1. Accounts Receivable Management (AR)
1.1. Accounts Receivable Aging

1.1.1. Prerequisites for the AR Aging Module

Users MUST have full rights to the "AR Aging, Reports" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.1.2. Introduction for the AR Aging Module
The process of printing an invoice produces an entry into the Accounts Receivable Aging module of the ManEx System. This dynamic nature of the process ensures that the aging reports always display the current receivables status regardless of whether an item has been posted into the General Ledger. 

In order for the aging report to match the balances as shown in the balance sheet and account inquiry screens the user must first release the Sales (Invoice) and receipt information. This creates the underlying Journal Entry which then may be posted into the General Ledger system.

The accounts receivable aging selection provides on screen and printed reports to assist the tracking and collection of outstanding invoices.  Further, it provides a way to edit the credit status and payment terms of a customer.
1.1.3. Fields and Definitions for the AR Aging Module
1.1.3.1. A/R Summary Current - 60

Summary Current to 60

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 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.

A/R Summary   Current - 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 by the balance descending by depressing the Balance button
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. 

31-60

The 31-60 column lists amounts to be received which are 31 to 60 days past the scheduled due date. 

Totals

The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60.

Past Due All

Past Due is for all balances which are one day or more past the scheduled receipt date.

1.1.3.2. A/R Summary Over 60

A/R Summary – Over 60

This summary screen will show the total 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.

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.

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.

91 – 120

The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.

Over 120

The Over 120 column lists amounts to be received which are over 120 days past the scheduled due date. 

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. 

 
1.1.3.3. A/R Detail Current - 60

Detail Current to 60

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.

31 – 60

The 31-60 column lists amounts to be received which are 31 to 60 days past the scheduled due date.

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 

This is the total of invoiced sales for this year to date.
1.1.3.4. A/R Detail Over 60

A/R Detail Over 60

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.

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.

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.
91 – 120

The 91-120 column lists amounts to be received which are 91 to 120 days past the scheduled due date.
Over 120

The over 120 column lists amounts to be received which are 121 days or more past the scheduled due date.
Totals

The totals displayed are the totals of each column – Balance, Current, 1-30 and 31-60. 
1.1.4. Reports for the AR Aging Module

To obtain the AR Aging reports, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire. Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

AR Aging Summary With Prepays

Highlight the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  Select the appropriate Radio button for report aged on;    

Depress the Ok button

 

The following is printed:

AR Aging Detail with Prepays & AR Aging Detail with Prepays as of

Highlight the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  Select the appropriate Radio buttons for Report Aged on and Report Sorted on; 

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.  
  

The following report will appear:

Customer Statements

Highlight the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.  Select the appropriate Radio button for Report Sorted on;

Depress the Ok button  

  

The following report will appear:

 

AR Collection Status

Highlight 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:

Tax Distribution Summary

Select desired From and To dates.  Highlight 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:

Tax Distribution Detail

Select desired From and To dates.  Highlight 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:

 

Projected Cash Collections

Select desired From and To dates.  Highlight 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 Sales Order/Invoice Report

Select one of the radio buttons for 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  

  

The following report will appear:

  

AR Transactions

Select desired From and To dates.  Highlight 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:

 

 

1.2. Accounts Receivable Cash Receipts

1.2.1. Prerequisites for the A/R Cash Receipts

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


Bank Account

The bank account must be set up in Bank Accounts Setup. 
Customer For ALL receipts, the payor must be set up as a Customer.
1.2.2. Introduction for the A/R Cash Receipts
The accounts receivable Cash Receipts section provides the ability to receive payments against outstanding invoice, Prepayments for orders and miscellaneous receipts that may be applied to a selected general ledger account.

To receive Cash Receipts that do not apply to a specific Customer account we suggest creating an "Other" Cash Receipt, within the system.  This will allow user to select the desired GL account number and upon saving the "Other" Cash Receipt that amount is not populated to the AR Aging at all but will still increase your Bank Balance amount.   For example:  if it is a vendor refund, they can either credit AP, or Inventory (or Misc Receipts). If it is payment by an employee to reimburse for a purchase, they can credit the original account used for the purchase. To record a Bank Transfer see Article #3190 .  

