sales or payments in your General Ledger. Be sure to remember that any transactions which are entered here, should not be entered in your General Ledger transactions since they will automatically be placed there when you post to the General Ledger (see section 6d - Posting to the General Ledger). The accounts receivable module uses accrual accounting. This means that income is recorded at time of sale, and not at the time that a payment is made. Thus, when recording a sale, the system will always debit your accounts receivable account, and you should always remember to credit your sales income account. At time of payment, be sure to debit your cash account, or, if payment is to be deposited to your checking account, debit your checking account. By doing this, the system will credit your accounts receivable account. With this accrual accounting method, your General Ledger income account will show income when earned, and your Accounts Receivable account will show the amount owed by all of your customers. There are five different types of transactions. A brief description of each, as well as typical debits and credits follow: PAGE 32 FINANCE MANAGER II - ACCOUNTS RECEIVABLE ----- GENERAL LEDGER ACCOUNT ------ DESCRIPTION TYPE DEBIT CREDIT --------------------- ---- ----------------- ----------------- CUSTOMER PURCHASE I Accts Receivable Sales Income (System Selected) (Accrued income) CUSTOMER PAYMENT P Checking account Accts Receivable (Deposit) (System Selected) MISC DEBIT TO ACCOUNT D Accts Receivable Any Account (For example, If a check (System Selected) (Checking acct ?) from a customer is returned you would credit your checking account.) MISC CREDIT TO ACCOUNT C Any Account Accts Receivable (For example, If a customer (Sales income ?) (System Selected) returned an item you would debit your sales income or other income account.) FINANCE CHARGE F Accts Receivable Finance Chg Income (System Selected) MEMO TRANSACTION (Transaction to enter M N/A N/A extra description.) PAGE 33 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION FIVE - REPORTS The Accounts Receivable Reports Menu allows you to generate a full spectrum of Receivable reports from your customer database. The reports menu ("F3" from the Accounts Receivable Main Menu) appears as follows: ----------- A/R REPORTS MENU ----------- | | | ESC Return to AR Main Menu | | F1 Receivable Journal | | F2 Customer Statements | | F3 Customer Invoices | | F4 Receivable Aging | | F5 Schedule of Receivables | | F6 Customer Accounts List | | F7 Customer Address Labels | | F8 Non-Posted Transaction Journal| | F9 General Ledger Distribution | | | | ENTER YOUR SELECTION: | | | ---------------------------------------- Reports can be generated to show results for a specific month, a range of months, a quarter, a year, etc. All reports can be generated at any time and for any time period. This means that you are not limited to printing a report only once, and it also means that you can print a report for a prior period as well. Samples of each report are shown in Appendix A or may be printed while using the DEMO accounts. 5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS While printing any report you may, if desired, interrupt the printing in one of two ways: PAUSE THE PRINTER: When you are printing reports on your printer, you may pause the printing by pressing any key. Please keep in mind that most printers have a print buffer. Consequently, the report continues to print until the buffer is empty. Pressing any key again will continue your printout. This function will not work if you are sending reports to the screen since reports will stop automatically as each screen is full. STOP THE PRINTER: If, while printing, you wish to stop the printer and return to the menu, all you have to do is press the "Esc" key. Please keep in mind that most printers have a print buffer, causing the report to continue to print until the buffer is empty. You will, however, return to the menu immediately. PAGE 34 FINANCE MANAGER II - ACCOUNTS RECEIVABLE When generating reports, you have three output destination options. First, you may simply list reports to the screen. Second, if you have a printer, you can print a hard copy of the reports. You also have the option of sending your reports to a disk file, instead of to the printer. With this option, reports can be stored, and then printed at a later date. This "Destination" prompt is an option for each of the available reports. To select the destination, answer the prompt below: TO SCREEN/PRINTER/DISK (S/P/D):_ If you select "D" for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk, with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. For some reports, you also need to specify reporting dates via the "Date" prompt. The date prompt appears as follows: ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ These dates determine what months and years are shown on your reports. The ending month and year must be within twelve months of the starting month and year. To get a year-to-date report you might select the dates 1-89 through 12-89. Likewise, if you want a first quarter report you could select 1-89 through 3-89. When entering prompts for reports, remember that you may back up to a previous field by pressing the Backspace key. If you want to go back to the reports menu while you are at the input screen, press ESC. If you want to return to the reports menu after your report has finished listing to the screen, press ENTER. Since there are different reporting options within reports, some of the different types of screen options follow, as well as the reports to which they apply. 