Using Accounts Receivable 9.01

CloudSuite Business / CloudSuite Industrial:
Using Accounts Receivable Training

Workbook (9.01.00)
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CloudSuite Business / CloudSuite Industrial

March 29, 2017
Course code: 11_0010901_IEN3359_SYT
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In addition, by accessing the enclosed material, you acknowledge and agree that you are required to
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maintain such material in strict confidence and that your use of such material is limited to the Purpose
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described above. Although Infor has taken due care to ensure that the material included in this publication
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Infor does not assume and hereby disclaims all liability, consequential or otherwise, for any loss or
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Trademark Acknowledgements
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The word and design marks set forth herein are trademarks and/or registered trademarks of Infor and/or
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related affiliates and subsidiaries. All rights reserved. All other company, product, trade or service names
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referenced may be registered trademarks or trademarks of their respective owners.

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Table of contents
About this workbook ............................................................................................................................. 1
Course overview .................................................................................................................................. 2
Course description and agenda ............................................................................................................ 3
Lesson 1: Supporting files maintenance ............................................................................................ 12
Introduction ........................................................................................................................................ 13
A/R-related parameters ...................................................................................................................... 14
Billing terms ....................................................................................................................................... 19
Salespersons ..................................................................................................................................... 28
Bank codes ........................................................................................................................................ 29
Check your understanding.................................................................................................................. 31
Lesson 2: Accounts receivable account maintenance ...................................................................... 33
Introduction ........................................................................................................................................ 34
Chart of Accounts .............................................................................................................................. 35
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Accounts receivable (A/R) accounts ................................................................................................... 36
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Distribution accounts .......................................................................................................................... 39
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End user types ................................................................................................................................... 41
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How account distribution works .......................................................................................................... 43
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Lesson 3: Customer records and customer orders ........................................................................... 48
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Introduction ........................................................................................................................................ 49
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Creating a basic customer record ....................................................................................................... 50
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Setting up multiple ship-to locations ................................................................................................... 52
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Other Customers form tabs ................................................................................................................ 55

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Recording customer interactions ........................................................................................................ 63

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Lesson 4: Invoice, debit, and credit memo processing ..................................................................... 68

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Introduction ........................................................................................................................................ 69
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Generating invoices for customer orders ............................................................................................ 70

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Recording invoices, debits, and credit memos in A/R.......................................................................... 75

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Distributing invoices ........................................................................................................................... 80

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Creating a price adjustment invoice .................................................................................................... 83

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Posting invoices, debits, and credit memos ........................................................................................ 87

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Lesson 5: Customer payment processing ......................................................................................... 92

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Introduction ........................................................................................................................................ 93
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Entering customer payments .............................................................................................................. 94

Distributing customer payments ......................................................................................................... 98
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Using the A/R Quick Payment Application ........................................................................................ 101

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Posting customer payments ............................................................................................................. 104

Reversing posted payments ............................................................................................................. 107
Check your understanding................................................................................................................ 108
Lesson 6: Posted transactions ......................................................................................................... 109
Introduction ...................................................................................................................................... 110
A/R Posted Transactions Summary .................................................................................................. 111
A/R Posted Transactions Detail ........................................................................................................ 112
Reapplying open credits or payments............................................................................................... 114
Running the Accounts Receivable Aging Report............................................................................... 115
Check your understanding................................................................................................................ 116
Course summary ............................................................................................................................... 117
Course review .................................................................................................................................. 118
Appendix A: Review exercise ............................................................................................................ 121
Comprehensive review exercise ....................................................................................................... 122
Appendix B: Reports and utilities ..................................................................................................... 124
Accounts receivable reports.............................................................................................................. 125
Other accounts receivable reports .................................................................................................... 127
Accounts receivable utilities ............................................................................................................. 128
Appendix C: Finance charges ........................................................................................................... 130
Overview.......................................................................................................................................... 131
Appendix D: Customer statements ................................................................................................... 134
Customer Statements Report............................................................................................................ 135
Appendix E: Letters of credit............................................................................................................. 136
Overview.......................................................................................................................................... 137
Customer Letters of Credit form ....................................................................................................... 138
Appendix F: Alphanumeric invoicing ............................................................................................... 140
Overview.......................................................................................................................................... 141
Order Entry Parameters form ........................................................................................................... 142
Invoice Categories form ................................................................................................................... 143
Invoice Debit and Credit Memo Sequences form .............................................................................. 144
Customers form ............................................................................................................................... 145
Void Unused Invoices form ............................................................................................................... 146
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Void Invoice, Credit and Debit Memo Reason Codes form................................................................. 147
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Voided Invoices, Credit and Debit Memos form ................................................................................. 148
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Appendix G: Consolidated invoicing ................................................................................................ 149
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Consolidated invoice overview .......................................................................................................... 150
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Customers form ............................................................................................................................... 151
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Customer Orders form ...................................................................................................................... 152
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Customer Order Lines form .............................................................................................................. 153
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Consolidated invoice generation overview......................................................................................... 154
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Consolidated Invoice Generation form ............................................................................................... 155
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Consolidated Invoices Workbench form ............................................................................................ 156

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Consolidated Invoicing form.............................................................................................................. 157

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Invoice, Debit and Credit Memos form .............................................................................................. 158

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Appendix H: EFT Bank Statements .................................................................................................. 159

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Importing A/R Payment and Distribution Data from Bank Files.......................................................... 160
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Mapping Bank Files to A/R Payments and Distributions.................................................................... 162

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Processing Imported A/R Payment and Distribution Data ................................................................. 164

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Appendix I: Direct Debit ................................................................................................................... 166

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Electronic Banking ........................................................................................................................... 167

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Appendix J: Chargebacks ................................................................................................................. 170

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Chargebacks Overview .................................................................................................................... 171

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Using Chargebacks Functionality ..................................................................................................... 172

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About this workbook
Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and
instructive. This Training Workbook is designed to support the following forms of learning:
• Classroom instructor-led training
• Virtual instructor-led training
• Self-directed learning
This Training Workbook is not intended for use as a product user guide.
Self-directed learning (SDL)

If this course is eligible for self-directed learning, demos and exercises throughout this Training Workbook
will be hyperlinked to Demonstration/Let Me Try simulations. In these instances, clicking the hyperlinked
title launches simulations that allow you to view and practice the execution of the demo or exercise in a
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simulated training environment.
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Activity data
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You will be asked to complete some practice exercises during this course. Step-by-step instructions are
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provided in this guide to assist you with completing the exercises. Where necessary, data columns are
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included for your reference.
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Your instructor will provide more information on systems used in class, including server addresses, login
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IDs, and passwords.
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Symbols used in this workbook

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Hands-on exercise
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For your reference

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(“Exercise”)
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Instructor demonstration
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Your notes
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(“Demo”)
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Can be used for either

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Question
“Scenario” or “Discussion”
Note Answer
Using Accounts Receivable Training Workbook 1

© 2017 Infor Education
Course overview
Reference materials
Reference materials are available from the following locations:
• Help menu
• Infor Xtreme®
Course duration
8 hours
Learning objectives
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Upon completion of this course, you will be able to:
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• Describe the process to create customer records and the information that is maintained for
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customers.
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•
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Describe the system parameters applicable to accounts receivable processes.
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• Describe how accounts are set up for accounts receivable and how they are used in invoice and
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payment distributions.
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• Explain how invoices, debit memos and credit memos from both order entry and accounts
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receivable modules are created and processed. riz
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• List the steps to add, distribute and post customer payments.
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• Explain how bank deposits are made using the Bank Reconciliation form.
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• Identify the reports that are used to view the status of the various accounts receivable
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transactions.
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Audience
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• Customer User
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Pre-Sales Consultant
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Business Consultant
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• Technical Consultant
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Support
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System requirements
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• CloudSuite Business / CloudSuite Industrial® Training Environment

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2 Course introduction
Course description and agenda
This course covers learning the basic accounts receivable tools to perform the tasks of creating customer
records and orders, creating, distributing, and posting invoices, credits, and payments, managing
customer credit, and posting to bank reconciliations. Also covered is setting up various system
parameters that support accounts receivable workflow.
Prerequisite course
• CloudSuite Business / CloudSuite Industrial: Navigating the User Interface (9.00.30)
Prerequisite knowledge
To optimize your learning experience, Infor recommends that you have the following knowledge prior to
attending this course:
• Knowledge of how data is structured and organized
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• Ability to navigate the user interface
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Lesson Lesson title Learning objectives Day
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• Review course expectations.
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Course overview 1
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1 Supporting files • Identify the various system parameters 1
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maintenance used for accounts receivable (A/R).
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• Explain how billing terms are defined

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and used.
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• Describe the procedures for

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maintaining other accounts receivable-

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related files.
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• Describe how to set up and map the

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2 Accounts 1
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receivable various accounts related to accounts

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account receivable.
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maintenance • Describe how you might use end user

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type records.
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• Explain how account distribution works

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for accounts receivable.

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3 Customer records • Describe the process for creating a 1

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and customer customer record.

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orders • List the steps to set up multiple ship-to

locations for a customer.
• Explain how interactions with a
customer are recorded.
• List the steps for shipping customer
orders.

Lesson Lesson title Learning objectives Day
4 Invoice, debit, and • Determine the customer orders 1

credit memo requiring invoicing.
processing • Describe the process to generate an
invoice for customer orders.
• Identify the steps to record invoices in
A/R.
• List the steps to perform invoice
distribution manually.
• List the reasons for using a price
adjustments invoice.
• Describe the invoice posting process.
5 Customer • Describe the process for entering a 1

payment customer payment.
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processing • List the steps to perform payment
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distribution manually.
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• Explain the uses of the A/R Quick
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Payment Application.
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• Describe the payment posting process.
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6 Posted • Explain the use of the A/R Posted 1
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transactions Transactions (Summary/Detail) forms.
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• Describe the process to reapply open

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payments or credits.
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Course summary • Debrief course. 1

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Appendices
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There are appendices at the end of this Training Workbook that you may find useful. They contain
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information that is not part of the instructional content of this course but provide additional related
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reference information.
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Appendix Appendix title Content description

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Comprehensive exercise for reinforcement of

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A Review exercise understanding the processing logic of the accounts

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receivable module.
Lists the various accounts receivable reports with a
description of each report’s output. The reports that are
Reports and introduced in this course are also included.
B
utilities
Lists the various accounts receivable utilities with a
description of each utility’s purpose.
Provides instructions for setting up generation and posting
C Finance charges
of finance charges on past due customer accounts.
Customer
D Contains information on the use of customer statements.
statements
Provides instructions on the use of letters of credit (LCR) for
E Letters of credit
customer order entry and accounts receivable processing.
Provides instructions on how to set up the efficient
Alphanumeric
F alphanumeric numbering sequences to use for invoices,
invoicing
debit memos, and credit memos.
Provides instructions on how to use consolidated invoices
Consolidated
G that cover multiple orders shipped to a customer over a period
invoicing
of time.
Provides instructions on the use of the EFT Accounts
EFT accounts Receivable Payment Import process which provides the
H receivable ability to receive and process electronic accounts
payment import receivable payment files from a bank or lock box to apply to
accounts receivable invoices.
I Direct Debit Provides instructions on direct debit.
J Chargebacks Provides instructions on chargebacks.
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User interface
Standard user interface elements include the navigation pane menus and the main toolbar.
Navigation pane menus and main toolbar
Navigation pane menus
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You can browse all available folders through the navigation pane menus and submenus. Click the down
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arrow for each of the navigation pane menus, this allows you to explore the submenus contained
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beneath.
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Navigation pane menus and submenus

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For information on how to pin submenus to the navigation pane, please refer to the Creating Form
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Personalizations workbook or ILT. For example, if you know that you will be using the Customer Service
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submenus frequently, you can display the menus at the top level, by pinning them to the navigation pane.
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Main toolbar
The main toolbar contains icons that allow you to quickly complete commonly used tasks, such as saving
data or closing a form. You can position your mouse pointer over an icon on the toolbar to reveal its
description and functionality.
To view a list of all toolbar icons and for steps on how to add/remove icons from the default toolbar, See
Appendix B. Note: Availability to make hiding buttons visible is not available for Web users.
Keyboard shortcuts
Some navigation pane submenus display available keyboard shortcuts that can be used to save multiple
steps when completing certain tasks.
The following tables display the available shortcut keys and their actions.
Navigating forms
Action Menu Path Smart Web Icon Button
Client Client Default
Shortcut Shortcut
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Close current form Form > Close Ctrl + F4 N/A Hidden
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and Cancel
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Changes
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Open Select Form Form > Open Ctrl + O Ctrl + O Visible
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Open workspaces Form > Ctrl + W N/A
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Workspaces
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Switch view to next open Ctrl + Tab N/A

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form
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Navigating records
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Shortcut Shortcut
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Move to first editable field View > Home Ctrl + Ctrl +

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of form Cursor Home Home

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Move to the next field Tab Tab

Move to the previous field Shift + Tab Shift + Tab
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Move to the next record Actions > Next F8 F8 Hidden
Move to the previous Actions > F7 F7 Hidden

record Previous
Switch the next collection View > Activate Ctrl + F8 N/A Visible
on the form to become the Next Collection
current collection in a form
that contains multiple
collections.
Hide/Show 1st Splitter View > Ctrl + 1 N/A
Pane. Toggles back and Hide/Show 1st
forth between form and Splitter Pane
dual view.

Shortcut Shortcut
Hide/Show 2nd Splitter View > Ctrl + 2 N/A
Pane. Toggles back and Hide/Show 2nd
forth between grid and Splitter Pane
dual view.
Editing records
Action Menu Path Smart Web Client Icon Button
Client Shortcut Default
Shortcut
Activate the drop-down list F2 F2
with an implied asterisk
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(i.e. wildcard) after the
entered text in the field to
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then populate the list with
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data entries that begin
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with the entered text.
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Add a new record Actions > New Ctrl + N N/A Visible
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Note: The Actions menu is
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only available when a form riz
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is open.
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Add value for current field Edit > Add Ctrl + A N/A Hidden
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Copy (only works to copy Actions > Copy Ctrl + C Ctrl + C

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a record with web client)

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Cut Ctrl + X Ctrl + X

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Paste Ctrl + V N/A

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Undo Edit > Undo Ctrl + Z N/A

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Delete record Actions > Delete Ctrl + D Ctrl + D Visible

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Find value for current field Edit > Find Ctrl + F N/A Hidden
(only available for certain Value for Current
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drop-down fields) Field

Display details for current Edit > Details for Ctrl + L N/A Hidden
field drill-down (only Current Field
available for certain drop-
down fields)
Save changes (only Actions > Save Ctrl + S Ctrl + S Visible
available when a form is
open)
Filtering records
Shortcut Shortcut
In Filter Place mode, Actions > Filter > F3 F3
cancel the filter in place Cancel in Place
and return to the collection
previously displayed
In Refresh/Run mode, Actions >Filter > F4 F4 Visible
begin filter in place (i.e. Begin in Place
clear the collection and go
back to Filter In Place
Actions > Filter >
mode)
Execute in Place
In Filter In Place Mode,
execute in place (i.e. run
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the filter)
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In Refresh/Run mode, Actions > F5 F5 Visible
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refresh the current Refresh
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collection. Actions > Filter >
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In Filter In Place Mode, Clear in Place
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clear the filter in place.
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In Refresh/Run mode, Actions > Ctrl + F5 Ctrl + F5 Visible

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refresh the current record. Refresh current
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In Refresh/Run mode, Edit > Repeat Ctrl + F2 Ctrl + F2

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repeat Find Value in Find

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Collection
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In Refresh/Run or New Actions > Filter > Ctrl + Q N/A

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mode, open associated By Query

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query form to specify filter

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criteria.
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Open field level help topic Help > Current F1 N/A

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Field
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Toggle design mode on Edit > Design Ctrl + E N/A Visible

and off. Mode
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Print Print Ctrl + P N/A
Field types
The following tables display the field types available with a brief description:
Field type Description
Required, system-generated, and read-only fields
• Any field that is required will have a red star

• A system-generated field will have a green star
• A field with no border around the data is read-only

Field type Description
Standard GUI fields
Check box indicating Yes or No
Radio button to select one option from multiple choices
Drop-down list to select one option from multiple choices
Icon name differences
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Here are the names of the different icons in the smart client and web client.
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Smart Client Web Client
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Open a form Open
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Save Save
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Create a new object in the current collection riz
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New
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Delete an object in the current collection Delete

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Refresh the current collection Refresh

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Filter in Place Filter in Place

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Get more rows in the current collection Get more rows

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Display notes for the current object Notes

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Display documents for the current object Documents

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Send email for the current object Send email for the current object
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Export the data in the current collection to excel Export to excel

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Enter or exit design mode on this form Open designer in a new window
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Translate Translate
Get help on the current form Help Current Form
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Lesson 1: Supporting files maintenance
Estimated time
1 hour
Learning objectives
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After completing this lesson, you will be able to:
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•
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Identify the various system parameters used for accounts receivable (A/R).
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• Explain how billing terms are defined and used.
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•
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Describe the procedures for maintaining other accounts receivable-related files.
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Topics riz
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• Introduction
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• A/R-related parameters
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o General parameters
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o General accounts receivable parameters

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o Order entry parameters

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• Billing terms
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o Methods for defining due dates

o Using due days method
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o Using prox due day method

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o Using multiple due dates method

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o Using advanced terms method

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•
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Salespersons
•
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Bank codes
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12 Lesson 1: Supporting files maintenance

Introduction
Why setup is important
The forms in this lesson are important to make sure the correct general ledger accounts are used, the
correct billing terms are setup, and the correct bank codes are entered. Most of these things are set up
after installation but before the accounts receivable module is activated. It is important to make sure the
back-end files are accurate so the system runs smoothly once you are live.
Various parameters, settings, and entities applicable to customer order and accounts receivable (A/R)
processing are established in several different files.
In this lesson, you will learn about the A/R-related files that are used to create and maintain these settings
and parameters. These files include the following:
• General Parameters form
• Accounts Receivable Parameters form
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• Order Entry Parameters form
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• Billing Terms form
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• Salespersons form
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• Bank Codes form
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______________________________________________________________________
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______________________________________________________________________
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______________________________________________________________________
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______________________________________________________________________
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______________________________________________________________________
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A/R-related parameters
There are various places where parameters applicable to accounts receivable processes are defined.
These parameters are defined on the following forms:
• General Parameters
• Accounts Receivable Parameters
• Order Entry Parameters
General parameters
The General Parameters form is used to set parameters that are used throughout the system. A few of
these parameters are related to accounts receivable processes.
1. Type the address information for the company in the Address fields.
2. Select the General tab.
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3. Fields of interest for accounts receivable:
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• Capitalize State Abbreviations check box – select to have the system always capitalize the
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state abbreviation part of the address.
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• Print Company Name on Forms check box – select to have the system print the name and
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address of the company as it appears on the Address tab on various forms.
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These forms include Customer Statements, Credit Memos, Order Invoicing, Credit Memos,
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Estimate Response Form, Order Verification, Packing Slip, Purchase Order, Quarterly by Tax
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Code, Reprint Packing Slip, Year End Summary, W-2s Magnetic Media, and W-2 Reporting
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On Tape Format forms.

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4. Save the record.

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Accounts receivable parameters

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Use the Accounts Receivable Parameters form to enter the default parameter values that the system
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applies throughout accounts receivable.

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1. Enter information or select options on the General tab as needed. Refer to the field descriptions
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in the table below.

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2. Select the Aging Report tab.

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3. Select Invoice Date or Due Date from the Aging Basis drop-down list to indicate the date to be
used as a basis for the aging periods.
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4. Type the maximum age in days for an invoice for each of the five aging periods.
The number entered indicates the lower limit for each entry. Use negative numbers to indicate
future due dates and positive numbers to indicate past due dates. Enter the numbers in
ascending order. The first <= field is usually a negative number, indicating items due in the future.

Either Invoice Date or Due Date
used as basis for defining aging
periods
Five aging periods:

number indicates
lower limit in days
for each aging period
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Accounts Receivable Parameters form, Aging Report tab
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5. Type the title for each of the aging periods as you want them to display on the aging report.
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6. Select Standard, Simple or Detail for the A/R Invoice Credit Debit Memo Template default.
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7. The Accounts tab is where default accounts are defined for the following:
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Accounts Receivable riz
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• Sales
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• Sales Discount
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• Miscellaneous Charges
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• Freight
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• Surcharges
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• Draft Receivable
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•
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Sales Non Inventory

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8. The Accounts In Process tab is where default accounts are defined for the following:
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• Accounts Receivable In Process

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• Sales In Process
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• Sales Discount In Process

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Miscellaneous Charges In Process

• Surcharge In Process
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• Sales Non Inventory In Process

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9. The Misc Accounts tab is where default accounts are defined for the following:
• Finance Charges
• Deposit
• Allowance
• Early Pay Discount
• Progressive Billing
• Project Billing
• Deferred Revenue Account
10. The Misc Accounts (2) tab is where default accounts are defined for the following:
• Chargebacks
• Chargebacks Deposit
11. The Report Template tab is where the Customer Statements Template is defined.

12. Save the record.
Accounts Receivable Parameters form – General tab fields:

Field Description Notes
Customer Prefix The Customer Prefix is used for EXAMPLE: A user has the
alphanumeric numbering of the prefix set to a value of "CD."
Customer Master. The prefix is The default customer numbers
automatically added to the beginning will be CD00001, CD00002, and
of default values. CD00003.
If the user overrides the default
value, the prefix will not be
applied.
Multi-Site Group Select the identifier for a group of sites

to be searched for invoices when
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distributing an A/R payment.
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Finance Charges If making use of the Finance Charge If you do not apply finance
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functions, then complete the following: charges to customer orders,
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these fields do not need to be
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• Annual Rate – type the annual
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percentage rate for finance charges completed.
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• Minimum Charge – type the
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minimum amount of finance charges
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to be applied to delinquent accounts
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• Charge Minimum – select to apply a

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minimum charge for delinquent

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accounts
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• Compound Charges – select if

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finance charges are to be

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compounded
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Returned Check Fee Select Percentage or Amount to On the Bank Reconciliations

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Type indicate how fees for returned checks form, the fee type entered on
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will be applied. the Accounts Receivable

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Parameters displays by default,

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but can be overwritten.

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Returned Check Fee Enter the value of the fee to be

Value charged on returned checks, either a
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percentage or an amount depending

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on the selection made in the Return

Check Fee Type field.
Generate Debit Select this radio button to generate

Memo for Invoice debit memos for each invoice the
returned check was applied to, in
order to restore the outstanding
balance.
Generate Payment Select this radio button to have the

Adjustment for Returned Check Utility generate a
Returned Check negative payment adjustment for the
amount of the returned check, in order
to restore the outstanding balance.