The system does NOT allow the user to enter in a positive amount against an existing Prepayment or Credit Memo. 
 
 
1.2.3. Fields & Definitions for the A/R Cash Receipts
1.2.3.1. A/R Receipt Summary Tab

A/R Receipt Summary Tab  Field Definitions

Bank Account No. The user defined number assigned to the bank account where the deposit will be made.  Only the "Active"  Bank accounts will be available in the pull down when processing new records.
Bank The user defined name of the bank where the deposit will be made.   
Account Type The user defined bank account type – Checking, Savings, etc.
Account Name The user defined bank account name – usually the same as the General Ledger account title.
Company Name The customer or other payor.
Ck/Advise No. The number of the remittance check or other deposit advice.
Bank Ref The payor’s bank reference number.
Amount The $ amount of the check or advise being deposited.
Unallocated The amount of the check being deposited which has not been allocated to an invoice or pre-payment.
Deposit Date The date of the bank deposit.
Deposit Total The sum of all cash, checks, etc. being deposited – the Control total.
Total Entered The sum of all of the individual checks, advices, etc. listed in the amount column.
Difference

The difference between Deposit Total and Total Entered. 

1.2.3.2. Check/Advice Detail Tab

Check/Advice Detail Field Definitions

Customer Name

The name of the Customer who made the deposit.
Check/Advise

The number of the remittance check or other deposit advice.
Amount

The dollar amount of remittance check or other deposit advice.
Receipt Type 
 
The user may select the type of Deposit;  AR Invoice - receive payments against outstanding invoice; PrePay/Acct Deposit -  Prepayments for orders;  (Note:  The system will NOT allow user to enter in a positive amount against an existing Prepayment)    Other -  Miscellaneous receipts that may be applied to a selected general ledger account.  

Depressing on this button will allow the user to select a specific customer or company.

Depressing on this button will display all of the customers.
Customer Name

The name of the Customer who made the deposit.
Invoice/Ref

The user’s invoice number or other reference.
Balance

The balance on the invoice referenced.
Disc. Available  The amount of discount available to the customer.
Amt Applied

The amount of the check being applied to the invoice.
Amount Applied

The amount of the check being applied to the invoice.
Discount Taken

The amount of early payment discount allowed to the customer.
New Balance

The new balance of the invoice after the payment has been applied.

If lit in red, any notes regarding the receipt.
Total Applied

The sum of the Amt Applied column.
Difference

The difference between the Check Amount and the Total Applied. 

 

1.2.4. How To ...... for the A/R Cash Receipts
1.2.4.1. Add an AR Cash Receipt
Enter Manex.exe  Accounting/Accounts Receivable/A/R Cash Receipts

The following screen will appear:



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.

 
 
The system does NOT allow the user to enter in a positive amount against an existing Prepayment or Credit Memo.
 
To Add "AR Invoice"  refer to Article #2355
 
To Add "PrePay/Acct Deposit" refer to Article #2356

To Add "Other" AR Cash Receipts refer to Article #2357   
 
 
 
 
 
 
 
 
1.2.4.2. Add an AR Inv Payments

AR Invoice payments

For AR Invoice Payments, follow the process for the AR Cash Receipts, 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.

When the invoice is selected to which the payment is applied, the user must continue to apply the Check to open invoice until the entire check is totally applied.  If the Customer has taken an allowed discount, the amount of the discount may be entered by placing the cursor in the discount field and entering that amount.  When exiting the Discount field, the amount applied will be reduced by the amount of the Discount automatically.  The user may continue entering Deposits until the total of the entries matches the total deposit entered, and the Difference field displays 0.00.  If the customer issued a check creating an overpayment see Article #2957 to account for the overpayment.
 
The system does NOT allow the user to enter in a positive amount against an existing Prepayment or Credit Memo.
 
If user attempts to apply a positive amount against an existing Prepayment or Credit Memo the following message will be displayed:
 
 
 
 
 
 
 
1.2.4.3. Add a PrePay/Account Deposit

Prepay/Account Deposit

If a Customer has prepaid an invoice, follow the process for the AR Cash Receipts, 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 .  