5b - PRINTING THE ACCOUNTS RECEIVABLE JOURNAL This report is a listing of all transactions which took place during a specified period of time. When printing the Accounts Receivable Journal (F1), be sure to employ the following procedures: a. Select "F1" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ PAGE 35 FINANCE MANAGER II - ACCOUNTS RECEIVABLE ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ ENTER TRANSACTION TYPE:_ (I,P,D,C,F,M, or space) space = all types c. First, type in the destination for your report. Then, enter the date range wanted for your report. d. Next, enter the type of transactions to be included in this report. If you enter a space all transaction types will be included. The transaction types are the same types used when the transactions were entered. Unless you want only a specific type of transaction shown you would normally enter a space (for all types). e. The report will then be printed. 5c - PRINTING CUSTOMER STATEMENTS Statements (or bills) for each customer show beginning balance, and all transactions and ending balance for a specific period of time. These may be sent to each customer as a bill by using blank paper or pre-printed forms (Nebs Inc. product 9226-2). When printing customer statements (F2), be sure to employ the following procedures: a. Select "F2" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ ACCOUNT NUMBER RANGE: STARTING ACCOUNT:____ ENDING ACCOUNT:____ c. First, type in the destination for your report. Next, enter the date range wanted for your report. Finally, enter the customer account number range you want statements for (i.e. customer number 1000 through 2000. d. The report will then be printed. To avoid printing statements on accounts with a zero balance, you should set the "PRINT ACCOUNTS WITH ZERO AMOUNTS" to no "N" on the PAGE 36 FINANCE MANAGER II - ACCOUNTS RECEIVABLE Change System Defaults option on the System Utilities Menu (see getting started manual). 5d - PRINTING CUSTOMER INVOICES Shows all transactions for a customer with a specific invoice number and with a total due amount. Use blank paper or pre-printed forms (Nebs Inc. product 9296-2). An invoice differs from a statement in that it does not have a beginning or ending balance. It is simply a list of transactions for a customer, which have a specific selected invoice number on them. When printing customer invoices (F3) follow the following procedures: a. Select "F3" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ INVOICE NUMBER STARTING:________ ENDING:________ ACCOUNT NUMBER RANGE: STARTING ACCOUNT:____ ENDING ACCOUNT:____ c. First, type in the destination for your report. d. Next, enter the invoice number(s) wanted (i.e. transactions with that invoice number). e. Finally enter the customer account number range for which you want an invoice (i.e. customer number 1000 through 1000). f. The report will then be printed. 5e - PRINTING THE RECEIVABLE AGING REPORT This report shows customer receivables by due-date age. It allows quick access to slow and delinquent customer-payments information. Aging report uses balance-forward accounting and payments are always applied to the oldest balance. When printing the Receivable Aging report (F4) the following procedures apply: a. Select "F4" from the reports menu. b. The following screen will appear: PAGE 37 FINANCE MANAGER II - ACCOUNTS RECEIVABLE TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER REPORT DATE:__-__-__ c. Type in the destination for your report. Next, select the date you want the report to show. Normally this would be the current date. By selecting a future or past date, however, you can see how your customer aging looked last week, versus what it might look like next week. By using different dates you can readily see how different customers pay their bills. You can, moreover, do cash-flow forecasting by selecting a date in the future. d. The report will then be printed. 5f - PRINTING THE SCHEDULE OF RECEIVABLES REPORT This report shows customer balances, credit limits, and available credit for any selected month. Trended option shows customer balances, by month, for receivables balances history. When printing the Schedule of Receivables (F5), the following procedures apply: a. Select "F5" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ DO YOU WANT A TRENDED REPORT(Y/N):_ c. First, type in the destination for your report. Next, enter the date range wanted for your report. d. Then, answer the "Trended Report" prompt with "Y" or "N". See Appendix A for examples of trended and non-trended reports. e. The report will then be printed. 5g - PRINTING THE CUSTOMER ACCOUNTS REPORT This report is a listing of all customers, showing all information currently set up for each customer. When printing this report the following procedures apply: a. Select "F6" from the reports menu. PAGE 38 FINANCE MANAGER II - ACCOUNTS RECEIVABLE b. The following screen will appear: ---------- SELECT SORT ORDER --------- | | | ESC Return to Reports Menu | | F1 Account Number Order | | F2 Zipcode Order | | F3 Customer Name Order | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | | | -------------------------------------- c. Select either "F1", "F2", or "F3", depending on the order you what the report to be in. d. Next the following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ e. Type in the destination for your report. f. The report will then be printed. 