A/R Invoice Credit Specify either Standard or Simple

Debit Memo template to be used as the default on
Template the A/R Invoice Credit Debit Memo
Report
Order entry parameters

Default values for some customer order fields can be set in advance.
To set default values for customer order entry:
• Invoice length
• Customer order prefix
•
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Standard due period
•
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Pick list date tracking
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• Compress distribution journal
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• Default text for printing on invoices
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Save the record.
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A few of the order entry parameters are described below.
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Order Prefix
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Specify the default prefix to be used for customer order numbers.

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A prefix can consist of numeric and non-numeric (letters and symbols) characters. However, the prefix
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should end with an alphabetic character to ensure that the system increments order numbers correctly.
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When you reach the 10-character limit, the system displays a warning message and you will need to start
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a new prefix sequence. As an example, when you reach CO99999999, you need to begin a new
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customer order prefix.

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Invoice Length
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Enter the length of all invoice numbers in the system (maximum length: 12 characters).
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This should be one of the very first tasks you perform when setting up your system. Until the invoice
length is set, you cannot run any of the invoice processing forms. Once the record is saved, it cannot be
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updated.
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Std Due Period

Enter the number of days to add to the order date to determine a due date.
When you create an estimate line item or customer order line item, the system first checks the Customer
Contracts form, if one exists, to obtain the standard due period. If that field contains a question mark, the
system checks the Items Form Planning tab for the standard due period. If that field contains a question
mark, the system sets the due date for this item to the order date (taken from the header record) plus
whatever value you enter into this field.
Track Pick List Date

If the Track Pick List Date check box is selected, then the system will keep track of pick list dates at the
item level. If the check box is cleared, the user will not see the pick list date and the system will not
maintain pick list dates on the item level display.

Allow Customer Order on Multiple Batches
Select this field to allow the same customer order number to be on more than one batch order shipment.
Report Templates tab

Select the report template (Standard, Simple, Detail) that will be the default on the following reports.
• Order Verification Template
• Order Invoice Template
• Shipment Packing Slip Template
• Estimate Response Template
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Billing terms
Use the Billing Terms form to identify and maintain billing terms to be applied to customers. The billing
terms code displays on the Customers and Vendors forms. You can set default billing terms for each
customer or vendor.
The billing terms determine the following:
• Due Days - the number of days after the invoice date that the invoice is to be paid by the
customer or vendor
• Discount Days - the number of days after the invoice date that a customer or vendor must pay to
receive a discount
• Discount Percent - the percentage of the discount the customer or vendor is to receive
Methods for defining due dates
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You can use these methods for calculating the invoice due date:
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Due days
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• Proximo (Prox) due day
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• Multiple due dates (using due days or prox due days)
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• Advanced terms (using a combination of due days and prox due days)
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Unless you are using advanced terms, you cannot use the Due Days and Prox Due Day
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fields at the same time. If you are not using advanced terms and the values in the Due Days
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and Prox Due Day fields are greater than zero, the system will ignore due days.
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To add new billing terms:

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Type a billing terms code in the Code field.

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Type a description for the billing terms in the field to the right of the Code field.
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Enter information in the appropriate fields to define invoice due dates, discount days, and
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discount percent.
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Use the field descriptions in the tables below and the descriptions for the different methods for
defining the due date to help you complete the form.
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Save the record.
The following table displays the fields used to determine due days on the Billing Terms form and
provides a brief description of each:
Code Type the billing terms code for this record You can use any combination of
to determine how discount dates and due letters or numbers for the code.
dates are determined during invoice For example, you may enter the
processing. letter A or the number 30 for a
terms code.
Description Type the description of the terms code. Example: the code Net 30
This may be any description which helps indicates that payment is due
you to identify the terms code. 30 days after receipt of the
invoice.
Due Days Type the number of days until an invoice Example: If your terms are 2/10
for this customer or vendor becomes Net 30, the Due Days field is
due. 30.
• Due date = invoice date + due days
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Prox Due Day Type the day of the month following the Example: if an invoice has a
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invoice date, on which the invoice date of 2/15 and the Prox Due
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becomes due. Day is set to 20, the due date
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If the Advanced Terms check box is for that invoice will be 3/20.
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cleared, options are 0-30. Entering 99 instructs the system
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to set the due date to the last
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Leave the Due Days field blank if the
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Prox Day is to be used. day of the month in which the
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Note: Prox refers to Proximo, which
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means occurring in the next month. If the value in the Prox Due Day
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is greater than the number of

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days in the next month, the last

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day of the next month will be

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used. For example, if an invoice

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has a date of 1/15 and the Prox

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Due Day is set to 30, the due

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date for that invoice will be

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2/28.
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Prox Months Specify the number of months between Numeric values of 0-999 are
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Forward
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the invoice cutoff date and the invoice accepted.

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payment due date.

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Cutoff Day This field is only used with advanced

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terms.
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Holiday Offset Use the field to adjust the invoice The holiday offset is only used
Method payment due date in the event the date when determining the due date.
falls on a holiday. The discount date is calculated
Possible selections are: without regard for the holiday
offset method.
• No Offset - no adjustment to the
invoice due date
• Bring Forward - adjusts the invoice
date to the first non-holiday date before
the holiday
• Postpone - adjusts the invoice date to
a to the first non-holiday date after the
holiday

Determining discount days
The following methods can be used to set discounts:
• Discount days
• Prox discount days
Note: You cannot use discounts when you use multiple due dates.
The following table displays the fields used to determine discount days on the Billing Terms form and
provides a brief description of each:
Field Description
Discount The number of days to take advantage of an early payment. If the payment is
Days within the number of days specified, the percentage of discount can be taken.
• Discount date = the invoice date + the discount days.
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Prox If the invoice date is less than the prox discount day, the discount date will be set to
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Discount the prox discount day of the current month. If the invoice date is less than the prox
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Day discount day, the discount date will be set to the prox discount day of the next
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month. For example:
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• If the invoice date is 10/25 and the Prox Discount Day is set to 20, then the
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discount date will be 11/20.
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• If the invoice date is 10/10 and the Prox Discount Day is set to 20, then the
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discount date will be 10/20.
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Note: If the values in the Discount Days and Prox Discount Day fields are both
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greater than zero, the system will ignore the Prox Discount Day.
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Prox The number of months to add to the Prox Discount Day. For example:
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Discount
Months • If the invoice date is 10/25, the Prox Discount day is set to 20, and the Prox
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Discount Months Forward is set to 1, the discount date will be 12/20.

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Forward
• If the invoice date is 10/10 and the Prox Discount day = 20 and Prox Discount
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Months Forward = 1, then the discount date will be 11/20.

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Discount The percentage of the sales amount of an invoice that is deducted from the amount
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Percent owed if payment is made on or before the discount date. For example, to allow a 2%
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discount for payments made on or before the discount date, enter a 2 in this field.
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You cannot use discounts and multiple due dates. When you select the Use Multiple Due
Dates check box, all discount fields will be set to zero and deactivated.
The following table displays examples of discount dates.

Discount Prox Prox Disc
Invoice Date Days Discount Months Fwd. Discount Date
Day
10/25/2014 10 0 0 11/4/2014
Add Discount Days to invoice date
10/25/2014 0 27 0 10/27/2014
Invoice date is < the Prox Discount day
10/25/2014 0 10 0 11/10/2014
Invoice date is > the Prox Discount Day
10/25/2014 0 27 1 11/27/2014
Prox Discount Months
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Forward is 1
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Using multiple due dates
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Select the Use Multiple Due Dates check box to activate the use of multiple due dates for a billing
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terms code.
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You cannot use discounts and multiple due dates. When you select Use Multiple Due Dates,
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all discount fields will be set to 0 and deactivated.
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When using multiple due dates, you must enter the number of days to offset the invoice date from the
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previous sequence in the Due Days Offset column. The offset day in the first sequence is always equal to
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zero.
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If the value in the Due Days field is greater than zero, the due date of the first sequence will equal the
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invoice date plus due days. The due dates of the subsequent sequences are the invoice date plus due
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days plus the cumulative offset days.

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If the value in the Prox Due Day field is greater than zero, the due date of the first sequence will be the
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Prox due date for the invoice date. The due dates of the subsequent sequences are the prox due date for
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the date of the invoice date plus the cumulative offsets.

For the designated sequence, you must also enter the percentage of the order total that you want to bill in
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the Percent column.

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The total percentage for the multiple due date billing terms must equal 100 percent.
Viewing multiple due dates

You can view the list of due dates for an invoice by clicking Multiple Due Dates on the following forms:
• Invoices, Debit and Credit Memos
• A/R Posted Transaction Detail
• A/R Quick Payment Application
The following table displays examples of using multiple due dates when the invoice date is 5/5 and the
Due Days field is set to 30.

Sequence Due Days Offset Final Due Date
10 0 6/5 (5/5 plus 30 days)
20 30 7/5 (5/5 plus 60 days)
30 30 8/3 (5/5 plus 90 days)
40 30 9/1 (5/5 plus 120 days)
The following table displays examples of using multiple due dates when the invoice date is 5/5 and the
Prox Days field is set to 15.
Sequence Due Days Offset Final Due Date

10 0 6/15 (Prox Due Date for 5/5, i.e. 5/5 plus 0 days)
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Using advanced terms
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The following table displays the fields used with advanced terms.
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Field Description
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Advanced Select this check box to enable the advanced terms calculation. If this check box is
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Terms cleared, the Prox Code field will be disabled. You can use advanced terms with
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due days, prox due day, or multiple due dates.

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Prox Due When you select the Advanced Terms check box, your options are 0-30 or 99.
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Day Entering 99 instructs the system to set the due date to the last day of the month.
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Cutoff Day Used with Prox Codes 1 and 3.

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Prox Code The sytem uses the invoice date and then calculates a due date using the
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algorithm for the code entered. You can enter 0, 1, 2, or 3. The algorithm is as
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follows:
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Start with the invoice date.

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Add Prox Months Forward to the invoice date.

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Adjust the date of step 2 based on the Prox Code.

Prox Code = 0
• Add Due Days to the result of step 2
Prox Code = 1
• If the day of the month from step 2 >= the Cutoff Day, adjust the date
to first day of next month
• Add Due Days
Prox Code = 2
• Adjust the date from step 2 to the end of the month.
• Add Due Days
Prox Code = 3
• If the day of the month from step 2 >= the Cutoff Day, adjust the date
to the first day of next month

Field Description
• Adjust the date to the end of the month

• Add Due Days
Using Prox Due Day, calculate the Prox due date for the result of step 3.
Adjust the Prox due date for the Holiday Offset Method.
Advanced Terms Examples

The following table displays examples of using advanced terms.
Prox Prox Holiday

Invoice Prox Due Due Months Cutoff Offset
Date Code Days Fwd. Day Method Due Date
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Day
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10/25/2014 0 30 0 0 25 No Offset 11/24/2014
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Add Due Days to invoice date
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10/25/2014 1 30 0 0 25 No Offset 12/1/2014
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Invoice day >= Cutoff, Due
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Date is Start of Next
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Month plus Due Days
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10/25/2014 2 30 0 0 25 No Offset 11/30/2014

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Due Date is End of Invoice

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Month plus Due Days

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10/25/2014 3 30 0 0 25 No Offset 12/30/2014

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Invoice Date >= Cutoff, Due

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Date is End of Next Month plus

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Due Days
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10/25/2014 0 0 5 0 25 Bring Fwd. 11/5/2014

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Invoice day falls on or after

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Cutoff Day, move to next

month.
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10/25/2014 1 0 5 0 25 Bring Fwd. 11/5/2014

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month
10/25/2014 2 0 5 0 25 Bring Fwd. 11/5/2014
month
10/25/2014 3 0 5 0 25 Bring Fwd. 12/5/2014
Invoice Day falls on or after
month, and then push to end of
next month before adjusting to
Prox Due Day.

Prox Prox Holiday
Invoice Prox Due Due Months Cutoff Offset
Date Code Days Day Fwd. Day Method Due Date
10/25/2014 0 0 24 0 30 Bring Fwd. 11/23/2014
Holiday falls on 11/24/2014,
Holiday Offset
Method is Bring
Forward
10/25/2014 1 0 24 0 30 Postpone 11/25/2014

Holiday falls on
11/24/2014, Holiday Offset
Method is Postpone
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10/25/2014 2 0 24 0 30 No Offset 11/24/2014
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Holiday falls on
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Method is No Offset
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10/25/2014 3 0 24 0 30 No Offset 11/24/2014
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Method is No Offset
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10/25/2014 0 0 5 1 25 No Offset 12/5/2014

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Prox Month
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Forward is 1
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10/25/2014 1 0 5 1 25 No Offset 12/5/2014

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Prox Month
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Forward is 1.
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10/25/2014 2 0 5 1 25 No Offset 12/5/2014

Prox Month
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Forward is 1.
10/25/2014 3 0 5 1 25 No Offset 1/5/2012
Prox Month
Forward is 1.
Cash Only field

The Cash Only check box must be selected when a value greater than zero has been entered in the
Cash Rounding Factor field on the Tax Parameters form.
Select this check box for cash sale only billing terms. When selected, the final invoice will be rounded up
or down to the nearest cash rounding factor amount. The special rounding calculation is only performed
as regular, credit memo, or adjustment invoices are printed and posted. This rounding is not made

anywhere else in the system. It does not apply to progressive billing Invoices, nor is it completed when
computing the order total price or the to be invoiced report.
By default, this check box is not selected.
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______________________________________________________________________
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______________________________________________________________________
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Demo: Create a billing term
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Your instructor will demonstrate how to define a new billing term.

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______________________________________________________________________
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______________________________________________________________________
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______________________________________________________________________
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______________________________________________________________________
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Exercise 1.1: Log in to CloudSuite and create a billing term

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In this exercise, you will log in to CloudSuite and you will define a new billing term.
Progressive Cycles, Inc.'s Credit Department has created a new credit policy. All new customers will be
automatically granted billing terms of 2% 5 net 15 days. This billing term will be in effect until the credit
application has been reviewed.
Create the billing term in the Billing Terms form. Use NC as the code for these terms.

Exercise 1.1 steps
Verify you are logged in to the training desktop. If not, log in following instructions
provided by your course instructor.
Note: For an SDL course, follow the instructions on the course Lab On Demand screen.
Part 1: Log in to CloudSuite

Double-click Train Click-Once Client on the desktop. The Sign In form opens.
Type <the Username> in the Username field.
Type <the Password> in the Password field.
Select <the Username> from the Credential ID drop-down list.
Click OK. The CloudSuite application opens.
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Part 2: Create a billing term
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Select Master Explorer > Modules > Codes > Billing Terms. The Billing Terms (Filter In
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Place) form opens.
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For CloudSuite Business, select Master Explorer > Roles> System
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Administration > Codes > Billing Terms riz
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Run Filter In Place.

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Add a new record.

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Type NC in the Code field.

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Type 2/5 Net 15 in the field to the right of the Code field.
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Type 15 in the Due Days field.

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Type 5 in the Discount Days field.

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Type 2 in the Discount Percent field.

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Click Save modified data and close form (OK).

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Salespersons
Use the Salespersons form to maintain the list of valid salespersons who can be entered for customer
orders. Sales commissions are based on the salesperson and the product sold. A parameter can be set
on the Order Entry Parameters form that makes commissions due upon the order payment received in
accounts receivable, or at the time the invoice is printed.
To add a new salesperson:
Type a three-letter identifier for the salesperson in the Salesperson field.
Select a classification code from the Classification drop-down list.
The codes are defined on the Salesperson Classifications form. They might represent
something such as sales regions, or sales teams.
Select a sales manager from the Sales Manager drop-down list.
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Note: This field identifies another salesperson that should receive commission based on the
sales of the salesperson.
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If the salesperson is not an employee, select the Outside check box.
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Note: If the salespersons are outside the company, they will be paid through accounts payable. If
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they are employees, they will be paid through payroll.
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Select the Portal Reseller check box to indicate that the salesperson can be a portal reseller.
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Select a reference number from the Ref Num drop-down list. The reference number will be the:
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• Employee number of the salesperson if the person is an employee.

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• Customer number of the customer that the salesperson is associated with if the Outside
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check box is selected, indicating the salesperson is not an employee.

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Select the user name from the User Name drop-down list if the salesperson has a system user
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account.
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Select the deduction and earning code from the D/E Code drop-down list.
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This code is from the Payroll module and is used for reporting commission earnings when the
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salesperson is an employee (Outside check box cleared). This field is required if commission
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payment is to be made through the Payroll module.

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If known, type the sales period-to-date and sales year-to-date amounts for the salesperson.
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These fields are automatically updated when an invoice is generated for a customer order
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containing this salesperson's code.

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Save the record.

Bank codes
Bank codes are defined for each bank your company does business with. Each bank code requires a
general ledger account number. Several bank codes may use the same general ledger cash account.
Each customer is required to reference a bank code.
The bank code determines which cash account will be debited when a customer payment is posted.
When A/R payments are posted the system now generates an A/R deposit record to this
form. Returned checks are now entered as a negative A/R amount in this form.
To add a new bank code:

1. Type a three-letter identifier for the bank in the Bank Code field.
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2. Type the name of the bank in the Bank Name field.
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3. Type the bank account number to be associated with the bank code in the Bank Account field.
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4. Select the number of the general ledger cash account that is to be used by the bank code from
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the Cash Account drop-down list.
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5. Select the unit code to be associated with the cash account from the drop-down list in the field to
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the right of the Cash Account field.
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6. Select the currency that is used for this account from the Currency drop-down list.
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7. Type the Business Identifier Code (BIC) and the International Bank Account Number (IBAN) if
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known. These are used internationally to identify accounts at financial institutions.

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8. Save the record.

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9. Click Bank Addresses to display the Bank Addresses form.

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10. Type in address information for the bank in the appropriate fields at the top part of the form.
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11. Type the routing number of the bank in the Bank Number field.
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12. Type the branch code of the bank associated with the bank code.
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13. Type in contact information for the bank in the appropriate fields.
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14. Select the number of the general ledger account to be used for the draft discounted account and
draft remitted account, if applicable.
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16. Close the Bank Addresses form.
Demo: A/R-related parameters and files

Your instructor will demonstrate how to access the various accounts receivable-related
parameters and settings forms in order to extract specific information.
______________________________________________________________________
______________________________________________________________________

______________________________________________________________________
______________________________________________________________________
Exercise 1.2: A/R-related parameters and files

In this exercise, you will access various accounts receivable-related parameters and
settings forms and extract the information as specified below.
Exercise 1.2 steps

1. What is the Customer Prefix? __________________
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2. What is the Aging Basis for the Aging Report aging periods? _________________
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3. What is the default Std Due Period? ____________
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4. What is the Invoice Length? ____________
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5. What is the name of the salesperson with the JAR identifier? ____________
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6. Is JAR an employee or an outside salesperson? _____________
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7. What is the name of the bank with the BK1 bank code? ________________
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8. What is the account number of the bank with the BK1 bank code? ________________
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Check your understanding
How does the system calculate the default Due Date for a customer order?
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What is the maximum length of invoice numbers that can be specified on the Order Entry
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Parameters form?
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a) 8
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b) 10
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c) 12
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d) 15
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Which form is used to set up the printing of the company name and address on various
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forms?
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a) General Parameters
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b) Accounts Receivable Parameters

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c) Order Entry Parameters

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d) Inventory Parameters
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A billing term for a customer is set up as follows:
Prox Due Day: 15 Prox Discount Day: 8
Prox Months Forward: 0 Prox Discount Months Forward: 0
Holiday Offset: None
If an invoice date for that customer is 7/16/2013:
What is the due date for payment of the invoice? ________________
What is the discount date? ________________________
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Lesson 2: Accounts receivable account
maintenance
Estimated time
40 minutes
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Learning objectives
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• Describe how to set up and map the various accounts related to accounts receivable.
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• Describe how you might use end user type records.
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• Explain how account distribution works for accounts receivable.
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Topics
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•
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Introduction
•
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Chart of Accounts
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• Accounts receivable (A/R) accounts

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o Examples
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• Distribution accounts
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• End user types

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• How account distribution works

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Introduction
Account numbers are used by an Accounts Receivable department to track transactions that are used to
generate invoices, maintain customer accounts, apply adjustments, maintain receipt logs, create deposit
tickets, record payments and produce reports, etc.
The Chart of Accounts in SyteLine must contain all accounts receivable-related account numbers before
transaction distribution and posting can occur.
Once the account numbers are established, distributions of transaction amounts can be set up based on
the accounting needs of the business.
For example, account numbers for sales, invoicing and customer payments for all customers who are
retailers might be set up differently than they are for customers who are wholesalers. Or account numbers
might be set up differently for sales of items that have specific product codes.
In this lesson, you will learn how to set up distribution accounts for:
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• Default accounts receivable distributions
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•
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End user type distributions
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• Product code distributions
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Instruction is also provided on how the system retrieves the correct distribution account numbers at the
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time of distribution or posting.
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34 Lesson 2: Accounts receivable accounts maintenance

Chart of Accounts
Account numbers are needed for all invoices, credits and debit memos, payments and finance charges
in accounts receivable. This form must contain all accounts receivable-related account numbers before
transaction distribution and posting can occur.
Follow these steps to create an account:
1. Type the account number in the Account Number field.
2. Type a description of the account for reference. This field is located to the right of the Account
Number field.
3. Select the account type from the Account Type drop-down list. Account types include:
• Assets
• Liabilities
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Owner's Equity
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Expense
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• Revenue
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• Statistical
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• Allocation
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Note: If you select “Allocation,” you must also enter an allocation for it on the Chart of Accounts
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Allocations form.
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4. Select the date you want the account to become active in the Effective Date field.
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5. Select the date you want the account to become obsolete in the Obsolete Date field.
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6. Click the Control Account check box if the account is a control account.
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7. Select an option from the Unit Codes 1-4 drop-down lists. Unit code 1 is department. Unit code 2
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is a product line. Unit codes 3 and 4 are optional, and can be linked to customers, vendors or
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other objects.
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Options for the Unit Codes fields are:

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• No Access
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• Accessible
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• Required
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8. Click Buying or Selling in the Exchange Rate Type field if the financial entity reports to another
financial entity.
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9. Select the number of the account to which this account reports in the Reports to Acct field.
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10. Select the currency translation method in the Currency Translation Method field.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Accounts receivable (A/R) accounts
The Accounts Receivable Parameters – Accounts, Accounts In Process, and Misc Accounts tabs
specify the default accounts to be used for system-generated invoice distributions. Accounts must exist in
the chart of accounts before they can be assigned for invoice distribution.
To assign accounts receivable accounts for invoice distribution:
1. Select the Accounts tab.
2. Select the default accounts and unit codes to be used for invoice distributions for the following:
• Accounts Receivable
• Sales
The sales account here is only used for manual invoices entered in Accounts
Receivable, not invoices generated from customer orders.
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• Sales Discount
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• Misc Charges
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• Freight
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• Surcharge
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• Draft Receivable
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Sales Non-Inventory - used when invoicing for items not in the inventory
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3. Save the record.
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4. Select the Accounts In Process tab.

