RECEIVABLES
THE ACCOUNTS RECEIVABLE SYSTEM IS A SERIES OF PROGRAMS USED TO TRACK WHO
OWES, HOW MUCH THEY OWE, HOW LATE THEY ARE IN PAYING, AND HOW MUCH THEY HAVE
ALREADY PAID. THE SYSTEM PRODUCES AGING REPORTS, BOTH SUMMARY AND DETAIL.
THE SYSTEM ALSO PRODUCES STATEMENTS AND MAILING LISTS.
WHILE THE ACCOUNTS RECEIVABLE SYSTEM MAY BE USED STAND-ALONE, IT IS DESIGNED
TO AUTOMATICALLY INTEGRATE WITH OTHER MDS PROGRAMS.
ACCOUNTS RECEIVABLE SUPPORTS BOTH APPLIED AND UNAPPLIED CREDITS. CREDITS CAN
BE PAYMENTS OR CREDIT MEMOS. MULTIPLE CREDITS MAY BE APPLIED TO AN INVOICE.
(THERE IS A LIMIT OF MAXIMUM ACTIVE TRANSACTIONS PER ACCOUNT).
THE RECEIVABLES SYSTEM IS AN OPEN ITEM ACCOUNTING SYSTEM.
**SCREEN DISPLAY**
4.1 ADD/EDIT ACCOUNT
THIS PROGRAM IS USED TO CREATE ACCOUNTS AND TO UPDATE INFORMATION ABOUT
ACCOUNTS. THE PERSON ENTERING A NEW CUSTOMER SHOULD ALWAYS ENTER THE "NEXT
ACCOUNT #" DISPLAYED ON THEIR SCREEN. IF MORE THAN ONE PERSON IS ENTERING
NEW ACCOUNTS, THE NUMBER SHOWN ON THE SCREEN MAY HAVE BEEN USED BY ANOTHER
OPERATOR. ANYTIME THIS OCCURS, THE ACCOUNT NUMBER IS UPDATED BY THE SYSTEM
TO SHOW THE NEXT FREE ACCOUNT NUMBER.
YOU MUST PRESS {ENTER} AFTER EVERY FIELD THAT YOU ADD, OR EDIT, FOR THE
SYSTEM TO ACCEPT THE INFORMATION.
TO EDIT AN ACCOUNT THAT ALREADY EXISTS, TYPE THE ACCOUNT NUMBER TO BE EDITED
IN THE "ACCOUNT #" FIELD AND PRESS {ENTER}. IF YOU DO NOT KNOW THE
CUSTOMER'S NUMBER, PRESS {ENTER} TO ACCESS THE "NAME SEARCH" PROGRAM. IF YOU
ARE ADDING A NEW CUSTOMER, TYPE IN THE "NEXT ACCOUNT #" DISPLAYED AT THE TOP
RIGHT OF THE SCREEN.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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ACCOUNT# THE ACCOUNT NUMBER OF THE CUSTOMER TO BE ADDED OR EDITED.
NAME THE NAME OF THE CUSTOMER TO BE ADDED OR EDITED. THIS IS
A 30 CHARACTER FIELD.
ADDRESS THE FIRST LINE OF THE CUSTOMERS ADDRESS. THIS IS A 30
CHARACTER FIELD AND ACCEPTS ALPHA OR NUMERIC INFORMATION.
SECOND ADDRESS A SECOND LINE FOR ENTERING CUSTOMERS ADDRESS. THE FIELD
IS 30 CHARACTERS LONG AND ACCEPTS ALPHA OR NUMERIC
INFORMATION.
CITY ST ZIP THE CITY STATE AND ZIP CODE OF THE CUSTOMER. TYPED WITH
A SPACE SEPARATING EACH FIELD. NO COMMAS ARE NECESSARY.
THE FIELD IS 30 CHARACTERS LONG AND ACCEPTS ALPHA OR
NUMERIC INFORMATION.
TELEPHONE 1 THE PRIMARY TELEPHONE NUMBER OF AN INDIVIDUAL CUSTOMER OR
BUSINESS. USUALLY THE HOME NUMBER FOR INDIVIDUALS. THE
FIELD ACCEPTS 12 NUMERIC CHARACTERS. EX: 555-555-5555
TELEPHONE 2 THE SECONDARY PHONE NUMBER OF AN INDIVIDUAL CUSTOMER OR
BUSINESS. USUALLY THE WORK NUMBER FOR AN INDIVIDUAL.
THE FIELD ACCEPTS 12 NUMERIC CHARACTERS. EX: 555-555-
5555
CONTACT THE NAME OF THE PERSON TO BE CONTACTED REGARDING THE
ACCOUNT. NORMALLY ONLY BUSINESSES NEED A CONTACT NAME.
THE FIELD IS 15 CHARACTERS LONG.
PRICE LEVEL THE PRICE LEVEL FIELD IS USED WITH THE INVENTORY AND
INVOICING SYSTEMS. THERE ARE 5 POSSIBLE PRICE LEVELS
DEFINED BY PRODUCT IN THE INVENTORY SYSTEM(5.1). TYPE IN
THE NUMBER 1-5 OF THE PRICE LEVEL THAT APPLIES TO THIS
CUSTOMER.