5h - PRINTING THE CUSTOMER ADDRESS LABELS This report provides mailing labels for your customers, sorted by customer account, zipcode, or customer name order. Use one-up labels with any length from 6 to 99 lines per label. When printing this report the following procedures apply: a. Select "F7" from the reports menu. b. The following screen will appear: PAGE 39 FINANCE MANAGER II - ACCOUNTS RECEIVABLE ---------- SELECT SORT ORDER --------- | | | ESC Return to Reports Menu | | F1 Account Number Order | | F2 Zipcode Order | | F3 Customer Name Order | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | | | -------------------------------------- c. Select either "F1", "F2", or "F3", depending on the order you what the labels to be in. d. Next the following screen will appear: ------ CUSTOMER ADDRESS LABELS ------- | | | TO SCREEN/PRINTER/DISK (S/P/D):_ | | | | | | | | Number of lines per label:__ | | Print Zero Balance Accounts (Y/N)_ | | | | | | | | ACCOUNT NUMBER RANGE: | | STARTING ACCOUNT:____ | | ENDING ACCOUNT:____ | | | | Do you want an Alignment(Y/N):_ | -------------------------------------- e. Type in the destination for your labels. f. Enter the number of lines per label (6-99). This is the number of print lines from the top of one label to the top of the next. Usually 6 lines for 15/16 inch labels. g. If you want labels for all selected accounts answer the "Print Zero Balance Accounts" prompt with a "Y". If you answer with a "N" (print only accounts with a non-zero balance) you will be prompted for the as of month and year to check for non-zero account balances. Enter the month and year as follows: ENTER Month:__ Year:__ PAGE 40 FINANCE MANAGER II - ACCOUNTS RECEIVABLE h. Next, enter the customer account number range you want labels for (i.e. customer number 1000 through 3000). i. Finally, load your printer with blank labels. In order to be sure you have them lined up properly. Answer the alignment prompt with a "Y". Repeat this until your labels are aligned properly in your printer. Then answer with a "N". j. The labels will then be printed. 5i - PRINTING THE NON-POSTED TRANSACTION JOURNAL This report is a listing of ALL transactions which have not yet been posted to your General Ledger. When printing this report the following procedures apply: a. Select "F8" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER TRANSACTION TYPE:_ (I,P,D,C,F,M, or space) space = all types c. Type in the destination for your report. d. Next, enter the type of transactions to be included in this report. If you enter a space all transaction types will be included. The transaction types are the same types used when the transactions were entered. Unless you want only a specific type of transaction shown you would normally enter a space (for all types). e. The report will then be printed. 5j - PRINTING THE RECEIVABLES G/L DISTRIBUTION REPORT This report shows the total amount of Accounts Receivable transactions posted to each General Ledger account number. a. Select "F9" from the reports menu. b. The following screen will appear: PAGE 41 FINANCE MANAGER II - ACCOUNTS RECEIVABLE TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ c. First, type in the destination for your report. Then, enter the date range wanted for your report. d. The report will then be printed. PAGE 42 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION SIX - OTHER FEATURES AND FUNCTIONS The remainder of the features and functions of the Accounts Receivable Module are contained on the Accounts Receivable Utilities Menu. These features are some of the most powerful and important functions of this module. To use these features select "F5" while on the Accounts Receivable Main Menu. The following menu will be shown: --------- A/R UTILITIES MENU --------- | | | ESC Return to AR Main Menu | | | | F1 Sort Transactions | | F2 Calculate Finance Charges | | F3 Post Transactions to GL | | F4 A/R Configuration Settings | | | | | | | | | | | | ENTER YOUR SELECTION: | | | | | -------------------------------------- In this section we will discuss each function as well as its uses and features. Since Configuration settings are required before you will be able to enter any transactions, we will discuss this selection first. 6a - CONFIGURATION SETTINGS The configuration settings allow you to configure this module to your specific company, and to its specific G/L account numbers. This configuration is very important to your transactions, to customer statements, to types of forms used, to GL account numbers used, and also to automatic finance-charge calculations. By selecting "F4" from the Configuration menu you will see the following screen: STATEMENT RETURN ADDRESS & MESSAGE: Attention :__________________________ Detail posting to G/L(Y/N):_ Company :__________________________ Preprinted Statements(Y/N):_ Address :__________________________ City/State:__________________________ G/L account number for Accounts Receivable:____ Fin. Charge Income :____ Message 1 :_________________________________________ Message 2 :_________________________________________ The configuration settings must be set up for each set of books you PAGE 43 FINANCE MANAGER II - ACCOUNTS RECEIVABLE have. Be sure to carefully employ the following procedures when setting up your configuration settings: 1. The first four fields (Attention, Company, Address and City/State) are used when printing customer statements. This name and address will print on the top of the statement, and is used as a return address for your customers to use when mailing their payments back to you. Be sure to enter the correct address which you want your customers to use for their return payments. These fields are not used if you have pre-printed statements and invoices. 