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5. Select the default in-process accounts and unit codes to be used for invoice distributions for the
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following:
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• Accounts Receivable In Process

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Sales Discount In Process

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Surcharge In Process
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• Sales Non-Inventory In Process - used when invoicing for items not in the inventory
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6. Save the record.

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7. Select the Misc Accounts tab.

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8. Select the default miscellaneous accounts and unit codes to be used for invoice distributions for
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the following:
• Finance Charges
• Deposit
• Allowance
• Early Pay Discount
• Progressive Billing
• Project Billing
• Deferred Revenue Acct
9. Save the record.

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Accounts tab of the Accounts Receivable Parameters form

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Examples
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Example 1
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Here is an example of a system-generated invoice for $250. Based on account assignments in the
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Accounts Receivable Parameters form (see image above), default distributions would be as follows:
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Invoice Item Amount Account Account Description

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Sales $200.00 40000 Sales

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Miscellaneous Miscellaneous
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$15.00 40600
Charges Revenue
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Freight $35.00 40400 Freight Revenue

Invoice Total $250.00 11000 Accounts Receivable
Example 2
If you are using the customer shipment approval functionality, in-process accounts are used for
distribution when an invoice is generated, prior to approval. Here is an example of a system-generated
invoice for $250 prior to shipment approval. Based on account assignments in the Accounts Receivable
Parameters form (Accounts In Process tab), default distributions would be as follows:
Invoice Item Amount Account Account Description

When the invoice is created:

Sales $250.00 42500 Sales In Process
Accounts Receivable
Invoice Total $250.00 11375
in Process
After shipment is approved and invoice is posted:
Sales $250.00 40000 Sales
Invoice Total $250.00 11000 Accounts Receivable
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Distribution accounts
Distribution accounts are sets of accounts grouped by warehouse and product code.
The Distribution Accounts (Sales/Costs of goods sold (COGS)) form determines which sales and
sales discount accounts will be used when invoicing from a customer order.
Product codes are used to group similar types of items together. Therefore, each product code can have
different sales and sales discount accounts.
To define the distribution accounts (Sales/COGS) for a product code:
1. Select the product code for which you are defining distribution accounts from the list on the left
side of the form.
2. Click Distribution Accounts. The linked Distribution Accounts form displays.
3. Select the Sales tab.
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4. Select the account numbers and unit codes to associate with the product code for the following:
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• Sales - this account appears as the default sales account on the Invoices, Debits, and
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Credit Memos G/L Distribution form
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• Sales Discount
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• Surcharge
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5. Select the Sales In Process tab.
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The in-process account numbers are used if you are using the customer shipment approval
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functionality.
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6. Select the in-process account numbers and unit codes to associate with the product code for the
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following:
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Sales Discount In Process

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Surcharge In Process
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7. Select the COGS tab.

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8. Select the cost of goods sold account numbers and unit codes to associate with the product code
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for the following:

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• COGS Matl – material

• COGS Labor
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• COGS Fovhd – fixed overhead

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• COGS Vovhd – variable overhead

• COGS Outside
9. Select the COGS In Process tab.
functionality.
10. Select the cost of goods sold in-process account numbers and unit codes to associate with the
product code for the following:
• COGS In Process Matl – material
• COGS In Process Labor
• COGS In Process Fovhd – fixed overhead
• COGS In Process Vovhd – variable overhead
• COGS In Process Outside

12. Close the Distribution Accounts form.
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______________________________________________________________________
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End user types
End user types are classifications of customers and are used to specify shipping and invoicing account
distributions for sales, sales discounts, accounts receivable, and costs of goods sold (COGS) accounts.
These invoice distributions will flow to the general ledger and allow you to report sales by customer.
End user types are defined on the End User Types form and can be associated with a customer on the
customer record or customer order.
To define a new end user type:
1. Type a code identifier for the new end user type in the End User Type field.
2. Type a description for the new end user type in the field to the right of the End User Type field.
3. Select the General tab.
4. Select the account numbers and unit codes to associate with the end user type for the following:
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• Accounts Receivable
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Draft Receivable
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• Sales
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Sales Discount
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• Surcharge
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Sales Non-Inventory - used when invoicing for items not in the inventory
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5. Select the General In Process tab. riz
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functionality.
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6. Select the in-process account numbers and unit codes to associate with the end user type for the
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following:
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•
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Accounts Receivable In Process

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• Sales Discount In Process

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• Surcharge In Process
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• Sales Non-Inventory In Process - used when invoicing for items not in the inventory
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7. Select the Cost of Goods Sold tab.

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8. Select the cost of goods sold account numbers and unit codes to associate with the end user type
for the following:
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• COGS Matl – material

• COGS Labor
• COGS Fovhd – fixed overhead
• COGS Vovhd – variable overhead
• COGS Outside
9. Select the COGS In Process tab.
functionality.
10. Select the cost of goods sold in-process account numbers and unit codes to associate with the
end user type for the following:
• COGS In Process Matl – material
• COGS In Process Labor

• COGS In Process Fovhd – fixed overhead
• COGS In Process Vovhd – variable overhead
• COGS In Process Outside
Demo: End user type – invoice distribution accounts

Your instructor will demonstrate how to find end user type invoice distribution accounts.
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Exercise 2.1: End user type – invoice distribution accounts
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In this exercise, you will find the invoice distribution accounts for specified end user types.
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Perform the following tasks:

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a) Find the sales account number that will be used during invoice distribution of an
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invoice for a customer that has been assigned the “Retailer” end user type.
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b) Find the sales discount account number that will be used during invoice distribution of
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an invoice for a customer that has been assigned the “Distributor” end user type.
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Exercise 2.1 steps

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Open the Master Explorer > Modules > Customers > General > Files > End User Types form.
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Select the RETAIL end user type from the grid on the left side of the form.
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Read the account number specified for the Sales account.

Note: Remember to include the unit code as part of the account number.
Select the DSTRB end user type from the grid on the left side of the form.
Read the account number specified for the Sales Discount account.
Note: Remember to include the unit code as part of the account number.

How account distribution works
When customer order invoices are posted, SyteLine will check three different locations for sales and cost
of goods sold general ledger accounts.
In order, those locations are:
a) End User Type records
b) Item Distribution accounts
c) Accounts Receivable Parameters
1 2 3
Invoicing End User Distribution System
Accounts Type Accounts Defaults
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Distribution
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Customer Product
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Receivable
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Record Code
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Parameters
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Order that system retrieves account information for invoice distributions

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During shipping transactions and invoice posting, if an End User Type is specified on the customer order
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or customer record, the system first determines whether valid accounts are available from the End User
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Types form. The system creates invoice distributions with any valid general ledger accounts found there.
If valid accounts are not found or if an End User Type has not been specified for the customer, the
system then checks if the invoiced items have an assigned product code. The product code Distribution
Accounts form is then checked for valid accounts and uses those accounts for distribution.
Finally, if valid accounts are not found or if the invoiced items do not have a product code specified, the
system uses the system default account numbers as specified in the Accounts Receivable Parameters
form.
The system uses this process to retrieve the account numbers that display as the default values on
distribution forms prior to posting. The user can override any of the distribution account numbers by
manually selecting a different account.

Additionally, the user has the option of using the End User Type to collect sales information
by customer type, as well as utilizing a unit code to track product code information at the
same time.
Example
Let’s look at an example of how the system determines which account numbers to use when performing
invoice distributions.
The table below contains sample distribution account numbers for one end user type (Retail), one product
code (FG-100), and accounts receivable parameters.
Accounts Receivable
End User Type: Retail Product Code: FG-100 Parameters
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General Tab Distribution Accounts, Sales Accounts & Misc Accounts
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Accounts Receivable: 11000 3000 Sales: 40000 0001 Accounts Receivable: 11000
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Draft Receivable: ----- Sales Discount: 40450 Sales: 40000
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Sales: 40000 3000 0001 Sales Discount: 40450
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Sales Discount: 40450 3000 Surcharge: ------ Misc Charges: 40600
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Surcharge: ----- Freight: 40400
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Surcharge: -----
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Finance Charges: 26000
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Deposit: 26000
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Allowance: 40100
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Early Pay Discount: 40200

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Consider an invoice that was generated upon shipping of a customer order with this information:
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Order amount: $ 2,175.00

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Freight charges: $ 25.00

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Total invoice amount: $ 2,200.00

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Customer end user type: no end user type specified

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Product code for ordered items: FG-100

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The table below shows the journal entries that were made because of the invoice distributions from the
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customer order above.

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Journal entries
Account Account Account Account
Account Debit Credit Unit 1 Unit 2 Unit 3 Unit 4
40000 0.00 2,175.00 0001
40400 0.00 25.00
11000 2,200.00
The first entry came from the product code sales distribution account because there was no end user type
specified for this customer. Notice the “0001” unit code for that entry. That tells you that the account
number came from the product code sales distribution account.

If the customer had the “Retail” end user type specified, the unit code would have been “3000” as
designated for that end user type. If the “40000” account entry did not have a unit code, that would tell
you that the account number came from the Accounts Receivable Parameters form.
The account numbers for the second and third journal entries both came from the Accounts Receivable
Parameters form. There are not account number entries for freight charges in the end user type or
product code distribution accounts, and because there is no end user type specified for the customer, the
accounts receivable account number came from the Accounts Receivable Parameters form.
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Which forms does SyteLine check to retrieve account numbers for distribution of system-
generated invoices? Select all that apply.
a) Accounts Receivable Parameters form

b) Chart of Accounts form
c) Distribution Accounts form for product code of invoiced items
d) End User Types form for end user type of the invoiced customer
Use the account numbers table and customer order information below to determine which
accounts will be used for invoice distribution.
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a) Account number used for Sales = ______________?
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b) Account number used for Freight charges = ______________?
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c) Account number used for Miscellaneous charges = ______________?
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d) Account number used for Accounts Receivable = ______________?
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Accounts Receivable
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End User Type: Retail Product Code: FG-100riz Parameters
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General Tab Distribution Accounts, Accounts & Misc Accounts

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Sales
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Accounts Receivable: 11000 Sales: 40000 0001 Accounts Receivable: 11000

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3000
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Sales Discount: 40450 Sales: 40000

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Sales: 40000 3000 0001

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Sales Discount: 40450

Sales Discount: 40450 3000
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Misc Charges: 40600

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Freight: 40400
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Finance Charges: 26000

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Deposit: 26000
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Allowance: 40100
Early Pay Discount: 40200
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Customer order information:

Order amount: $ 6,250.00
Freight charges: $ 50.00
Miscellaneous charges: $ 38.00
Total invoice amount: $ 6,338.00
Customer end user type: Retail
Product code for ordered items: FG-100

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Lesson 3: Customer records and
customer orders
Estimated time
1 hour
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Learning objectives
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• Describe the process for creating a customer record.
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• List the steps to set up multiple ship-to locations for a customer.
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• Explain how interactions with a customer are recorded.
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• List the steps for shipping customer orders. riz
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Topics
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• Introduction
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Creating a basic customer record

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• Setting up multiple ship-to locations

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•
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Other Customers form tabs

• Recording customer interactions
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o Interaction topics
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• Customer order shipping

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48 Lesson 3: Customer records and customer orders

Introduction
Why are customer records needed?
You must enter a customer record for each of your customers. An order cannot be entered in without a
customer. This record maintains detailed information for the customer and is used throughout the system.
The Customers form accesses all the relevant information for storing basic customer data, tracking what
customers buy from your company and what they owe you.
In this lesson, you will learn how to add or edit customer shipping locations. You will also learn about
other various types of information contained in the tabs on the customer record and will create a full
customer record that contains credit information, contact information for ordering and shipping, shipping
information, and corporate customer information.
Finally, you will learn how to ship customer orders.
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Creating a basic customer record
The Customers form stores all the relevant information for basic customer data, tracking what customers
buy from the company, and what customers owe. It also shows how much a customer has purchased
from the company during the current year and the previous year.
You must set up a customer record for each customer. This record maintains detailed information for the
customer, and this information is accessed throughout the system. You can indicate whether this record
shows up in drop-down list fields.
You can set up a customer record so that a customer can have one billing address and multiple shipping
locations.
To create a new customer record:
1. Do one of the following in the Customer field:
• To define your own customer identifier, enter the alphanumeric character string to use.
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• To allow the system to generate the customer identifier, using the Customer Prefix defined on
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the Accounts Receivable Parameters form, leave the field blank.
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The green checkmark symbol that appears in the top-right corner of the form indicates that
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this customer is not on credit hold. If you were to put this customer on credit hold, a red
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exclamation point symbol will appear in this position on the form.
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2. Type the customer's billing address information in the address fields.

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3. To further define the customer's billing information such as the customer's language, currency
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code, and bank information on the form, enter the appropriate data in the fields. Refer to the
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header fields table below for descriptions of the various fields.

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4. Select Save to save the initial record.

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Customers form - Header fields

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Customer Unique alphanumeric customer If you do not specify a number

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identifier here, the system assigns the next

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unique customer number

available when you save the
record.
(Customer Name) Name of the customer
Address (1-4) Billing address of the customer
City City of the customer
Prov/St Province/State of the customer
Postal/ZIP Postal code of the customer
County County of the customer
Country Country of the customer

EU Code European Union code of the EU codes are defined in the
customer Countries form.
Corporate Cust Customer number of the parent The customer to be the
company, if customer is a designated corporate customer is
subordinate company selected on the Corporate
Customer tab.
(Corporate Name corresponding to the
Customer number entered in the Corporate
Description) Customer field
Language Language code of the customer
Currency Currency code used by the
customer
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Bank Code Bank code for the customer The bank code refers to the
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default bank account in which the
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customer's checks are deposited.
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Customer Bank Bank where customer payments
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will be deposited
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Type Customer type from types set up Examples: the customer type can
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on the Customer Types form. be used to specify discounts or to

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filter on certain customers when
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printing Sales Analysis reports.

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You may want to set up different

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types to determine if a customer is

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active or inactive. The Type field

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can be used to determine the

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territory the customer is in and to

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print Sales Analysis reports by

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territory.
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Setting up multiple ship-to locations
You can set up a customer record so that a customer can have one billing address and multiple shipping
locations. Up to 9999 different addresses can be entered for this customer to define secondary addresses
for shipping purposes.
1. To add shipping locations for a customer:
2. On the Customers form, select the Ship To tab.
3. Click the Ship Tos button located at the bottom of the tab.
4. The Customer Ship Tos form opens.
5. Enter a number or leave the field blank to accept the next available sequential number in the
Ship To field.
This number is used on the Customer Order Lines form when you are specifying a drop-ship-to
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location.
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6. Enter the shipping address information for the new ship-to location in the Address tab.
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7. Select the Codes tab. This tab will also hold the default data for the customer warehouse, ship
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via codes, salesperson, and tax codes.
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8. Enter or select appropriate information in the fields. For more information, see the field
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descriptions in the table below.
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9. Select the Sales Contacts tab. This tab will contain the customer sales contact information for
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this ship-to location.
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10. Enter or select appropriate information in the fields.

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11. Select Save to save the ship-to location.

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12. Close the form after you are finished adding ship-to locations to return to the Customers form.
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13. Select the default ship to number to define an address as the default ship to address on the
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Customers form.
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Customer Ship Tos form – Codes tab fields

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Ship Site The ship site indicates the site that On customer orders the ship site
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normally ships goods to the customer. defaults from the Customers form;
however, you can overwrite the
ship site.
Whse Enter the warehouse from which the If selected, this warehouse
customer order is to be shipped. This becomes the default warehouse
is an optional field. on customer orders.
Ship Via Enter or select the ship via code used The ship via code is used to
by this customer. identify the preferred shipping
method of this customer.
(Ship Via Displays the description of the
Description) selected Ship Via code.

Ship Early Select the check box to indicate early
shipments are acceptable. Clearing
the check box indicates early
shipments are not permitted.
Ship Partial Select the check box to indicate When performing shipping
partial shipments are acceptable. transactions, the customer's
Clearing the check box indicates default records for Ship Early and
partial shipments are not permitted. Ship Partial will display. However,
these are only visual aids for the
user.
The only time a Ship Early/Partial
= “No” will prevent shipping
transactions is if the Order Pick
List is generated and Post
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Material Issues is set to “Yes.”
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The shipping transactions will not
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be created.
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Show in Drop- Selecting the Show in Drop-Down After clearing this check box and
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Down Lists Lists check box indicates that the designating the ship-to address as
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customer's ship-to address is not available, the address'
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available for selection on the sequence number will not display
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customer Ship To fields. in the ship-to field drop-down lists

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on other forms. However, a valid

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address sequence number can be

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manually entered.
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Salesperson Enter the code that represents the If salespersons are not being
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salesperson that is responsible for used, leave this field blank.

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this customer.
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Language If this Ship To Customer uses a The system uses this code to
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foreign language, select the code for determine what language to print
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that language. customer invoices and reports.

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Currency The currency code and description for

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the current customer displays.

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Export Type Select the export type to associate This field is enabled when the
with the customer. Options include: Track Tax Free Imported Materials
• Direct - The company sells the check box is selected on the
product directly to a foreign Inventory Parameters form.
customer.
• Indirect - Tax-free imported
materials can be shipped to this
customer to be included in a final
assembly that is being exported
back to the original country.
• Non-Export - The company sells to
a local customer and in return
issues an Export Certificate that
states that the company will use this
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product as a raw material or
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assembly and will sell the finished
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good to a foreign customer.
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Tax Code 1, 2 These fields display the user-defined
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tax codes entered on the Tax
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(and Description)
Systems form.
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Fed ID Enter the federal identification number The values for this field are
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for the ship to customer. defined on the Tax Systems form.

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Branch ID Enter the branch ID (if any). This field is activated only when
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the Activate EU Reporting check

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box is selected on the General

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Parameters form.
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Customer Ship Tos form – DIFOT tab

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DIFOT is described in detail in the Customer Service/Order Entry course.

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Other Customers form tabs
The remaining tabs on the Customers form contain a variety of information about the customer. The
other tabs on the Customers form are:
• Credit tab
• Contacts tab
• Codes tab
• Payment History tab
• Corporate Customer tab
• Taxes tab
• EU VAT tab
• Revision/Pay tab
• CRM tab
• Interactions tab
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Descriptions of the type of information contained in these tabs are provided below. Not every field on
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every tab will be described in this lesson. The fields and tabs that are most commonly used will be
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addressed. For more information on any of the fields, place your cursor over the field, right-click and
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select Help from the drop-down list.
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Select a tab on the Customers form to view or update information as needed. Remember to save the
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record after making any changes.
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Credit tab
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The Customers form - Credit tab stores all relative credit information pertaining to the customer to
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include sales and payment information.

On this tab, you can define the amount of credit extended to the customer. When you add a new
customer order, if that order total exceeds this credit limit, the system displays a warning message (which
you can override).
You can also put the customer on credit hold, which blocks any shipping transactions for this customer.
Customers form – Credit tab fields (partial)

Credit Limit The amount of credit extended to When adding a new customer order, if
the customer. an order is placed that will exceed the
amount of available credit, the system
displays an informational message

warning the user of the exceeded credit
limit. The message can be overridden.
Order Credit The amount of credit extended to If you enter an amount that is greater
Limit the customer per order. The order than the total available credit for the
credit limit must be less than, or customer, an error displays and the
equal to, the total credit available record is not saved.
for the selected customer.
Credit Hold Select this check box to place the Whenever a customer record is open
current customer on credit hold. throughout the system, if a customer is
When a customer is placed on on credit hold, a large red exclamation
credit hold, no shipments can be point displays.
made to that customer. If a customer is not on credit hold, a
Clear this check box to remove large green checkmark displays.
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the credit hold for a customer. See the image below.
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Reason If you place a customer on credit
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hold, you must select a reason
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from the Reason drop-down list.
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Icon next to customer name indicates credit hold status

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Individual orders can also be placed on hold based on the order credit hold criteria
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specified. More information on this can be found in Appendix B.

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Contacts tab
Specify the names and contact information for order and billing communications with this customer.
The Order Contact field is used on order verification documents. The Billing Contact field is used on
accounts receivable documents such as customer statements.
You can also enter a URL address for a customer website.
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Codes tab
This tab includes information about invoicing, pricing, and expense account options.
For more information, see the field descriptions below.
Customers form – Codes tab fields (partial)

Print Packing The value for this check box is taken
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Slip on Invoice from the Order Entry Parameters
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form. Select this check box if you want
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to print packing slips on invoices for
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this customer, otherwise clear this
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check box.
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One Invoice per Select this check box if you want the This field is enabled when you
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Packing Slip system to only include one packing select the Print Packing Slip On
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slip number on an invoice. Invoice check box.

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Include Tax in Select this check box if you want the

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Price customer order to include tax in the

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price of the items.

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Show in Drop- Select the Show in Drop-Down Lists

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Down Lists check box to indicate that the

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customer is available for selection on

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customer-related fields.
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Shipment Select this check box to indicate that

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Approval order shipments for this customer

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Required require approval and posting

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procedures before they can be

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invoiced.
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Price Code and A price code is set up on the

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(Description) Customer/Item Cross Reference that

this customer will utilize as a default.
The price code can be overridden at
the Order Maintenance line item level.
End User Type Using this field in conjunction with the
and (Description) End User Types form allows the user
to alter the categories in which sales
and cost of goods sold will be
recorded.

Payment History tab
The Payment History tab displays information regarding the sales and payment history of the customer.
Many of the fields are display-only but you can manually update the fields on the left-hand side of the
form. Enter the initial amounts for the sales and payment history for this customer. You only need to do
this when you initially set up the customer.
The system maintains most of the fields through normal day-to-day transactions such as invoice and
payment posting. The Balance Outstanding and Days Outstanding fields are updated by running the
Accounts Receivable Monthly Balance utility, a utility that should be run as part of the month-end
procedures.
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Corporate Customer tab

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This tab allows you to create relationships between one customer, called the corporate customer, and
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one or more other customers, called subordinate customers.

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In the Corporate Cust field, if you select this current customer's customer number, you are specifying
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this customer as the "corporate customer." If you select another customer number in this field, you are
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specifying this current customer as the "subordinate customer" (that is, subordinate to the customer you
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specify in the Corporate Cust field).

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Only the customer that you specify as the "corporate customer" appears on the Bill To tab. This allows
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you to apply a single payment across multiple subordinate customer invoices. By selecting the Corp.
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Credit field, you can use the corporate customer's credit values for credit limit processing, or clear this
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field to use the subordinate customer's credit values.

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For more information, see the field descriptions below.

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Customers form – Corporate Customer tab fields

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Corporate Select this check box if you want the
Address corporate address to print on invoices,
debit memos, or credit memos.
Corporate Select this check box if you want to If the field is cleared, the system
Credit use corporate credit for credit limit will use the subordinate customer
processing. credit for credit limit processing.
Clear this check box if you do not want
to use corporate credit for credit limit
processing.