If user trys to enter a Negative amount in the Prepayment they will receive the following message:  



If user trys to apply a positive amount against an existing Prepayment they will receive the following message: 
 
 
 
1.2.4.4. Add Other A/R Cash Receipts
Other
 
If the user wishes to apply a Cash Receipt to other than a specific Customer A/R account,  we suggest creating an "Other" Cash Receipt, within the system.  This will allow user to select the desired GL account number and upon saving the "Other" Cash Receipt that amount is not populated to the AR Aging at all but will still increase your Bank Balance amount.  (For example, if it is a vendor refund, they can either credit AP, or Inventory (or Misc Receipts). If it is payment by an employee to reimburse for a purchase, they can credit the original account used for the purchase, follow the process for the  AR Cash Receipts, then within the Check/Advice Detail screen, Select the "Other" radio button.  This will prompt the user for a description.  To record a Bank Transfer see Article #3190 .


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:

Depress the Find By down arrow and the following selection will appear:

  

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.

When the total applied matches the total amount of the Deposit for each Customer, and the total Check Receipts match the total Deposit Amount, then the save button becomes activated, and the user may save or cancel the transaction.
 
1.2.4.5. Account for Overpayment from Customer
Customer (Alpha Amplifiers Associates) had two invoices due:  Inv #224 for the amount of $100.00 and Inv #226 for the amount of $31.50 being displayed in AR Aging



Customer issues a check for $50.00 against Inv #226, which is an overPayment of $19.13 after discount.   Process the check in the A/R Cash Receipts module. Below shows that the system allows me to record the overPayment and the amount applied to the invoice (you simply have to double-click on the OverPayment record first and then double-click on the invoice to get the values to apply properly)



View the AR Receipt Detail Information and the overPayment is being properly displayed



AR Aging updated correctly



The customer later issues another check for the amt of $78.87 to be applied to Inve #224 and they also want to apply the OverPayment of $19.13 to Invoice #224.  Process the check in the A/R Cash Receipts  module. Below shows that the system also allows me to apply the overPayment to Invoice #224  (you simply have to double-click on the OverPayment record first and then double-click on the invoice to get the values to apply properly)




View the AR Receipt Detail Information  and the overPayment of $19.13 is applied to Inv #224 properly along with the Check for the amount of $78.87. 



AR Aging updated correctly clearing customer's (Alpha Amplifiers Associates) account because it has been paid in full.   












 
1.2.4.6. Apply a Prepayment or Credit Memo against an Invoice

If the customer issues a check for the amt of $400.00 to be applied to Invoice #100 and they also want to apply the OverPayment of $30.51 to Invoice #100.   Below shows that the system allows me to apply the overPayment to Invoice #100  (you simply have to double-click on the PrepayTest5 record first and then double-click on the invoice to get the values to apply properly)






View the AR Receipt Detail Information  and the PPayTest5 of $30.51 is applied to Inv #100 properly along with the Check for the amount of $400.00 for a total applied of $430.51. 



AR Aging updated correctly with Invoice #100 having a balance due of $1039.49.   



The system works the same when applying a Credit Memo to an Invoice.  

AR Aging displaying a Credit Memo # CM0000115 and Invoice #0000000103. 



Customer wants to apply the Credit of $54.13 against Invoice #103, so they only send a check for the amount of $50.87. 



Select the Credit Memo and the Invoice from the Check/Advice Detail



Depress "Done" takes you to the next screen.  Here user may double click on the CM0000115 to apply the amount to the Invoice




Then enter the amount Applied to Invoice  



Save Record and both the Credit Memo #CM0000115 and Invoice #0000000103 have been cleared from the AR Aging 



If user attempts to apply a deposit to a Credit Memo or Prepayment they will receive the following message:











 
1.2.5. Reports for the A/R Cash Receipts

To obtain the AR Cash Receipts reports, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire.  Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

A/R Receipt Detail Information

Select the desired radio button:  Single Customer or All Customers.

Then enter in the desired From and To Date range.

Depress the OK button.

  

The following report will be displayed:

Check Deposit Summary

Enter in the desired From and To Date range.

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

Select the desired radio button: Single Customer or All Customers.

