The Aged Receivables report first executes a routine which ages the customer balances for accurate reports and statements, which can be run at any time. Many options are available for the report, which enables you to build the report you desire. You may choose to print a detailed or summary report including or excluding invoices with a balance due of zero with a cut-off date, and list all or a range of customers. Output may be in customer number, customer name, salesman, or method of pay order. This option is found on the A/R Main Menu.
NOTE: You should ALWAYS print this report at the end of the period, before the month-end process is executed. Balances are AUTOMATICALLY aged when executing the Print Statements routine.
The following prompts will appear:
ENTER THE ENTITY (01;02;08) >
Enter an entity ID. For multiple entities, separate them with a semi-colon (;).
PRINT A DETAIL OR SUMMARY REPORT (D/S)
Enter D for Detail or S for Summary. Samples of each can be found on the following pages. The SUMMARY report will show totals for each customer per aging category, with grand totals for the entire report. The DETAILED report will show each customer, invoice numbers, dates, all associated transactions, and balances per aging category. There will also be grand totals per aging category for the entire report.
This prompt will appear only if D was chosen:
DO YOU WANT TO LIST INVOICES WITH BALANCE DUE = 0 (Y/N) >
If Y is entered, customer invoices with zero balances (0.00) will be included on the aging report. If N is entered, only customer invoices with balances NOT EQUAL to zero will list.
1. CUSTOMER NUMBER
2. CUSTOMER NAME
4. METHOD OF PAY
ENTER YOUR SELECTION >
Enter 1, 2, 3, or 4. This is the order in which the information will print.
You will be prompted for beginning and ending entries according to your sort selection. Example: If 1 was selected, enter a specific customer ID, or A to include ALL customers. If a specific ID is entered, you will be prompted for an ending ID, which may be identical to the beginning ID. All customers within the alphabetical ID range will be selected.
ENTER CUTOFF DATE FOR REPORT (A=ALL)>
Enter an as of date. The accounts will age as of the date entered.
To age as of today, enter A for ALL or enter todays date.
INCLUDE DEPOSIT BALANCES ? >
Enter Y to include deposit balances (undistributed payments) on the report or N to omit the balances.
Sample Detail and Summary Aged Receivables reports can be found on the following pages.
Create Late Charges
This routine is designed to create late charges and apply them as a new invoice against customer accounts. This option is found on the A/R main menu.
The following criteria must be met before finance charges will be assessed:
1) The LC flag must be set to Y in the Client Info portion of the Address Master screen for each client.
2) A finance charge calculation formula must be defined in the Finance Information screen.
The system will select accounts with outstanding balances, and assess a late charge for each client selected. This routine does not consider terms of payment per client.
ENTER THE ENTITY >
Enter the entity ID.
ENTER THE AGING CUTOFF DATE >
Enter a cutoff date. Accounts are aged according to the date entered.
ENTER DATE TO PUT ON FINANCE CHARGES >
Enter the late charge date. Example: You may enter the cutoff date as /web/92, but you may want the late charge date shown as /web/92. This date will affect customer statements, A/R aging report, and all G/L transactions.
An invoice batch is created, and you should run the List of Invoice Charges found on the Create Charges sub-menu for verification of accuracy prior to posting. Next, modify the charges through Add/Edit Invoices if necessary and finally Post Invoice Charges.
The G/L distributions are automatically created and are posted to G/L when the option to "Collect Journals From Modules" is executed from the G/L menu.
This routine prints customer statements for billing. You may choose the entities, statement date, and all or a range of customers. This option is found on the A/R Main Menu. NOTE: The balances are automatically aged prior to printing statements.
There are two kinds of statements:
1) Open Items 2) Balance Forward
When setting up a customer in the Address Master, statement type assignment is accomplished per client through the Client Info X-Function. You may select the statement type or indicate that no statement be generated for this client.
There are three ways of printing the statement:
1) From the A/R Menu for all selected clients
Instructions begin on the following page for this method.
2) From the Address Master, print invoices on-demand
Execute the Print Statement routine from the Address Master screen (an X Function). This routine does not automatically age balances prior to printing the statement. Refer to the section entitled Address Master for instructions.
3) From the Ticklers listing of the Office Automation package
Statement Ticklers are created every night if the Office Automation system is available and the Nightly Process Control is properly set up. For example, the nightly control table can be set up to automatically generate a tickler if the client owes money and has not been sent a statement in the last 30 days. The number of days is specified by the user and the system only picks up clients that were flagged to get a statement. Refer to the Office Automation user manual for instructions.
For printing from A/R, the following prompts will appear.
ENTER THE ENTITY (01) >
Enter the entity ID.
ENTER THE STATEMENT DATE >
Enter the date to appear on statements and on the G/L transactions.
ENTER THE BEGINNING CUSTOMER # (A=ALL) >
Enter the beginning customer ID or enter A to print statements for ALL customers. If a specific ID is entered, you will be prompted for an ending ID which may be identical to the beginning ID. Statements will print for all customers falling in the alphabetical range of IDs.
PRINT CREDIT STATEMENTS ALSO (Y/N) >
Enter Y to print statements with a credit balance. Enter N to omit these statements.
SAMPLE STATEMENT FORMATS
STANDARD FORMAT 1
May be printed on plain white paper. Requires a laser printer, and may require initial set-ups by SSI.
STANDARD FORMAT 2
A stock form, available from SSI in process blue, maroon, or brown.
Quotes on custom forms are available, and SSI may provide assistance in layout and design. Requires program changes for new print positions.
Both standard formats are compatible with double window envelopes, available in stock from SSI. Custom forms may be formatted to accommodate double window envelopes.
Standard and custom forms also available from SSI: Checks, Invoices, Letterhead, Labels, etc.