2. Next, (Message 1 and Message 2) are used for statement and invoice messages. The message you enter here will appear on the bottom of each customer statement and invoice. 3. The next selection "DETAIL POSTING TO G/L" allows the option of posting transactions to your G/L in detail or summary format. Selecting detail posting will post each A/R transaction as a separate G/L transaction; while answering "N" will cause the A/R transactions to be grouped and summarized keeping the total number of transactions posted to the G/L to a minimum. Which ever method you choose the financial results will be the same. There is one other difference, however, if you select the detail posting each A/R transaction's date will be used in the resultant G/L transaction while summary posting will prompt you for a date at the time you post and use that date on the G/L transactions. If you are a beginner and do not have many transactions, we suggest that you select "Y" at this prompt. 4. The "Preprinted Statements" prompt tells the system whether or not you are using pre-printed customer statements and invoices. If you are using pre-printed forms, answer this prompt with a "Y". This system is set up to use the following pre-printed forms from Nebs, Inc., Groton, MA 01471. To order pre-printed forms, phone toll free 1-800-225-9550. The following product numbers should be ordered. Pre-printed Statements Product 9226-1 (1 part) 9226-2 (2 part) 9226-3 (3 part) 9226-4 (4 part) Pre-printed Invoices Product 9296-1 (1 part) 9296-2 (2 part) 9296-3 (3 part) 9296-4 (4 part) If you answer this prompt with a "N" the system will assume you are using regular blank white paper, and it will fill in all headings and titles for reports. 5. Next, you will be asked for two account numbers. The first is your General Ledger, Accounts Receivable, asset-account number, PAGE 44 FINANCE MANAGER II - ACCOUNTS RECEIVABLE and the second is your General Ledger, Finance Charge, income-account number. Prior to setting up this configuration, you must set up (add) these two accounts to your General Ledger Chart of Accounts (using the General Ledger module). Both of these accounts must be active in your General Ledger Chart of Accounts in order to be able to select them for use in this configuration setup. We recommend that you set up these two accounts for use by the Accounts Receivable module only (i.e. do not use these account numbers when entering your General Ledger transactions). These two General Ledger accounts are the interface accounts, and are used to interface the Accounts Receivable Module with your General Ledger Module. It's important to remember that the Accounts Receivable Module cannot be used without these two important GL accounts. Enter your General Ledger Chart of Accounts, Accounts Receivable account number in the first field. Next, enter your General Ledger Chart of Accounts, Finance Charge Income account number in the second field. 6. Finally, at the "ARE INPUTS CORRECT (Y/N)" prompt, answer "Y". If you answer with a "N", you will be returned to the first input line in order to allow more changes. You may leave any field unchanged simply by pressing "return", to skip over it. You may backup to a previous field simply by pressing the Backspace key. Or you can easily quit, without saving any input, merely by pressing the Esc key. 6b - SORTING TRANSACTIONS The Accounts Receivable module always keeps transactions organized in the order in which they are input. The Sort function allows the user to choose the manner in which FINANCE MANAGER sorts or organizes the transactions. Transactions may be sorted either by date of input, transaction date, invoice, reference, or customer account order. The sort procedure is not a required feature but it is useful when for example you are printing the Accounts Payables Journal and you would like to be sure that all transactions are in date order. All you have to do is select date order sort to accomplish this. To start sorting transactions, select "F1" at the Accounts Receivable Utilities Menu. The following screen appears: PAGE 45 FINANCE MANAGER II - ACCOUNTS RECEIVABLE ---------- SELECT SORT ORDER --------- | | | ESC Return to Utilities Menu | | F1 Transaction Input Order | | F2 Date Order | | F3 Invoice Order | | F4 Reference Order | | F5 Customer Number Order | | | | | | | | | | ENTER YOUR SELECTION: | | | | | -------------------------------------- 1. Select the order in which you would like to sort the transactions. 2. FINANCE MANAGER automatically sorts all transactions. 3. Press any key to exit and return to the Main Menu when the sort is completed. If you have more transactions than memory can hold at one time, the default disk drive is used to store a temporary file while sorting transactions. It is important to remember, therefore, that the default drive must have adequate remaining disk space, and it must not be "write protected". If there is not enough space on your default drive to sort your file, you must put an empty disk in this drive (usually drive A:) before selecting your sort order. If you do run out of disk space, your sort is aborted and your transaction file remains unchanged. If a temporary disk file is required for the sort, the system will inform you and it will allow you to put a blank disk in your default disk drive (NOT YOUR DATA DISK DRIVE). It is most important that you DO NOT take out your data disk from its drive, or the program will be aborted. 