The summary screen will display each customer along with the outstanding balances for the customer. The screen may be sorted by customer or by balance by pressing on the appropriate button.

This summary screen will show the total amounts due for each customer, the current open invoice amount, invoice one to thirty days past due, and thirty-one to sixty days (depending on what range is setup with the Sales A/R Setup) past due

At the bottom of the screen, the total aged invoice amounts are displayed for each of these categories, as well as the total amount of aged invoice beyond sixty days (depending on what range is setup with the Sales A/R Setup)

A/R Summary   Current - 60     Tab Field Definitions

At the bottom of the screen, the total aged invoice amounts are displayed for each of these categories, as well as the total amount of aged invoice less than sixty days. (depending on what range is setup within the Sales A/R Setup module).

A/R Summary  Over 60  Tab Field Definitions

Customer Name	The name of the customer who owes the Account Receivable to the user.Note that the user may sort alphabetically by depressing the Customer Name button.
Balance	The total balance of receivables for that customer.Note that the user may sort the balance in descending order by depressing the Balance button.
61 – 90	The 61-90 column lists amounts to be received which are 61 to 90 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
91 – 120	The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).
Over 120	The Over 120 column lists amounts to be received which are over 120 days past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).
Totals	The totals displayed are the totals of each column – Balance, 61-90, 91-120 and Over 120.
Past Due All	Past Due is for all balances which are one day or more past the scheduled receipt date.

 

After selecting a customer by highlighting the customer in one of the summary screens, clicking on the detail tab will display the detailed aging for that customer.

This screen displays the details of the invoice AGING. Displayed will be the Invoice Number, Invoice Date, Due Date, amount of the invoice, and the Aging of the amount. This screen displays current, one to thirty days past due, and thirty-one to sixty days past due. These data may be sorted by Invoice Number, Invoice Date or by Due Date by depressing on the desired button.At the bottom of the detail listing is a total of the balances in each category.

Also in this screen, the user may edit limited fields: the Call Note may be viewed and edited, the Credit Note may be viewed and edited, The Credit Status, the Credit Terms and the Credit Limit may be changed.

The Invoice Footnote for the highlighted invoice may be viewed, as well as the Customer Deposit, A/R Balance, Open Order Amount, Credit Available, Month To Date Sales Revenue and Year To Date Sales Revenues. 

A/R Detail Current  60 Tab Field Definitions

Customer	The name of the customer who owes the Account Receivable to the user.
Acct Date	This date represents the first date of activity for this customer.
	This date is the last time the user entered a call with the customer.
(Initials)	The initials of the user making the call.  NOTE:  It is  NOT the initials of the user that is "EDITING" the information.
	If this button is lit up in red, there are notes recorded regarding the call. The call notes is per customer with open invoices. This note field is for active outstanding invoices. It allows you to quickly see notes on AR information that is being currently worked on.   To add additional information, depress the Call Note button, depress the Edit button. Type in the note. Depress the Save button.
	If this button is lit up in red, there are notes recorded regarding the customer’s credit. To add additional information, depress the Credit Note button, depress the Edit button.Type in the note.Depress the Save button.
Invoice Number	The invoice number assigned by the user in the Invoicing module.Note:The user may sort on this field in ascending order by depressing the Invoice No. button.
Invoice Date	The date of the invoice.The user may sort on this field in ascending order by depressing the Invoice Date button.
Due Date	This column displays the scheduled date of payment to be received from the customer.Note:The user may sort this column in ascending order by depressing the Due Date button.
Invoice Amount	This is the total remaining balance on the invoice displayed on this line.
Current	The current column lists amounts to be received which are equal to or less than the scheduled due date.
1 – 30	The 1-30 column lists amounts to be received which are 1 to 30 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
31 – 60	The 31-60 column lists amounts to be received which are 31 to 60 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
Invoice Footnote	If this button is lit in red, there was a Footnote added to the specific invoice displayed on this line.Depress the Invoice Footnote button to display the footnote.
Totals	The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60.
Credit Limit	The limit of receivable balance that the user is willing to extend to their customer.Note:This balance may be changed in this screen by depressing the Edit button and typing in a changed number.
Customer Deposit	This is a prepayment made by the customer via the Cash Received module.Procedures are detailed below.
A/R Balance	The total balance of receivables for that customer.
Credit Status	The status of the customer’s credit with the user. Note: This status may be changed in this screen by depressing the Edit button, depress the down arrow and selecting another status.
Open Orders	This is the total of all open Sales Orders which have not yet been invoiced.
Mtd Sales	This is the total of invoiced sales created during the open account month between the 1st day of the period and today.
Credit Terms	This is the terms the user has agreed to for this customer.
Credit Available	The balance left in the customer’s credit line after considering the existing A/R balance plus the total of all open Sales Orders which have not yet been invoiced.
YTD Sales	It's the total Sales Orders created for the customer in the calendar year

This detail screen will show the detailed Invoice Amounts due for each Customer, the current open Invoice Amount, invoice sixty-one to ninety days past due, ninety-one to 120 days past due, and over 120 days past due.  (depending on what is setup within the Sales A/R Setup module).

At the bottom of the screen, the total aged Invoice Amounts are displayed for each of these categories, as well as the total amount of aged invoice less than sixty days.  (depending on what is setup within the Sales A/R Setup module).

A/R Detail  Over 60 Tab Field Defintions

Customer	The name of the customer who owes the Account Receivable to the user.
Acct Date	This date represents the first date of activity for this customer.
	This date is the last time the user entered a call with the customer.
(Initials)	The initials of the user who made the call.
	If this button is lit up in red, there are notes recorded regarding the call. The call notes is per customer with open invoices. This note field is for active outstanding invoices. It allows you to quickly see notes on AR information that is being currently worked on.   To add additional information, depress the Call Note button, depress the Edit button. Type in the note. Depress the Save button.
	If this button is lit up in red, there are notes recorded regarding the customer’s credit. To add additional information, depress the Credit Note button, depress the Edit button.Type in the note.Depress the Save button.
Invoice Number	The invoice number assigned by the system in the Packing List module.Note:The user may sort on this field in ascending order by depressing the Invoice No. button.
Invoice Date	The date of the invoice.Note:The user may sort on this field in ascending order by depressing the Invoice Date button.
Due Date	This column displays the scheduled date of payment to be received from the customer.Note:The user may sort this column in ascending order by depressing the Due Date button.
Invoice Amount	This is the total remaining balance on the invoice displayed on this line.
61 – 90	The 61-90 column lists amounts to be received which are 61 to 90 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
91 – 120	The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.  (These ranges are setup within the Sales A/R Setup module).
Over 120	The over 120 column lists amounts to be received which are 121 days or more past the scheduled due date.   (These ranges are setup within the Sales A/R Setup module).
Totals	The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60.