Enter in the desired From and To Date range.

Depress te OK button.

  

The following report will be displayed:

Received Check Register:

Enter in the desired From and To Date range.

Depress te OK button.

  

The following report will be displayed:

 

1.3. Accounts Receivable Check Returns

1.3.1. Prerequisites for A/R Check Returns

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


Existing A/R Cash Receipt
1.3.2. Introduction for A/R Check Returns
If the bank returns a check, the user may record the Check Return in this module. Completing the transaction will credit the Bank Account in which the check was deposited, and reverse the application of the funds made in the Cash Receipt module.Additionally, the A/R Aging will update, if applicable. 


NOTE:  This module will NOT try to find other transactions that were made subsequent to the deposit transaction.  The AR Offset transaction is independent of the AR Receipt.
 
 
 
1.3.3. Fields & Definitions for A/R Check Returns

A/R Check Returned Recording - Field Defintions 

Date Range The initial screen displays a date range of approximately the last two weeks, in which to search for checks deposited from a customer. The user may modify the date range by selecting either the beginning or ending date and entering an alternate date. Pressing the plus (+) or minus (-) keys while a date is selected will increase or decrease the date by a day for each press of the button. Double clicking on the date field will produce a calendar from which to choose a different date.
Customer

The name of the customer who’s check was returned.

Account No.

The user defined number assigned to the bank account where the deposit was made.

Bank

The user defined name of the bank where the deposit was made.

Account Type

The user defined bank account type – Checking, Savings, etc.

Account Name

The user defined bank account name – usually the same as the General Ledger account title

Check/Advice

The number of the check or advice returned by the bank.

Amount

The $ amount of the returned check.

Date Return Recorded

Today’s date will default, but the user may override.

Return Check Note (Button)

If lit in red, there is a note regarding the returned check.

1.3.4. How To ...... for Check Returns
1.3.4.1. Add Check Returns

Enter Manex.exe
Accounting/Accounts Receivable/A/R Check Returns  
  

The following Screen will appear:

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. 

Saving the record credits the Bank Account and reverses any Cash Receipt transactions associated with the Returned Check.
 
NOTE: This module will NOT try to find other transactions that were made subsequent to the deposit transaction. The AR Offset transaction is independent of the AR Receipt.
 
 
 
 
 
1.3.5. Reports for Check Returns

To obtain the AR Check Returned Recording reports, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire.   Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

 

A/R Returned Checks Information

 

Enter in the desired From and To date range.

Depress the OK button.

  

 

The following report will print:

 

 

1.4. Accounts Receivable Offsets

1.4.1. Prerequisites for A/R Offsets

Users MUST have full rights to the "AR Offsets, Write-offs & CM" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.4.2. Introduction for A/R Offsets
The accounts receivable offsets section provides for application of outstanding CREDITS and PREPAYMENTS against open invoices.
 

An A/R offset will NOT create a transaction in the GL.  The offset itself has NO impact on the general ledger. It shifts the funds according to the way that the Credit memo and Receivable were established. See attached spreadsheet, each transaction involved from shipping and invoicing through credit memo and offset to check deposit are tracked.
 
 
1.4.3. Fields & Definitions for the A/R Offsets

 

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. 
1.4.4. How To ...... for A/R Offsets
1.4.4.1. Add A/R Offsets

Enter Manex.exe Accounting/Accounts Receivable/A/R Offsets   

The following screen will appear:

Depress the Add record action icon will bring up a prompt to select from a list of Customers with open invoice records, once the user has entered his/her password.

Type the Customer Name into the red box or highlight your selection and double click to select the Customer. 

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.  If the Save record action button is depress user will receive following message:

Deprss Ok to accept changes or Cancel to cancel changes.

1.4.5. Reports for A/R Offsets

To obtain the AR Offsets reports, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire. Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

 

Account Receivable Offset Register

 

Enter in the desired From and To date range.

Depress the OK button.

  

 

The following report will print:

 

 

1.5. Accounts Receivable Write-Offs

1.5.1. Prerequisites for A/R Write-Offs

Users MUST have full rights to the "AR Offsets, Write-offs, & CM" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.5.2. Introduction for A/R Write-Offs

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

1.5.3. Fields & Definitions for A/R Write-Offs

 

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.