6c - CALCULATING FINANCE CHARGES To calculate finance charges select "F2" from the Accounts Receivable Utilities Menu. You will then be prompted for a date as follows: ENTER DATE FOR FINANCE CHARGES Month:__ Year:__ Enter the month and year which you want to calculate finance charges (usually the current month/year). The system will then calculate each customer's ending balance due as PAGE 46 FINANCE MANAGER II - ACCOUNTS RECEIVABLE of the END of the selected month and year (i.e. 12-89 will be assumed to be 12-31-89). The due dates for each transaction are used to determine this ending due balance, and transactions with due dates in the future will never be included in this balance. By using this calculated current due balance, as well as the interest rate specified for that customer account, the system will generate a finance charge transaction automatically for all past due customers. This finance charge will show up on the customer statement as a type "F" code transaction. You may review all generated finance charges by printing an Accounts Receivable Journal report for the same month and year. Select type "F" transactions to show only the finance charge transactions. Any finance charge which you want to change or delete may be done so using the Change/Delete transactions "F2" on the main A/R menu. To find and change these finance charges simply input the month, year, (leave day blank), and tran type "F" on the transaction search parameter screen. All finance charge transactions will then be displayed individually, one at a time, to allow you to make changes as necessary. You can calculate finance charges at any time and as many times as you want. 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 insure that your customer balances are up to date as of the end of the month. 6d - POSTING TO THE GENERAL LEDGER Accounts Receivable Utilities Menu selection "F3" will post all transactions entered into this module to your General Ledger books. Transactions are read, summarized, and then posted to your General Ledger in summary format. You'll be pleased to know that this posting procedure is a smart procedure. It will only post the transactions which have not already been posted. Because of this incredible time-saving feature, you may accidentally post as many times as you wish without the worry of any errors or double posting. This posting process is mandatory, and should be done before you run any General Ledger reports. Without running this procedure, no transactions or activity from this module will be shown on your General Ledger reports. NOTE: After this posting procedure is complete, the transactions which were posted can no longer be changed as far as type, account numbers or amounts. Because of this unique safety feature, we recommend that you only post after you are absolutely sure all transactions have been entered correctly and that any adjustments have been made. Generally, a good rule for you to follow is to post transaction once a month, on the last day of that month. Be sure that your posting is done AFTER you PAGE 47 FINANCE MANAGER II - ACCOUNTS RECEIVABLE run the calculate finance charge procedures (if you are using it). After you have run this procedure you can print any General Ledger reports, and all activity from this module will be automatically included in your General Ledger reports. In order to run this procedure, select "F3" on the Accounts Receivable Utilities menu. If you selected the detail post configuration option the posting will commence. If you did not select detail post you will then be prompted for a date to use when posting transactions to the General Ledger. This prompt is as follows: Enter Post Transaction Date:__-__-__ When using the summary post option this date will show on you General Ledger transactions as the date of the posting. Usually this date should be the current date (i.e. the last date for the current month). If detail post was selected the General Ledger transactions will have the same date as they do in the Accounts Receivable Journal. After you enter this date, the posting process will be run. You will be able to watch its progress on the screen as it is reading transactions and posting them to your General Ledger accounts. PAGE 48 FINANCE MANAGER II - ACCOUNTS RECEIVABLE PAGE 49 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION SEVEN - ENHANCEMENTS & HINTS 7a - ENHANCEMENTS BY VERSION Version 1.1 - First release of this module. Version 1.2 - All changes included in version 1.2 of the General Ledger module. - Increased maximum customers to 2,000. - Provide "=" and "+" keys for invoice number input to get same-as-reference-number or incremental invoice numbers respectively. - Up to 4 times faster statement printing with much less disk access. - Added transaction sort by customer number. - Added label sort by company name option. - Added sort options on Customer listing. - Option to produce labels only for non-zero balance accounts. - Added option to do summary or detail posting to General Ledger. - Added a G/L Distribution report. - Added type of transaction selection to A/R Journal. - Fixed delete customer bug. Version 1.3 - All changes included in version 1.2 of the General Ledger module. - Pop-up customer selection window when selecting report options. - Pop-up customer/chart of accounts window while entering transaction search parameters. - Added due date to invoices. - Greatly increased the speed of invoice printing. - Allow printing of a range of invoice numbers at one time. - Longer 2 line statement and invoice messages. - Last invoice number used is saved to allow the use of "+" key to get next available invoice number when entering transactions. - The "+" key can be used in the reference number input field to increment reference numbers automatically. - Added a Memo transaction type for extra descriptions on statements and invoices. 