Accounts Receivable Maintenance
Accounts Receivable Activity
Accounts Receivable End of Month Procedure
Accounts Receivable Reports
Accounts Receivable History Deletion - ARHU

Note:    You may choose to use the Balance Forward method of Accounts Receivable, the Open Item method, or a combination of the two.  The differences between Balance Forward and Open Item are:

When setting up an Open Item accounts receivable account in ARM, the “Open Item” field will need to be checked.  Once an account has been flagged as either Open Item or Balance Forward, you must use the ARUL program to change them.  This is due to the fact that Balance Forward amounts must be converted to “Invoices” in Open Item.

Accounts Receivable Maintenance

A. Company Profile Setup

The ARHD company profile is an Accounts Receivable record where you set up various defaults, such as the minimum dollar amount to send statements, whether or not to print credit balance statements, the yearly interest rate to charge, the discount rate, and credit limit.

B. Add Accounts

Example:    If a customer wishes to charge, but has no account number set up, their items are rung up and then charged to account 100002.  Whenever the bookkeeper gets ready to set up the customer's actual account, an adjustment can be made in the ARE program to transfer the amount from account #100002 to the customer's new account number.  If all is done properly, at the end of the month, account #100002 will always end with a zero balance.  If not, then you will know that some invoice(s) were not transferred to the proper account.

C. Delete Accounts

To delete an ARM account , the account MUST have a balance of ZERO and have NO CURRENT ACTIVITY.

Accounts Receivable Activity

A.     Point of Sale

The majority, if not all, of Accounts Receivable transactions are entered at the point of sale.  These transactions are not posted to the accounts until the SLAR program is run. (See C. SLAR below.)

B.    ARE - Accounts Receivable Entry

The ARE program is used to quickly enter a group of transactions (such as payments and adjustments).  Entries made using this program are immediately reflected on the individual accounts.  These entries will not go to the General Ledger unless the batch is rung up at POS or manual entry is made in the General Ledger.

Note:     Payments applied to accounts using ARE need to be rung up through the Point of Sale as a batch total, using account #100001.  This "dummy" account is used to enter the payments into the Sales journal and put the amount on Accounts Receivable Trade in the General Ledger.  Adjusting entries will not be reflected in the General Ledger, so a General Ledger entry must be made using GLE when closing out the month on the General Ledger.

C.    SLAR - Posting Accounts Receivable from Point of Sale

Note:    All Accounts Receivable transactions entered through the POS are not posted to the accounts until you run the SLAR program.  Therefore, you will not want to run this program between the time you end your monthly Accounts Receivable period and the time you have completed all the end of month procedures.

Example:     If your Accounts Receivable period ends on the last day of the month and you do not get all the end of month procedures completed until the fifth of the next month, you would not run this program until the evening after completion of the end of month procedures and setting up for new month.

D.    ARI - ARHI - Accounts Receivable Inquiry

ARI is a program used to view the current and past history of a receivable account.  This program can be executed at the POS by using the Menu Bar or by using the "Hot Key," <Ctrl Q>, and entering ARI.

ARHI is a program that displays on the screen or prints out the history of transactions up to the last statement date.  The current month’s transactions are not displayed.   This program can be executed at the point of sale by using the Menu Bar or by using the "Hot Key,"       <Ctrl Q>, and entering ARHI.

Note:    The balance shown includes the current month’s transactions, but the other totals only reflect the totals for the history not deleted and will not necessarily add up to the current balance.

Accounts Receivable End of Month Procedure

The A/R end of month procedure is as follows.  These steps must all be completed in the correct order.

A.    SLAR - Posting Accounts Receivable from Point of Sale

B.    ARA - Accounts Receivable Aging

C.    ARIP - Accounts Receivable Invoice Print

Note:   You may print individual invoices for current charges for ALL customers by entering a "Y" on line 1000 in the SYS, Config File, Change Misc. Configurations.

D.    ARS - Printing Statements

E.    ARHE - Accounts Receivable History Extract

F.    ARSM - Accounts Receivable Set Up for New Month

Accounts Receivable Reports

A.    ARP - Masterfile Print

ARP prints a list of Accounts Receivable customers with addresses, etc., including credit information if requested.

B.    ARL - Label Print

Enter ARL and select the desired options to print labels according to the mail codes set up in ARM.  You may limit the labels to customers who have spent a certain dollar amount and choose current, last, and/or oldest period to include in calculation.  You may also start with a certain zip code.

C.    AR60 - Past Due 60+ Days

AR60 generates a report of Accounts Receivable customers who are sixty or more days past due.  These may also be sorted if the customer account has been set up with a sort code.

D.    ARD - Delinquent Letters

Use the ARD program to print letters to Accounts Receivable customers who are 30, 60, and/or 90 days past due.  (You may edit the wording of the letters in SYStem Maintenance, 30-Day Letter, 60-Day Letter, or 90-Day Letter options.)