1.5.4. How To ..... for A/R Write-Offs
1.5.4.1. Find an A/R Write-Off

Enter Manex.exe Accounting/Accounts Receivable/A/R Write-offs  

The following screen will appear:

Depress the Find record action icon will begin a process allowing the user to review prior Write-Offs made through the accounts receivable Write-Offs section.  A list of previous Write-Offs will display:

To select a previous Write-Off, type 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.

 

1.5.4.2. Add an A/R Write-Offset

Enter Manex.exe Accounting/Accounts Receivable/AR Write-offs   

The following screen will appear:

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, type 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:

  

When the batch process has been completed, the user may select the Save record action icon to save the Write-Off batch or Abandon record action button to abort the entire process.  Saving will cause the Accounts Receivable Aging to automatically update.  The Write Off default account number is as selected in the Accounting Setup – normally Reserve for Bad debts.The A/R Trade Account will be credited.

1.5.5. AR Writeoff Reports

To obtain the AR Write-offs reports, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire.  Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

 

AR Write-Off Information

 

Enter in the desired From and To date range. Highlight 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 print:

 

 

1.6. Accounts Receivable Credit Memo

1.6.1. Prerequisites for A/R Credit Memos

Users MUST have full rights to the "AR Offsets, Write-offs & CM" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.6.2. Introduction for A/R Credit Memos
A Credit Memo can be created from two modules:  the Accounts Receivable Credit Memo module or the RMA (Return Material Authorization) module.

The Accounts Receivable Credit Memo section provides the ability to issue Credit memos against specific Invoice (Invoice CM) or create a General CM.  An Invoice Credit Memo will debit SCRAP and credit COGS.  If a partial credit is required without returned goods, create a General Credit Memo.  For returned goods, create an RMA .  
 
The RMA (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.  Rather than issuing an invoice Credit memo, the user may wish to use the RMA module instead.  Please refer to the RMA (Return Material Authorization) Management manual.  Note:  DO NOT use this module to create a Credit Memo if it involves return of inventory from a Customer, use the RMA process.  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". 

See the attached word document <<How_CM_Affect_GL_Accts_090106.docx>> for further detail on how the different types of Credit Memo's affect the GL Accounts. 

    

1.6.3. Fields & Definitions for A/R Credit Memo

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 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 NOT be displayed on CMs that are generated via a  RMA Receiver. 
Freight Tax Only  This box is checked if the Credit Memo is for the tax on the freight charge only.  This checkbox will NOT be displayed on CMs that are generated via a  RMA Receiver. 
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 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.
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. 
This button will open up a screen for entering the reason for the Credit Memo.     
Approved By Intials, date and time of user Approved By
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:

Sales Tax: 144*10% (sales tax)  +  144*8% (sales tax)  =  $25.92

Freight Tax  0 (from primary tax)  +  12*8% (from secondary tax)  =  $0.96

                           

 

                                           

                                   

                                          

                               

 

                                      

  

1.6.4. How To ...... for A/R CRedit Memos
1.6.4.1. Find an A/R Credit Memo
Enter Manex.exe Accounting/Accounts Receivable/A/R Credit Memo   

The following screen will appear:

Depress the Find record action icon to find an existing Credit Memo or an RMA Credit Memo.  The following screen appears: 

Depress the radial for the Type of Credit Memo you want to find:  All Credit Memos, Open CM's (Not Approved) Only, Approved Only, or Cancelled Only. 

Then Depress the radial to Find by:  CM Number, Customer Name, Invoice/Reference, or RMA Number.

Once you have made the selections depress the Find button:

 

  

A list of Credit Memos related to the find selection will appear. 

Select the Credit Memo you’d like to appear on the screen, by typing the Credit Memo number into the red box or highlighting and double clicking.

  

Once an existing Credit Memo has been selected, the detail screen for that CM will be displayed: 

1.6.4.2. Edit an A/R Credit Memo

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

Depress the Edit record action icon.

When in the edit mode the Credit Memo Date is editable.  User can also check or uncheck line item numbers to be credited.  Once the Status changes from OPEN to APPROVED the Credit Memo can no longer be edited.