CREDIT LIMIT CREDIT LIMIT IS USED BY THE INVOICING SYSTEM TO WARN WHEN
SOMEONE IS EXCEEDING THEIR CREDIT LINE LIMIT. THIS IS A
NUMERIC FIELD.
TERMS NO THE TERMS NO. LINE IS USED FOR PAYMENT TERMS FOR THE
CUSTOMER. TERMS ARE DEFINED IN THE "ADD/EDIT TERMS"
PROGRAM.(SEE SECTION 1.B.2).
TAX NUMBER THE TAX NUMBER FIELD IS USED TO STORE THE SALES TAX
NUMBER OF AN EXEMPT CUSTOMER. IF YOU DO NOT HAVE THE
CUSTOMERS TAX NUMBER, YOU SHOULD TYPE IN THE WORD
"EXEMPT". IF THE CUSTOMER IS NOT TAX EXEMPT, LEAVE THE
LINE BLANK. ANY ENTRY IN THIS LINE(EXCEPT THE WORD
"ALL")TELLS THE COMPUTER THAT THE CUSTOMER IS NOT
TAXABLE.
PRIMARY SALESMAN THE SALESMAN NUMBER OF THE PRIMARY SALESPERSON. THE NAME
IS SHOWN IN INVERSE VIDEO NEXT TO THE NUMBER. THIS CAN BE
THE PERSON WHO SOLD THE ACCOUNT, OR THE PERSON DELIVERING
TO THE ACCOUNT.
SECONDARY SALESMAN THE SECONDARY SALESMAN FIELD IS USED FOR THE SALESMAN
NUMBER OF AN ADDITIONAL PERSON WHO HAS CONTACT WITH THE
CUSTOMER. THE NAME OF THE SALESPERSON IS SHOWN IN
INVERSE VIDEO NEXT TO THE NUMBER.
MASTER ACCOUNT FOR MOST ACCOUNTS, THIS LINE IS BLANK OR CONTAINS A ZERO.
THE USE OF A MASTER ACCOUNT ALLOWS YOU TO TELL THE
COMPUTER TO BILL ALL INVOICES FOR VARIOUS LOCATIONS TO
ONE ACCOUNT, BUT STILL PRINT OUT TICKETS AND RETAIN
INFORMATION FOR EACH SEPARATE LOCATION. TO SET UP MASTER
ACCOUNTS, TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER
ACCOUNT THAT ALL BILLS SHOULD BE POSTED TO. THE COMPUTER
POSTS INVOICES FOR ANY OF THE "SUB" ACCOUNTS TO THE
"MASTER" ACCOUNT. NOTE: ANY PAYMENT RECEIVED OR CREDIT
MUST BE APPLIED TO THE "MASTER" ACCOUNT.
SALES TAX RATE THE SALES TAX RATE IS NOT THE PERCENTAGE OF THE SALES TAX
BUT INSTEAD THE NUMBER 1-99 OF THE TAX RATE WHICH
DESCRIBES THE TAX RATE CHARGED TO A CUSTOMER(DEFINE SALES
TAX 4.B.5). THE ACTUAL TAX RATE INDICATED BY THE NUMBER
IS DISPLAYED IN INVERSE VIDEO.
COMMENT THE TWO LINES ARE FOR COMMENTS THAT ARE PRINTED ON
DELIVERY INSTRUCTIONS DELIVERY INVOICES. INFORMATION SUCH AS DIRECTIONS TO THE
LOCATION, WARNINGS ABOUT HAZARDS, OR SPECIFIC
INSTRUCTIONS FOR DELIVERY CAN BE INPUT ON THESE LINES AND
CHANGED AS OFTEN AS DESIRED. BOTH LINES ARE 40
CHARACTERS LONG AND ACCEPT ALPHA/NUMERIC INFORMATION.
SPECIAL COMMENT THIS COMMENT IS PRINTED ON THE FIRST LINE OF THE TELSEL INVOICE IN DOUBLE HIGH AND DOUBLE WIDE FORMAT IT IS USED TO HIGHLIGHT A SERVICE TO THE DRIVER OR FEATURE A COMMENT FOR THE CUSTOMER.
STATEMENT (Y/N/F/E) THIS IS A YES/NO FLAG FOR THE "STATEMENT" PROGRAM. IF
YOU WISH TO SEND THE CUSTOMER A STATEMENT, TYPE A "Y" IN
THE FIELD. IF YOU DO NOT WISH A STATEMENT SENT TO THIS
CUSTOMER, TYPE AN "N". TO FAX THE CUSTOMERS STATEMENT TYPE A "F", TO E-MAIL THE STATEMENT USE THE "E".
STATUS THIS FIELD IS USED TO INDICATE THE CURRENT STATUS OF A
CUSTOMER. THE 3 POSSIBLE STATUSES ARE: UNKNOWN DEFAULT
AS ACTIVE
A ACTIVE CUSTOMER CURRENTLY DOING BUSINESS
WITH YOUR COMPANY.
I INACTIVE CUSTOMER NOT CURRENTLY DOING
BUSINESS WITH YOUR COMPANY. IF
CUSTOMERS ARE INACTIVE, RENT IS NOT
CHARGED BY THE RENTAL PROGRAM EVEN
IF CUSTOMER HAS EQUIPMENT RENTED TO
THEM.