7b - HELPFUL HINTS AND SUGGESTIONS * Keep a CURRENT backup copy of your data disk each time you update your data. This will safeguard against loss of data due to a power or other problem. * Use the Shift PrtSc keys to make a hardcopy of current screen display. * If you are using preprinted statements or invoices be sure that PAGE 50 FINANCE MANAGER II - ACCOUNTS RECEIVABLE your printer is in it's default 10 character per inch mode with it's normal margins. Deviation from this will result in the inability to line up your pre-printed forms. * You can run this module WITHOUT the interface to the General Ledger module simply by not posting to the General Ledger (F3 on the Utilities Menu). The system will however post to your General Ledger when you do an End of Period Posting (F4 on the Utilities Menu). To totally avoid any interface, simply set up this module with a separate data file using a different name than your General Ledger data file name. You will, however, have to set up a few dummy G/L accounts (the required G/L accounts needed to run this module). * IMPORTANT INSTRUCTIONS WHEN USING THE ACCOUNT RECONCILIATION MODULE: If you are using the General Ledger Account Reconciliation module and you are not using the "DETAIL POST TO G/L" you should post the A/R transactions to the General Ledger each time you make a checking deposit. Each time you post to the G/L all non-posted transactions are grouped to make one large transaction for each account. Thus, all checks you have received (type "P" transactions) will be grouped together to make one large debit (deposit) to your checking account. This procedure will help you balance your checking account as the amount debited (deposited) to your checking account in each G/L transaction will match your bank statement. If you do not follow this procedure, and post only once a month, your G/L checking account will show one large debit for the entire month. You will then have difficulty if some of your deposits are not shown on your bank statement as you can not clear each debit individually. IF YOU ARE NOT USING "DETAIL POST" option each customers payment will show as a separate deposit to your checking account. You will need a copy of your deposit slip in order to clear all of the checks included in one bank deposit when using the reconciliation module. PAGE 51 FINANCE MANAGER II - ACCOUNTS RECEIVABLE SECTION EIGHT - ACCOUNTS RECEIVABLE DISK FILE NAMES Listed below is a description of files on your accounts receivable disk. File name Description ------------ --------------------------------------------------- RUN BAT - Use to run FINANCE MANAGER FMAR-DOC ARC - Archived A/R documentation manual (see PRINT-AR). FMAR 000 - A/R main module overlay 0. FMAR 001 - A/R main module overlay 1. FMAR 002 - A/R main module overlay 2. FMAR 003 - A/R main module overlay 3. FMAR COM - A/R main program module. PRINT-AR BAT - Prints documentation manual on your printer (PRN). README BAT - Display this information on screen. WORK ARF - WORK demo A/R configuration file. WORK ART - WORK demo A/R transaction data file. WORK CHR - WORK demo Chart of Accounts data file. WORK CNF - WORK demo System configuration file. WORK CUS - WORK demo A/R customer data file. WORK GLT - WORK demo G/L transaction data file. ARCE COM - Archive extract program to print manual. PAGE 52 FINANCE MANAGER II - ACCOUNTS RECEIVABLE APPENDIX A - SAMPLE REPORTS Table of Contents Accounts Receivable Journal .................................... 54 Customer Statements ............................................ 55 Customer Invoices .............................................. 56 Receivable Aging ............................................... 57 Schedule of Receivables ........................................ 58 Schedule of Receivables - Trended .............................. 59 Customer Accounts Listing ...................................... 60 Customer Address Labels - 6 lines per label .................... 61 Non-posted Transaction Journal ................................. 62 General Ledger Distribution Report ............................. 63 PAGE 53 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test ACCOUNTS RECEIVABLE JOURNAL JAN-89 Through FEB-89 DATE CUST CUSTOMER NAME INVOICE REFER # T AMOUNT -------- ---- ----------------------------- -------- -------- - ------------- 01-01-89 1000 CASH SALES 870001 csc I 1,200.00 Cash Sale - Computer 01-01-89 1000 CASH SALES 870001 csc P -1,200.00 Cash Sale - Computer 01-02-89 1200 Jones Corporation 870002 csc I 525.00 Clone PC 01-07-89 2000 John Smith and Associates 870007 T001 I 899.89 Purchase PC clone computer 01-07-89 1100 Your Customer Inc. 870008 Y997 I 944.88 Purchase PC clone computer 01-22-89 1100 Your Customer Inc. 870017 Y1003 I 577.50 Purchase software 01-22-89 1100 Your Customer Inc. 870017 Y1003 I 400.00 Training 01-31-89 1100 Your Customer Inc. F 14.17 Finance Charge 02-01-89 1100 Your Customer Inc. 870008 1484 P -944.88 payment 02-28-89 1100 Your Customer Inc. F 14.88 Finance Charge 02-28-89 1200 Jones Corporation F 5.25 Finance Charge 02-28-89 2000 John Smith and Associates F 13.50 Finance Charge ------------- 2,450.19 PAGE 54 FINANCE MANAGER II - ACCOUNTS RECEIVABLE STATEMENT JAN-89 Accounts Receivable Your Computer Company DATE: JUL-7-89 100 Computer Blvd. Computer City, FL 