Corporate This field allows you to enter the If the Corporate Customer is
Customer number of a corporate customer for the blank, the current customer record
subordinate customer displayed in the has no corporate customer.
Customer field in the header. If the current customer is neither a
When you enter a customer number in corporate customer nor a
this field, the system displays the name subordinate customer, this field is
and address of that customer in the blank.
box below.
Taxes tab
This tab displays the customer’s taxes information and federal identification number. Most of the fields on
the tab contain default information from the Tax Systems and Tax Codes forms.
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EU VAT tab
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The information in this tab is used for customers in the European Union (EU). Refer to field-level help for
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more information on the use of these fields.
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Revision/Pay tab
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The Revision/Pay tab on the Customers form allows you to define revision and pay days for invoice
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validation and payments.

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The revision day specifies the day when the invoice is sent to the customers.
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The pay day specifies the day payment can be collected (after the invoice due date has been reached).
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CRM tab
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Customer relationship management (CRM) is a model for managing a company’s interactions with current
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and future customers.

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The CRM tab allows you to assign a territory to a customer, enter the Standard Industrial Classification
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(SIC) code, and list the revenue and number of employees. You can also cross-reference sales contacts
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to the customer. The Sales Contacts grid displays information about sales contacts assigned to the
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customer.
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The information on this tab is outside the scope of this course. CRM is covered in detail in the CRM
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course.
Interactions tab
This tab contains the recorded interactions with the customer. You can review information about an
interaction by selecting an interaction entry, but you cannot add, modify, or delete interactions on this tab.
The information comes from the Customer Interactions form.
Information on how to keep records of customer interactions is presented in the next topic.
Currency Codes tab

On the Customer Currency Codes tab, you can specify multiple currency codes to associate with a
selected customer. Any currency added can then be selected on transactions that support multiple

currencies for the customer. The customer default currency is included in the list by default and cannot be
deleted.
Demo: Full customer record

Your instructor will demonstrate how to create a new full customer record.
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Exercise 3.1: Full customer record
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In this exercise, you will create a new full customer record.
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1. Create a new, full account using the following details:
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We are pleased to announce that Jay Richards is finalizing the last-minute details on a
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rather impressive sales deal. Within the next week, Jay will be closing an order with
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Desert Trail Bikes, located in Montana. In preparation, we must set up a new customer
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record for Desert Trails.

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2. Their address information is as follows:

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Desert Trail Bikes

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18 Main Street
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Whitefish, MT 76421
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Phone: 406-432-9999
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3. UPS is the primary method of shipment. Early shipments will be permitted, but not partial
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shipments. In case of shipping problems, contact Allen Alden at (406) 555 - 8960.
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4. The statement cycle is monthly, their credit limit is $75,000 with an order credit limit of
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$5,000, and bank code is BK1. We will offer Desert Trails our billing terms of 2%. Mike
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Smith is Jay's main ordering contact. He can be reached at (406) 555 - 1254. The fax
number is (406) 556 - 4449.
5. Desert Trails is a subsidiary of Gilmore Two Wheelers. Desert Trails will be utilized and
invoices will be mailed to the parent company.
6. Bill To is Desert Trails Bikes
7. Corporate Customer is Gilmore Two Wheelers
8. Corporate Address is Yes
9. Corporate Credit is No

Exercise 3.1 steps
Part 1: Create a new customer
1. Click Master Explorer > Modules > Customer > General > Customers. The Customers (Filter In
Place) form opens.
For CloudSuite Business, select Master Explorer > Roles> Customer Service >
Customer > Customers
2. Run Filter In Place.

3. Add a new record.
4. Type Desert Trail Bikes in the field to the right of the Customer field.
5. Type 18 Main Street in the Address (1) field.
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6. Type Whitefish in the City field.
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7. Select MT-Montana from the Prov/State drop-down list.
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8. Type 76421 in the Postal/ZIP field.
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9. Select BK1-Universal Savings from the Bank Code drop-down list.
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Part 2: Add contact information, ship via and salesperson to Ship Tos
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1. Click Ship Tos located at the bottom of the Ship To tab. The Customer Ship–Tos (Linked) form
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opens.
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2. Type Allen Alden in the Contact field.

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3. Type 406-555-8960 in the Phone field.

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4. Select the Codes tab.

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5. Select UPS-United Parcel from the Ship Via drop-down list.

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6. Clear the Ship Partial check box.

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7. Select the Ship Early check box.

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8. Select JAR-Jay Richards from the Salesperson drop-down list.

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9. Save the record.

10. Close the form.
Part 3: Add credit limits, statement cycle and terms

1. Select the Credit tab.
2. Type 75000 in the Credit Limit field.
3. Type 5000 in the Order Credit Limit field.
4. Select Monthly from the Statement Cycle drop-down list.
5. Select 2%-2/10 Net 30M from the Terms drop-down list.

6. Save the record.
Part 4: Add order contact information and corporate customer

1. Select the Contacts tab.
2. Type Mike Smith in the Order Contact field
3. Type 406-555-1254 in the Phone field.
4. Type 406-556-4449 in the Fax field.
5. Save the record.
6. Select the Corporate Customer tab.
7. Select the Corporate Address check box.
8. Select 4-Gilmore Two Wheelers from the Corporate Cust. drop-down list.
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9. Save the record.
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Recording customer interactions
Use the Customer Interactions form to record and track all communication between you and your
customers, including date, time, and contact information. You also can use this form to reply directly to
incoming messages from the Customer Portal.
Example: A customer was contacted regarding payment. The customer explained that the check was in
the mail. This information could be entered in the Customer Interaction form along with a follow-up date.
To log a new customer interaction:
1. Open the desired customer record.
2. Click Interactions. The Customer Interactions form opens.
3. Type a unique number in the Interaction field or leave it blank to allow the system to assign the
interaction number.
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4. Select a topic for the interaction from the drop-down list. See the next topic in this lesson to learn
about interaction topics.
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5. The Interaction Date field contains the system date and time by default, but you can change it as
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necessary.
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6. Specify the date by which to follow up with the contact person in the Follow-Up Date field.
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7. Do the following in the Interactions grid on the Conversations tab:
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If this interaction is for internal use only, select the Internal check box. The note will not be
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communicated to the customer.
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If you are logging information received from the customer by phone or other means, and you
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want the customer to get an email notification that this information has been recorded, select
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the Incoming check box.

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For a customer to receive email notifications, they must be subscribed to alert

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notifications or have a customer portal established.

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8. Enter your name in the Entry Name field or accept the default of the current user. The name
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entered is used as a sort option on reports.

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9. Select the type of interaction from the Type drop-down list.

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10. Select the Alert Subscribers check box if subscribers should be notified of the interaction.
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11. Type relevant information in the notes box.

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12. On the General tab, you can review default information about the selected customer and change
the contact name and phone number as necessary for the current interaction record. You also
can enter sales contact, salesperson, and reference information as appropriate for this record.
Save the record.
If you set up a Customer Portal and have not specified Internal for this record, it is published to
the Customer Portal for the customer to review. The customer may also receive an email
notification with the information.
If you selected Email as the interaction type, then enter the email information in the fields at the
bottom of the Conversations tab:
Type an email address in the To field or select an email address from the drop-down list to
the right of the To field and click Add E-mail address.
If desired, type an email address in the Cc field or select an email address from the drop-
down list to the right of the Cc field and click Add E-mail Address.
Type a subject in the Subject field.
Type the text of the email in the Message field.
To include the text from the interaction notes field, select the Include Interaction Text check
box.
To attach a file to the email, select the Send Email Attachments check box. Additionally,
select the Send Internal Email Attachments if the attachment is an internal document.
Save the record.
Click Send E-mail.
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Interaction topics
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The Interaction Topics form controls what is available in the Topic field on the Customer Interactions
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and other interaction forms.
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To add an interaction topic:

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Open the Master Explorer > Codes > Interaction Topics form.
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Select Customer from the Interaction Type drop-down list.

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Type a unique Topic ID in the Topic field.

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Type a description for the new topic in the field to the right of the Topic field.
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Save the record.

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______________________________________________________________________
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What does the symbol to the right of the customer name in the image above signify?
How is the symbol removed?
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When creating a new customer record, how do you allow the system to automatically
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assign a customer identifier?

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How do you access the form to add additional shipping locations for a customer?
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Under which of the following conditions will the system prevent you from shipping customer
orders?
a) The package carrier drivers are on union strike

b) The ship to location for the delivery cannot be verified
c) A packing slip for the order was not created
d) Either the customer or the customer order has been placed on credit hold
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Lesson 4: Invoice, debit, and credit
memo processing
Estimated time
2 hours
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Learning objectives
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• Determine customer orders requiring invoicing.
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• Describe the process to generate an invoice for customer orders.
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• Identify the steps to record invoices in A/R.
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List the steps to perform invoice distribution manually.

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List the reasons for using a price adjustments invoice.

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• Describe the invoice posting process.

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Topics
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• Introduction
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• Generating invoices for customer orders

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o To Be Invoiced Report
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o Adding freight and miscellaneous charges to an order

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o Order Invoicing/Credit Memo form

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•
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Recording invoices, debits, and credit memos in A/R

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o Invoices, Debit and Credit Memos form

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Distributing invoices
o Entering distributions
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o Distributing invoices automatically

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o Distributing invoices manually

• Creating a price adjustment invoice
• Posting invoices, debits, and credit memos
o Generating the Invoice Transaction Report
o Invoice posting activity
o What happens during posting
68 Lesson 4: Invoice, debit, and credit memo processing

Introduction
Why different invoicing methods are used
Depending on the circumstance the system allows for different types of invoicing. The most common type
of invoicing is done when you have a customer order, The system requires you ship the order and then
you can invoice it. Another way to invoice is manual invoice if you do not have a customer order. The
price adjustment invoice is used after invoicing if the wrong price was on the invoice or if a discount was
forgotten. You can link the price adjustment to the original invoice.
Accounts receivable (A/R) is the process you use to invoice customers for services you rendered or
goods you provided to them. You also use A/R to process customer payments and track discrepancies.
A/R is closely linked to Customer Service, where you enter orders and track customer interaction.
In this lesson, we will look at the invoicing side of A/R. You will learn how invoices and credit memos are
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generated from customer sales and returns of inventoried items, and how to enter invoices, debit memos
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and credit memos manually.
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As these transactions are entered into the system, their amounts must be distributed to G/L accounts.
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You will learn how to initiate automatic distributions as well as how to perform these distributions
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manually.
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At times adjustments to amounts on invoices that have already been created may be required.
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Instructions on creating price adjustment invoices will also be presented in the lesson.
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After all transaction distributions are completed, posting of invoices, debit memos, and credit memos is
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performed to create any open items and to update the G/L journal and customer records. Instructions on
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the posting procedure will conclude this lesson.

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Generating invoices for customer orders
After the shipping transaction for a customer order has been completed, the order invoice can be
produced. Invoicing applies to orders entered through the Customer Orders form.
You must enter a ship transaction before invoicing an order.
Invoicing involves determining which customer orders have order lines/releases that are shipped but not
yet invoiced, adding any necessary non-inventory charges such as freight, processing the invoice, and
printing the invoice.
To Be Invoiced Report
The To Be Invoiced Report lists all orders and their lines/releases for the orders that are ready to be
invoiced. The items for the orders listed are shipped but not yet invoiced.
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This report displays the order line/release number, salesperson, line/release status, and the items on the
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order that need to be invoiced. The quantities ordered, shipped, invoiced, “to invoice” and “to credit” are
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also displayed. The orders display in order number sequence.
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For each customer order, the report can show the invoice sequence range that will be selected when
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each invoice is generated. You must select Show Detail to display the starting and ending numbers of
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the sequence on the third line of data in the report. If no valid invoice sequence exists for that customer,
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or if more than one valid sequence is found, an error message displays.
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To generate the To Be Invoiced Report:

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Select the various print options for the report.

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Filter the orders that will be shown on the report by selecting starting and ending ranges of one or
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more of the following:

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• Customer Order
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Salesperson
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Customer
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Order Date
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• Customer PO
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• Item
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• Customer Item
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Due Date
• Last Ship Date
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Click Preview.
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Click Print when satisfied with report output.

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Example To Be Invoiced Report

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Adding freight and miscellaneous charges to an order

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The Customer Orders form – Amounts tab displays all the non-inventory charges that have been applied
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to a particular customer order.

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Upon invoicing, the system zeroes out the prepaid amount, miscellaneous charges, sales tax, and freight
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fields on the Amounts tab and adds the values that were in those fields to the amounts in the
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Accumulated charges fields. This function is performed to ensure that the non-inventory charges will not
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be duplicated on a second invoice.

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You may need to check that all necessary non-inventory charges have been applied to the customer
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order before creating an invoice for that order.

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To add non-inventory charges to a customer order:

1. Select a customer record from the customer list in the left panel to open that customer record.
2. Click Customer Orders to open the Customer Orders form.
3. Select the order that you are preparing to invoice from the grid on the left side of the form.
4. Select the Amounts tab.
5. Type numeric values as needed into the Prepaid, Freight, and Misc Charges fields.
6. Save the record.

Freight charges can be applied to an order or modified from three places:
a) Customer Orders form, Amounts tab (other non-inventory charges can be added
here also)
b) Order Shipping form by selecting System > Actions > Edit Freight Charges.
c) Order Shipping form by right-clicking the form and selecting Edit Freight Charges
from the pop-up menu.
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Order Invoicing/Credit Memo form
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The Order Invoicing/Credit Memo form allows the user to select the invoices or credit memos that
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should be printed.
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When the Process button is clicked, the system generates the paper copy of the invoice or credit memo,
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and sends a copy of the invoice record in the Accounts Receivable Invoicing form for review before
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posting to the A/R distribution journal.

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Be sure miscellaneous and freight charges are entered on the Customer Orders form, Amounts tab as
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described in the previous topic before posting the invoice.

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To create an invoice for items in a customer order:

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Select Invoice from the Invoices or Credit Memos drop-down list.

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Note: To print an invoice, items must have been previously shipped and the order lines must not
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be on invoice hold.
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Filter the orders that will be invoiced by selecting starting and ending ranges of one or more of the
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following:
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• Customer
• Order Line/Release
• Last Ship Date
• Packing Slip
Select the various print options for the invoice.
Click System > Actions > View Amounts to preview the invoice and view the total amount that
will be processed.
When satisfied with the invoice amounts, click Process.
Click OK to the notification message, “[Print Order Invoicing/Credit Memo] will be performed.”
Click OK to the notification message, “Report Submitted.”
Upon processing the customer order invoice, the system performs the following functions:

• Computes the invoice amounts
• Updates the customer sales and invoicing fields
• Calculates a commission due amount
• Posts the invoice to invoice history
• Creates accounts receivable invoice transactions
• Prints the invoice
Demo: Customer order invoicing

Your instructor will demonstrate how to generate a customer order invoice.
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Exercise 4.1: Customer order invoicing

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In this exercise, you will generate a customer order invoice which is for a customer order
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that has already been shipped.

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The order is for customer 2 Price Brothers Dept Store and was previously shipped. You
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should also generate an invoice for that order.

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Note: You may first want to review the To Be Invoiced Report to ensure all the information is
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Exercise 4.1 steps

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Part 1: Run the To Be Invoiced Report

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1. Click Master Explorer > Modules > Customer > Order Entry > Reports > To Be Invoiced Report.
The To Be Invoiced Report form opens.
For CloudSuite Business, click Master Explorer > Roles> Customer Service >
Order Entry > Reports > To Be Invoiced Report
2. Select the Show Detail check box.

3. Click Preview.
4. View report output in the Report Viewer form.
5. Close the Report Viewer.
6. Close the To Be Invoiced Report form.

Part 2: Generate invoice
1. Click Master Explorer > Modules > Customer > Order Entry > Activities > Order Invoicing/Credit
Memo. The Order Invoicing/Credit Memo form opens.
Order Entry > Activities > Order Invoicing/Credit Memo
2. Select 2-Price Brothers Dept Store from the Starting Customer drop-down list.
3. Click Process. A dialog box opens with the message, “[Print Order Invoicing/Credit Memo] will be
performed.”
4. Click OK. A dialog box opens with the message, “Report Submitted.”
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5. Click OK again.
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6. Close the Order Invoicing/Credit Memo form.
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Recording invoices, debits, and credit memos in A/R
Invoices, credit and debit memos are manually entered in the Invoices, Debit and Credit Memos form if
the accounts receivable transaction is not associated with a customer order or the return of inventory.
However, this same form also holds invoices created from customer orders. All invoices, those associated
with customer orders and those created manually reside in this form until posted to the accounts
receivable distribution journal.
Invoices, Debit and Credit Memos form

Use this form, which is part of the accounts receivable system, to enter only those invoices, debit memos,
and credit memos that do not result from the sale or return of inventory items.
Toadd a new manual invoice or verify/edit existing invoices:
1. Select a customer from the Customer drop-down list for an existing invoice.
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2. Complete, edit, or verify fields on the form using the descriptions in the table below as references.
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3. Save the record.
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Invoices, Debit and Credit Memos form field descriptions (partial)
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Customer Type or select the customer number for the
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invoice/credit/debit.
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Type Select the type of transaction: Invoice: the amount the

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• Invoice customer owes

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• Credit Memo Credit Memo: decreases the

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• Debit Memo amount the customer owes

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Debit Memo: increases the

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amount the customer owes

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Number Type the number of the invoice, credit, or Leave this field blank to allow
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debit memo number. the system to automatically

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assign a number.
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Apply to This field activates if debit memo or credit

Invoice memo is selected in the Type field.
Enter/select one of the following:
• Select the number of the invoice you are
applying the transaction against.
• Type 0 to create an open debit or credit
against this customer's account.
• Type -1 to apply the debit or a credit to a
finance charge for the customer.
Date Date of the transaction. Defaults to today’s date but

can be changed.

Due Date Calculated automatically based on the terms

and the type of transaction.
Posted from This check box is automatically selected if This check box is not selected
Order the invoice was added as part of the posting if the invoice is added through
process from customer order entry. the Invoices, Debit and Credit
Memos form.
Terms Terms default from the customer record but

can be changed.
Amount Type the amount of the transaction as a The amount should be entered
positive value. in the domestic currency.
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During the post process, the system adds This amount should not reflect
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this amount to or subtracts it from the any discount earned,
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customer's balance, based on the miscellaneous charges, sales
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transaction type. tax, or freight.
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Freight Type the freight amount for this transaction. Typically, it is posted to a G/L
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Freight account.
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This amount is not included in the invoice
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amount or miscellaneous charges.
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Misc Charges Type the amount of any miscellaneous This amount should include
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charges for this transaction. only those charges that are not
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This amount is included in the total invoice usually part of the price of the
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amount, but it is not part of the actual sales product or service.

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amount. Miscellaneous charges are

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usually distributed to a different

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G/L account than the invoice

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sales amount.
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An example of a miscellaneous
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charge is a rush charge for

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shipping an item before its

scheduled release date.
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A/R Account The number of the accounts receivable The A/R account defaults from
account to which the transaction will be or the Accounts Receivable
has been posted displays (whichever is Parameters form, but you can
applicable). select a different account
number, if necessary.

G/L Reference Type a reference for the transaction. This Once this transaction is posted
information is posted to the G/L as part of the to G/L, this reference is the
G/L Journal Transaction. best way to determine the
The default values depend on the type of source of this G/L Journal
transaction. Transaction.
The table below shows the
possible transaction types,
invoice types, and
corresponding default G/L
Reference values.
Transaction Type Apply to Invoice Default G/L Reference Value
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Invoice ARI (Invoice)
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Debit Memo 0 ARD Open
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-1 ARD FIN CHG
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Other than 0 or -1 ARD (Invoice)
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Credit Memo 0 ARC Open
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-1 ARC FIN CHG

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Other than 0 or -1 ARC (Invoice)

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Description Type an additional descriptive reference for You can overwrite the default
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the transaction. It is posted with the invoice, entry with any description that
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debit, or credit record. This field has different helps identify the type of
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default values, depending on the type of transaction entered.

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transaction:
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• Invoice number
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• "Debit Memo" and number

• "Credit Memo" and number
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Tax Code The Tax Code defaults from the customer

record but can be changed.
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Demo: Manual A/R invoicing
Your instructor will demonstrate how to create a manual invoice.
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Exercise 4.2: Manual A/R invoicing
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In this exercise, you will create a manual invoice.
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Progressive Industries sent out a service person to perform maintenance on a couple of our
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1. Create a manual invoice with the following attributes so that we are paid for the service:
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• The type is invoice.

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• Let the invoice number default to the system-assigned number.

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• The Terms Code should be N30 and the Tax Code is NT.
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• The total amount is $300.00.

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2. Add a note to the invoice referencing the type of service and description of work performed.
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3. Automatically distribute the invoice.

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Exercise 4.2 steps

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1. Click Master Explorer > Modules > Finance > Accounts Receivable > Invoices, Debit, and
Credit Memos. The Invoices, Debit, and Credit Memos (Filter In Place) form opens.
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For CloudSuite Business, click Master Explorer > Roles> Accounts Receivable >
Invoices, Debit, and Credit Memos

4. Select 19-H.H. Squash from the Customer drop-down list. Default values from the customer record
will populate some of the fields on this form.
5. Select Invoice from the Type drop-down list.
6. Leave the Number field blank to allow the system to assign the invoice number.
7. Confirm the value in the Terms Code field is N30.
8. Type 300 into the Amount field.
9. Confirm the value in the Tax Code field is NT.
10. Save the record. The system-assigned invoice number and the default account numbers display on
the form.
11. Select Actions > Notes for Current. The Object Notes (Linked) form opens.
12. Type Note into the Subject field on the Object Notes form.
13. Type Sent a service person to perform maintenance in the Note field.
15. Select Actions > Generate Distributions. A dialog box opens with the message, “[Generate
Distributions] will be performed.
16. Click OK. A dialog box opens with the message, “[A/R Invoice Distribution] was successful.”
17. Click OK again.
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Distributing invoices
Invoices, debt and credit memos created from customer orders have invoice distributions automatically
created when they are printed in the order entry module, but invoices manually added in accounts
receivable do not. Therefore, the distributions must be created.
Invoices, debit and credit memos must have general ledger invoice distributions created before they can
be posted to the A/R Distribution Journal. Creating distributions ensures that both sides (debit and credit)
of the accounting entry are created and it gives you the option to update any general ledger accounts
before posting.
The system posts only balanced entries to the general ledger journals. It posts one side to the A/R
account set up for the invoice and the other side from the distributions entered at this form. Therefore, the
amount distributed for any transaction must equal the total amount for the invoice. If not, the system
detects these errors when it posts the transactions, and cancels the posting.
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Entering distributions
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The system creates distributions automatically for invoices or credit memos that were generated from
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customer order entry.
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In the Invoices, Debits, and Credit Memos form, invoices that were added as part of the posting process
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from customer order entry will have the Posted from Order check box automatically selected.
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To create accounts receivable invoice distributions, you have three options:
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1. Manually add the distributions.