X DELETED CUSTOMERS WHO ARE DELETED ARE NOT
CURRENTLY DOING BUSINESS WITH YOUR
COMPANY AND/OR IN COLLECTIONS.
WHEN FINISHED WITH THE FIRST SCREEN OF "ADD/EDIT ACCOUNTS RECEIVABLE", PRESS
{PF2}. THE SECOND SCREEN APPEARS.
THE CUSTOMERS NAME DISPLAYS ACROSS THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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SALES MTD THE SALES MONTH-TO-DATE TO THE CUSTOMER. THIS FIGURE IS
UPDATED EACH TIME AN INVOICE IS POSTED TO THE CUSTOMERS
ACCOUNT. THIS FIELD SHOULD NOT BE EDITED UNLESS ENTERING
INITIAL INFORMATION AT SETUP OF THE SYSTEM. ASK YOUR
SUPPORT PERSON ABOUT EXCLUDING FIELDS FROM EDIT.
SALES YTD THE SALES YEAR-TO-DATE TO THE CUSTOMER. THIS FIGURE IS
ALSO UPDATED EACH TIME AN INVOICE IS POSTED TO THE
CUSTOMERS ACCOUNT. THIS FIELD SHOULD NOT BE EDITED
UNLESS ENTERING INITIAL INFORMATION AT SETUP OF THE
SYSTEM.
CUMULATIVE SALES CUMULATIVE SALES IS THE TOTAL OF SALES FOR PREVIOUS
YEARS, PLUS SALES FOR THE CURRENT YEAR. THIS FIELD
SHOULD NOT BE EDITED UNLESS ENTERING INITIAL INFORMATION
AT SETUP OF THE SYSTEM.
RETURN DATE THE NEXT DELIVERY DAY, OR NEXT DAY THE CUSTOMER SHOULD BE
CONTACTED. DATE THE COMPUTER SHOWS THE CUSTOMER IS TO BE
DELIVERED OR CONTACTED. THE COMPUTER AUTOMATICALLY
UPDATES THE FIELD TO EACH NEW CONTACT PERIOD. USING THE
INFORMATION FROM THE RETURN PERIOD AND RETURN TIME
FIELDS. THIS DATE CAN BE CHANGED AT ANY TIME.
RETURN PERIOD THE RETURN PERIOD MAY BE D - DAILY, W - WEEKLY, OR M -
MONTHLY. IT IS USED ALONG WITH THE RETURN TIME TO
DETERMINE HOW OFTEN THE COMPUTER GENERATES A DELIVERY
INVOICE FOR THE CUSTOMER. FOR EXAMPLE, IF THE DELIVERY
CYCLE FOR THIS CUSTOMER IS EVERY 21 DAYS, SET "RETURN
PERIOD" TO "D" AND "RETURN TIME" TO "21". IF YOU WISH
THE CUSTOMER TO BE CALLED ON ONCE A MONTH, SET THE
"RETURN PERIOD" TO "M" AND THE "RETURN TIME" TO "1".
RETURN TIME SEE EXPLANATION OF "RETURN PERIOD" ABOVE. FREQUENCY OF
RETURN PERIODS.
ROUTE NUMBER THIS FIELD IS SET BY THE "ROUTING" SYSTEM (SEE SECTION
7.0 FOR EXPLANATION OF ROUTING SYSTEM). IT IDENTIFIES
THE ROUTE THE CUSTOMER IS ON IF THE ROUTING SYSTEM IS
USED.
NEXT RT. ACCT THIS FIELD TELLS WHAT CUSTOMER THE DELIVERY PERSON STOPS
AT AFTER THIS CUSTOMER ON ROUTE. ALL CHANGES IN ROUTE
SEQUENCING ARE DONE IN THE "ADD/EDIT ROUTE" PROGRAM. (SEE
SECTION 7.4)
PRECEDING ACCT. THIS FIELD TELLS WHICH CUSTOMER THE DELIVERY PERSON STOPS
AT BEFORE THIS CUSTOMER. ALL CHANGES IN ROUTE SEQUENCING
ARE DONE IN THE "ADD/EDIT ROUTE" PROGRAM. (SEE SECTION
7.4)
PRINT ALL PRICES TYPING A "Y" ON THIS LINE TELLS THE COMPUTER TO PRINT THE
PRICE OF EVERY PRODUCT IN THE SYSTEM ON THE DELIVERY
INVOICE.
PRINT QUOTED PRICES THIS LINE IS USED IF THE "PRINT ALL PRICES" LINE IS "N".
IF YOU WANT THE "QUOTED PRODUCT" (4.9.1) PRICES FOR THE
CUSTOMER TO BE DISPLAYED, BUT NOT THE PRICE OF ANY
PRODUCT THAT IS NOT "QUOTED", MAKE SURE "PRINT ALL
PRICES" IS SET TO "N" AND SET THIS LINE TO "Y". IF YOU
DO NOT WANT THE QUOTED PRODUCTS TO PRINT, SET THE LINE TO
"N".
LAST DELIVERY MONTH THE LAST MONTH IN WHICH A DELIVERY WAS MADE TO THIS
CUSTOMER. CALCULATED BY THE SYSTEM USING INVOICES
ENTERED INTO THE SYSTEM FOR THE CUSTOMER.