To obtain the AR Aging Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477. 

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.   

 

Select the Report Type:  AR AGING - A List of Reports will be displayed that are available on the Web for AR AGING

To obtain the AR Aging Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen.

 

 

The following reports screen will display a list of reports that are available on the ManEx Desktop:  

Highlight the report. Depress the OK button

AR Aging Summary With Prepays

Select the Report Aged On: Invoice Date or Due Date;  Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.       Depress the OK button

The following Report is printed:

AR Aging Detail with Prepays 

Select the Report Aged On:  Due Date or Invoice date;  Select the Desired Sort Order within Customer:  Due Date or Invoice Number. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.    Depress the OK button NOTE:  You want to be sure that all invoices have been released and posted to the GL.  The "AR Aging Detail with Prepays As Of" report does NOT list invoices that have NOT been released/posted to the GL yet.  This report is intended to match the GL account information not the AR Aging screen.    Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AR GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two.   Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.

The following report will appear:

 

 

Enter a specific Date mm/dd/yyyy or Fiscal Year and Period.  Note:  Check the "Set to Null" box for the field's not being used.  Select the Desired Sort Order within Customer:  Due Date or Invoice Date   Select the Report Aged On:  Due Date or Invoice Number  Highlight the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.    Depress the OK button NOTE:  You want to be sure that all invoices have been released and posted to the GL.  The "AR Aging Detail with Prepays As Of" report does NOT list invoices that have NOT been released/posted to the GL yet.  This report is intended to match the GL account information not the AR Aging screen.    Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AR GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two.  Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.

The following report will appear:

Customer Statements

Select the proper Sort on:  Due Date or Invoice Number. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  Depress the OK button

The following report will appear:

AR Collection Status

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  Depress the OK button

 

Tax Distribution Summary

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.  Depress the OK button

The following report will appear:

Tax Distribution Detail

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.   Depress the OK button

The following report will appear:

Projected Cash Collections

Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.    Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Depress the Ok button

AR Sales Order/Invoice Report

Select the desired Report - "By Sales Order", "By Invoice Number" or by Customer Check Number" .  Enter the exact Sales Order number, Invoice number or Customer Check number you are interested in.  Depress the OK button

AR Transactions

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print.   Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.   Depress the OK button

Users MUST have full rights to the "Cash Receipts" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.

 

 

 

A/R Receipt Summary Tab  Field Definitions

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/Bank Deposits

 

The following screen will be displayed:

Depress the Add record icon. The prompt will activate the account number field, and the user enters the Bank Account to which the deposit is being made. Clicking on the down-arrow displays all Bank Accounts entered in the Bank Accounts Setup, and the user selects one by moving the cursor to the correct account and pressing the enter key. 

Once the account is selected, the Account Type, the Bank, and the Account Name information will be displayed for the selected account.

The Deposit Date will default to the current date, but may be edited as required.

The user enters the total amount of the deposit at the bottom of the screen, and ManEx will track the total of the Deposits as they are entered and the difference from the total amount.

The Add Line button will then be displayed allowing the user to enter information about the Deposit.

After pressing the Add Line button, the prompt is placed on the Company Name and the Delete Line button is enabled. Clicking on the down-arrow next to the Company name field lists the names of all of the companies from which the deposit might be received.

After entering the Company Name, the user enters the Check/Advise Number, the Bank Reference Number and the amount of the Check. The unallocated amount will be automatically entered, and the Check/Advice Detail screen tab becomes enabled.

CHECK/ADVICE DETAIL

Selecting a line by highlighting on the initial screen and pressing the Check/Advice Detail tab displays the screen on which the cash is to be applied for the Check selected.

 

AR Invoice payments

For AR Invoice Payments, follow the process for the AR Bank Deposits, then within the Check/Advice Detail screen, Select the AR Invoice radio button, the user may elect to show open invoices for the selected Customer by depressing the "Selected Co" button, or  elect to show all open invoices by depressing the "Show All Co" button. 

Once the open invoices are displayed, the Deposit may be applied to an open invoice by selecting an invoice and pressing the left arrow key (>) to move the invoice to the applied area. Pressing the double left arrow (>>) will move all invoices to the application area.

After selecting invoice(s) to which the payment is to be applied, pressing the DONE button returns the user to a screen in which the amounts may be applied to each invoice.

The user selects the invoice to be applied and enters the amount of the deposit to be applied to the invoice.  Important Note:  At this point, the user MUST depress the Enter key.

Prepay/Account Deposit

If a Customer has prepaid an invoice, follow the process for the AR Bank Deposits, then within the Check/Advice Detail screen, Select the Prepay/Acct Deposit to make the allocation.

After selecting the PrePay/Acct Deposit radio button, a Reference Number field is displayed, and a Reference Number must be entered. The name of the Customer selected appears in the application area, and the user enters the amount received as Prepayment in the Amount Received field.

The Invoice/Ref field will be completed with the Reference Number, prefixed with “PPay” for future reference.  The Pre-Pay amount will credit the G/L account default as set up in Accounting Setup.  This is normally A/R Trade Receivables since the Prepayment will appear as a credit on the A/R Aging.  To offset this payment against another open invoice, you will need to create an A/R Offset .   NOTE:  The system will NOT allow the user to enter in a positive amount against an existing Prepayment.

The user must then enter a General Ledger Number against which to apply the receipts, and finally, the amount of the receipt to be applied to the category. The GL number may be entered directly into the field or through the process of looking up by category.  To look up by category, place the cursor in the G/L Account Number box and depress the enter key.  The following selection will display:

Select to find by Account Type or Account Numbers.

If you select Account Type, the following will display:

Use the down arrow to find the General Ledger Type. 

