Accounts Receivable Activity
The majority, if not all 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).
ARE - Accounts Receivable Entry
The ARE Accounts Receivable Entry program is used to quickly enter a group of transactions (payments and adjustments for example). 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 made in G/L.
1. Type ARE and enter the date you want the transactions to be posted.
2. Enter the account number or press <F1> to look up. Highlight account and press <Enter>.
3. Choose the option that corresponds to the type of transactions you are entering.
a. 1 Invoice - enters charges to account
b. 2 Credit Memo - enters a credit to account
c. 3 Payments - enters a credit to account
d. 4 Adjustments - enters a charge to account, or if you enter a minus sign, a credit to account
You may switch between the above in the same batch.
4. Enter the information for each account. If you press <Enter> in the date field the batch date you entered will be inserted.
5. When you have finished entering the items in the batch press <Esc> and enter the batch total. (The batch total is the total of all entries)
6. If you have additional batches you can enter them now or else press <Esc> and press <Enter> to print the audit trail.
7. 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 is a "dummy" account 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 G/L.
SLAR - Posting Accounts Receivable from Point of Sale
1. Type in SLAR to post invoices, credit memos, and payments entered at the point of sale to the Accounts Receivable accounts. This prints an audit trail. This program usually is run daily, either after the point of sale has been shut down in the evening or in the morning before starting the point of sale. (Run SLAR at the end the day you close out Accounts Receivable. Do not run again until after A/R statements, other close out programs, and ARSM, set up for new month, has been run.)
2. Because all Accounts Receivable transactions entered through the point of sale are not posted to the accounts until you run the SLAR program, you will not want to run this program between the time you end your monthly accounts receivable period and until you have completed all the end of month procedures. For 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 completing the end of month procedures and set up for new month.
ARI - ARHI - Accounts Receivable Inquiry
1. ARI - Accounts Receivable Inquiry
a. Accounts Receivable inquiry is a program used to view the current and past history of a receivable account. This program may also be executed at the point of sale by going to Programs on the Menu Bar and choose A/R Inquiry.
b. Type ARI and a screen prompting for the account number is displayed. Enter the account number or press <F1> to look up an account by its name.
c. The account's balance forward from previous month (if any), current month transactions, and balance are displayed.
d. You can highlight a transaction and press <Enter> to print or view the detail on that transaction if transaction was executed at POS.
e. To view the account history for previous months press <F1>. You can highlight a transaction and press <Enter> to print or view the detail on that transaction if transaction was executed at POS.
2. ARHI - Accounts Receivable History Inquiry
ARHI is a program that displays on the screen or prints out the history of transactions up to the last statement date. The current months transactions are not displayed. (This program cannot be run within point of sale but can be viewed when you are in ARI and you enter <F1>.)
a. Type ARHI and a screen prompting for the account number is displayed. Enter the account number or press <F1> to look up an account by its name.
b. Enter a "P" to print out the history on the printer, or enter a "D" to display the history on the screen, or enter a "B" for the history to be displayed and printed.
c. You can highlight a transaction and press <Enter> to print or view the detail on the transaction if transaction was executed at Point of Sale.
d. The balance shown includes the current months transactions, but the other totals only reflect the totals for the history not deleted and will not necessarily add up to the current balance.