TRUCK # THIS FIELD IS USED IF A TRUCK IS ATTACHED TO A ROUTE AND
IS ALWAYS USED TO RUN THAT ROUTE.
CONTRACT START THIS IS FOR A DATE WHEN THE CONTRACT WITH THIS CUSTOMER IS TO START.
CONTRACT END THIS IS A DATE FIELD TO BE USED TO INDICATE WHEN THE CONTRACT WITH THIS CUSTOMER ENDS. IT IS ALSO UPDATED WHEN THE ACCOUNT IS MADE INTO AN X STATIS.
CONTRACT MONTHS THE TOTAL LENGTH OF TIME THE CONTRACT IS FOR.
TAX AREA NUMBER THIS IS A SPECIAL FIELD FOR TRACKING SALES TAX IN MULITIPAL TAX AREAS THE DEFINITION FILES IS IN TELSEL EXTENTION MENU. (D.B.1). IT CAN ALSO BE USED FOR OTHER TYPES OF ACCOUNT ACTIVITY.
SORT NAME THIS FIELD IS USED BY ALPHA SORT PROGRAMS TO FIND
CUSTOMERS. BUSINESS NAMES REMAIN THE SAME BUT INDIVIDUAL
CUSTOMERS ARE ENTERED LAST NAME FIRST FOLLOWED BY A SPACE
AND THEN THE FIRST NAME. EX: JONES DAVID
FAX ORDERING(Y/N/P) IF YOU PLAN TO FAX YOUR CUSTOMER A ORDER FORM OR SEND THEM A PAPER COPY OF THE ORDER FORM YOU MUST SET THE CUSTOMER
FLAG TO A "Y" TO FAX. AN "N" TO NOT FAX OR A "P" TO PRINT A PAPER ORDER FORM.
PRESS {PF2} TO DISPLAY THE NEXT SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
INSTALL DATE THE DATE THE CUSTOMER WAS SET UP AND STARTED BUSINESS
WITH YOUR COMPANY.
PURCHASE ORDER # THE PURCHASE ORDER NUMBER FIELD ACCEPTS UP TO 12
CHARACTERS. THE PURCHASE ORDER NUMBER PRINTS ON DELIVERY
INVOICES AND STATEMENTS. IT IS USED IF CUSTOMER'S
ACCOUNTING REQUIRES A PURCHASE ORDER NUMBER ON INVOICES.
IF IT REQUIRED BY THE CUSTOMER THAT ALL INVOICES HAVE A
PO NUMBER YOU MAY TYPE "MUST GET PO" IN THE PO FIELD AND
THE INVOICE WILL NOT STORE WITHOUT A PO NUMBER.
CUSTOMER TYPE TYPE OF CUSTOMER AS SET UP IN THE "ADD/EDIT CUSTOMER
TYPE" PROGRAM.(SECTION 4.B.C)
LAST PURCHASE DATE LAST DATE THAT A PRODUCT WAS PURCHASED BY THE CUSTOMER,
USUALLY THEIR LAST DELIVERY DATE. THE SYSTEM USES THE
MOST CURRENT DATE OF INVOICES ENTERED INTO THE SYSTEM.
LAST PAYMENT DATE LAST DATE THAT A PAYMENT WAS POSTED TO THE CUSTOMER'S
ACCOUNT.
DIVISION NUMBER OF THE DIVISION YOU WISH THE CUSTOMER TO BE IN.
(1-5) SEE "DEFINE DIVISION" (8.C) FOR AN EXPLANATION OF
DIVISIONS.
SEPARATE BILLING (Y/N) FLAG TO TELL THE SYSTEM IF MAIL TO THE CUSTOMER
NEEDS TO BE SENT TO A DIFFERENT ADDRESS THAN THE DELIVERY
ADDRESS.
MAPSCO LOCATION FIELD FOR ENTERING THE MAPSCO COORDINATES OF THE
CUSTOMER'S DELIVERY LOCATION.
CANCEL DATE DATE THE CUSTOMER DISCONTINUED SERVICE WITH YOUR COMPANY.
CANCEL CODE REASON THE CUSTOMER DISCONTINUED SERVICE. (SEE 4.B.J
"ADD/EDIT CANCEL CODES")
ACCOUNT REFERRAL THIS IS THE SOURCE OF THE ACCOUNT AS SETUP IN ACCOUNT
REFERRAL IN (4.B.9) ALLOW YOU TO TRACK ACCOUNTS BY WHERE
THEY CAME FROM.
BILLING CYCLE IF THE COMPANY IS LARGE ENOUGH YOU MAY NEED TO SPREAD THE BILLING CYCLE OUT OVER 4 CYCLES ENDING EACH WEEK. THIS SPREADS OUT THE WORK LOAD AS WELL AS CASH FLOW.
BOTTLE DEPOSIT IF THE BOTTLE DEPOSIT FLAG IS TURNED ON IN ADD/EDIT COMPANY (9.6) AND THE PRODUCT FOR BOTTLE DEPOSITS IS UPDATED IN ADD/EDIT PRODUCT (5.1) THE SYSTEM WILL ACCUMULATE THE TOTAL NET NUMBER OF BOTTLES CURRENTLY ON THE CUSTOMER LOCATION.
