Accounts Receivable Maintenance - ARM & ARHD
The company profile is an accounts receivable record where you setup various defaults such as minimum dollar statement to send, print credit balance statements, interest rate to charge, discount rate, and credit limits.
To setup your bookstore's accounts receivable company profile, type ARHD Make the changes needed for your company profile and save the information entered by choosing "Y" on All OK? Y/N/C.
1. To set-up an account, type ARM and choose option 1. A screen will come up asking for an account number, you may enter a numerical six digit account number or press <Enter> and Bookstore Manager will automatically assign an account number after you enter the account name.
2. Fill in the remaining fields using the Reference Manual - ARM, for further clarification on what information you need to enter.
3. After entering the account information you will be asked if you want to add this address to the mailing list. You should press "Y" for yes.
4. When assigning numbers for Accounts Receivable, start numbers at "000003" or above.
5. An A/R account number 100001 needs to be set up as a 'dummy' account. The title of the account is A/R Batch Totals. Whenever Payments on Accounts are manually entered as a batch using the "ARE" program, the batch total needs to be rung up on the cash register. At the POS, enter the total amount of the payments and when the register asks for an account number use 100001. This amount will be recorded in the register but will not be posted to the actual account number. (The individual accounts have already been posted in the ARE program) This will post the amount received on account to the Accounts Receivable Trade general ledger account number when sales are sent to the general ledger.)
6. If you will not be setting up new accounts "on the spot", at the register, you will need an account to charge to if a person wishes to charge but has no account number set up on the system. By setting up account #100002 and calling it "New Accounts" this problem can be handled. For 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 number 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 know some invoice(s) were not transferred to the proper account.
1. To make a change in the information on an account, type ARM and choose option 2. Enter the account number or press <F1> to get a listing of accounts. Highlight account and press <Enter>. The account will be displayed.
2. Arrow up to the field that you want to change. Type in the change and press <Enter> to make the changes active.
3. After making all necessary changes press <Esc> to get an "All OK? (Y/N/C)" prompt. Answer ‘Y’ to save changes.
1. To delete an account, type ARM and choose option 3. Enter the account number or press <F1> for an account list. The account you want to delete MUST have a balance of ZERO and have NO CURRENT ACTIVITY.
2. You are shown the account information and prompted to make sure you want to delete this account.