Once the GL Type is selected, all of the General Ledger accounts within that type will display:

Select the General Ledger Account of interest. 

Type in the Amount Received.

If desired, a Receipt Note may be attached to the receipt for later reference by pressing the Receipt Note button.  Depress the Edit button.  Type in the message.  Depress the Save Button.  Depress the Exit button.

At the bottom of the screen, the total applied and remainder to be applied will be calculated as deposits are applied to one or more invoice.

The user may continue entering Checks and then applying them until the total of the entries matches the total deposit entered, and the Difference field displays 0.00.

To obtain the AR Cash Receipt Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen.  For further detail on How the Reports work within the Web refer to Article #5477.

Note:  In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.

Select the Report Type:  AR CASH RECEIPT - A List of Reports will be displayed that are available on the Web for AR CASH RECEIPT

To obtain the AR Cash Receipts Reports, select the Print button from the ManEx action buttons at the top of the screen. 




The following reports screen will display a list of reports that are available on the ManEx Desktop:  

 

Highlight the report. Depress the OK button.

A/R Receipt Detail Information

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.         Depress the OK button

The following report will be displayed:

Check Deposit Summary

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Depress te OK button.

The following report will be displayed:

Net Prepayment Summary

Highlight the Net Prepayment Summary Report.  Depress the OK button.

The following report will be displayed: 

Customer Prepayment Summary

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.       Depress the OK button

The following report will be displayed:

Received Check Register:

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Depress te OK button.

The following report will be displayed:

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/A/R Check Returns

The following Screen will be displayed:

Depress the Add Record icon will then prompt the user to enter a Customer Name. The user may enter the Customer Name in the red search box, or move the cursor to the selected Customer and double click on the line. By default, only active Customers are shown, but if the user wishes to see inactive Customers, then clicking on the Inactive box will display both types of Customers.

Selecting a Customer will then cause a list of checks in the date range from that Customer to be displayed.

The user should then select the Check being returned by double clicking on the line.  

After the appropriate Check is selected, the original screen is populated with the data. The user may then enter a note about the Returned Check, if desired. Depress the Return Check Note.  Depress the Edit button. Type in the note.  Depress the Save button.  Depress the Exit button.

Upon validating that the information is accurate, the user may Save the Returned Check record or the user may Abandon the operation. 

Accounts Receivable Offsets - Field Definitions

Customer Name	The name of the customer for which the user desires A/R Offsets.
Offset Date	The system defaults to today’s date but the user may override.
	If lit in red, there are notes regarding the offset reason.
Invoice No	This column lists all unpaid invoices and all unapplied credit memos or pre-payments
Inv Date	This column displays the date of the invoice, credit memo or prepayment listed.
Balance Amount	This is the current unpaid invoice balance, or unapplied portion of credit memo or pre-payment.
Group	User may assign a Group Number within this field
+ Amount	This is the amount to be added to the unpaid invoice balance or unapplied credit memo or pre-payment.
- Amount	This is the amount to be subtracted from the unpaid invoice balance or unapplied credit memo or pre-payment
New Balance Amount	This is the new balance after the Balance Amount has been added to or subtracted from.
Totals	The totals are the sum of all of the individual Balance Amounts, + Amounts, - Amounts and New Balance Amt columns.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/A/R Offsets

The following screen will be displayed:

Depress the Add record action icon, user will be prompt for a password, after entering their password, the module will become editable.  

Select a Customer from the pull down list.  

Once the desired Customer to Offset is selected, the receivable records are displayed.

The user may then use the +Amount and -Amount columns to Offset payments against invoice, as illustrated.

Only when the total amounts of the additions and subtractions are equal does the save button become enabled.

After verifying the correct application of offsets, the user may save the information. 

On saving the information, the user will be prompted to enter a reason note for the Offset.

Depress the Reason button on screen.  Then depress the Edit button, enter the reason, depress the Save button. Depress the Exit button.  You’ll be returned to the prior Offset screen.  Depress the Save record action button or the Abandon changes action button. 

The accounts receivable Write-Off section provides the ability to expense uncollectable invoice and to Write Off small amounts unworthy of collection efforts.

Accounts Receivable - Write-offs Field Definitions

Customer Name	The name of the customer which will receive the write-off.
Write-off Date	Today’s Date is the default, but the user may override.
Y/N	This box is checked for any invoice needing a write-off.
Invoice No	The number of the invoice to be written off.
Invoice Amt	The balance of the unpaid invoice.
Write – Off Amt	The amount of the write-off against the invoice.
Reason	The explanation for the write-off.  (Note:that you will need to enter an individual reason for each selected Invoice)
Totals	The sum of the Invoice Bal. And Write-Off Amt. Columns.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/A/R Write-offs

The following screen will be displayed:

Depress the Find record action icon will display a list of prior Write-Offs created through the Accounts Receivable Write-Offs module. 

To select a previous Write-Off, enter the invoice No. into the red box or highlight your selection and double click.

Once an existing Write-Off has been selected, the detail screen for that Write-Off will be displayed similar to that shown, below.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/AR Write-offs

The following screen will be displayed:

Depress the Add record action icon will begin the process of adding a Write-Off to the system.  The user will be prompted for his/her password.

The following screen will display showing those Customers with open invoice.

To select a Customer, enter the Customer Name into the red box or highlight your selection and double click.

Once a Customer is selected, a list of open invoice for that Customer will be displayed for selection.