12345-6789 ACCOUNT: 1100 _______________ TO: AMOUNT REMITTED Accounts Payable Your Customer Inc. 100 His Street His City HI 98765-4321 PAGE 1 REFERENCE DATE T DESCRIPTION AMOUNT BALANCE --------- -------- - ----------------------------- ------------ ------------- Balance Forward 0.00 Y997 01-07-89 I Purchase PC clone computer 944.88 944.88 Y1003 01-22-89 I Purchase software 577.50 1,522.38 Y1003 01-22-89 I Training 400.00 1,922.38 01-31-89 F Finance Charge 14.17 1,936.55 ------------- TOTAL AMOUNT DUE: 1,936.55 Your Business is appreciated. PAGE 55 FINANCE MANAGER II - ACCOUNTS RECEIVABLE INVOICE 870017 Accounts Receivable Your Computer Company DATE: MAR-30-89 100 Computer Blvd. Computer City, FL 12345-6789 ACCOUNT: 1100 TO: Accounts Payable Your Customer Inc. 100 His Street His City HI 98765-4321 DUE DATE:APR-30-89 PAGE 1 REFERENCE DESCRIPTION AMOUNT --------- --------------------------------------------- -------------- Y1003 Purchase software 577.50 Y1003 Training 400.00 Finance Charge 14.17 1508 Payment -991.67 -------------- TOTAL AMOUNT DUE: 0.00 PAGE 56 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test RECEIVABLE AGING As of FEB-1-89 ------ Days Past Due ------ CUST CUSTOMER NAME CURRENT 1 - 30 31 - 60 ---- ------------------------------ ------------ ------------ ------------ 1000 CASH SALES 0.00 0.00 0.00 1100 Your Customer Inc. 992.38 14.17 0.00 1200 Jones Corporation 530.25 0.00 0.00 1300 ABC Office Supplies 0.00 0.00 0.00 1400 Crabtree Laboratory 0.00 0.00 0.00 1500 Tree & Landscape Inc. 0.00 0.00 0.00 1600 The Happy Balloon Limited 0.00 0.00 0.00 1700 Soaps Inc 0.00 0.00 0.00 1800 Coastside Comunications 0.00 0.00 0.00 2000 John Smith and Associates 913.39 0.00 0.00 ------------ ------------ ------------ 2,436.02 14.17 0.00 PAGE 57 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test SCHEDULE OF RECEIVABLES JAN-89 CUST CUSTOMER NAME BALANCE CREDIT LIMIT AVAIL CREDIT ---- ----------------------------- ------------ ------------ ------------ 1000 CASH SALES 0.00 99,999,999.00 99,999,999.00 1100 Your Customer Inc. 1,936.55 5,000.00 3,063.45 1200 Jones Corporation 525.00 20,000.00 19,475.00 1300 ABC Office Supplies 0.00 1,000.00 1,000.00 1400 Crabtree Laboratory 0.00 4,500.00 4,500.00 1500 Tree & Landscape Inc. 0.00 5,000.00 5,000.00 1600 The Happy Balloon Limited 0.00 200.00 200.00 1700 Soaps Inc 0.00 500.00 500.00 1800 Coastside Comunications 0.00 5,000.00 5,000.00 2000 John Smith and Associates 899.89 5,000.00 4,100.11 ------------- Total Receivable 3,361.44 PAGE 58 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test SCHEDULE OF RECEIVABLES JAN-89 Through MAR-89 CUST CUSTOMER NAME JAN-89 FEB-89 MAR-89 ---- ----------------------------- ------------- ------------- ------------- 1000 CASH SALES 0.00 0.00 0.00 1100 Your Customer Inc. 1,936.55 1,006.55 14.88 1200 Jones Corporation 525.00 530.25 5.25 1300 ABC Office Supplies 0.00 0.00 0.00 1400 Crabtree Laboratory 0.00 0.00 0.00 1500 Tree & Landscape Inc. 0.00 0.00 0.00 1600 The Happy Balloon Limited 0.00 0.00 0.00 1700 Soaps Inc 0.00 0.00 0.00 1800 Coastside Comunications 0.00 0.00 0.00 2000 John Smith and Associates 899.89 913.39 913.39 ------------- ------------- ------------- Total Receivable 3,361.44 2,450.19 933.52 PAGE 59 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test CUSTOMER ACCOUNTS LISTING CUST CUSTOMER NAME & ADDRESS PHONE DU CREDIT LIMIT BEGIN BALANCE ---- ------------------------------ ------------ -- ------------- ------------- 1100 Accounts Payable 123-123-1234 10 5,000.00 0.00 Your Customer Inc. 100 His Street Annual Finance Charge:18.00% His City HI 98765-4321 1200 Attn: John Jones 800-555-1212 30 20,000.00 0.00 Jones Corporation 555 Main Street Annual Finance Charge:12.00% Springs City AB 11111 1300 Mrs. Smith 206-123-4040 14 1,000.00 0.00 ABC Office Supplies 4753 Supply Blvd. Annual Finance Charge:14.00% Seattle WA 98000 1400 Attn: Carman Crabtree 912-555-1212 45 4,500.00 0.00 Crabtree Laboratory 2010 Seacoast Drive Annual Finance Charge:18.00% Atlanta GA 11111 1500 Jerry Long 213-444-3000 30 5,000.00 0.00 Tree & Landscape Inc. 745 Pico Avenue Annual Finance Charge:18.00% Los Angeles CA 90046 1600 Rick Johnston 206-444-3333 10 200.00 0.00 The Happy Balloon Limited 6034 102nd Avenue Annual Finance Charge:18.00% Vancouver WA 98666-1111 1700 Accounts Payable 512-512-5125 15 500.00 0.00 Soaps Inc 1011 First Street NW Annual Finance Charge:18.00% Houston TX 11111 1800 Accounts Payable 303-555-1000 45 5,000.00 0.00 Coastside Comunications 8100 Tech Center Drive Annual Finance Charge:12.00% Denver CO 80210 2000 Attn: Accounts Payable Dept. 303-123-4567 30 5,000.00 0.00 John Smith and Associates 3000 Main Street Annual Finance Charge:18.00% Denver CO 80000-0000 PAGE 60 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test CUSTOMER ADDRESS LABELS 1400 Attn: Carman Crabtree Crabtree Laboratory 2010 Seacoast Drive Atlanta GA 11111 1700 Accounts Payable Soaps Inc 1011 First Street NW Houston TX 11111 1200 Attn: John Jones Jones Corporation 555 Main Street Springs City AB 11111 2000 Attn: Accounts Payable Dept. John Smith and Associates 3000 Main Street Denver CO 80000-0000 1800 Accounts Payable Coastside Comunications 8100 Tech Center Drive Denver CO 80210 1500 Jerry Long Tree & Landscape Inc. 745 Pico Avenue Los Angeles CA 90046 1300 Mrs. Smith ABC Office Supplies 4753 Supply Blvd. Seattle WA 98000 1600 Rick Johnston The Happy Balloon Limited 6034 102nd Avenue Vancouver WA 98666-1111 PAGE 61 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11am WORK Demo Accounts Test NON POSTED TRANSACTIONS JOURNAL