RENTAL PRINT FLAG THE RENTAL PRINT FLAG CAN BE SET AS (Y/N/F/E) "Y"=TO PRINT A HARD COPY RENTAL INVOICE, "N"=NO PRINTING, FAXING OR E-MAILING OF A HARD COPY WILL BE DONE. F= TO FAX ONLY E= TO E-MAIL ONLY.
CHAIN # IF THIS ACCOUNT IS PART OF A CHAIN THEN THE APPROPRIATE CHAIN NUMBER SHOULD BE IN THIS FIELD.SEE ADD/EDIT CHAIN (D.5.1)
CREDIT ID #
IF THE SEPARATE BILLING ADDRESS FLAG IS SET TO "Y", THE FOLLOWING SCREEN
APPEARS.
**SCREEN DISPLAY**
THE ACCOUNT NUMBER AND THE DELIVERY ADDRESS OF THE CUSTOMER APPEARS AT THE
TOP OF THE SCREEN. FILL IN OR CHANGE THE BILLING ADDRESS INFORMATION. WHEN
YOU COMPLETE THE INFORMATION, PRESS {PF2} TO EXIT TO THE FIRST SCREEN OF THE
"ADD/EDIT CUSTOMER" PROGRAM. IF YOU DO NOT WISH TO ADD OR EDIT ANOTHER
CUSTOMER, PRESS {PF2} AGAIN TO EXIT TO THE "RECEIVABLES MENU".
4.2 A/R COMMENTS
THIS PROGRAM IS USED TO ATTACH EXPLANATORY NOTES TO A CUSTOMERS ACCOUNTS
RECEIVABLE FILE.
THE COMMENTS CAN BE DATED OR UNDATED. A DATED COMMENT APPEARS ON THE TELSEL
SCREEN ANYTIME THE CUSTOMER IS ACCESSED AFTER THE DATE IS REACHED. AN
UNDATED COMMENT CAN BE ACCESSED THROUGH "A/R COMMENT" OR "VIEW
ACCOUNTS"(4.6)AND "ENTER PAYMENTS"(4.4) PROGRAMS BY USING SELECTION X. A
LISTING OF COMMENTS CAN BE PRINTED USING THE "ACTIVITY REPORT"
IN RECEIVABLES.(4.A.E). THERE IS ALSO AN OPTION TO PRINT COMMENTS ON THE
"AGED ROUTE LIST"(SECTION 7.B).
THE FIRST SCREEN SAYS:
ENTER ACCOUNT NUMBER
IF YOU DO NOT KNOW THE CUSTOMER'S NUMBER, PRESS {{PF4} TO ACCESS THE "NAME
SEARCH" PROGRAM.
TYPE IN THE ACCOUNT NUMBER AND THE A/R COMMENTS SCREEN DISPLAYS.
THE ACCOUNT NUMBER, NAME, ADDRESS, TELEPHONE NUMBER,A/R BALANCE, SALESMAN,
AND ROUTE DISPLAYS AT THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
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ACTIVITY DATE TYPE IN A DATE HERE IF YOU WANT TO BE REMINDED TO CHECK
THE ACCOUNT AGAIN IN THE FUTURE. ON OR AFTER THE DATE,
THE MESSAGE DISPLAYS EVERY TIME YOU CALL UP THE CUSTOMER.
MOST COMMENTS ARE NOT DATED.
COMMENT FIFTEEN COMMENT LINES ARE PROVIDED TO ENTER INFORMATION
ABOUT THE CUSTOMER. THE LINES MAY BE CLEARED AND USED
AGAIN.
LAST EDIT THE LAST DATE THAT INFORMATION WAS ENTERED ON THE
CUSTOMER'S ACCOUNT IN "A/R COMMENTS" AND THE LOGIN NAME
THAT ENTERED THE CHANGE.
LAST ACTIVITY THE LAST TIME ACTIVITY WAS ENTERED FOR THIS CUSTOMER.
4.3 ENTER INVOICE
THE ENTER INVOICE PROGRAM IS USED TO ENTER "SIMPLE" INVOICES OR "DEBIT
MEMOS". NO PRODUCT CODES ARE REQUIRED TO ENTER THE INVOICE. ADJUSTMENT
CODES ARE USED AND ARE LISTED AT THE BOTTOM OF THE ENTRY SCREEN.(SEE SECTION
4.B.H FOR INFORMATION ON ADJ. CODES.)
THE FIRST SCREEN SAYS:
ENTER ACCOUNT NO: ?
IF YOU DO NOT KNOW THE CUSTOMER'S NUMBER, PRESS {{PF4} TO ACCESS THE "NAME
SEARCH" PROGRAM. TYPE IN THE NUMBER OF THE ACCOUNT YOU WANT THE INVOICE TO
BE POSTED TO AND PRESS {ENTER}.
TO EXIT THE PROGRAM, PRESS {PF2}. ENTRY OF AN INVALID ACCOUNT NUMBER RETURNS
YOU TO THE FIRST SCREEN.
THE ACCOUNT NAME IS DISPLAYED AT THE TOP OF THE SCREEN. IF YOU HAVE ENTERED
THE WRONG ACCOUNT NUMBER, PRESS {PF2} TO EXIT TO THE "ENTER ACCOUNT NO."
SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
INV # THE SYSTEM ASSIGNS THE NEXT AVAILABLE INVOICE NUMBER IF
YOU PRESS {ENTER} AT THIS FIELD. THIS IS RECOMMENDED TO
AVOID DUPLICATE INVOICE NUMBERS.
INV DATE TYPE IN THE DATE OF THE INVOICE AND PRESS {ENTER}.
INVOICE AMOUNT TYPE IN THE TOTAL AMOUNT OF THE INVOICE INCLUDING SALES
TAX AND PRESS {ENTER}.
TAX THE AMOUNT OF SALES TAX CHARGED ON THE INVOICE. IF THERE
IS NO SALES TAX, LEAVE THE LINE BLANK BY PRESSING
{ENTER}.
P.O. NO. THIS FIELD IS FOR THE CUSTOMER'S PURCHASE ORDER NUMBER IF
THEY REQUIRE ONE. THIS FIELD MAY BE LEFT BLANK OR USED
FOR A SHORT DESCRIPTION OF THE INVOICE.
ADJ. CODE TYPE IN THE CODE BEST DESCRIBING THE REASON
FOR THE ADJUSTMENT AND PRESS {ENTER}. ADJUSTMENT CODES
ARE LISTED AT THE BOTTOM OF THE SCREEN.
AFTER ENTERING THE INVOICE, PRESS {PF2} TO STORE THE INVOICE. A BLANK
INVOICE ENTRY SCREEN IS DISPLAYED. ENTER ANOTHER INVOICE FOR THE CUSTOMER OR
PRESS {PF2} AGAIN TO EXIT TO THE "ENTER ACCOUNT NUMBER" SCREEN. PRESS {PF2}
TO EXIT THE PROGRAM.
4.4 ENTER PAYMENTS
THE ENTER PAYMENTS PROGRAM IS A BATCH ENTRY PROGRAM. TOTALS OF BATCHES ARE
ENTERED INTO THE SYSTEM AND THEN TRANSACTIONS ARE ENTERED UNTIL THEY EQUAL
THE BATCH TOTAL. THIS PROGRAM ALLOWS PAYMENTS TO BE ENTERED AGAINST INVOICES
THAT HAVE NOT BEEN ENTERED INTO THE SYSTEM. ONCE THE BATCH HAS BEEN ENTERED
AND BALANCES IT MAY BE POSTED AT ANY TIME YOU DESIRE. A REPORT OF THE BATCH
PRINTS AND ANY TRANSACTIONS THAT COULD NOT BE POSTED BECAUSE OF BAD
INFORMATION IS NOTED FOR CORRECTIONS. ALL OTHER TRANSACTIONS ARE POSTED.
THE BATCH CAN NOT BE CLEARED UNTIL ALL TRANSACTIONS ARE POSTED AND THE BATCH
BALANCES. CORRECTIONS CAN BE MADE TO A BATCH AND THE BATCH TOLD TO POST
AGAIN. ONLY THOSE TRANSACTIONS THAT DID NOT POST THE FIRST TIME IS POSTED.
WHEN A BATCH POSTS SUCCESSFULLY IT DISAPPEARS FROM THE SCREEN.
THIS PROGRAM IS MUCH SIMPLER TO USE THAN THE EXPLANATION THAT FOLLOWS
INDICATES.
THE FIRST SCREEN OF "ENTER PAYMENTS" DISPLAYS ANY BATCHES THAT ARE UNPOSTED.
THE STATUS OF THE BATCH DISPLAYS TO THE RIGHT OF THE BATCH.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
BATCH ID THE BATCH ID NUMBER OF A PAYMENT BATCH.
DATE THE DATE OF THE PAYMENT BATCH. THE BATCH ENTRY DATE.
SOURCE WHETHER THE BATCH IS A MAIL BATCH OR A ROUTE BATCH.
CONTROL AMT THE TOTAL OF THE BATCH THAT TRANSACTIONS MUST MATCH.
ENTERED AMT THE TOTAL OF THE TRANSACTIONS THAT HAVE BEEN ENTERED
AGAINST THE BATCH.
TRANS THE NUMBER OF TRANSACTIONS THAT HAVE BEEN ENTERED AGAINST
THE BATCH.
BALANCE THE DIFFERENCE BETWEEN THE CONTROL AMOUNT AND THE ENTERED
AMOUNT.
COMMAND KEYS PF1 REPORTS ACCESSES A REPORT OPTIONS SCREEN.
PF2 EXIT
PF3 TRANSACTIONS ALLOWS YOU TO ACCESS ANY BATCH
ENTERED AND ADD OR EDIT TRANSACTIONS
FOR THAT BATCH.
PF4 BATCH CONTROL THIS OPTION IS WHERE YOU ENTER
CONTROL TOTALS FOR NEW BATCHES,
DELETE BATCHES, AND EDIT BATCHES.
ADD BATCH
PRESS {{PF4}. THE OPTIONS FOR MANIPULATING BATCHES DISPLAY AT THE BOTTOM OF
THE SCREEN.