After checking the invoice to Write Off in the Y/N box and entering the Write Off amount, the user should enter a reason for each Write-Off selected:

 

Credit Memo Field Definitions: 

Credit Memo Type	The type of Credit Memo (Invoice or General).   A Credit Memo can be created from two modules:  the Accounts Receivable Credit Memo module or the RMA (Return Material Authorization) module.  If the RMA is created from an Invoice the CM type will be "Invoice", if the RMA is a stand-alone the CM type will be "General".
Sales Tax Only	This box is checked if the Credit Memo is for the Sales Tax only.  This checkbox will only be displayed at the time when the 1st CM for an invoice is created or if the prior credit memo did not use any  amount of the tax/freight yet.  This checkbox will NOT be displayed on CMs that are generated via a  RMA Receiver.
Freight	This box is checked if the Credit Memo is for the Freight Charge only.  This checkbox will only be displayed at the time when the 1st CM for an invoice is created or if the prior credit memo did not use any amount of the tax/freight yet.  This checkbox will NOT be displayed on CMs that are generated via a  RMA Receiver.
Freight Tax	This box is checked if the Credit Memo is for the tax on the freight charge only.  This checkbox will only be displayed at the time when the 1st CM for an invoice is created or if the prior credit memo did not use any amount of the tax/freight yet.   This checkbox will NOT be displayed on CMs that are generated via a  RMA Receiver.
Approved By	Intials, date and time of user Approved By
Credit Memo No	The unique number assigned to the Credit Memo.  Note:  If the numbering is set to "Auto" once the "Next" number is selected, the counter moves to the succeeding number,  if the abandon changes button is selected that number appears to be considered as used and will be skipped even though the record was never changed.
Credit Memo Date	The date of the Credit Memo.
Invoice/Ref No	The invoice number to which the Credit Memo will be applied.
Invoice Date	The date of the Invoice.
Status	Status of Credit Memo (Open, Approved, Edit)
Last Modified By	Date and Initials of User Last Modified By
Sales Order	The unique sales order number to which the Invoice applies.
Order Date	This is the date of the Sales Order.
Customer	The name of the customer receiving the Credit Memo.
Customer PO	The customer’s Purchase Order number authorizing the Sales Order.
	Add any special notes that pertain to this specific Credit Memo
GL Account Number	This field will only appear for a General Credit Memo.
GL Account Description	This field will only appear for a General Credit Memo.
Reason for Change	Enter in the reason for the Credit Memo.
Current Invoice Balance	The amount displayed within this field is pulled from the AR record and reflects any Cash Payments, AR Offsets & "Approved" Credit Memos, but will NOT include "Open" Credit Memos.
	After the invoice information has been found, the system will check for any prior credit memos (open or approved) for the same invoice. If any are found, this button will display in Red. When this button is selected, a grid screen will appear listing the prior credit memos, the screen will have drill down capabilities so when an item is double clicked another instance of the credit memo screen will appear with the prior credit memo information shown.
Invoice Balance After this CM and Open Cms Applied	The amount displayed within this field is pulled from the AR record and reflects any Cash Payments, AR Offsets, "Approved" and "Open" Credit Memos,  including the current one being added/edited.  NOTE:  If the amount in this field is within 1% of the Invoice, a button will appear    (See below)
	When this button is pressed another CM line item will be created with a description of "Adj invoice total to 0" and an extended amount that will adjust the balance to "0".
Y/N	The box is for marking the line item on the invoice for crediting.
Part Number	The user’s internal number for the part.
Rev	The revision number pertaining to the Part Number, if any.
Type	The user’s internal type to which the part number belongs
Class	The classification to which the part number belongs.
Description	The user’s description of the part number.
Quantity	The quantity to be credited.
Price Each	The price for 1 quantity of the Part Number.
Extended	Quantity multiplied by Price Each.
Scrap Qty	The amount of the returned stock that will be charged to scrap.  The CM fields are populated with the data from the invoice selected.  For the line items checked at the left, the qty entered in the Quantity field will default into the Scrap Qty field (this field is read only).  This is the qty that will hit the scrap account.  The system will automatically debit SCRAP and credit COGS.  (If user is creating a Credit Memo for a price adjustment to a Customer Invoice and is NOT returning the goods and does NOT want the GL Transaction to hit the scrap account then we suggest that the user creates a General Credit Memo).

 

Credit Memo Summary/Credit Memo Line:

 

Sub Total	This sub-total is the amount of returned product or price change being credited.
Discount Amt	This sub-total is the amount of the discount being calculated into the Credit Memo Total.
Sales Tax	The sub-total is for the amount of sales tax being credited.
Freight Charge	The amount of the Freight Charge being credited.
Freight Tax	The amount of the Freight Charge tax being credited.
Credit Memo Total	The total Credit Memo allowed to the Customer.

 

Credit Memo Summary/Invoice Detail Line:

 

Sub Total	This sub-total is the amount of product on the original invoice.
Discount Amt	This sub-total is the amount of the discount on the original invoice.
Sales Tax	The sub-total is for the amount of US sales tax, or Primary and/or Secondary sales tax on the original invoice.
Freight Charge	The amount of the Freight Charge on the original invoice.
Freight Tax	The amount of the US or Primary and/or Secondary Freight Charge tax on the original invoice.
Credit Memo Total	The total of the original invoice.

The GST (Primary) tax and PST (Secondary) tax is divided into the Sales tax and Freight tax on the Credit Memo Summary/Invoice Detail Line:  

For Example: 

Primary Tax (GST):  144*10% (sales tax) + 0 (no freight tax is calculated) =$14.40

Secondary Tax (PST):  144*8% (sales tax) + 12*8% (Freight tax)  =  $12.48

Divided into sales tax and freight tax:

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/A/R Credit Memo

The following screen will be displayed:

Depress the Find record action icon to find an existing Credit Memo or an RMA Credit Memo.  The following screen appears:  Select the desired Filter: by selecting the appropriate radio button - Open (Not Approved), Approved, Released to GL, Cancelled, or All.  Select the desired Find: by selecting the appropriate radio button -  Customer, Credit Memo Number, Invoice/Reference Number, RMA Number or All. User may also filter by CM Date if Desired. Once you have made the selections, enter the information into the red box, depress the Enter key and the information will populate the screen.

If you select ANY of the Filters and Find By All - a list of all the Credit Memos per that filter will be displayed by Customer Name, Credit Memo number, Credit Memo Date, Credit Memo amount, Invoice/Reference number and Credit Memo  status will populate the screen.  Select the Credit Memo by highlighting  the desired record and double click on it or enter the Credit Memo number into the red box.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Receivable/A/R Credit Memo

The following screen will be displayed: 

When you create an Invoice Credit memo it will default in the Scrap Qty (scrap qty is Read Only) and an entry debiting SCRAP will be created.  To proceed with the invoice Credit Memo in this module, press the Add button which will produce a prompt for an authorized password, the following selection screen will appear. The user depresses the desired option. Depress the Invoice CM Type.
A list of Customer Invoice Numbers that are pending will appear:  Select an Invoice by typing the Invoice number in the Red box or highlighting the Invoice number and double clicking on it.