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2. Use the Generate Distributions activity. This option automatically creates the distributions using
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the default general ledger accounts from the Accounts Receivable Parameters form and in the tax
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files.
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3. Do not generate distributions, but allow the system to create them upon posting. This is OK if you
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do not want the option to update any general ledger accounts prior to posting to the A/R
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Distribution Journal.
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Distributing invoices automatically

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1. On the Invoices, Debit and Credit Memos or Invoices, Debit and Credit Memos G/L
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Distribution form, select the record for the invoice you want to distribute.
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2. Click System > Actions > Generate Distributions.

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3. Alternatively, you can click Generate Distribution.

Note: The default G/L accounts from the Accounts Receivable Parameters form and the
customer's tax code are used. A message displays when the process is complete.
Distributing invoices manually

Use the A/R Invoice, Debit and Credit Memo G/L Distribution form to manually distribute the amount
of a transaction to the correct G/L Chart of Accounts.
To distribute invoices manually:
Click Master Explorer > Modules > Finance > Accounts Receivable > Invoices, Debit and
Credit Memos G/L Distribution form.
Note: You can also click the Distribution button on the Invoices, Debit and Credit Memos form.

Add a new record.
Select the customer for which you are adding a distribution.
Select the number of the invoice you are distributing.
In the Dist Seq field, accept the default, which is the next available sequence number.
This number is used to order the distributions.
Select the tax system for the distribution from the Tax System drop-down list; or, for a non-tax
distribution, leave this field blank.
Type the amount of the distribution in the Dist Amount field.
Select the account to which the distribution amount is to be posted from the Account drop-down
list.
Save the record.
To continue adding distributions until the Total Remaining field is 0 (zero), repeat these steps as
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necessary.
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Demo: Invoice processing and distribution
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Your instructor will demonstrate how to create, process, and distribute an A/R invoice.
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Exercise 4.3: Invoice processing and distribution

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In this exercise, you will create, process, and distribute an A/R invoice.
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Create an invoice for Desert Trails Bikes in the Invoice, Debit, and Credit Memos form.
(Invoices will typically be entered through order entry because of a customer order. We are
not going to add a customer order today. Instead, we will be adding the invoice directly
through this form).
The following information is available:
• Invoice Date: Use today's date
• Amount: $4000.00
• Misc. Charges: $250.00
• Freight: $3.75
Add the following note to the invoice, so you can view this text in the A/R Posted
Transactions Detail form. This note also prints on the invoice.
Note: This is the agreed amount that DTB will pay per their Account Manager, Lucy
Sharp.

Generate distributions for the invoice per the default account numbers in the Accounts
Receivable Parameters form.
Exercise 4.3 steps

1. Return to the Invoices, Debit, and Credit Memos form.
3. Select Desert Trail Bikes from the Customer drop-down list. Default values from the customer
record will populate some of the fields on this form.
4. Select Invoice from the Type drop-down list.
5. Allow the system to assign the invoice number by leaving the Number field blank.
6. Type 4000 in the Amount field.
7. Type 3.75 in the Freight field.
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8. Type 250 in the Misc Charges field.
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9. Save the record. The system-assigned invoice number and the default account numbers display
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on the form.
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10. Select Actions > Notes for Current. The Object Notes (Linked) form opens.
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11. Type Notes into the Subject field on the Object Notes form.
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12. Type “This is the agreed amount that DTB will pay per their Account Manager, Lucy Sharp.” in the
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Note field.
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14. Click Generate Distribution. A dialog box opens with the message, “[Generate Distributions] will
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be performed.
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15. Click OK. A dialog box opens with the message, “[A/R Invoice Distribution] was successful.”
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16. Click OK again.

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Creating a price adjustment invoice
At times, you may be required to adjust amounts on invoices that have already been created. Freight
charges, miscellaneous charges, unit prices, discounts, or tax rates on an invoice can be adjusted using
the price adjustment invoice activity.
The price adjustment invoice activity allows you to:
• Create, print, and post adjustment invoices.
• Credit or debit miscellaneous charges and freight amounts.
• Make price changes on un-invoiced quantities by directly updating the unit price and discount
amounts on the customer order lines item.
• Link the order to the original invoice, and enter a reason for the adjustment (if required).
• Select the invoice to which the debit memo or credit memo will be applied when you generate the
price adjustment.
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To adjust the freight, miscellaneous charges, unit price, discount, or tax rate on an invoice (refer to the
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table below for more detailed descriptions of form fields):
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1. Open the Master Explorer > Modules > Customer > Order Entry > Activities > Price
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Adjustment Invoice form.
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2. Select the order number of the invoice you want to adjust. The lines for that order display in the
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grid.
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3. Select the order line you want to adjust. riz
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4. Specify the invoice to which this adjustment applies (if applicable).
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5. On the form header, make any changes to the Freight or Misc Charges amounts.
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a. The Invoice Total field changes accordingly.

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6. Use the fields in the tabs to adjust the quantity, discount amount, or price.
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a. After you enter a new value and move out of a field, the values in the Old Net, New Net,
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and Net Adjust fields change to match the adjustments you made.
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7. Type the quantity to which the adjustments will be applied.

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8. Type the correct unit price and/or discount.

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9. If you need to adjust the tax rate, click Adjust Tax to open a form for that purpose.
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When all the adjustments have been entered, click Print/Post Invoice to display the Print Price
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Adjustment Invoice form and generate the invoice adjustment. The user can select Standard, Simple or
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Detail for the Form Type.

The system prints the adjustment invoice and generate a credit or debit memo that you will find in the
Invoices, Debit, and Credit Memos form.
Price Adjustment Invoice form fields

Order Select the order number to The status of the order must be
uniquely identify the customer Ordered, and the order must have
order for which an adjustment at least one line item/release with
invoice is to be produced a quantity of items that are already
invoiced with none returned.

Customer Displays the customer number
from the selected order.
Apply to Invoice Select the invoice to which the Only posted invoices will appear in
debit memo or credit memo will be this drop-down list. If you want to
applied when you generate the apply the adjustment to an invoice
price adjustment. If an Apply To that has been generated but not
Invoice is not specified then any posted, you can either:
credit or debit memo generated will • Post the invoice and then
be open. generate the adjustment.
Post both the invoice and the
adjustment at the same time
then update the Apply To Invoice
field for the adjustment on the
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A/R Posted Transactions Detail
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form.
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Line Net Displays the sum of all the Net
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Adjust amounts for the lines
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adjusted.
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Freight Type the amount to adjust freight. As you enter amounts, the system
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An unsigned amount indicates to calculates and displays the new
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charge more freight to the Line Net, Net Adjustment, and

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customer. A negative amount Adjustment Invoice Line Net,
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indicates a reduction in prior Taxes and Invoice Total.

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freight charges.
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Misc. Charges Type the amount to adjust Any amount may be entered. It is
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miscellaneous charges. A positive not validated against any old

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amount indicates an additional invoices or accumulated charges.

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amount is to be paid by the

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customer. A negative amount is a

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credit due to the customer. A zero

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posts no changes.
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Invoice Total Displays the Invoice Total, based A positive number indicates the
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on the sum of the Line Net customer owes you more money
Adjustments, Misc. Charges, and will result in a debit memo
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Taxes, and Freight. Each time (debit to the A/R amount).

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these fields change, the system A negative number means the

recalculates and updates this customer owes you less than
amount. originally invoiced and will result in
a credit memo (credit to the A/R
amount).
Quantity Type the portion of the total
Adjustments Tab quantity invoiced to which the
adjustments will be applied.
Discounts Type the new discount amount This amount is used to calculate
Adjustments Tab that replaces the old discount the net adjustment amount for this
amount on the customer order line adjustment invoice.
item.

Price Adjustments Type the new unit price to replace The new price is also used to
Tab the old unit price on the customer calculate the net adjustment
order line item. amount for this adjustment
invoice.
Additional Info Tab Select the Original Invoice from Both posted and unposted
the drop-down list and enter the invoices will appear in the Original
Reason. The values you enter Invoice drop-down list.
here will show up on the
adjustment invoice that is printed.
Old Net Displays the line item net price The system re-calculates and
based on the old discount and old redisplays this amount when you
unit price extended by the change the quantity to adjust.
adjustment quantity.
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New Net Displays the line item net price The system recalculates and re-
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based on the new discount and displays after completion of each
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new unit price extended by the line item update.
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adjustment quantity.
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Net Adjust Net Adjust = Old Net - New Net. A positive amount indicates
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additional payment is due from the
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means a refund is owed to the
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customer.
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Demo: Price adjustment invoice

Your instructor will demonstrate how to create a price adjustment invoice.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Exercise 4.4: Price adjustment invoice
In this exercise, you will create a price adjustment invoice.
Customer 2 has informed us that the price used on customer order DC00000386 was incorrect.
The unit price should have been $5.50. Create a price adjustment invoice to make this
correction.
Exercise 4.4 steps

1. Click Master Explorer > Modules > Customer > Order Entry > Activities > Price Adjustment
Invoice. The Price Adjustment Invoice (Filter In Place) form opens.
Order entry > Activities > Price Adjustment Invoice
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2. Select order DC00000386 from the Order drop-down list.
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4. Select the Price Adjustments tab.
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5. Type 41,0000 in the New Price field.
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6. Select the Additional Info tab. riz
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7. Select the [invoice] created for order DC00000386 from the Original Invoice drop-down list.
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8. Click Print/Post Invoice. The Print Price Adjustment Invoice (Modal) form opens.
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9. Click Process. A dialog box opens with the message, “Report Submitted.”
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10. Click OK.

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11. Close the Print Price Adjustment Invoice (Modal) form.

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12. Close the Price Adjustment Invoice form.

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13. Return to the Invoices, Debit, and Credit Memos form.

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14. Click Refresh the current collection. You should see the original invoice and a credit memo with the
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adjustment.
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Posting invoices, debits, and credit memos
Generating the Invoice Transaction Report
Use the Invoice Transaction Report to list any or all unposted invoice, debit, and credit transactions,
sorted by customer invoice number. The report is useful for verifying that distributions and account
numbers are valid for all transactions in the batch files. When you post invoices (see next topic), you must
first print this report.
If any debit memo or credit memo transactions within the report range were applied to an invoice, the
invoice numbers print on the report.
If the invoice or debit memo has multiple due dates, the due date, percentage, and amounts display on
the report.
If an invoice has not yet been distributed, the system automatically distributes the invoice at the time of
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posting. The first time you run the report, asterisks appear next to the distribution records to indicate that
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they were just generated.
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______________________________________________________________________
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______________________________________________________________________
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Invoice posting activity

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Use the Invoice Posting form to post invoices, debit memos, and credit memos to create open items and
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update the G/L Journal and customer records. Run this posting process after entering and receiving all
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on-hand transactions and their corresponding distribution records. You can further refine the posting
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process by selecting a range of customers, invoices, and dates.

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Before actually posting the transactions, you must first print the Invoice Transaction Report as an audit
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To post invoices, debit memos, and credit memos:

1. Select check box options to indicate whether you want to post invoices, debit memos, and/or
credit memos. You can select more than one.
2. Select options to specify how you want to sort and display the report data. By default, the system
posts transactions for all customers, but you can further refine your posting by selecting ranges of
customers, invoices, and dates.
3. Click Process to print the report.
Note: You must first print the posting report before you can post transactions. By default, the
Print option is automatically selected when you open this form.
Note: The invoices, debit memos, and credit memos to be posted will be listed in the grid at the
bottom of the form.
4. After reviewing the report, select the Commit radio button.
5. To post the transactions, click Process.
6. When prompted to proceed, click OK.
Note: If errors are detected in a transaction, the system displays a message indicating that not all
transactions were posted.
7. Click OK on the message box informing you that the invoices were posted.
What happens during posting?

During posting, the following updates occur:
1. For each invoice or debit transaction posted, the system increases the customer’s:
a. Posted balance by the sum of the total transaction amount.
b. Sales YTD and sales PTD values by the amount of the transaction.
2. For each credit transaction posted, the system decreases the customer's posted balance, sales
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YTD, and sales PTD in the same manner.
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3. The customer's Last Invoice Date field is updated with the invoice date for the transactions.
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4. New open items are created, one for each transaction that is posted.
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5. Entries are created in the General Ledger A/R Distribution (A/R Dist) Journal.
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6. For each transaction, one journal record is created for the accounts receivable amount, and one
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transaction is created for each distribution record entered.
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Demo: Invoice posting

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Your instructor will demonstrate how invoices are posted.

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Exercise 4.5: Invoice posting

In this exercise, you will post invoices.
You will now post all the invoices and credit memos that you have created up to this
point.
Exercise steps
1. Click Master Explorer > Modules > Finance > Accounts Receivable > Activities > Invoice
Posting form.

2. Select the Invoice and Credit Memo check boxes.
3. Select the Display Invoice Total check box.
4. Click Process.
Note: This prints the Invoice Transaction Report and lists the invoices, debit memos, and credit
memos to be posted in the grid at the bottom of the form.
5. Click OK in the message box informing you that, “[Invoice Transaction Report] will be printed.”
6. Click OK in the message box informing you that, “Report Submitted.”
7. Review the report and then select the Commit radio button.
8. Click Process to post the transactions.
9. Click OK in the message box informing you that, “[Invoice Posting] will be performed.”
10. Click OK in the message box informing you that, “# A/R Invoice(s) were posted”
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Demo: Credit memo
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Your instructor will demonstrate how to create and post a credit memo.
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______________________________________________________________________
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Exercise 4.6: Credit memo

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In this exercise, you will create and post a credit memo applied to an invoice you created in
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a previous exercise in this lesson.

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The Sales Department has notified you of a credit to be given to Desert Trail Bikes for the
miscellaneous charges and freight that should not have been charged. A credit memo must be
issued to them for those charges.
1. Enter the credit memo and apply to the invoice created earlier.
2. Add notes to the credit memo.
3. Post this credit memo.
Exercise 4.6 steps

1. Click Master Explorer > Modules > Finance > Accounts Receivable > Invoices, Debits, and
Credit Memos form.

4. Select Desert Trails Bikes from the Customer drop-down list. Default values from the customer
record will populate some of the fields on this form.
5. Select Credit Memo from the Type drop-down list.
6. Select [invoice number for the manual invoice you created earlier in this lesson] from the
Apply to Invoice drop-down list.
7. Leave the Number field blank to allow the system to assign the credit memo number.
8. Type 3.75 in the Freight field.
9. Type 250 in the Misc Charges field.
11. The system-assigned credit memo number and the default account numbers display on the form.
12. Select Actions > Notes for Current.
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13. Type Notes into the Subject field on the Object Notes form.
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14. Type “Per Sales, freight and misc should not have been charged to customer.” in the Note field.
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15. Save the note.
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16. Close the Object Notes form.
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17. Click Invoice Posting. The Invoice Posting form displays with this credit memo number and
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customer pre-filling those fields.
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18. Click Process.

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19. Click OK in the message box informing you that, “[Invoice Transaction Report] will be printed.”
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20. Click OK in the message box informing you that, “Report Submitted.”
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21. Select the Commit radio button.

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22. Click Process.

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23. Click OK in the message box informing you that, “[Invoice Posting] will be performed.”
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24. Click OK in the message box informing you that, “1 A/R Invoice(s) were posted”
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______________________________________________________________________
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______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

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Lesson 5: Customer payment
processing
Estimated time
1 hour
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Learning objectives
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• Describe the process for entering a customer payment.
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• List the steps to perform payment distribution manually.
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• Explain the uses of the A/R Quick Payment Application.
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Describe the payment posting process.

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Topics
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Introduction
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• Entering customer payments

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• Distributing customer payments

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o Distributing customer payments automatically

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o Distributing customer payments manually

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• Using the A/R Quick Payment Application

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• Posting customer payments

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o A/R Payment Transaction Report

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o Payment posting process

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Reversing posted payments

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92 Lesson 6: Posted transactions

Introduction
Why use customer payments?
Customer payments must be entered and distributed to show what invoices have been paid.
Processing a customer payment requires three steps:
1. Enter the payment. This includes entering the customer ID, payment type, amount, date, etc.
2. Distribute payment. The distributions determine how a payment is applied to a customer's account
and how the payment amount is distributed to the general ledger (G/L).
3. Post the payment to the A/R distribution journal. Up until this step, you can update or delete any
payment and distribution that has been entered.
In this lesson, you will learn how to enter and distribute customer payments and then how to post those
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payments to the journal.
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Overview
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Customer payments are entered in the A/R Payments form. Payments entered into this form can be
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updated and deleted until the time they are posted.
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Before you post payments, you must apply or distribute the payment amount to invoices, finance charges
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with balance due, non-A/R cash, or an open payment. You can do so manually through the Distributions
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button on the A/R Payments form, or you can click System > Actions > Generate Distributions to have
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the system automatically distribute the payment.

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For credit card payments (which are available only if the Credit Card Interface is used in your system),
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you cannot change the payment amount and other components to ensure that the payment reconciles to
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the credit card charge. However, it is still possible to apply the payment to multiple invoices.
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When you are satisfied that the payments were properly entered and correctly distributed, you will post
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them to the Accounts Receivable Distribution Journal. When you post A/R payments, the system prompts
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you to print a Payment Transaction Report, which serves as an audit report. When a payment has been
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posted, you can see its details in the A/R Posted Transactions Detail form.
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Entering customer payments
Use the A/R Payments form to process customer payments for invoiced amounts, finance charges,
chargebacks, and other amounts your customers owe you. You can enter and post non-customer
payments to the general ledger as non-A/R cash.
You can also enter post-dated checks on this form if the payment type is “Check.”
Note: You can apply open credits and payments from a customer only to the customer and any of its
subordinate customers. You cannot apply a subordinate customer's open credits or payments to another
customer that is a subordinate of the same corporate customer.
To create a payment, on the A/R Payments form:
1. Select the customer ID from the Customer drop-down list.
2. Select or type the appropriate information in the following fields (refer to the table below for field
descriptions):
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• Type
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• Number
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•
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Receipt Date
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• Payment Due Date
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• Deposit Date
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• G/L Reference
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• Description riz
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• Bank Code
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• Payment Amount
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3. Save the record. You can then distribute and post the payment.
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A/R Payments form – field descriptions:

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Customer Select the customer ID of the customer

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from whom the payment was received.

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Type The customer's payment type displays by If you select the Adjust option,
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default, but you can select a different one you must also enter the number
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from these choices: of the check you are adjusting

• Adjust in the Number field.
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• Check Then in the Customer Amount

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• Draft field, enter a positive check

• Wire amount to increase the original
check's amount, or enter a
negative check amount to
decrease the original check
amount.
Number Type the check or draft number of the
payment.
Receipt Date Enter the date you received the payment,
or accept the default, which is today's
date.

Payment Due Enter the date the draft is due. This field is available only if the
Date payment type is Draft.
Deposit Date Enter the date you deposited the check. This field is available for
entering post-dated checks.
It is enabled only if the payment
type is Check, and no credit
memo is associated with the
payment.
Enter the date on the
customer's check.
G/L Reference Type a reference ID to appear in the The value from the Number
distribution journal for this transaction, or field is used as part of the
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accept the default which is “ARP” reference ID.
followed by the check or draft number.
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Example: “ARP 985”
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Description Type a description to appear in the
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distribution journal for this transaction, or
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accept the default description.
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Bank Code This field displays the customer's default
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bank code, but you can select a different
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code for the bank into which the payment
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will be deposited.
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Payment Type the amount of the payment.

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Amount
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Applied The sum of all the distribution records

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entered displays.
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This field must equal the payment

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amount before the payment can be

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posted..
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Remaining The difference between the payment This amount displayed here is
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amount and the applied amount displays. the amount of the payment that
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has yet to be distributed.

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______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Demo: Entering a customer payment
Your instructor will demonstrate how to enter customer payments.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Exercise 5.1: Entering a customer payment
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In this exercise, you will enter customer payments.
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Two customer payments have been received. Enter the following payments into the A/R
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Payment form: riz
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Customer 2 check number 985 $227,944.54
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Customer 11 check number 526 $1281.40

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Exercise 5.1 steps

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1. Click Master Explorer > Modules > Finance > Accounts Receivable > A/R Payments. The A/R
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Payments (Filter In Place) form opens.

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A/R Payments
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4. Select 2 Price Brothers Department Store from the Customer drop-down list.
5. Confirm Check is selected in the Type field.
6. Leave [today’s date] as the Receipt Date.
7. Type 985 in the Number field
8. Type $227,944.54 in the Payment Amount field
9. Save the record. .
11. Select 11- Kay’s Bike Shop from the Customer drop-down list.
12. Confirm Check is selected in the Type field.
15. Type $1281.40 in the Payment Amount field
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______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Distributing customer payments
You can use the A/R Payment Distributions form to apply or distribute payment amounts before posting
them. The distributions determine how a payment is applied to a customer's account, and how it is
distributed to the general ledger (G/L).
Distributions categorize payments as:
• Payment of invoices
• Payment of finance charges
• Prepayment for an order
• An open credit
• A non-AR payment
The system posts only balanced transactions, one side to the cash account for the
payment and the other to the accounts receivable (A/R) account for the distributions.
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Therefore, the applied amount for any transaction must equal the check amount of the
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payment. If these amounts are not equal, the system detects the error and cancels the
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posting.
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Before you post payments, you must apply or distribute the payment amount to invoices, finance charges
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with balance due, non-A/R cash, or an open payment. You can do so manually through the Distributions
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button, or you can click System > Actions > Generate Distributions to have the system automatically
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distribute it.
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A/R Payment Distribution form – General tab field descriptions:

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Type Select the type of distribution.

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There are four distribution types:

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• This type of payment is required for open item

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Invoice - applied against a

customers.
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specific customer's invoice

• You must enter an invoice number for all
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invoice payments.
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• For corporate customers, you can enter the

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invoice of a subordinate customer. The

subordinate customer number and name will
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display on the form.

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• Open credits can be used for prepayments

Open Credit - applied to the
by specifying the order number in the "Order"
customer's total account
field. The order will automatically be updated
balance
with the prepayment.
• Open credits can also be used if, for any
reason, the user wants to apply the payment
at a later date.
• This type of payment is the only payment
type required for balance forward customers.
• For open item customers, these open credits
need to be reapplied against invoices or
finance charges at a future time.