**SCREEN DISPLAY**
PRESS {PF1} TO ADD A BATCH. A SCREEN WITH THE "BATCH ID" AND THE NEXT
AVAILABLE BATCH ID NUMBER DISPLAYS. TO ACCEPT THE ID NUMBER DISPLAYED PRESS
{ENTER} OR PRESS {PF2} TO EXIT THE PROGRAM. THE BATCH CONTROL RECORD SCREEN
DISPLAYS. THE BATCH ID NUMBER, NUMBER OF TRANSACTIONS(0 FOR A NEW BATCH),
TOTAL OF PAYMENTS ENTERED(0) DISPLAYS ACROSS THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
CONTROL DATE TYPE IN THE DATE THE PAYMENTS WERE RECEIVED AND PRESS
{ENTER}.
CONTROL AMOUNT TYPE IN THE CONTROL TOTAL FOR THE BATCH AND PRESS
{ENTER}.
DEPOSIT SOURCE TYPE IN "M" FOR PAYMENTS RECEIVED IN THE MAIL" OR R" FOR
PAYMENTS COLLECTED ON THE ROUTE AND PRESS {ENTER}.
DEPOSIT BANK DEFAULT IS "1". PRESS {ENTER} TO ACCEPT OR TYPE IN THE
NUMBER OF THE BANK THE PAYMENTS WERE DEPOSITED TO AND
PRESS {ENTER}.
OPERATOR COMPUTER DISPLAYS THE LOGIN NAME.
BATCH STATUS NEW BATCHES DISPLAY AN "OPEN BATCH" STATUS.
YOU MAY NOW PRESS {PF2} OR {{PF3}. PRESS {PF2} IF YOU WISH TO ADD ANOTHER
BATCH. PRESS {{PF3} IF YOU WISH TO ENTER THE INDIVIDUAL PAYMENTS THAT MAKE
UP THE BATCH.
DELETE BATCH
AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM PRESS {{PF4}. THE
OPTIONS FOR MANIPULATING BATCHES DISPLAYS AT THE BOTTOM OF THE SCREEN.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE(HIGHLIGHTED) ON THE
BATCH THAT YOU WISH TO DELETE AND PRESS {{PF3}. PRESS {PF1} AND THE BATCH IS
DELETED. THE FIRST SCREEN RE-DISPLAYS. "DELETED" DISPLAYS IN THE STATUS
FIELD NEXT TO THE BATCH.
EDIT BATCH
IT MAY SOMETIMES BE NECESSARY TO EDIT THE BATCH CONTROL TOTALS. AT THE FIRST
SCREEN OF THE "ENTER PAYMENTS" PROGRAM PRESS {{PF4}. THE OPTIONS FOR
MANIPULATING BATCHES DISPLAY AT THE BOTTOM OF THE SCREEN.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE(HIGHLIGHTED) ON THE
BATCH THAT YOU WISH TO EDIT AND PRESS {{PF3}. YOU MAY NOW CHANGE THE
CONTROL DATE, CONTROL AMOUNT, DEPOSIT SOURCE, OR DEPOSIT BANK. ONCE ALL
CHANGES HAVE BEEN MADE, PRESS {PF2} TO EXIT AND SAVE THE CHANGES. YOU ALSO
HAVE THE OPTION OF ENTERING THE "ADD TRANSACTION" PROGRAM BY PRESSING {{PF3}.
ADD TRANSACTIONS
AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM, USE THE UP/DOWN ARROW
KEY TO POSITION THE CURSOR LINE ON THE BATCH AND PRESS {{PF3} . THIS
ACCESSES THE "TRANSACTIONS" SCREEN FOR THAT BATCH WHICH ALLOWS YOU TO ADD
TRANSACTIONS TO A BATCH SET UP IN THE SYSTEM. THERE IS ALSO AN ADD
TRANSACTION OPTION AT THE "BATCH CONTROL ENTRY" SCREEN. IF ANY TRANSACTIONS
ARE ENTERED FOR THE BATCH THEY DISPLAY.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
ACCT NAME THE NAME OF THE CUSTOMER THE PAYMENT WAS ENTERED TO.
CHECK THE NUMBER OF THE CHECK IF THE PAYMENT WAS BY CHECK.
DATE THE DATE OF THE PAYMENT.
AMOUNT THE AMOUNT OF THE PAYMENT.
TRANS STAT THE STATUS OF THE TRANSACTION. POSTED, UNPOSTED, DELETED.
PRESS {PF1} TO ADD A TRANSACTION TO A BATCH. THE BATCH ID NUMBER, CONTROL
AMOUNT, NUMBER OF TRANSACTIONS ENTERED, BATCH DATE, ENTERED AMOUNT, AND
BALANCE DISPLAY AT THE TOP OF THE SCREEN. IN THE MIDDLE:
ENTER CUSTOMER NO.
NOTICE THE OPTIONS AT THE BOTTOM OF THE SCREEN.
{PF1} ALLOWS YOU TO APPLY ONE CHECK TO MULTIPLE ACCOUNTS.
{{PF3} INVOICE SEARCH ALLOWS YOU TO PUT IN THE NUMBER OF THE INVOICE YOU
WANT TO PAY. THIS LETS YOU FIND AN INVOICE IF YOU DO NOT HAVE THE
ACCOUNT NUMBER.
{{PF4} ACCOUNT NAME SEARCH ACCESSES THE "NAME SEARCH" PROGRAM THAT LETS
YOU LOOK UP THE ACCOUNT NUMBER BY ENTERING PART OR ALL OF THE NAME.