 

The CM fields are populated with the data from the invoice selected.  The qty will default into the Scrap Qty field (this field is read only).  This is the qty that will hit the scrap account. 

The following information will default into the fields to the right:  

"Current Invoice Balance" is pulled from the AR record and reflects any Cash Payments, AR Offsets & "Approved" Credit Memos, but will NOT include "Open" Credit Memos.    
"All CMs on invoice"  - this button will display in Red, if there are any prior credit memos (open or approved) for the same invoice. 
"Invoice Balance after this CM & Open CMs Applied"  is pulled from the AR record and reflects any Cash Payments, AR Offsets, "Approved" and "Open" Credit Memos,  including the current one being added/edited. NOTE:  If the amount in this field is within 1% of the Invoice, a button will appear "Adjust Invoice Balance to 0" 

 

  
(If user is creating a Credit Memo for a price adjustment to a Customer Invoice and is not returning the goods and does not want the amount to hit the scrap account then we suggest that user creates a General Credit Memo). 

 

 

User can choose to issue a Credit Memo for the Sales Tax only or Freight only, by selecting the boxes at the top of the screen.  The Sales Tax, Freight and Freight Tax to be credited will appear in the Credit Memo Summary section.  NOTE:  Users will only be allowed to use these three “only” check boxes at the time when the 1^st CM for an invoice is created or if the prior credit memo did not use any  amount of the tax/freight yet.

 

The user may select one or more lines from the invoice against which the credit is to be taken. The selection is accomplished by clicking on the left box on the desired line. As the boxes are checked, the amount of the Credit Memo at the bottom of the screen in the Credit Memo Summary is changed to reflect the lines selected.  After selecting the lines to be credited, the user may edit both the quantity and the price of each line. Changing either of these changes the totals for the Credit Memo at the bottom of the screen in the Credit Memo Summary.

In addition to selecting and\or modifying the line items, the sales tax, freight charges and freight taxes will also be modified pro-rata by the system. The values will be calculated pro-rata based on the credit being issued for each line.

For the line items checked at the left, the qty entered in the Quantity field will default into the Scrap Qty column.  The system will automatically debit SCRAP and credit COGS. (If you do not want the GL Transaction to hit the scrap account the user should create a General Credit Memo). 

 

 

 

Note:  An invoice Credit Memo created in this module or one created in the RMA process against an OPEN invoice will offset the open A/R Trade invoice in the A/R Aging, and the amount displaying in A/R Trade Aging will be the NET.  There will be a credit appearing in the A/R Aging only if the Customer invoice had already been paid down. 

 

User MUST enter a reason for the Credit memo before saving.  If the reason field is blank user will receive the folowing message:

 

Once a reason has been entered user may Approve the Credit Memo.  When user depresses the Approval button the following message will appear:  

 

 

 

Once the Credit Memo has been approved the Status will change from Open to Approved and the CM will be forwarded to the AR Aging Module.  If desired it may be Offset using the AR Offset module.

 

 

 

Find an Exising Credit Memo with an "OPEN" status.

Once the Status changes from OPEN to APPROVED the Credit Memo is no longer editable. And  "NOT EDITABLE" will be displayed at the top of the screen (as shown below).

 

The Return Material Authorization module notifies receiving to expect a return from a Customer.  The authorization also allows for reworking/replacing the order so that the user doesn’t have to go to another screen to create a Sales Order.  Once the RMA is received, a Credit Memo automatically forwards to the Accounting Accounts Receivable Credit Memo module where it can be viewed and printed.

To view the Credit Memo created in the Return Material Authorization module, use the Find procedure. 

 

To obtain the Credit Memo reports, select the Print button from the ManEx action buttons at the top of the screen

 

 

The following reports screen will display a list of reports that are available on the ManEx Desktop: 

 

Highlight the report and depress the option tab.

Credit Memo Displayed 

Selecting the “Single Credit Memo” radio button and depressing the OK button, will print the Credit Memo that is open within the Credit Memo Module, or being displayed in the CM Number.  User has the option to enter in any CM number they wish to view or Print. If you want the ship to information displayed on the Credit Memo form check the "Display Ship To on Credit Memo" box. Depress the Ok button.

 

Selecting the "Select Credit Memo from the List" will display a list of all Credit Memo's based on the Printed or Unprinted selection. Select the appropriate Radio button to list "Unprinted CM" or "Printed CM" to select from.  Highlight the Credit Memo(s) of interest and depress the > button.  Your selection will appear in the right hand box.   If you want all of the Credit Memo’s, depress the >> button.   If you want the ship to information displayed on the Credit Memo form check the "Display Ship To on Credit Memo" box.

The following report will be displayed:

Credit Memo Summary Report:

Select the appropriate Starting and Ending Date Range.  Enter a Customer Name (if all customers are desired leave * as default)  Depress the OK button

 The following report will be displayed:

Credit Memo Register Report:

Enter the Starting and Ending Date Range.  Depress the OK button.

The following report will be displayed:

The PO Receivable Reconciliation provides on screen and printed reports to assist the tracking and payment of outstanding payables.  Once the Purchase Order line item has been received and inspected, the received information will forward from the Receiving module to the Accounts Payable Purchase Order Reconciliation. 

PO Reconciliation Field Definitions

Supplier	The name of the supplier for which the PO was created
PO Number	The unique number assigned to the order.
Invoice Number	The number assigned to the suppliers’ invoice.
Inv Date	The date of the supplier’s invoice.  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Trans Date	The date of the Journal Entry (this tells General Ledger what period to post into).  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Recv Date	Normally each invoice is date stamped upon receipt by the user. This field is so that the user may record that date.
PkList Number	This is the number of the supplier’s packing list.
Purch Freight Amt	If the supplier has charged the user for freight, that amount will appear here.
GL Number	This is the General Ledger Number assigned to the purchase freight amount.
Freight Tax Amount	Some states have a tax applied to freight.If that was the case, such tax would display in this field.
GL Number	This is the General Ledger Number assigned to the freight tax amount.
Payment Terms	These are the terms that the supplier has available for the user.
Due Date	This is the date by which the entire invoice must be paid. (Note: if the terms involved a discount such as 2 % 10, net 30, the date which would appear here would be the 30 day date and NOT the discount date).  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Recon to Date	This is the Reconciled Dollar amount to Date for the selected Purchase Order.
	View PO Reconciliation Related Documentation.  This will give the users the ability to scan the packing list, invoice, or any other related document directly into the ManEx system and attached the document directly to the item in the PO Reconciliation Module.  For further detail see Article #2394.
	If lit in red, there is a note pertaining to this invoice.
	There is a "Freight Included" box within the Purchase Order module.  If this box is checked, the vendor has agreed to pay the freight and "Freight is Included" will be displayed.  If this box is NOT checked "Freight is not Included" will be displayed.