• When you enter finance charges, the invoice

Finance Charge - applied
number will default to “-1.”
against a finance charge
• To apply the payment to the finance charge
balance
balance of the corporate customer, leave the
Apply To Customer field blank, or select the
corporate customer's number in that field.
• Not applied to the accounts receivable G/L

Non-A/R - cash receipt not
account.
relating to A/R or order entry
• The amount applied is posted to the cash
account on one side, and to the account
entered for the distribution record on the other
side. One example of a non-A/R payment
would be the return of a payroll overpayment.
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Apply to Customer If the payment applies to a
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corporate customer and you want
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to apply this distribution to a
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subordinate customer, select that
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subordinate customer in this field.
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Invoice Number Select the number of the invoice This field is required if the distribution type is
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to which the payment should be “Invoice.”
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applied. riz
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A/R Payment Distribution form – Amounts tab field descriptions:

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Dist Amount Enter the amount for this distribution. The A/R account used is based on
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If the distribution type is Invoice or Open the values in the customer End
User type or the Account
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Credit, you can change it to the actual

Receivable Parameters.
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amount to be applied for this distribution.

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Disc/Credit 1 Discount credit. Enter the amount of discount This field is available only for
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or credit (in the customer's currency). distribution types of Invoice, Open

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For invoices, if the payment receipt date is Credit, and Non-A/R.

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less than the discount date of the invoice, the

discount amount for the invoice displays.
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For non-A/R payments, enter the amount of

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the credit distribution. The account used for

this credit is specified on the Accounts tab.
Allowance/Credit Allowance credit. For non-A/R payments, This field is available only for
2 enter the amount of the allowance distribution types of Invoice, Open
distribution. The account used for this credit is Credit and Non-A/R.
specified on the Accounts tab.
For example, you might give a customer an
allowance because some of the product was
damaged. You might also give them an
allowance if there’s a small variance in the
payment amount versus the invoice amount.
Chargeback This field is read-only and populates

Amount when you click the Distribute
Chargebacks button.

A/R Payment Distribution form – Accounts tab field descriptions:
Disc/Credit 1 Enter the G/L account number for posting This field is accessible only if
of the discount/credit 1 amount. the distribution type is Invoice,
For a discount, the Discount G/L account Open Credit or Non-A/R.
number defaults from the Accounts
Receivable Parameters form.
Allowance/Credit Enter the G/L account number for posting This field is available only for
2 of the allowance or credit amount. open credits, invoice and non-
For an allowance, the Allowance G/L A/R payments.
account number defaults from the
Accounts Receivable Parameters form.
Deposit Acct Select the G/L account number for This field is available only if the
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posting of the open credit (deposit) distribution type is Open Credit.
amount.
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The number of the Deposit G/L account
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defaults from the Accounts Receivable
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Parameters form.
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Distributing customer payments manually
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To distribute payments manually:
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Click Create a new object in the current collection

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The top section of the form displays the previously entered payment information. You can change
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the payment information if necessary.

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The bottom section of the form displays the details of the distribution on three tabs. Select or type
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the appropriate distribution information in the fields on the three tabs. Use the field descriptions,
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by tab, in the tables below as reference information.

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• General tab
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Amounts tab
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• Accounts tab
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Save the record.

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Using the A/R Quick Payment Application
The A/R Quick Payment Application is the most efficient method of distributing payments to outstanding
invoices, finance charges, payments, and credit memos. You can also use it to create payments.
Enter new payments or select existing ones in the upper part of the form. Upon saving a new payment,
all the customer's open invoices, credit memos, finance charges, and open payments display in the grid
at the bottom of the form. You can then select these items and apply the payment to their outstanding
amounts.
There are distributions you cannot create with this form:
• Debit memos are not included on this form because you cannot enter the invoice number (required
with debit memos). You must apply debit memos through the A/R Posted Transactions form.
• Non-A/R payment distributions must be entered in the A/R Payment Distributions form
To process payments using the A/R Quick Payment Application form:
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Click Master Explorer > Modules > Finance > Accounts Receivable > A/R Quick Payment
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Application form.
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Select Create a new object in the current collection.
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Enter the appropriate information in the following fields:
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• Customer - Enter the customer ID of the customer for which you're entering the
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payment. riz
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• Type - This field displays the customer's payment method by default, but you can select
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a different method.
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• Number - Enter the check or draft number for this payment.

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• Receipt Date - Enter the date you received the payment, or accept the default, which is
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today's date.
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• Payment Due Date - (Available only if the payment type is Draft.) Enter the date the draft
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is due.
•
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Deposit Date - Enter the date you deposited the check. This field is available for entering
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post-dated checks. It is enabled only if the payment type is Check, and no credit memo is
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associated with the payment. Enter the date on the customer's check.
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• Bank Code - Enter the bank code of the bank from which the payment will be made, or
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accept the customer's default bank code.

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Amount - Enter the amount of the payment.

• G/L Reference - Enter a description to appear in the distribution journal for this
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transaction, or accept the default, which is ARP followed by the check or draft number.
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• Description - Enter a description to appear in the distribution journal for this transaction,
or accept the default description.
Select Save.
Note: You must perform this step before you can select any transactions in the grid.
All open invoices, finance charges, payments, and credit memos for this customer display in the
grid at the bottom of the form. If any of these transactions have been distributed, the Selected
check box is selected for each.
Note: On the A/R Quick Payment Application form, non-A/R payment distributions display as
selected in the grid. The amounts display in the Discount and Allowance columns. The Discount
column is used to enter Credit Amount 1, and the Allowance column is used to enter Credit
Amount 2.

For each transaction, you want to make a payment against, select the Selected check box, or, to
select all the displayed transactions, click Select All.
As you select each transaction, notice the change in the amounts in the Applied and the
Remaining fields. The Applied field indicates how much of the payment has been applied to
distributions, and the Remaining field indicates how much of the payment has yet to be
distributed.
Select Apply. The system displays a message informing you of the actions that were taken.
Distributing customer payments automatically

Creating distributions automatically will use the G/L default account from the Accounts Receivable
Parameters form.
To distribute payments automatically:
Click Master Explorer > Modules > Finance > Accounts Receivable > A/R Payments form or
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A/R Payment Distributions form.
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Turn off the Filter In Place mode.
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Select the customer for which you want to create the distributions.
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Click Actions > Generate Distribution.
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To review the distributions that were automatically generated, if you are using the A/R Payments
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form, click Distributions. riz
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This method will apply the payment to invoices and finance charges in the order of their due
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dates, oldest first, until the payment is fully distributed. If the payment is greater than outstanding
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invoices and finance charges, an open credit for the customer will be created for the remaining
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amount.
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When you generate distributions for invoices with multiple due dates, if you apply a payment
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towards a due date, the system creates a partial payment record. If more than one payment for
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the same invoice is applied, only one record will be created for that invoice.
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For a corporate customer, the system distributes payments to the invoices and finance charges
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for the corporate customer based on due date. After this process, any remaining funds are
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applied to the invoices and finance charges of subordinate customers based on due date. At this
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point, any outstanding funds cause the system to create an open credit for the corporate
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customer. This does not generate multi-site distributions.

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Exercise 5.2: Applying a customer payment

In this exercise, you will apply customer payments.
Exercise 5.2 steps

1. Return to the A/R Payments form.
2. Select the payment for customer 2 to open that payment record.
3. Click Quick.
4. Click Select All to pay all the invoices for this customer.
5. Click Apply. A dialog box opens with the message “ 0 Payment Distributions were changed, 13
Payment Distributions were created 13 Payment Distributions have been removed.

6. Click Ok.
8. Select the payment for customer 11.
9. Click the Quick buton.
10. Click Select All to pay all the invoices for this customer.
11. Click Apply. A dialog box opens with the message 0 Payment Distributions were changed, 2
Payment Distributions were created 2 Payment Distributions have been removed.
12. Click Ok.
13. Save the record
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16. Select 13-Brand Central Dept Store from the Customer drop-down list.
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17. Verify Check is selected in the Type field.
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20. Type $13,125.29 in the Payment Amount field
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22. Click the Distributions button.

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23. Select 398 from the Invoice drop-down list on the General tab.
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24. Save the record

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25. Close the form.

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______________________________________________________________________

Posting customer payments
During posting, the system updates three types of records:
• Customer master records
• Open item records
• G/L journal records
Following is a summary of the posting process:
• The system updates two fields of the customers file for each transaction posted.
• If the receipt date for the payment transaction is later than the last payment date in the
customer’s record, the receipt date becomes the new last payment date.
• The system reduces the Customer Posted Balance amount by the payment amount and any
discount or allowance you give to the customer.
• The system creates an Open Item record for each transaction being posted.
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• The system creates A/R Ledger Distribution Journal records.
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• For each transaction, there is one journal record for the cash amount and one transaction for
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each distribution record you enter.
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• While posting payments, the system recalculates the Customer's Days Outstanding fields for
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customers with an Open Item Balance Method. The values change if the payments being posted
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fully pay an invoice.
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• The system enters multi-currency gains and losses in the A/R journal (if applicable).
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A/R Payment Transaction Report

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Use the A/R Payment Transaction Report to list unposted payment transactions. When you post
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payments, this report is automatically printed. This report is useful to verify that distributions and account
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numbers are valid.

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This report prints each unposted payment transaction for each payment type you select, and includes a
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summary of debits and credits by account on the last page. The report includes the Total New Payments
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Amount and Total Re-application Amount fields and prints in order of customer check or draft number.
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If there is a credit memo associated with a payment, it displays below the payment number.
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Payment posting process

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1. Click Master Explorer > Modules > Finance > Accounts Receivable > Activities > A/R
Payment Posting form.
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(Optional) By default, payments for all customers will be posted, but you can further refine the
posting by selecting a range of customers, bank codes, receipt dates, and check numbers. You
also can select a single payment for posting.
2. The Print option is automatically selected. You must first print the A/R Payment Transaction
Report to review and verify the transactions that will be posted.
3. Select Process to produce the report.
The payments to be posted display in the grid at the bottom of the form. You can prevent any
payment from being posted by clearing the Process check box in the grid for that payment.
4. Select the Commit radio button.
5. Click Process to post the payments and create the Bank Reconciliation records.
Note: The system does not post transactions containing errors. If a transaction contains errors,
correct them, and then try to post again.

When you post an A/R open payment that is tied to a customer order, the system asks if you want
to apply it as a prepaid amount on the customer order. You have three options:
To post the payment and not update the customer order, select No.
To post the payment and update the customer order, select Yes.
To cancel the action and not update the order or post payments, select Cancel.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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______________________________________________________________________
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Demo: Payment posting
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Your instructor will demonstrate how to perform posting of customer payments.
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Exercise 5.4: Payment posting

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In this exercise, you will perform posting all of the customer payments that you entered in
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the previous exercises.

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Exercise 5.4 steps

1. Click Master Explorer > Modules > Finance > Accounts Receivable > Activities > A/R Payment
Posting. The A/R Payment Posting form opens.
Activities > A/R Payment Posting
2. Click Process to print the A/R Payment Transaction Report and populate the grid at the bottom of
the form with the payments to be posted. A dialog box opens with the message, “Report Submitted”.
3. Click OK.

4. Confirm the correct payments will be posted, then select Commit.
5. Click Process. A dialog box opens with the message, “[Post] will be performed.”
6. Click OK. A dialog box opens with the message, “X Payment(s) were posted
7. Click OK again.
8. Close the A/R Payment Posting form.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Reversing posted payments
To reverse a posted A/R payment, do the following:
Enter a negative A/R payment for the customer with the same check number. You must add a
one or zero to the end of the original check number, as the system will see that this check has
already been used for this customer.
Distribute the negative amount to the invoices that were originally paid. If the original payment
was distributed as an open payment to the customer's A/R journal, then distribute the negative
amount the same way.
Create a zero-amount invoice (for example, 0.00) and post it to the customer's A/R journal.
Reapply the open positive payment to the zero-amount invoice.
Reapply the open negative payment to the zero-amount invoice.
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Post the payments to zero them out on the customer's A/R journal.
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On the A/R Payments form, how are the values in the Amount, Applied, and Remaining
fields related?
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_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
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_______________________________________________________________________
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What are the four types of A/R payment distributions?
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Which form can be used to enter customer payments, and distribute payments to
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outstanding invoices, finance charges, payments, and credit memos, all on the same form?
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a) A/R Payments form

b) A/R Payment Distributions form
c) A/R Payment Posting form
d) A/R Quick Payment Application form
Which report is used to list unposted payment transactions and is automatically generated
during the payment posting process?
a) A/R Payment Transaction Report

b) A/R Posted Transactions Detail
c) Invoice Transaction Report
d) A/R Aging Report

Lesson 6: Posted transactions
Estimated time
30 minutes
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Learning objectives
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• Explain the use of the A/R Posted Transactions (Summary/Detail) forms.
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• Describe the process to reapply open payments or credits.
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Topics
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Introduction
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• A/R Posted Transactions Summary

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• A/R Posted Transactions Detail

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• Reapplying open credits or payments

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•
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Running the Accounts Receivable Aging report

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Introduction
Why use posted transactions form?
The posted transactions form is used to research a customer’s account. It shows invoices, payments,
open payments and by using the filter you can search on anything on the form.
After all invoices, debit memos, credit memos, payments, adjustments, etc. have been entered,
distributed, and posted, you may want to check the status of the accounts receivable activities and
balances on what customers owe.
The system provides several reports and utilities for reviewing and auditing accounts receivable
transactions.
You will learn about a few of them in this lesson.
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A/R Posted Transactions Summary
The A/R Posted Transactions Summary form shows summary information about customers’ posted
transactions, including:
• Invoices with outstanding balances
• Debits and credits posted from invoice processing
• Payments posted from payment processing
• Finance charges posted from finance charge processing
To view summary information for posted accounts receivable transactions:
1. Select a customer from the grid on the left side of the form to view information for that customer.
2. If applicable, select the Subordinate check box to include posted transactions for the subordinate
customers of this corporate customer.
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3. To display the detail of an invoice including part number, quantity invoiced, and unit price, select
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the invoice listing in the grid and click System > Actions > List Invoices. The linked List
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Invoices form displays containing more detail for the selected invoice.
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4. To display transaction details, select the invoice listing in the grid and click Details.
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Notes:
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a) In the grid in the lower part of the form, the transactions are sorted by invoice number in
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descending order. Note that open credits and finance charge transactions will be listed first.
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b) If the customer is on credit hold, a red X displays to the right of the Currency field; otherwise, a
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green check displays, indicating that the customer is not on hold.

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c) This form also calculates and shows gain/loss amounts previously posted to the A/R journals for
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domestic values.
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d) For a record to be cleared from this form, it must first be tied to an invoice.
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A/R Posted Transactions Detail
The A/R Posted Transactions Detail form displays detailed information about a customer's transactions,
including:
• Invoices
• Debits and credits posted from invoice processing
• Payments posted from payment processing
• Finance charges posted from finance charge processing.
This form also calculates and shows gain/loss amounts previously posted to the A/R journals for domestic
values.
For a transaction to be cleared from this form, it must first be tied to an invoice.
This form displays invoices in descending order. Each invoice is followed by credit memos, debit memos,
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finance charges, and payments applied toward that invoice. Next, open (unapplied) credit and debit
memos and payments are displayed, followed by finance charges.
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To view detailed information for posted accounts receivable transactions:
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1. Select an entry in any of the drop-down lists on the form to filter the transaction records to display
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and then turn off the Filter In Place mode.
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For example, to view all of the posted transactions for a particular invoice, select the invoice
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number from the Apply To Invoice drop-down list and then click the Filter In Place icon in the
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toolbar. All the posted transactions for that invoice will be listed in the grid on the left side of the
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form.
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You can also display the details for a transaction by selecting the transaction on the
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A/R Posted Transactions Summary form and clicking Details on that form.
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2. Select a transaction from the grid on the left side of the form to view details for that transaction.
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If necessary, you can update transaction information on the form such as applying the transaction
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to an invoice.
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3. Save the record.

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Actions Menu
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The Actions menu includes options to filter the data to show only transactions where the due date is 7, 14
or 30 days in the future, and an option to show only transactions where the due date is any number of
days past due.
Demo: Applying a posted transaction to an invoice

Your instructor will demonstrate how to apply a posted open credit memo transaction to an
invoice.

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Exercise 6.1: Applying a posted transaction to an invoice

In this exercise, you will apply a posted open credit memo transaction to an invoice.
In Lesson 4 you entered a price adjustment invoice for customer 2 to correct the unit price on
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an invoice that had already been generated but not posted.
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Both the original invoice and the price adjustment invoice, which generated an open credit
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memo, were later posted at the same time. However, the credit memo amount was not
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applied to the invoice.
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You should now make the adjustment that will apply the open credit to the original invoice.
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Exercise 6.1 steps riz
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1. Click Master Explorer > Modules > Finance > Accounts Receivable > A/R Posted Transactions
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Summary. The A/R Posted Transactions Summary (filter In Place) form opens.
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A/R Posted Transactions Summary

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3. Select 2 –Price Brothers Department Store from the grid on the left side of the form to display the
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posted transactions for that customer.

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Note: Both the credit memo and the invoice appear in the grid.
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4. Click the Credit Memo transaction entry in the grid to select it.
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5. Click Detail to display the A/R Posted Transactions Detail (Linked) form for the credit memo
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transaction.
6. Select Invoice 56 from the Apply to Invoice drop-down list.
7. Save the record.
8. Close the form.

Reapplying open credits or payments
You can reapply open credits or open payments against invoices. To reapply an open credit, enter a new
payment against an existing check or draft number. The system fills in the G/L Reference field with the
description “Re-Application of Open Payment.” The system does not post the transaction to the general
ledger or to the customer's record. The transaction updates the corresponding “Open Item” record.
If you entered a customer payment with a payment distribution type of “Open Credit” or “Open Payment”
and then posted the payment, you can reapply the posted payment.
To reapply an open credit or open payment:
1. Click Master Explorer > Modules > Finance > Accounts Receivable > A/R Payments form.
2. To add a payment, select Create a new object in the current collection.
3. Select the customer number, and enter the check number that matches the open payment you
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want to reapply.
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The system fills in the G/L Reference field with the description “Re-Application of Open
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Payment.”
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4. (Optional) Change the G/L Reference, Description, and Notes fields.
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When reapplying open credits, do not change the Receipt Date. The journal entries
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created will be a debit and credit to the A/R account. When reapplying an open
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payment and a separate A/R Deposit account is used, change the Receipt Date to
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the current date. The journal entries created will be a debit to the A/R Deposit
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account and a credit to the A/R account. If the deposit account is the same as the
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A/R account, then the receipt date should not be changed.

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5. Save the record.

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6. Distribute the payment using any of the distribution methods described in the previous lesson.
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7. Post the reapplied payment and distributions.

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8. To verify that the system has reapplied the open payment, view the A/R Posted Transactions
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Detail and A/R Posted Transactions Summary forms.

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The check number for the original open payment can be found in the A/R Posted
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Transactions Detail form.

Running the Accounts Receivable Aging Report
Use the Accounts Receivable Aging Report to view the current status of all customer account
balances. Normally you print this report at the end of the period, before you print statements. Access the
report by clicking Master Explorer > Modules > Finance > Accounts Receivable > Reports folder.
The Accounts Receivable Aging Report shows the age of a customer's balances and places them into
the aging buckets defined in the report options.
The aging buckets default to those that are defined on the Accounts Receivable
Parameters form. However, you can change the bucket definitions before running the
report.
You can print the report either in a detailed format, which includes all the open item information, or in
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summary format, which includes only the totals for each customer.
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Report output
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The Accounts Receivable Aging Report prints the customers you specify using the report options, and
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it prints the names and billing information for each. The Print Posted Transaction option determines how
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the posted transactions, if displayed, are sorted. There are other report options that determine how the
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overall report is sorted, for example Sort by Currency, and Consolidate Customers.
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The main part of the report is the aging buckets. These show how much each customer owes and how
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long that amount has been due. This report also prints finance charge information, which includes
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charges and payments. The report also displays the exchange rate for multi-currency purposes. When
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printed in domestic currency, the report also includes gains/losses already written to the A/R journal. The
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bucket amounts are the sum of all transactions, including any gain/loss values. The bucket amounts do
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not include any estimate gain/loss amounts.

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If an invoice has multiple due date payment terms, a line will print for each scheduled payment that has
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not been completely paid.

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If an invoice has a debit memo or credit memo applied to it, the report shows the applied debit or credit
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memo number.
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You can print all posted transaction information showing the date and amount of each transaction. The
end of the report provides grand totals for all selected customers.
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How do you view all the posted transactions for a particular invoice?
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_______________________________________________________________________
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To reapply an open payment against an invoice, what must you enter in the Number field
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on the A/R Payments form when entering the new payment?
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a) Invoice number
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b) Check number that matches the check number from the original open payment
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c) Next number in the sequence of customer payment numbers

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d) Account number to which the original open payment was distributed

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Where can you find the check number for a previously posted open payment?
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Course summary
Estimated time
30 minutes
Course objectives
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Now that you have completed this course, you should be able to:
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• Describe the process to create customer records and the information that is maintained for
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customers.
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• Describe the system parameters applicable to accounts receivable processes.
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• Describe how accounts are set up for accounts receivable and how they are used in invoice and
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payment distributions.
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Explain how invoices, debit memos and credit memos from both order entry and accounts
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receivable modules are created and processed.
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• List the steps to add, distribute and post customer payments.

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• Explain how bank deposits are made using the Bank Reconciliation form.
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• Identify the reports that are used to view the status of the various accounts receivable
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transactions.
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Topics
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• Course review
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Course review
The system calculates the default due date for a customer order to be:
Due Date = (Order Date) + (____________________).
a) Number of days’ difference between Order Request Date and Order Date
b) Number of days specified in the Std Due Period field of the Order Entry
Parameters form
c) Number of days until expected availability date
What invoice number should be used if you are entering an open debit or credit to be
applied against a customer account?
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a) 0
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b) -1
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c) 999
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d) The number of the most recent invoice for the customer
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What happens if you post an invoice that has not yet been distributed?
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a) An error occurs and the posting process stops.

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b) Distributions of the invoice will be done automatically by the system and then
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posted.
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c) Posting will be performed on all other transactions and you are notified that the
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invoice was not posted.

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d) Posting is still performed resulting in journal entry errors.

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When creating a new customer record, how do you allow the system to automatically
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assign a customer identifier?

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a) Place your cursor in the Customer field, right-click, and select Assign Identifier.
b) Click Generate Customer Identifier.
c) Leave the Customer field blank and save the record.
d) Type “?” in the Customer field and save the record.
Which form can be used to enter customer payments, and distribute payments to
outstanding invoices, finance charges, payments, and credit memos, all on the same form?
a) A/R Payments form

b) A/R Payment Distributions form
c) A/R Payment Posting form
d) A/R Quick Payment Application form
118 Course summary

What does the symbol to the right of the customer name in the image above signify?
a) The customer is very difficult to interact with.
b) The customer is no longer active in the system.
c) The customer has been placed on credit hold.
d) The customer has exceeded their credit limit.
Which form is used to set up the default aging periods (“buckets”) for use on aging
reports?
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a) General Parameters
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b) Accounts Receivable Parameters
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c) Order Entry Parameters
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d) Inventory Parameters
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To reapply an open payment against an invoice, what must you enter in the Number field
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on the A/R Payments form when entering the new payment?