 

 

1.6.4.3. Add an A/R Credit Memo
1.6.4.3.1. Invoice Credit Memo

Enter Manex.exe Accounting/Accounts Receivable/A/R Credit Memo   

 

The following screen will appear: 

 

1.6.4.3.2. General Credit Memo

Enter Manex.exe Accounting/Accounts Receivable/A/R Credit Memo   

The following screen will appear:

 

Depress the Add record action icon and the following Selection screen will appear.  Depress the General CM button: 

  

The following screen will appear:

The Invoice Number field changes to a reference number, and the user enters a Reference Number for the Credit Memo.    Note: The user is given a message if they use a reference number on a credit memo that has already been used for another customer and it will not allow them to save the credit memo if the customer and the reference number does not match.  


The user will receive the following message if they happen to enter in a reference number that matches any invoice numbers that exist on the aging for the same customer.

If it does happen to match an invoice on the aging, the user will receive this message and will be required to change the reference number.    

The user will receive the following message if they happen to enter "ppay" in the Invoice/Reference field. 

The system will not allow a Invoice/Reference number to begin with "ppay", because the system considers a transactions that begins with "ppay" as a Prepayment entry.
 

Check the Taxable box if applicable.  Check the Freight Taxable box if applicable.  Credit memo date will default in but user may change date if needed.

Enter Customer from the pull down provided by pressing the down-arrow next to the customer field: 

  

A General Ledger Account number must be supplied for a general Credit Memo.  Note:  When creating a General Credit Memo users should not select the same GL account number that is entered in the Actsetup for the Account Receivables.  If you do, then the resulting transaction will debit and credit both the sane GL account number.  The following GL screen will appear:

 

Select the method of finding the General Ledger Account number, by Account Type or Account Numbers. 

If you select Find By Account Type, depress the down arrow on the right hand side of the screen.

Select the desired Account Type, then select the Account Number.

Depress the OK button. 

If you select by account number, depress the down arrow next to the Account Numbers box and the accounts will appear.  Highlight the Account Number you wish to use.  
After entering a General Ledger account number and selecting a Customer, the user may check the box at the far left of the detail information grid.

Then the user enters the description, quantity and price each to be credited.  If the Taxable box is checked the Sales Tax will default in.  If the Freight Taxable box is checked user must enter in the Freight Charge to be Credited as displayed below.  The Credit Memo Total will calculate automatically.

User MUST enter a reason for the Credit Memo before saving.  If Credit Memo Reason is blank user will receive the following message.



To enter the reason for the General Credit memo.  Depress the Credit Memo Reason button.  Depress the Edit button.  Enter the Credit Memo Reason.  Depress the Save button.  Depress the Exit button.

Then the Credit Memo may be saved and recorded by depressing the Save record action icon, or deleted by depressing the Abandon changes action icon. 

Depress the Approval button, and receive the following message.

Once Credit Memo has been approved the CM Status will change from Pending to Approved, and the CM will forward to the A/R Aging module.  If desired, it may be Offset via the A/R Offset module. 

1.6.5. Reports for A/R Credit Memos

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, depress the Reports button.  The following screen will appear:

Select one of the radio buttons for the output you desire.  Select from Screen, Printer, XL File, TXT File, or PDF.

Highlight the report.

Depress the option tab.

  

Credit Memo Displayed 

Selecting the “Print for Selected Current Credit Memo” radio button and depressing the OK button, will print the Credit Memo that is open within the Credit Memo Module.

Selecting the “Select Credit Memo from the List” radio button will bring up a list of open Credit Memo's to select from. 

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. 

Depress the Ok button. 
  

The Following is printed:

Credit Memo Summary Report:

Select the appropriate From and To Date Range. 

Select the Customers you want by highlighting the Customer then depressing the > button.  If you want all of the Customers, depress the >> button.  Your selection will appear in the right hand box.

Depress the OK button 

  

 The following report will appear:

Credit Memo Register Report:

Select the appropriate From and To Date Range. 

Depress the OK button. 

  

The following report will be available:

1.7. FAQs - Accounts Receivable
Facts and Questions for the Accounts Receivable Module