For the item number highlighted:

	This will allow the users to select all line items per selected receiver if desired.
Tax %	If sales tax is to be applied to the purchase, the rate of such tax is displayed here.
FOB	The FOB terms display when title of the goods passes, upon shipment, or whatever.
Ship Via	This is the method of shipment, such as UPS, etc.
DMR Quantity	If a portion of the shipment was returned to the vendor (DMR), the quantity would display here.
DMR Date	The date of the return to vendor.
DMR Number	The unique number assigned to the return to vendor.
Order Quantity	This was the quantity ordered per the Purchase Order.
Total Received	This is the quantity received.
Total Rejected	This is the quantity rejected.  Please refer to the Purchase & Receiving Management manual for more information on this process.
Balance Quantity	This is the balance still due to be received on this order.
% Overage OK	If in Purchase Setup, the user indicated a purchase order overage percentage, that amount would display here.
Save as Reconciled  Y/N	Toggle on the Yes/No column. Depress Yes to reconcile the item.  Depress No If you do not want to reconcile this item.
Part Number	Part number to be reconciled.
Rev	Revision to part number to be reconciled.
Description	Description of Part to be reconciled.
Item Number	The number of the line item per the Purchase Order.
Price Each	The pricing for the item per the Purchase Order.
Recv Quantity	The amount of the item received.
Accept Qty	The amount of the item accepted.  For more information on receiving and acceptance, please refer to the Purchase & Receiving Management manual.
Tax	If this box is checked, the item is subject to sales tax.
Extension + Tax	This is the purchase price multiplied by the quantity accepted plus the applicable sales tax.
GL Number	This is the General Ledger account number to which this item will be posted.
Type	If the Purchase Order was for an Inventory item, the type within the classification would appear here.
Schd Qty	The amount scheduled per the Purchase Order.  For more information on this topic, please refer to the Purchase Order Management manual.
Receiver Number	The unique number the user assigned to the receipt.
Class	If this was an inventory purchase, the classification of the item would appear here.
	Depress this button to add a misc item associated with the invoice which was not included in the PO.
	Depress this button to delete the Misc item
Mfgr	Manufacturer name assigned to the highlighted item
Mfgr Part #	Manufacturer part number assigned to the hightlighted item
Sub-Total	The amount of the invoice before freight or tax added.
Freight Amt	Total Freight amount.
Freight Tax	Some states have a tax applied to freight.  If that was the case, such tax would display in this field.
Tax Amt	If this item is subject to sales tax the total would display here.
Inv Total	Total $ amount of items being reconciled.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/PO Receipt Reconciliation

The following screen will be displayed:

Depress the Find Record action icon.

The following Find by screen will be displayed: Select the appropriate radio button to find by;  Supplier Name - see below  PO Number - select that radio button and type the EXACT PO Number into the red box. Receiver No - select that radio button and type the EXACT Receiver Number into the red box. Supplier PL No - select that radio button and type the EXACT Supplier PL Number into the red box. Supplier Inv No - select that radio button and type the EXACT Supplier Inv Number into the red box.

If you select to find by Supplier Name, the following will be displayed: Click on the desired radio filter:  Not Transferred to AP; Transferred to AP; or All. Highlight the desired SUPPLIER
Once the desired Supplier is selected, a further selection screen will be displayed: Highlight and double click on the desired PO number

Once the Find Process is completed, the applicable data will be displayed.  NOTE:  The Edit button will only be available if the PO Receipt has NOT been transferred to AP. 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/PO Receipt Reconciliation

The following screen will be displayed:

Depress the Add Record action icon.  The following screen will be displayed:  Select the Find by radio button; Supplier Name, PO Number or Supplier PL No.
If you select by Supplier Name, a list of Suppliers will be displayed.  Once the desired Supplier is selected, a further selection screen will be displayed. Highlight and double click on the desired Receiving No.  If you decide to search by PO Number or Supplier PL No., type the PO Number or Supplier PL into the red box.

The following screen will be displayed with the PO Receipt data:

Enter in the GL NUMBER or search by depressing the down arrow next to the field.  The following selection screen will be displayed: Depress the arrow next to the Find By field. Select either Find By Account Type or Account Numbers.

If you selected by Account Type, the following listing will be displayed, once you’ve depressed the down arrow next to the GL Type field:  Scroll up or down until the appropriate range is found.

Then depress the down arrow next to the Account Numbers field.  The following selection for the posting account will be displayed:  Select the account.  Depress the OK button.

You may change the payment terms or the due date, as desired.

If you wish to add a note regarding this Supplier Invoice, depress the Note button.  Depress the Edit button.   Enter in the note.  Depress the Save button. Depress the Exit button.

If any portion of the Invoice is subject to tax, enter the tax percentage in the Tax % box.

The user may change the FOB or Ship Via fields by depressing on the applicable down arrow and making a new selection.

This will give the users the ability to scan the packing list, invoice, or any other related documentation directly into the ManEx system, and attached it directly to the item in the PO reconciliation module.  For more detail see Article #2394.

Once a line item is highlighted in the lower section, information regarding DMR, Original Order Quantity, etc. will appear, as follows:

All of the line items on the PO which have been accepted will appear in the lower section.  Note:  The user will not be able to overpay an invoice. Only those quantities which have been ACCEPTED in PO Receiving will forward.

The user may toggle on the Yes/No to reconcile.  The user may change the Price Each.  If the line item is subject to tax, check that box.

If there is a miscellaneous item associated with the invoice which was not included in the PO, the user may depress the Add Misc Item button at the bottom of the screen.  Enter in the description of the item, the pricing, whether or not subject to tax, the accepted quantity and type in or select the GL Number.