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a) Invoice number
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b) Check number that matches the check number from the original open payment
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c) Next number in the sequence of customer payment numbers

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d) Account number to which the original open payment was distributed

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Which of the following are types of A/R payment distributions? Select all that apply.
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a) Non-A/R
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b) Miscellaneous Charge
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c) Finance Charge
d) Open Credit
e) Processing Fee
f) Invoice
A billing term for a customer is set up as follows:

Prox Due Day: 20 Prox Discount Day: 10
Prox Months Forward: 0 Prox Discount Months Forward: 0
Holiday Offset: None
If an invoice date for that customer is 5/2/2013:

What is the due date for payment of the invoice? ________________
What is the discount date? ________________________
Which forms does the system check to retrieve account numbers for distribution of system-
generated invoices? Select all that apply.
a) Accounts Receivable Parameters form

b) Chart of Accounts form
c) Distribution Accounts form for product code of invoiced items
d) End User Types form for end user type of the invoiced customer
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How do you access the form to add additional shipping locations for a customer?
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a) Click Ship Tos at the bottom of the Customers form – Ship To tab.
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b) Click Add Locations on the Order Shipments form – Address tab.
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c) Select System > Actions > Add New while the cursor is in the Ship To field on
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the Customer Orders form.
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How do you determine which customer orders have shipped but not yet been invoiced?
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a) Generate the To Be Invoiced Report.

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b) Review the Order Shipments form.

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c) Generate the Approved Not Invoiced Report.

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d) Review the Approved Shipments grid on the Order Invoicing/Credit Memo

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form.
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Which statements below are true statements regarding the invoicing of a customer order?
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Select all that apply.

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a) Invoices can be created only for customer orders that have items that have
been shipped but not yet invoiced.
b) Invoices should be generated before order shipment so that they can be
included in the shipment.
c) Applicable non-inventory charges should be added to the customer order
record before an invoice is processed.
d) The Order Invoicing/Credit Memo form is used to generate invoices for
shipped customer orders.
120 Course summary

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Appendix A: Review exercise
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Comprehensive review exercise
Exercise A.1: Enter customer payments
In this exercise, you will familiarize yourself with the processing logic of the Accounts
Receivable module. You will review Accounts Receivable by adding a customer,
processing an invoice, then looking at the results in an aging report. Then, you will process
a payment and review the aging report again.
Exercise A-1 steps

Set up a new customer.
Credit Limit: 1,500,000
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Terms: N30
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Ordering Contact: Shannon Fink 201-763-9911
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Shipping Contact: Lee Morgan 201-763-9919
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Billing Contact: Danielle Beyer 201-763-9954
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Enter an invoice. This invoice will have no effect on inventory forms. If we wanted it to, we could have run
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this through the customer order entry module.

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Enter this invoice and distribute using the default account distribution.
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Use today's date.

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Add the following text to the invoice: This invoice represents charges incurred for the sale of bicycle parts at
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the Cincinnati trade show. Amount = $1250.00

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Post the invoice along with any other unposted transactions.

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Review the Invoice Transaction report. Are invoices distributed to the proper G/L accounts? If yes, then
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post.
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Run the aging report for the customer you just added and review the output. All of the transactions in the
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Invoice, Debit, and Credit Memo form have been posted.

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We received a check from Bikes of the Valley. Enter the data into the payment form and apply to the
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invoice using the Quick Pay method of distribution as shown:

Check Number: 8964
Amount of Check: $1250.00
Post the payment and run the Payment Transaction Report.
Review the report. Are payments applied to the proper invoices and G/L accounts? If yes, then post.
View the Posted Transaction form for Bikes of the Valley. What is their balance?
122 Appendix A: Review exercise

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124 Appendix B: Reports and utilities

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Appendix B: Reports and utilities
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Accounts receivable reports
A/R Aging Report
The A/R Aging Report prints a detail or summary by customers of the posted transactions in Accounts
Receivable. Multiple parameters allow the user to pull information that is needed.
Customer Statements
Customer Statements prints statements listing the amount customers owe. The value you enter in the
Statement Cycle field on the Customer Maintenance form determines when to print each customer's
statement. The user can select Standard, Simple or Detail for the Customer Statement Template.
Dunning Report output
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A Dunning Report is a letter you send to a customer as a reminder about past due invoices. The system
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allows you to print Dunning letters for each customer whose oldest invoice is a specified number of days
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past due.
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Letters of Credit by Customer
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Use the Letters of Credit by Customer Report to print all outstanding Letters of Credit (LCRs) for one
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customer or a group of customers.
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Draft reports
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Draft reports are used primarily in European communities. It is a document representing payment between
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a buyer and a seller. A draft is a promise to pay at an agreed upon date from buyers that sellers take to
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their bank and deposit.

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Invoice Transactions, Payment Transactions, Finance Charge Transactions

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These reports allow the user to view the detail in the respective unposted batch form. These reports are
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the same as those printed before posting the batch form.

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Journal Transactions, Journal Transaction by Account

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These reports are a detail listing of journal entries in the A/R Distribution Journal. These are the same
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reports accessed through General Ledger Reports.

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Bank Reconciliation
The Bank Reconciliation Report provides the user with a transaction listing for the bank reconciliation.
This report will also give a listing of outstanding checks.
Print Inv/Credit/Debit Memo

Using the same forms as invoices, the Print Credit/Debit Memo Report prints posted credit or debit memos
created in the Accounts Receivable Invoice, Debit and Credit Memo form.
Cash Receipts Due

The Cash Receipts Due Report lists details of all transactions, giving a running net due of the transactions.

Open Cash Receipts Posted
The Open Cash Receipts Posted Report provides a detailed listing of unapplied payments by customer
number.
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Other accounts receivable reports
Taxable Revenue Report
The Taxable Revenue Report summarizes (or shows detail) of gross revenues, taxable revenues, and tax
liability by tax code. This report can be sorted by date, customer, or tax code.
Customer by Number, Customer by Name

These reports provide a listing of customers by number or name.
Corporate Customer
The Corporate Customer Report displays the corporate customer with their respected subordinate
customers.
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Customer Analysis
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The Customer Analysis Report expresses each customer as a percent of total sales (current year and
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last year) and discounts (current and last year).
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Chart of Accounts riz
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The Chart of Accounts Report prints a detail of the Chart of Accounts for the range of accounts specified.
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Customer Communications Log

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Use the Customer Communications Log Report to print a report of all communications between you and
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your customer.
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Miscellaneous tax and European Union (EU) reports

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These reports are used for international tax reporting.

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Accounts receivable utilities
Delete A/R Posted Trx
For (O)pen Item Customers: deletes all invoices fully paid through date. For (B)alance Forward
Customers: deletes all invoices up to the amount of payments available and generates a balance forward
entry for the first partially paid amount.
Re-balance Customer Balances

Ensures the On Order Balance and Posted Balance fields in the Customers form are correct. Re-adds
all ordered line items for the On Order Balance. Re-adds all posted transactions for the Posted Balance.
A/R Balance History
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The A/R Balance History utility calculates the credit information on the Payment History tab of the
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Customer Master.
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Period/Year End Procedures
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The Period/Year End Procedures utility zeroes all sales period-to-date or year-to-date fields on the Pay
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History page of the Customer Master and/or Salesman Master Period/Year to Date.
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Purge Invoice History

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Deletes records from the Invoice History forms posted by Order Invoicing, Credit Memos, and Accounts
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Receivable Procedures. This utility does not affect posted transaction Forms or journals.
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Move Local Customers

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The Move Local Customers utility will move an existing local customer record to a new local customer
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record with a customer number that already exists in another shared site’s database.
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Delete Global Customers

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Removes customers from the Global Customer Master.

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Currency Revaluation
Multi-currency utility - calculates currency gains/losses for Accounts Receivable and/or Payable accounts
due to currency rate changes.
Activate/Deactivate Posted Trx

With this utility, you can mark fully paid, posted invoices (and their associated payments, credits, and
adjustments) as inactive. When the system processes posted transactions, forms, and reports, it no
longer searches through the inactive invoice. Also, you can mark inactive posted invoices (and their
associated payments, credits, and adjustments) as active again. After you mark the invoice as active, the
system again includes it on the posted transactions forms and reports. This utility can now be run in the
background.

Rebalance Letters of Credit
Use the Rebalance Customer Letters of Credit utility to correct the accumulated CO values tied to
letters of credit. You can also use it to correct the accumulated-shipped value of letters of credit tied to
COs.
Draft utilities
A few draft utilities are available to accommodate draft processing for the European Communities.
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130 Appendix C: Finance Charges

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Appendix C: Finance charges
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Overview
You can generate and post finance charges for customers who have a past-due balance AND for whom
the Finance Charge check box on the Customers form is selected. Follow these steps:
1. Enter the finance charges. You can enter them manually on the Finance Charges form or generate
them using the A/R Finance Charge Generation form.
2. Post the finance charges using the Finance Charge Posting form.
3. After the finance charges are posted, they display on the A/R Posted Transactions Detail form
with Finance Charge as the type and -1 as the invoice number.
Finance Charge form

Finance charge records displayed on this form can be posted. You can enter the records manually or
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generate them using the A/R Finance Charge Generation activity. Please note:
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You can create finance charges only for customers that have their Finance Charge checkbox
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selected.
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• Customers will be charged the rate specified in the Accounts Receivable Parameters form.
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Finance charges appear on statements. Generally, the user should print statements after generating
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finance charges.
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A/R Finance Charge Generation form

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Use this activity to generate finance charges that will appear on the Finance Charge form.
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Enter information in the following fields:

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• Site Group - Enter the multi-site group ID for which you want to generate finance charges.
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Start and End Customer - Enter the range of customers for whom you want to generate finance
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charges.
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Statement Cycle - Select from the drop-down list the statement cycles for which you want to
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generate finance charges.

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• Cutoff Date - Enter the cutoff date of the transactions you want to include in the calculation.
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• Include Fully Paid Invoices - Select this check box if you want to include invoices that are fully
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paid, but which are late.

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• Delete All Records First - Select this check box if you want to delete all finance charge records
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before generating the new amounts.

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Increment Date - Select this check box if you want the system to automatically increment date
ranges and re-run reports and utilities.
1. Click the Process button to generate finance charges for the selected customers.
Finance charge posting

Use this activity to post finance charges that appear on the Finance Charge form.
Select the range of customers whose finance charges you want to post, or, to post finance
charges for all customers, leave these fields blank.
Select Print and click the Process button. The system will print the Finance Charge Transaction
Report. Verify that the finance charges are correct.
Note: You must print this report before you can post the charges. The Commit option is inactive
until you perform this step.
After verifying the report, select Commit and then click the Process button again. The system
will post the charges.
The system does not post transactions that contain incorrect information. In this case, the system
displays an error message stating that the posting process is partially complete. You must correct
the errors, and then post the finance charges again.
After the finance charges are posted, they display on the A/R Posted
Transactions Detail form with Finance Charge as the type and -1 as the invoice
number.
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132 Appendix C: Finance Charges

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134 Appendix D: Customer statements

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Appendix D: Customer statements
Customer Statements Report
Using the Customer Statements Report form, you can produce customer statements that list the
amount customers owe. Typically, you print statements on a weekly, monthly, and/or quarterly basis. The
statement cycle you assign to a customer determines when that customer's statements are printed. The
report is sorted by customer.
The statements list the open item transactions and the total amount each customer owes, along with the
customer's amount due in each of the five aging buckets. The report also lists the Apply to Invoice
number when printing payments, debit memos, and credit memos that are not open.
The report displays (unapplied) finance charges first, followed by open (unapplied) credit memos, debit
memos, and payments, and lastly, invoices in descending order. Each Invoice is followed by credit
memos, debit memos, finance charges, and payments applied toward the individual Invoice.
You can print statements for particular cycles and for ranges of customers. You can elect to include or
exclude zero balance and credit balance customers. You can also elect to omit invoices that are older
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than a specific number of days. In addition, you can elect to print:
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• Aged totals
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• Open payments
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• Active transactions only
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• Euro totals
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• All posted transactions or only old ones
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Statement comments. The user is given two lines of text.
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You can produce the statements for a particular site group's customers, or for customers in all site
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groups. You can also select the aging basis for the statements by invoice date or by due date, and can
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specify the date of the statements.

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If an invoice has multiple due date payment terms, a line will print for each scheduled payment that has
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136 Appendix E: Letters of credit

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Appendix E: Letters of credit
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Overview
Key points
A letter of credit (LCR) is a document from a bank stating that the bank will insure the customer's payment.
The customer either deposits money with the bank, or the bank extends them credit; but the bank
guarantees payment to you. Many vendors in Asia and some European countries require letters of credit.
To use letters of credit:
a) On the Customers form, select the LCR Required check box. If you only use LCRs on some
orders for a customer, leave this blank.
b) Enter an LCR for the customer using the Customer Letters of Credit form.
c) On Customer Orders, enter the customer's LCR number you’ll use for that order. The system ties
the LCRs to customer orders. The available amount remaining on an LCR affects whether you can
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enter and ship orders to the customer.
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LCRs link to only one customer, though corporate customer functionality is still available
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when checking credit. In the Customers area of the system, letter of credit authorizations
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are the same as in the Accounts Receivable area.
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LCRs are not available for multi-site orders.

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How letters of credit affect customer orders

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The list below describes the situations in which customer letters of credit (LCRs) affect customer orders.
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The LCR number prints on invoices, credit/adjustment forms, CO order verifications, bills of lading,
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pick list and pack slips.

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• The system issues a WARNING when you enter or change an order:

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o That causes the accumulated order amount (on a line level) for the LCR to exceed the
original LCR.
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o If an LCR is required and you have not entered one.

o If the line item due date you entered is later than the LCR expiration date.
• The system STOPS order shipment to a customer if the Customers form indicates you must use an
LCR, and at least one of the following is true:
o The order LCR has passed its expiration date as compared to the line's ship date.
o The combined value of the current shipment and the previous shipment against the LCR
exceeds the LCR original amount.
o There is no LCR tied to the order.
• During shipment, the system WARNS you if a customer does NOT require LCRs but optionally
uses them, and at least one of the following is true:
o The line item due date is later than the LCR expiration date.
o The combined value of the current shipment and the previous shipment against the LCR
exceeds the LCR original amount.

Customer Letters of Credit form
The first step is to enter the LCR into the Customer Letters of Credit form. Then update the customer
record to indicate an LCR must be used and which one will be applied to that customer.
Status
Enter the status of the letter of credit. Valid entries are:
• Planned
• Open
• Expired
• Complete
If the status of the LCR is Planned, Open, or Expired, you will not be able to update the LCR,
Customer, Vendor, or Currency Code fields.
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Note: Only LCR's with a status of Planned or Complete can be deleted.
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Expiration Date
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Enter the expiration date of this letter of credit. This field is required. The expiration date must be greater
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than or equal to the date issued.
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Transferable
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Select this check box if you wish this letter of credit to be transferable.
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Revolving
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Select this field to allow the letter of credit to be used on multiple customer orders. A revolving letter of
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credit is generally used when the delivery of goods is made in installments and at stipulated intervals. The
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amount of a revolving letter of credit may, under the terms and conditions, be renewed without specific
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amendments.
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Revocable
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Select this field to make the selected letter of credit revocable. A revocable letter of credit can be
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amended or cancelled by the issuing bank at any time without the consent of the beneficiary, often at the
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request, and on the instructions, of the applicant.
Currency
Like payments, you can enter customer LCRs in the customer's currency or the base currency.
Letter of Credit Amount
Enter the amount of the letter of credit.Accumulated Customer Order Value

This field displays the accumulated total of customer orders tied to this specific letter of credit. You can
refresh this amount with the Rebalance Letters of Credit utility.
138 Appendix E: Letters of credit

Accumulated Shipped Value
This field displays the accumulated value of all shipped goods tied to this specific letter of credit. You can
refresh this value with the Rebalance Letters of Credit utility.
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140 Appendix G: Consolidated invoicing

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Appendix F: Alphanumeric invoicing
Overview
The system requires you to set up the numbering sequence you will use for invoices, debit memos, and
credit memos. If you desire, you can use separate sequences for customers or groups of customers.
1. Enter the invoice number length in the Accounts Receivable Parameters form.
2. Enter the invoice categories you will use.
3. Set up your invoice, debit and credit memo numbering sequences.
4. Update your customer records with the sequence category each customer will use.
5. Periodically void unused invoice, debit memo, and credit memo numbers.
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Order Entry Parameters form
Invoice Length
Enter the length of all invoice numbers in the system (maximum length: 12 characters).
This should be one of the very first tasks you perform when setting up your system. Until the invoice
length is set, you cannot run any of the invoice processing forms. Once the record is saved, it cannot be
updated. Since the parameters have been changed you need to log out and log back in.
Allow Customer Order on Multiple Batches

Select this field to allow the same customer order number to be on more than one batch order shipment.
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Invoice Categories form
Invoice Category
These categories are used to link a customer to a sequence of invoice numbers. The categories are user-
defined.
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Invoice Debit and Credit Memo Sequences form
Use this form to set up and maintain the alphanumeric sequences used for:
• Invoices
• Debit memos
• Credit memos
You must set up at least one sequence for each of these. You can also set up multiple sequences for
each if you need them. However, you must close the sequence record for a category before you open
another one for that category. Three default initial sequences are set up after you specify the Invoice
Length on the Order Entry Parameters form.
EXAMPLE: Set up a range of 500 credit memo numbers to use during September 2008, for customers in
the invoice category DEFAULTCATEGORY. The numbers use the prefix CR and start with number 2000.
You would enter the following information on this form:
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• Type: Credit Memo
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Start Date/End Date: 9/1/08 through 9/30/08
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• Group: 1
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• Category: DEFAULTCATEGORY
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• Starting Invoice: CR2000 (number expands automatically to the full invoice number length)
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• Ending Invoice: CR2500 (number expands automatically to the full invoice number length)
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If you use up these numbers before the end of September, close the sequence. The next group is
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automatically set to Group 2 for the same date range, and you can add more numbers.
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If you do not use all the numbers in the range by the end of September, you must close the sequence and
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void the remaining unused numbers.

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A sequence record may be deleted only if the sequence is marked as Closed.

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Deleting a sequence record removes any voided invoices that exist within the
invoice number range being deleted.
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Group
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The Group field displays a system-generated number that is used to distinguish between records within
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the same date range. This value is not displayed until after the record is saved.
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Category
The invoice category links a customer record to a specific invoice/credit memo/debit memo number
sequence. The category must exist in the Invoice Category form.
Starting Invoice\Ending Invoice

Enter a starting invoice, credit memo, or debit memo number for this sequence. Alphanumeric key logic is
applied to all entered values. For example, if you enter AB3 and your invoice length is set to 12, the
starting value becomes AB0000000003.
Last Invoice
This field displays the last invoice number used in the sequence.

Customers form
Invoice Category
Select the Invoice Category that is linked to this customer.
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Void Unused Invoices form
Type
Invoice, Debit or Credit Memo
Invoice Category
Select the Invoice Category to be voided.
Reason
User-defined reason code for voiding invoices. This is a required field.
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Void Invoice, Credit and Debit Memo Reason Codes
form
User-defined list of reason codes. A reason code is required when using the Void Unused Invoices utility.
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Voided Invoices, Credit and Debit Memos form
This form lists any invoice, debit or credit memos that have been voided.
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Appendix G: Consolidated invoicing

Consolidated invoice overview
A consolidated invoice covers multiple orders shipped to a customer over a period of time. For example,
you can print a weekly invoice that includes all orders shipped to a customer for a week. Items on the
invoice can derive from multiple purchase orders placed by the customer and from multiple customer
orders associated with a purchase order.
Consolidated invoicing is designed to function in single site, multi-site, and multi-currency environments.
You can specify consolidated invoicing at several levels:
• Customers - Consolidated invoicing can be designated at the customer level so that all orders for
a particular customer automatically create consolidated invoicing. To activate consolidated
invoicing, select the Consolidated Invoicing check box on the customer record.
• Order - Consolidated invoicing can be designated at the customer order level and all items for the
order will automatically be created with consolidated invoicing. To activate consolidated invoicing
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at the order level, select the Consolidate Invoice check box on the Customer Orders form - General
tab. The default for the order line items can be overridden.
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Order Line - If the Consolidated Invoicing check box has been selected on the order, then all line
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items will have the same setting, which can be overridden at this level.
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The time interval for invoicing (daily, weekly, bimonthly, monthly, other, or hold) is part of the basic
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specification for consolidated invoicing. In addition, you can specify whether lines in an invoice should be
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summarized. Summarization consists of combining similar customer order line items into a single line in a
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consolidated invoice. riz
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You can use consolidated invoicing on all orders, but it’s the ONLY way to invoice
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orders that are part of delivery orders.

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Customers form
Consolidated Invoice
Select this field to enable consolidated invoicing for all orders and lines releases created for this customer.
The customer level default can be overridden at the individual order level or the line release level. A change
to the field does not affect any consolidated invoice records currently in process.
Summarize Lines
Select this field to enable summarization of lines on consolidated invoices. This will combine several
customer order line items into a single line on a consolidated invoice. For every order line that has the
Summarize Lines field enabled it will combine the items that have the same:
• Customer Item
• Customer PO
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Unit Price
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• Sales Discount
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• Drop/Ship to
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• Description
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• Notes (the content must be identical and no longer than one line)
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DO Invoice
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Select the type of invoice that the delivery order will use. Options are Consolidated, Single, and Single by
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Consolidated - The invoice will include lines that refer to any customer order item that is marked
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for consolidation or that has shipment records referenced to any delivery order. No delivery order
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number or customer purchase order number displays in the invoice header.

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• Single - The invoice includes only lines that refer to shipment records referenced to a single
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delivery order. The delivery order number will display in the invoice header and on each line. No
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customer purchase order number displays in the header.

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• Single by PO - The invoice includes only lines that refer to shipment records referenced to a
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single delivery order and a single customer purchase order. The delivery order number and the
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customer purchase order number display in the invoice header and on each line. Delivery orders
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that have sequences referenced to customer order numbers without customer purchase order
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numbers will have blank purchase order numbers.

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Invoice Frequency
Select the frequency with which consolidated invoices will be generated. Options are Daily, Weekly,
Bimonthly, Monthly, Other, and Hold.
On the Customers form, this field specifies the default frequency to generate invoices associated with
orders and lines releases. This customer-level default can be overridden at the order level or line release
level.

