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Information about “FINANCE MGR II ACCOUNTS REC”
If you don't get paid, you can't pay your bills. This critical module
lets you remain in control easily and effortlessly. You can have up to
2,000 customers and send out invoices (using either pre-printed or blank
sheets) and statements using balance-forward accounting. To allow
correct interface with the income and other important accounts, the
general ledger module, FINANCE MANAGER II (PC-SIG disk #151) is
required.
Important Features:
~ Up to 2,000 customers
~ Integrated with G/L
~ Finance Charges
~ Misc. debits/credits
~ Custom message on statements
~ Up to 32,000 transactions/year
~ Post to G/L in detail or summary format
~ Multiple G/L distribution
~ Prior period adjustments allowed
~ Post-dated transaction allowed
~ Balance-forwarding accounting
~ And much more
FMAR.DOC
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.
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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!
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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.
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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
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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
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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
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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
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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
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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
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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
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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.
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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:
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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.
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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
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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_
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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
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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:
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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:
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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_____
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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:
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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.
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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:
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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
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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
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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:
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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.)
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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.
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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):_
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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
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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:
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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.
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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:
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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:__
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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:
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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.
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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
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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,
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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:
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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
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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
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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.
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FINANCE MANAGER II - ACCOUNTS RECEIVABLE
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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
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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.
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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
ORDER.DOC
-----------------------------------------------------------------------
| 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? PC-SIG_____________________ |
|---------------------------------------------------------------------|
| 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 $) | $ |
-----------------------------------------------------------------------
Directory of PC-SIG Library Disk #1107
Volume in drive A has no label
Directory of A:\
CONFIG SYS 22 1-01-89
FMAR-DOC ARC 53929 1-01-89
FMAR 000 11776 1-01-89
FMAR 001 15872 1-01-89
FMAR 002 44032 1-01-89
FMAR 003 77056 1-01-89
FMAR 004 12544 1-01-89
FMAR 005 37888 1-01-89
FMAR COM 30499 1-01-89
INSTALL COM 28294 1-01-89
ORDER DOC 4844 1-01-89
PKUNPAK EXE 15112 8-02-88
PRINT-AR BAT 472 1-01-89
README BAT 1264 1-01-89
RUN BAT 19 1-01-89
WORK ARF 782 1-01-89
WORK ART 1944 1-01-89
WORK CHR 3105 1-01-89
WORK CNF 182 1-01-89
WORK CUS 2101 1-01-89
WORK GLT 4558 1-01-89
21 file(s) 346295 bytes
5120 bytes free