Entering Negative Amounts

Depress the Add Miscellaneous Item button.  Enter in the description.   Enter in the price, as a negative amount.   Enter in the accepted quantity as 1.   Enter in or select the General Ledger account number.

Find an existing PO Reconciliation Record, or Add a new PO Reconciliation record.

Depress the   button, and enter password.

The following screen will appear:

Depress the Add record icon, enter in a Document Number, REV, Doc Description, Doc Date, Doc Note; 

To load a document double click in the PDF File field and the following screen will appear:

Depress the Load Document button and the following screen will appear:  The PDF screen will allow you to load almost any type of document; (Word, Excel, pdf, Images, etc .... )

Locate the document and double click on it and the document will populate screen.

Depress the Save record icon to save or depress the Abandon changes icon to abandon changes.  The following screen will appear:

Once documents are saved the "View PO Reconciliation Related Documentation" button will display in Red.

The Manual A/P Entries selection provides on screen and printed reports to assist the tracking and payment of manual invoice entries.  The user may enter this module to input invoices which have no accompanying Purchase Order.

Adding Manual Invoices

Manual AP Entry tab   Note:  Do NOT use for inventory receipts!  

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual A/P Entries

 

The following screen will be displayed:

 

 

Select the Add button and enter in your password.  The following screen will appear:  The transaction date will default in for the current day and time, but is editable. 

Depress the down arrow next to the Supplier Name field.  The following list will appear: Select the Supplier. Once the suppler is selected the Terms will default in from the Supplier Info.

 

If you want to add an Invoice Note, depress the Invoice Note button.  Depress the Edit button.  Type in the invoice note.  Depress the Save button.  Depress the Exit button.

If you want to check on the Supplier’s CONFIRM/REMIT TO information, depress that button.  Information regarding the Supplier addresses will appear on the screen.

The user may change the TERMS by depressing the down arrow next to the Terms field and selecting a new term.  The user may also change the CONFIRM TO address or the REMIT TO address by depressing the arrows next to those fields and selecting a new address.

Depress the Add Detail button at the bottom of the screen.



 

To look up a GL Account Number.  Double click in the GL Number field.  The following screen will appear:
Depress the arrow next to the Find By field.  The following selection will appear:
If you select Account Type, the following list will appear:
Select the GL Type.  The following list of accounts within that type will appear: Select the desired GL Account Number.  Depress the OK button.
If you select Account Number, the following list will appear: Select the desired GL Account Number.  Depress the OK button.

To add an Item Note, depress the Item Note button.  Depress the Edit button.  Type in the note.  Depress the Save button.  Depress the Exit button.  The note button will light up in red.

Continue to add detail using the above procedures until the entire invoice amount has been covered and exactly matches the total amount column in the top section of the screen.

 

 

Depress the Save button at the top of the screen the Status will update from "New" to "Editable" and user will receive the following message:

 

. 

Note:  If the two total amounts do not exactly match user will receive the following message: 

 

 

If the Transactions Date is left blank user will recieve the following message and will NOT be able to Save the record until this field is populated:

 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual AP Entries

Using the Find Procedures find a Manual AP Entry Record. Depress the Edit button and enter in your password. 




Make the desired changes. Enter in the Reason for the change. If you try to Save record without entering a the Reason you will receive the following message:

 



If you change any of the amounts, make sure that the "Invoice Total" field and the "Total Incl Tax" fields are equal.  Note:  If you change the Detail Total pricing, you MUST also change the Invoice Total at the top of the screen.  If the two totals do NOT match user will receive the following message:
 

 

 

 

The user may also change the CONFIRM TO address or the REMIT TO address by depressing the arrows next to those fields and selecting a new address. Once the edited changes are complete, depress the Save button.

For future finds, the most recent edited change reason will display.  If there was more than one edited change, depress the Invoice Note button to see all of the changes.

 

Deleting an Manual AP Entry/Invoice

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual AP Entries

 

The following screen will be displayed:

 

Note: Upon Deletion the system will then completely remove the original transaction for the Manual AP Entry that was waiting to be Release/Posted to the GL. If the Invoice you want to delete is NOT editable, please follow the procedures below:

The Recurring Payables selection provides the ability to set up a payment to a supplier on the frequency of your choosing and for the number of payments you determine. This module is also used to release recurring payables into the Accounts Payable Aging module.

RECURRING INVOICE INFORMATION

 

To Close the highlighted Recurring AP record

 

Supplier	Supplier Name
Invoice Number	The Invoice No
PO/Reference No	The PO number or other reference.
Description	The description of the recurring payable.
Payment Amount	The amount of the recurring payment for each payment made.
Terms	Payment Terms
First Payment	The date the 1st recurring payment is scheduled to be made.
Type	The type of recurring payment, either Fixed (a definite number of payments) or Open (number of payments is indefinite).
Frequency	The payment interval, either monthly, quarterly, Bi-monthly, or Weekly

 

 

Number of Pmts - Orginal	The Original Number of payments (if Type is defined as Fixed).
Number of Pmts - Remaining	The number of payments remaining (if Type is defined as Fixed).
Setup Date	The date the Recurring AP was Setup.
Last AP Generated	The last scheduled payment date which was generated via the Generate Recurring AP’s tab.
	If lit in red, there is a note regarding the highlighted item.
	This screen will display the confirm and remit to address for the supplier.

RECURRING INVOICE DETAIL INFORMATION

Itm	The item number on the Invoice
Description	The description for that line item on the Invoice.
Quantity	The Qty for that line item from the Invoice. We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something.
Price Ea	Price each for that line item from Invoice.
Total	Total Price for that line item from invoice.
Tax PCT	Tax that was charged for that line item from invoice.
GL Number	The General Ledger Account number where the payment will be charged.
	Depress this button to Add another item
	Depress this button to Delete a highlighted item
	If lit in red, a note exists regarding the highlighted item
Total Tax	This is the total of the sales tax on all of the line items.
Total Incl Tax	This is the grand total of the invoice due the supplier.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/AP Recurring Entry

Using the Find Procedures to find a Recurring AP Entry Record. Depress the Edit button and enter in your password.   