Customer Orders form
The selection here is defaulting from the Customers form. You can override that selection at the
customer order level.
Summarize Lines
The selection here is defaulting from the Customers form. You can override that selection at the
customer order level.
Invoice Frequency
On the Customer Orders form, the selected invoice frequency will apply to all order line items (per order).
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The default is the frequency specified for the customer on the Customers form.
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The field is disabled if:
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• The Consolidated Invoice check box is not selected
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• The current order is an Electronic Data Interchange (EDI) order
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The excise exchange rate for the order is different from the excise exchange rate for the customer. A
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change to the field does not affect any consolidated invoice records currently in process.
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Customer Order Lines form
The selection here is defaulting from the Customer Orders form. You can override that selection at the
order line level.
Summarize Lines
The selection here is defaulting from the Customer Orders. You can override that selection at the order
line level.
Invoice Frequency
On the Order Lines and Blanket Release maintenance forms, the default is specified on the order on the
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Customer Order form. The field is disabled if:
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• The Consolidated Invoice check box is not selected.
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• The current order is an EDI order.
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The excise exchange rate for the order is different from the excise exchange rate for the customer.
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Exercise G.1: Ship all lines of orders riz
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In this exercise, you will ship all lines of a set of orders.

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Exercise G.1 steps

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Customer 25 has Consolidated Invoicing selected on their customer record. This customer has customer
order numbers 157, and 158.
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Ship all lines of these orders.

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Consolidated invoice generation overview
The Consolidated Invoice Generation activity generates invoice records for shipped customer order items
that were marked for consolidated invoicing or shipped under a delivery order.
Customer order items can be selected by:
• Customer number
• Invoicing frequency
• Regular customer order or delivery order
• Delivery order number
• Customer PO number
• Shipping date
The invoices created through this activity are pending invoices. Between the time invoice records are
created with the Consolidated Invoice Generation activity or the Consolidated Invoice Workbench activity
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and the time they are printed and posted, users can make changes in the system that affect the accuracy
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of these pending records. If any changes occur between creation and attempting to post, the system
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marks any affected records as modified. They will be marked invalid and will need to be updated.
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Modified invoice records must be updated before the Consolidated Invoice Generation activity can print
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and post the invoice. The Consolidated Invoice Generation activity reports modified records as invalid.
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Consolidated Invoice Generation form
Delete Records First By
This field allows you to delete consolidated invoice pending records, invoices that have not been printed and
posted before new records are generated.
• A - All. Deletes all pending records.
• R - Range. Delete only those pending records that fall within the range of customer number,
invoicing frequency, order number, etc.
• N - Do not delete any pending records.
Process Customer Orders

Enter Yes to generate consolidated invoice records for a specified customer order or range of customer
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orders.
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Enter No to restrict the generation of consolidated invoice records to delivery orders only.
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Process Delivery Orders
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Enter Yes in this field to generate consolidated invoice records for a specified delivery order or range of
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delivery orders.
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Enter No to exclude delivery orders from consolidated invoice generation.

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Generate By Ship Date

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Enter Yes in this field to generate consolidated invoice records for items shipped through a specified date.
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Enter No to disregard shipping dates. If this field is set to No, the activity ignores any date appearing in the
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Last Ship Date field.

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Last Ship Date

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Select the last date on which customer order items to be covered in consolidated invoices were
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shipped. This date is not the physically shipped date or the pickup date if an invoice is being
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generated for a delivery order. To edit the field, set the Generate by Ship Date field to Yes. If the
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value of the Generate by Ship Date field is No, any date appearing in the Last Ship Date field is
ignored. The default is today's date.
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Exercise G.2: Run the Consolidated Invoice Generation activity

In this exercise, you will run the Consolidated Invoice Generation activity for a specific
customer.
Exercise G.2 steps

Run the Consolidated Invoice Generation activity for customer 25.

Consolidated Invoices Workbench form
The Consolidated Invoices Workbench is used to work with shipped customer order items that are
marked for consolidated invoicing or customer orders shipped under delivery orders. The invoices
have not been printed or posted.
The Consolidated Invoice Workbench can be used to:
• Add new consolidated invoices for a specified customer.
• Delete consolidated invoices.
• Add or delete invoice line items.
• Regenerate invoice line items that are no longer current.
• Edit invoice header fields: sales terms, means of shipping, number of packages, total weight,
freight and miscellaneous amounts, tax codes, and salesperson.
• View details of: referenced customer orders, lines, and releases; delivery orders, lines, and
sequences; and shipping.
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Exercise G.3: Add miscellaneous charges to a shipped order
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In this exercise, you will add miscellaneous charges to a shipped order.
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Exercise G.3 steps
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Using the Consolidated Invoices Workbench, add $25.00 of freight and $30.00 for miscellaneous
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charges to the order shipped in the previous exercise.

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Consolidated Invoicing form
Use this activity to print and post consolidated invoices and invoices for shipments made under
delivery orders. This activity can be used to reprint invoices.
When the Consolidated Invoicing form is open, the invoice function is locked, and other users
cannot generate invoice records or print or post invoices.
This activity prints and posts invoices for shipped items that:
• Were processed for consolidated invoicing in the Consolidated Invoices Generation form, the
Consolidated Invoice Workbench or were shipped under a delivery order.
• Fall within the range of shipments you specify on the Consolidated Invoicing form.
• Are not marked as modified in the consolidated invoices tables. (Information associated with a
shipped item has not changed since you created invoice records for the item.)
Once invoices are printed and posted, the activity removes the pending consolidated invoice records. Any
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invoice records that were marked as modified remain in the pending consolidated invoices tables. The
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quantity of such invalid records appears in a message at the completion of printing and posting. Use the
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Consolidated Invoices Workbench to examine these records and to make appropriate corrections before
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you attempt to print and post them again.
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Invoice, Debit and Credit Memos form
All invoices, debit and credit memos that were created because of the shipment or return of product or
entered manually are stored here until they are posted.
Posted from Order

Will be selected automatically if the invoice was created from a customer order.
Order
The order number that the invoice was generated from will be displayed here.
The A/R account number, G/L reference, description and due date default from the customer order and
can be overridden.
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Exercise G.4: Run the Consolidated Invoicing activity
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In this exercise, you will run the Consolidated Invoicing activity.
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Exercise G.4 steps

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Run the Consolidated Invoicing Activity. Find your customer order (158) in the Invoices, Debit and
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Credit Memos form.

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Appendix H: EFT Bank Statements

Importing A/R Payment and Distribution Data from
Bank Files
You can import and process electronic customer payments from a bank or electronic lock box and apply
them to A/R invoices. Different banks use different file formats. Set up a Map ID for each type of file
format that will be imported.
To prepare for the import:

The file to be imported into the A/R Payment Import Workbench must be based on Microsoft Windows
format, where end-of-line is indicated by Carriage Return (CR - CHAR(13) - \r - 0x0D) and Line Feed (LF -
CHAR(10) - \n - 0x0A) control characters. Using this format allows CloudSuite Industrial to import each
line into a separate row in the table.
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Use these forms to set up mapping of the imported values to fields:
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Electronic File Transfer Mappings. Use this form to define a map ID that, together with the description,
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clearly defines the bank and the type of file to be used for an import. Also specify the default logical
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folders where you will place the files to be imported and where the archived files are stored.
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Electronic File Transfer Conversions riz
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Because it is a standard format already defined in CloudSuite Industrial, you only need to specify a Map
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ID and the Type when you set up mapping for the NACHA CCD bank file format. For other delimited or
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non-delimited bank file formats, you must specify additional information about the file format and how the
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contents are mapped to the import workbench tables.

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After customers' payments are deposited in your bank, use the Electronic File Transfer Imports utility to
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import electronic files from your bank that provide a record of the EFT payments:
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Select a map ID.

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Verify that the appropriate import and archive logical folders are defined. These values are linked to the
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map ID definition on the Electronic File Transfer Mappings form.

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Click the Files button next to Import Logical Folder to display the contents of the logical folder.
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In the Electronic File Transfer Imports form, click Process to import the files that are in the logical folder.
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Then process the data with the A/R Payment Import Workbench:
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To access the utility from the workbench form, click Electronic File Transfer Imports. You can also open
the utility standalone.
Select a valid import map ID.
When the map ID is specified, the logical folder for that ID is displayed. You can change the logical folder.
Click Process.
The utility reads each file in the import path and imports each file based on the mappings defined for the
map ID. The data from successfully imported files are loaded into the workbench tables, and the files are
moved to the Archive Logical Folder specified in the Electronic File Transfer Mappings form.
If an error occurs while importing a file, the error in the Background Task History form.
Open the A/R Payment Import Workbench form to view and manipulate the values and then post the data
to the A/R payment tables.
160 Appendix I: Direct deposit

Note: Bank reconciliation records are not imported with this utility. Only A/R payments and distributions
are imported and processed using the import utility and workbench. Bank reconciliations are created
when the A/R payments are posted in CloudSuite Industrial.
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Mapping Bank Files to A/R Payments and
Distributions
Use the information in this topic to set up the mapping between an electronic A/R payment file from a
bank and CloudSuite Industrial tables, so that the import works for specific bank file formats.
Follow these steps:
Use the Electronic File Transfer Code Lists form to associate each inbound bank code with a
valid Infor CloudSuite Industrial code for each map type and each map format type, so that
the bank statements are imported with preferred labels.
Use the Electronic File Transfer Conversions form to specify conversions of values from
incoming payment files into acceptable CloudSuite Industrial values.
Use the Electronic File Transfer Map Format Types form to set up the needed format types.
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Use the Electronic File Transfer Mappings form to define the import path, contents, and
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formatting of an incoming A/R payment file from a specific bank:
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Specify this information:
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Map ID and Description
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Specify an ID and description that clearly define the bank and the type of file to be used for
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Import Logical Folder

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Specify the logical folder where files to be imported with this format are placed for processing.
The logical folder must already exist, and you must belong to the same authorization group
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as the logical folder.

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Archive Logical Folder

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Specify the logical folder where the EFT payment file is stored after it has been processed.
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You archive these files in case they need to be reimported or viewed later. This logical folder
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must already exist, and you must belong to the same authorization group as the logical
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folder.
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You can use the Files button to delete old archived files or download them to save in another
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area.
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Type
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Specify one of these options:

• Delimited: There is a delimiter character between each field in the imported file.
• Non-Delimited: There are no delimiters in the imported file.
• NACHA CCD: This Map ID is used when you import fixed format files that use the
NACHA format. In this case, you cannot further define the mapping. The Electronic
File Transfer Imports form will process incoming files based on the standard NACHA
CCD fixed format.
If Type is set to Delimited, specify the delimiter character and specify whether the fields are
enclosed in quotation marks. If so, the quotation marks are stripped off.
If amounts in the imported file do not contain an actual decimal point, but have an implied
decimal point, select Amounts Contain Implied Decimal and then specify the number of digits
that are included to the right of the decimal.
Specify the Date Format used in the file.
Specify whether Record Identifiers Are Used in the file. If yes, then specify this information:

Record Identifier Field Number
If Type is set to Delimited, specify the field position of the Record ID field.
Starting and Ending Position
If Type is set to Non-Delimited, specify the characters in the row that are the start and end of
the Record ID value.
In the Mapping Groups section, specify this information:
Group
Specify the name of the mapping group, which identifies the purpose of field mappings in the
group. Currently the options are Payment or Distribution.
Sequence
Specify the sequence number.
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Use the Electronic File Transfer Map Types form to determine how imported data is viewed.
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On the Electronic File Transfer Mappings form, perform these tasks:
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Click Build DataViews, so that you can see the imported data on the Electronic File Transfer
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Mapped Imports form.
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Click Build Event Handler, so that after the file is imported, AR Payments, AP Payments, and
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Bank Reconciliation Utility records are created.
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On the Electronic File Transfer Imports form, import a bank file:
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Set up the Map ID, the Import Logical Folder, and the Archive Logical Folder fields.
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Click Process.
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Ensure everything came in as expected.

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Processing Imported A/R Payment and Distribution
Data
Use the A/R Payment Import Workbench form to view, modify, and validate the payment and
distribution information so that it is ready to post. All batches that were successfully imported are listed in
this form.
Note: For EFT files in NACHA CCD format, the import assumes that positions 40-54 (Company's ID
Number) of record type 6 in the EFT file contain the check number. The import places this value in the
Check Number field of the workbench form. If the import finds any non-numeric characters in those
positions of the file, it places a zero in this field. If this field is not populated with the check number, please
contact the bank to determine if the bank can place the check number in positions 40-54.
Select a batch ID to view its status:
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If the status is Processed, every payment record in the batch has been processed; you can
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click Delete to remove the batch from the form. The original file is stored in the Archive folder
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in case it needs to be reviewed later.
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• If the status is Unprocessed, at least one payment is not processed; that record has a status
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of Unprocessed, Error, or Hold.
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Click Validate to validate all payments and distributions for batches where the payment
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status is Unprocessed or Error. During validation, if the customer field is blank for a payment
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or distribution record, the system: riz
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• Tries to find the customer number based on the invoice number.

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• If that fails, tries to find a matching customer in the A/R Customer Bank Account form,
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based on the bank routing and account number.

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If that fails, leaves the customer number blank.

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Other validations are performed. Any resulting validation error messages are displayed in the
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grid.
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Correct any validation errors and fill in any blank customer numbers.
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In the Payment grid, select the payment records that you want to process. If you do not want
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to process a record, you can change its status to Hold.

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The Distribution grid lists all distributions associated with a selected payment in the Payment
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grid. You cannot add or delete records in this grid. If you do not want a distribution to be
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processed, set the Apply Amount and Discount Amount to zero. Distribution records are
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disabled for a payment whose status is Processed or Hold.

Click Process.
All payments and distributions in the batch ID that have a payment status of Unprocessed or
Error are validated, even if they are not selected.
All selected payments that are unprocessed with no errors will be processed. A/R Payment and
A/R Payment Distribution records are created. When an A/R Payment record is created, the
customer, routing number and bank account are checked against the A/R Customer Bank
Account records. If a matching customer bank account record is not found, one is created.
Note: Discount amounts are not calculated on the distribution

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Appendix I: Direct Debit
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Electronic Banking
Receivable Parameters form
This form has been modified to add a new Electronic Banking tab.
Select the Direct Debit Receivable account number.
Enter the SEPA Creditor Identifier
When an A/R payment whose type is Direct Debit is posted, this account shall be debited. In
addition, upon entering the corresponding Bank Reconciliation deposit, this account is
Credited.
This is used if the customer does not have an End User specified with this account number
information populated.
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End User Types form
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Select the Direct Debit Receivable account number.
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When an A/R payment whose type is Direct Debit is posted, this account shall be debited. In
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addition, upon entering the corresponding Bank Reconciliation deposit, this account is
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Credited. riz
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Customers and Multi-Site Customers form

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Credit tab
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Select Direct Debit from the Type drop-down list.

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Customer Bank – this field is required when the Type is Direct Debit
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When the Customer’s Payment Type is Direct Debit, the selected bank’s currency must match
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either the Domestic Currency or the Customer’s currency.

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Banking tab
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The following table displays the fields on the Banking tab and provides a brief description of each:

SEPA Mandate A Mandate is an agreement between the
Reference company and the Customer to use Direct
Debit as a payment type. This Mandate
Reference refers to that agreement.
Creation Date This is the date the Mandate was created
Expiration Date This the date the Mandate expires If the Mandate for a customer
has expired then the system
does not allow a Payment of
type Direct Debit

Last Used Date This is the Date that a Mandate for a
customer was last used. It is updated at
the time of Payment related to this Bank
Code is posted.
Core Direct This checkbox indicates whether this
Debit checkbox Mandate is for a Core Direct Debit or not.
One-off Mandate This checkbox indicates whether this
checkbox Mandate is a One-off Mandate or not.
A/R Payments form

This form has been modified to add a new Type of Direct Debit. Note: The Payment Type field on this
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form shows the Customer’s default payment type.
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When choosing a Bank Code for the payment with a type of Direct Debit, that Bank’s Currency Code
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must equal either:
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•
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The Customer’s currency or
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• The Domestic currency
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For a specific A/R Payment, the bank code can be changed
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Upon saving a new A/R Payment that is of Type = Direct Debit, the system shall create a corresponding
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Direct Debit record. This record is used for the following:

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To allow the user to see status of Direct Debits.

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• To gather data for the DebitTransfer BOD upon posting the A/R Direct Debit.
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Upon saving an updated A/R Payment that is of Type = Direct Debit, the system shall ensure that the
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corresponding Direct Debit record is in sync with this A/R Payment data.
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Upon saving a new A/R Payment that is of Type = Direct Debit, the system shall create a
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corresponding Direct Debit record.

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• This record is used for the following allows the user to see status of Direct Debits.
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• Direct Debit Amount is set to the foreign amount in the payment (the customer’s
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currency).
• Exchange Rate is the rate from foreign amount (customer) to domestic
Mandate fields are populated from the corresponding customer record.
A/R Direct Debits form

This form is a read-only form to view Direct Debit rows and their status.
Bank Reconciliations form

This form allows the user to enter a Direct Debit Deposit.
When a Direct Debit Deposit is saved the following occurs:

• The following journal entries are made:
o Credit – Direct Debit Receivable account
o Debit – Cash
The Direct Debit’s status is set to Paid
The Customer’s Posted Balance is adjusted
A/R Direct Debit Posting form

This form performs A/R Payment posting for A/R Payments where Type equals Direct Debit.
Upon posted the following occurs:
• Journal entries are as follows:
o Debit – Direct Debit Receivable
o Credit – Accounts Receivable
• The corresponding Direct Debit’s status is set to Generated
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• The Customer’s SEPA Mandate Last User date is updated to “today”
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Direct Debit Utilities
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Void A/R Posted Direct Debit
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This utility is used to back out an A/R Payment type of Direct Debit that has been posted.
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It creates a negative journal entry and creates reverse entries in A/R Posted Transactions for the
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payment distributions. The Direct Debit status is set to Voided.

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A/R Direct Debit Purge

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This utility allows the user to purge the Direct Debit rows.
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170 Appendix J: Chargebacks

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Appendix J: Chargebacks
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Chargebacks Overview
The chargebacks functionality allows you to approve or disapprove a non-full payment from customers
who may take a chargeback for reasons that include but are not limited to damage, lateness, or
improper packaging.
Use these forms with this functionality:
• Accounts Receivable Parameters
• Chargeback Types (and the associated Chargeback Types Query form)
• Chargebacks
• A/R Payment Distributions
• A/R Quick Payment Application
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Using Chargebacks Functionality
A chargeback is the amount a customer deducts from a payment for reasons including but not limited to
damage, lateness, or improper packaging.
To use this functionality:

Establish Chargebacks and Chargebacks Deposit accounts on the Accounts Receivable Parameters
form.
Define chargeback types on the Chargeback Types form. The types are the reasons why a customer
might apply a chargeback.
Use the Chargebacks form to quickly enter chargeback data. You can specify the amount, choose the
type, and approve the chargeback.
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At this point you can either:
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Record a payment on the A/R Payments form and on the A/R Payment Distributions form and then,
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while still on the A/R Payment Distributions form, click the Distribute Chargebacks button for the
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appropriate customer to populate the Chargeback Amount field with the amount to be distributed, or
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Enter the payment amount on the A/R Quick Payment Application form and then click the Apply button
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to apply any chargebacks from the Chargebacks form. riz
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Use the A/R Payment Posting form to post like you would for any other payments or distributions. For
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chargebacks that were approved on the Chargebacks form, the process on the A/R Payment Posting
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form creates and posts credit memos tied to an invoice for each chargeback amount, when the invoice is
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known, and creates and posts open credit memos not tied to an invoice for each chargeback amount,
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when the invoice is unknown. For those chargebacks not approved on the Chargebacks form, an open
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debit memo is created for each disapproved chargeback amount.

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Chargebacks Account
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On the Chargeback Types form, specify the chargebacks account you want associated with the
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chargeback type.
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On the Chargebacks form, select the chargeback account for this chargeback.
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Chargeback Type
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On the Chargeback Types form, specify a chargeback type. This is a type of your creation. There is an
8-character limit.
On the Chargebacks form, select a chargeback type from the drop down list.
Chargeback Transaction Report

Use this form to print a report showing chargeback data from criteria you set.
Chargebacks
Use this form to quickly enter and manage chargeback data.
172 Appendix J: Chargebacks

Chargeback Amount
On the A/R Payment Distributions form, this field is read-only and populates when you click the
Distribute Chargebacks button. On the A/R Quick Payment Application form, the chargeback amount is
displayed.
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Using Accounts Receivable 9.01

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CloudSuite Business / CloudSuite Industrial:

Using Accounts Receivable Training

CloudSuite Business / CloudSuite Industrial

prohibited by such laws.

referenced may be registered trademarks or trademarks of their respective owners.

Other Customers form tabs ................................................................................................................ 55

Recording customer interactions ........................................................................................................ 63

Check your understanding.................................................................................................................. 65

Lesson 4: Invoice, debit, and credit memo processing ..................................................................... 68

Generating invoices for customer orders ............................................................................................ 70

Recording invoices, debits, and credit memos in A/R.......................................................................... 75

Distributing invoices ........................................................................................................................... 80

Creating a price adjustment invoice .................................................................................................... 83

Posting invoices, debits, and credit memos ........................................................................................ 87

Lesson 5: Customer payment processing ......................................................................................... 92

Entering customer payments .............................................................................................................. 94

Using the A/R Quick Payment Application ........................................................................................ 101

Posting customer payments ............................................................................................................. 104

Consolidated Invoices Workbench form ............................................................................................ 156

Consolidated Invoicing form.............................................................................................................. 157

Invoice, Debit and Credit Memos form .............................................................................................. 158

Appendix H: EFT Bank Statements .................................................................................................. 159

Mapping Bank Files to A/R Payments and Distributions.................................................................... 162

Processing Imported A/R Payment and Distribution Data ................................................................. 164

Appendix I: Direct Debit ................................................................................................................... 166

Electronic Banking ........................................................................................................................... 167

Appendix J: Chargebacks ................................................................................................................. 170

Chargebacks Overview .................................................................................................................... 171

Using Chargebacks Functionality ..................................................................................................... 172

Self-directed learning (SDL)

Symbols used in this workbook

For your reference

Can be used for either

Using Accounts Receivable Training Workbook 1

• CloudSuite Business / CloudSuite Industrial® Training Environment

• Explain how billing terms are defined

• Describe the procedures for

maintaining other accounts receivable-

• Describe how to set up and map the

receivable various accounts related to accounts

maintenance • Describe how you might use end user

• Explain how account distribution works

for accounts receivable.

3 Customer records • Describe the process for creating a 1

and customer customer record.

orders • List the steps to set up multiple ship-to

Using Accounts Receivable Training Workbook 3

4 Invoice, debit, and • Determine the customer orders 1

5 Customer • Describe the process for entering a 1

• Describe the process to reapply open

Course summary • Debrief course. 1

Appendix Appendix title Content description

Comprehensive exercise for reinforcement of

A Review exercise understanding the processing logic of the accounts

Using Accounts Receivable Training Workbook 5

Navigation pane menus and main toolbar

Navigation pane menus

Navigation pane menus and submenus

Switch view to next open Ctrl + Tab N/A

Action Menu Path Smart Web Icon Button

Client Client Default

Move to first editable field View > Home Ctrl + Ctrl +

of form Cursor Home Home

Move to the next field Tab Tab