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MACS Billing/Accounts Receivable ModuleThis MACS module supports agencies that invoice customers and collect payment. It allows the generation of invoices and statements and the reporting of delinquent accounts and credit histories. The Billing/Accounts Receivable functions are accessed through the menu displayed above. Invoices are normally generated automatically by the Warehouse Module when the Shipment Register is printed. The generated invoices may be changed or deleted and new invoices added. Credit memos and debit memos can be entered, and adjustments can be made to a customer's account at any time. Cash Receipts Processing records customer payments against outstanding invoices, memos or other items. Customer Statements can be printed monthly, if desired. A variety of useful reports is available to help in the management of the agency's accounts receivable. Billing/Accounts Receivable FilesMaster files unique to the Billing/Accounts Receivable module are found on the Billing/Accounts Receivable Files [BF] menu. These are the Customer Accounts Receivable file, the Accounts Receivable Line Item file, and the Accounts Receivable Company file. Customer Accounts Receivable FileThe Customer Accounts Receivable File keeps track of information pertaining to customers' accounts receivable activity with the agency. The system automatically creates a record in this file the first time a warehouse order is processed for a customer. Thereafter, the customers' credit limit is checked during order entry and the system keeps the customer's accounts receivable record up-to-date. Though the system creates and maintains records in the Customer Accounts Receivable file, a customer's record can be accessed and modified by the user. The credit limit may be raised or lowered, and indicators can be set to suppress printing of customer statements or application of service charges. If the customer is taxable, the taxing authority for the customer is identified in this record. Space is available to record the customer's bank and bank account number. Accounts Receivable Company FileThe Billing/Accounts Receivable Company File controls accounts receivable processing for the agency. It contains the name and address which will print on invoices and customer statements, the service charge percentage, and the default credit limit. Indicators are set to determine whether the service charge is applied and whether statements will be printed. The beginning numbers for invoices, purchase orders, adjustments, credit memos and debit memos are established in this record when the Accounts Receivable Module is set up. The system updates these numbers as they are used. It is possible to establish more than one accounts receivable "company". For example, a second company could be set up if an agency invoices buy/sell inventory and invoices in behalf of a manufacturer of a consignment line. Each warehouse product line can be directed to the appropriate Accounts Receivable Company. Setting up a second accounts receivable company allows for separate and combined Sales Journals and Aged Trial Balance Reports. Invoice numbering sequences are maintained separately for each company. Customer Accounts Receivable Inquiry
Customer Accounts Receivable Inquiry is particularly useful when discussing a customer's account on the telephone. At the top of the screen, current open invoice and credit and debit totals are displayed. Historical accounts receivable information, including year-to-date sales and payments, are displayed. At the bottom of the inquiry screen, open accounts receivable detail information is listed, including invoice aging. Customers are accessed quickly by entering a few characters of the customer's name and selecting the desired customer from a list at the bottom of the screen. At any time, a printed copy of the screen can be generated. Accounts Receivable Invoice EntryAccounts Receivable Invoice Entry/Update can be used to modify invoices generated by the Warehousing Module order processing or to create new invoices. Almost the entire invoice is completed based on the customer and invoice line items entered. The operator can accept or override any piece of information provided automatically by the system. The invoice number is assigned by the system. If an invoice is created by order processing, the order number is displayed also. Invoice entry is nearly identical to entering an order into the Warehousing Module. Line items can be taken from the Accounts Receivable Line Item file or from the Inventory Item Master file. Default prices, costs and salesman commission and gross profit percentage are displayed as each item is entered. Debit/Credit Memo EntryDebit and Credit Memos are entered in a manner similar to Invoice Entry. A memo may be applied directly to an invoice or may be put on account. Debit and Credit Memos appear on the Billing Edit listing and are printed at the same time that invoices are printed. Billing Edit ListingThe Billing Edit lists all unprinted invoices, debit and credit memos which have been generated by the Warehousing Module or created through Accounts Receivable Invoice Entry or Debit/Credit Memo entry. It is important to review the Billing Edit before invoices and memos are printed. Once printed, they cannot be changed accept by entering adjustments or offsetting invoices or memos. Invoice/Memo PrintingThis function is used to print invoices, debit and credit memos which have not yet been printed. All invoices which have accumulated since the last printing are printed together. Invoices and memos are printed on the same form. The right portion of the invoice, called the "tear-off", shows gross profit figures. The tear-off can be suppressed, making it possible to use smaller forms. The sample below is printed on the standard invoice form available from MACS. An actual form is enclosed in the back of this book. Sales JournalThe Sales journal is printed after invoices and memos have been printed. It lists invoices sales and gross profit figures at the invoice level for the last batch of invoices printed and month-to-date sales totals. The last page of the Sales Journal is a Sales Tax Summary for agencies that collect sales tax. Current and month-to-date sales taxes are listed for each taxing authority. Accounts Receivable AdjustmentsA customer's accounts receivable balance may be increased or decreased by entering adjustments. Adjustments can be applied directly to an invoice or they can be put "on account" and applied to invoices or memos at a later date. The Adjustments Journal is a permanent record of adjustments that have been entered. Cash Receipts ProcessingThe Cash Receipts Entry procedure is used for recording payments received from customers. With the entry procedure, payments received are applied to open invoices and to on account balances. The Cash Receipts Journal shows all transactions recorded through the Cash Receipts Entry procedure. The journal shows invoice balances before and after payment and daily and month-to-date receipts. Customer Statement PrintingIf desired, customer statements can be printed monthly after printing an Aged Trial Balance Report. Statement balances aged 60 days or more are subject to the application of service charges if this option is enabled in the Company Accounts Receivable Master File. An indicator in the Customer A/R Master File can be set to inhibit printing statements for certain customers. An actual statement form is included in the back of this book. End of Month Customer UpdateThe End of Month Customer Update is performed at the end of every month to reset the month-to-date and year-to-date figures in the Customer Accounts Receivable Master File. If an end of month is specified, the monthly figures are added to the yearly figures and then set to zero. If an end-of-year is specified, the yearly figures become the last year figures and both the monthly and year-to-date figures are set to zero for the new month. Delinquent ReportThe Delinquent Report shows all customers with overdue balances. The information is the same as the Aged Trial Balance Report, but the information is grouped by salesman, enabling the salesman to assist in the collection of overdue accounts. Customer A/R Master ReportThe Customer A/R Master Report lists data from the Customer A/R Master File. As a reference report, it is useful for reviewing credit limits, identifying developing credit problems, and reviewing sales history. |
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