Note:   If there has been ANY transfer from Recurring to A/P Aging, the user will NOT be allowed to Edit or Delete.   Instead, use the Close button to set the recurring to Inactive.

Make the desired changes. Enter in the Reason for the change. If you try to Save record without entering a the Reason you will receive the following message:

 



If you change any of the amounts, make sure that the "Payment Amount" field and the "Total Incl Tax" fields are equal.  Note:  If you change the Detail Total pricing, you MUST also change the Payment Amount at the top of the screen.  If the two totals do NOT match user will receive the following message:
 

 

 

 

The user may also change the CONFIRM TO address or the REMIT TO address by depressing the arrows next to those fields and selecting a new address. Once the edited changes are complete, depress the Save button.

For future finds, the most recent edited change reason will display.  If there was more than one edited change, depress the Invoice Note button to see all of the changes.

 

The Accounts Payable Aging selection provides on screen and printed reports to assist the tracking and payment of outstanding payables.  Note:  the user cannot schedule for payment until such time as the Invoice to be paid appears in the A/P Aging.  AP Prepayments are NOT considered outstanding payables so they will NOT be displayed on the AP Aging screen

A/P Summary Current - 60 tab field Defintions

	In the column below, the name of the supplier. The user may sort alpha by depressing the button.
	In the column below, the net due to the user for that supplier.T he user may sort on highest to lowest by depressing the button.
Current	The amount due to the user which is not past the due date.
1 – 30	The amount due to the user which is 1 to 30 days past the due date.    The Ranges for the Aging screens must be setup within the Purch A/P Setup module.
31 – 60	The amount due to the user which is 31 to 60 days past the due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The totals line will display the totals for each column, Balance, Current, 1-30 and 31-60.
Past Due All	The grand net total for all of the suppliers for amounts past the scheduled due date.

 

A/P Summary-Over 60 tab field Definitions

	In the column below, the name of the supplier.The user may sort alpha by depressing the button.
	In the column below, the net due to the user for that supplier.The user may sort on highest to lowest by depressing the button.
61 - 90	The amount due to the user which is 61 to 90 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
91 – 120	The amount due to the user which is 91 to 120 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Over 120	The amount due to the user which is over 120 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The totals line will display the totals for each column, Balance, 61-90, 91-120, Over 120.
Past Due All	The grand net total for all of the suppliers for amounts past the scheduled due date.

Highlight the Supplier of interest.To view the detail, select the appropriate tab – A/P Detail Current – 60 or A/P Detail – Over 60.The detail for that Supplier will display.

A/P Detail Current-60 tab field Defintions

Supplier	The name of the Supplier being displayed.
Credit Status	The status the supplier has with the user, Approved, On Probation, Disqualified, etc.
Credit Terms	These are the payment terms the supplier has for the user.
Credit Limit	This is the limit of credit that the supplier extends to the user.
Credit Available	This is the amount of credit still available to the user after consideration of all of the open invoices.
	The supplier’s number for their invoice. To sort by invoice number, depress that button.
	The date of the invoice.To sort by invoice date, depress that button.
	The date the payment is due to the supplier. To sort by Due Date, depress that button.
Invoice Amt	The $ amount of the invoice.
Current	Invoices with scheduled due dates later than the current date.
1-30	Invoices with due dates between 1 and 30 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
31-60	Invoices with due dates between 31 and 60 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The total of the Invoice Amount, Current, 1-30 and 31-60 columns.

To view another Supplier, depress on the down arrow next to the Supplier field.  A list of Suppliers with open Invoices will display:

Select the Supplier of choice.

A/P Detail Over- 60 tab field Definitions

Supplier	The name of the Supplier being displayed.
Credit Status	The status the supplier has with the user, Approved, On Probation, Disqualified, etc.
Credit Terms	These are the payment terms the supplier has for the user.
Credit Limit	This is the limit of credit that the supplier extends to the user.
Credit Available	This is the amount of credit still available to the user after consideration of all of the open invoices.
	The supplier’s number for their invoice. To sort by invoice number, depress that button.
	The date of the supplier’s invoice.To sort by invoice date, depress that button.
	The date the payment is due to the supplier. To sort by Due Date, depress that button.
Invoice Amt	The $ amount of the invoice.
61-90	Invoices with due dates between 61 and 90 days past the scheduled due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
91-120	Invoices with due dates between 91 and 120 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Over 120	Invoices with due dates between 31 and 60 days past the scheduled due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The total of the Invoice Amount, 61-90, 91-120 and over 120 columns.

To view another Supplier, depress on the down arrow next to the Supplier field.A list of Suppliers with open Invoices will display:

Select the Supplier of choice.

Note:  The Invoice must be displaying in A/P Aging before it can be selected for payment.

 

To obtain the AP Aging Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.   

 

 

 

Select the Report Type:  AP AGING - A List of Reports will be displayed that are available on the Web for AP AGING

To obtain the AP Aging Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen.

 

The following reports screen will display a list of reports that are available on the ManEx Desktop:  

 

 

 

Note:  All of the AP Aging Reports account for Prepayments which are not accounted for in the AP Aging screen.

Highlight the report.  Depress the OK button.

 

Select the Report Aged On: Invoice Date or Due Date;  Select the Supplier(s) of interest and depress the > button.  If you want all of the Suppliers, depress the >> button.       Depress the OK button

The following report will be Printed:

AP Aging Detail

 

Select the Report Aged On:  Invoice Date or Due Date;  Select the Desired Sort Order within Supplier:  Invoice Date,  Due Date,  or Transaction Date. Select the Supplier(s) of interest and depress the > button.  If you want all of the Suppliers, depress the >> button.  Depress the OK button

 

Enter a specific Date mm/dd/yyyy or Fiscal Year and Period.   Note:  Check the "Set to Null" box for the fields not being used in order for the report to print. Select the Report Aged On:  Invoice Date or Due Date  Number  Select the Desired Sort Order within Supplier:  Invoice Date or Due Date Depress the OK button     Note:   You want to be sure that all invoices have been released and posted to the GL.  The AP Aging Detail As Of report does NOT list invoices that have NOT been released/posted to the GL yet.  This report IS intended to match the GL account information NOT the AP Aging screen.    Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AP GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two.     Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.

The following report will be displayed:

 

 

 

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.       Depress the OK button

 

Batch Summary Field Definitions