DATE CUST CUSTOMER NAME INVOICE REFER # T AMOUNT -------- ---- ----------------------------- -------- -------- - ------------- 01-01-89 1000 CASH SALES 870001 csc I 1,200.00 Cash Sale - Computer 01-01-89 1000 CASH SALES 870001 csc P -1,200.00 Cash Sale - Computer 01-02-89 1200 Jones Corporation 870002 csc I 525.00 Clone PC 01-07-89 2000 John Smith and Associates 870007 T001 I 899.89 Purchase PC clone computer 01-07-89 1100 Your Customer Inc. 870008 Y997 I 944.88 Purchase PC clone computer 01-22-89 1100 Your Customer Inc. 870017 Y1003 I 577.50 Purchase software 01-22-89 1100 Your Customer Inc. 870017 Y1003 I 400.00 Training 01-31-89 1100 Your Customer Inc. 870017 F 14.17 Finance Charge 02-01-89 1100 Your Customer Inc. 870008 1484 P -944.88 payment 02-28-89 1100 Your Customer Inc. F 14.88 Finance Charge 02-28-89 1200 Jones Corporation F 5.25 Finance Charge 02-28-89 2000 John Smith and Associates F 13.50 Finance Charge 03-01-89 1100 Your Customer Inc. 870017 1508 P -991.67 Payment 03-15-89 1200 Jones Corporation 870002 3227 P -525.00 Payment ------------- 933.52 PAGE 62 FINANCE MANAGER II - ACCOUNTS RECEIVABLE JUL-7-89 YOUR COMPUTER COMPANY PAGE 1 11:11pm WORK Demo Accounts Test RECEIVABLES G/L DISTRIBUTION JAN-89 Through MAR-89 ACT# ACCOUNT NAME DEBITS CREDITS ---- ------------------------- ----------- ----------- 1000 Petty Cash 1,200.00 1010 Checking Account #1 2,461.55 1200 Accounts Receivable 933.52 2100 Sales tax payable 72.49 4000 Software sales in-state 1,750.00 4010 Computer sales in-state 2,324.78 4020 Service sales in-state 400.00 4040 Finance Charge Income 47.80 ----------- ----------- 4,595.07 4,595.07 PAGE 63 FINANCE MANAGER II - ACCOUNTS RECEIVABLE FINANCE MANAGER II USER COMMENT FORM _ _ Product being used: |_|General Ledger |_|Account Reconciliation _ _ |_|Accounts Receivable |_|Accounts Payable _ _ |_|Financial Utilities |_|Payroll _ _ _ Use of product: |_|Business |_|Personal |_|Other____________________ What type of computer are you using:__________________________________ Do you have a unique use for this product?_____ If so please explain. ______________________________________________________________________ Please circle your rating: Poor Fair Average Very Good Excellent ---- ---- ------- --------- --------- Performance. x x x x x Documentation. x x x x x Ease of learning. x x x x x Ease of use. x x x x x Manual Reliability. x x x x x Error Handling. x x x x x Support. x x x x x Value. x x x x x Did you find any problems in using this product? Please describe. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Do you have any suggestions for improving this program and/or documentation. Use the reverse side of this form if necessary: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please add any other comments about product on reverse side of form. RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219 Colorado Springs, CO 80962 PAGE 64 ----------------------------------------------------------------------- | F I N A N C E M A N A G E R II O R D E R F O R M | | | | MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 | | TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 | | Colorado Springs, CO 80962 | | U.S.A. Tech Support:(719) 528-8989 | |---------------------------------------------------------------------| | Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) | | | | Card Number:________________________________ Expiration:__________ | | | | Name:______________________________ Signature:_____________________ | | | | Company Name:_______________________________ PC Brand:_____________ | | | | Address:____________________________________ DISK SIZE:3"___ 5"___ | | | | City:____________________________ State:____ Zipcode:____________ | | | | Country:______________________________ Phone:(____)_____________ | | | | Registration number on disk you were evaluating:___________________ | | | | How did you hear about FINANCE MANAGER?___________________________lar |---------------------------------------------------------------------| | ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT | |--------------------------------------------|---|----------|---------| | FINANCE MANAGER II - REGISTERED COPIES: | | | | | | | | | | GENERAL LEDGER (Main module) | _ | $49.95 | $ | | | | | | | Accounts Receivable | _ | $36.95 | $ | | | | | | | Accounts Payable | _ | $36.95 | $ | | | | | | | Payroll | _ | $41.95 | $ | | | | | | | Account Reconciliation | _ | $14.95 | $ | | | | | | | Financial Utilities | _ | $25.95 | $ | | | | | | | | | | | | EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ | |-----------------------------------------------------------|---------| | SUBTOTAL | $ | |-----------------------------------------------------------|---------| | LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | | | 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >| |-----------------------------------------------------------|---------| | ADD Shipping/Handling charge | $ 3.00 | |-----------------------------------------------------------|---------| | ADD AIR MAIL POSTAGE for orders $3.00 | | | shipped out of North America per module | $ | |-----------------------------------------------------------|---------| | TOTAL | $ | |-----------------------------------------------------------|---------| | Colorado residents add 6.5% sales tax | $ | |-----------------------------------------------------------|---------| | Prices subject to change. | | | All amounts in US currency. GRAND TOTAL (US $) | $ | ----------------------------------------------------------------------- PAGE 65