TYPE IN THE NUMBER OF THE CUSTOMER WHO'S PAYMENT YOU WISH TO ENTER. THE
CUSTOMERS ACCOUNTS RECEIVABLE APPEARS SIMILAR TO THE DISPLAY IN "VIEW
ACCOUNTS".(SEE SECTION 4.6)
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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CK# PRESS {ENTER} IF THE PAYMENT IS CASH. THE SYSTEM DISPLAYS
"CASH" IN THIS FIELD. IF THE PAYMENT IS BY CHECK, TYPE
IN THE NUMBER OF THE CHECK(NUMERIC CHARACTERS ONLY) AND
PRESS {ENTER}.
DATE THE COMPUTER DISPLAYS THE BATCH DATE. PRESS {ENTER} TO
ACCEPT.
AMOUNT TYPE IN THE AMOUNT OF THE PAYMENT WITH DECIMAL
POINT.(ZERO'S AFTER THE DECIMAL NEED NOT BE ENTERED)
AMT LEFT WHEN YOU BEGIN APPLYING THE PAYMENT TO INVOICES THE
SYSTEM TELLS YOU IN THIS FIELD HOW MUCH YOU HAVE LEFT TO
APPLY.
SESSION TOTAL WHEN YOU ENTER A BATCH AND ADD TRANSACTIONS THE SYSTEM
STARTS TOTALING EACH PAYMENT ENTERED. IF YOU DO NOT EXIT
THE PROGRAM UNTIL YOU ARE FINISHED ENTERING A BATCH OF
PAYMENTS, THIS TOTAL MATCHES THE BATCH TOTAL.
BALANCE THE TOTAL LEFT TO APPLY BEFORE THE BATCH TOTAL IS
REACHED.
ONCE YOU HAVE ENTERED THE CK#, DATE, AND AMOUNT, THE "ENTER COMMAND" LINE
DISPLAYS. THIS GIVES ACCESS TO THE COMMANDS AT THE BOTTOM OF THE SCREEN.
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COMMAND OPTIONS DESCRIPTION
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P - PAY INVOICE THIS IS THE MOST COMMONLY USED COMMAND. PRESS {P} IF YOU
WISH TO APPLY ALL OR PART OR THE PAYMENT TO AN INVOICE ON
THE ACCOUNT. IF THE AMOUNT OF THE PAYMENT IS
INSUFFICIENT TO PAY THE INVOICE, A MESSAGE DISPLAYS THAT
SAYS THE AMOUNT IS INSUFFICIENT AND YOU ARE ASKED IF YOU
WISH TO A = APPLY REMAINDER, M = ISSUE CREDIT. YOU MAY
ISSUE CREDIT FOR AMOUNTS UP TO NINETY NINE CENTS(.99).
R - PART PAY PRESS {R} IF YOU WANT TO PARTIALLY PAY AN INVOICE ON THE
ACCOUNT. THE COMPUTER ASKS WHICH INVOICE YOU WISH TO
PAY AND HOW MUCH.
U - UNAPPL CR PRESS {U} IF YOU DO NOT WANT TO APPLY THE PAYMENT TO ANY
INVOICE AT THIS TIME. THE ONLY TIME THIS SHOULD BE USED
IS IF YOU ARE UNSURE OF THE INVOICE THE CUSTOMER IS
PAYING AND NEED TO DO FURTHER RESEARCH. YOU HAVE TO GO
INTO "VIEW ACCOUNTS"(SECTION 4.6) SOME TIME BEFORE THE
END OF THE MONTH AND CLEAN UP THE UNAPPLIED CREDIT(UCK).
UCK'S STAYS ON A CUSTOMERS ACCOUNT UNTIL APPLIED EVEN IF
THE MONTH IS CLOSED.
C - INV CR YOU HAVE THE OPTION OF MAKING CREDIT ADJUSTMENTS IN FAVOR
OF THE CUSTOMER WHILE IN THE PAYMENTS PROGRAM.(CREDITS
MAY ALSO BE DONE USING "ENTER CREDIT MEMO"(4.5)) PRESS
{C}, TYPE IN THE NUMBER OF THE INVOICE YOU WISH TO MAKE
THE CREDIT ADJUSTMENT TO AND PRESS {ENTER}. TYPE IN THE
ADJUSTMENT AMOUNT AND PRESS {ENTER}. TYPE IN THE GENERAL
LEDGER CODE NUMBER YOU WISH THE ADJUSTMENT CHARGED TO AND
PRESS {ENTER}. A CREDIT MEMO IS POSTED TO THE INVOICE
FOR THE AMOUNT ENTERED.
D - INV DB YOU HAVE THE OPTION OF MAKING DEBIT ADJUSTMENTS TO AN
INVOICE IN YOU COMPANIES FAVOR.(DEBITS MAY ALSO BE DONE
USING ""ENTER INVOICE"(4.3)) FOR EXAMPLE: YOU MAY NEED
TO ADD A SPECIAL CHARGE TO AN INVOICE AFTER THE INVOICE
IS GENERATED. PRESS {D}, TYPE IN THE INVOICE NUMBER YOU
WISH TO ADD CHARGES TO AND PRESS {ENTER}. TYPE IN THE
ADJUSTMENT AMOUNT AND PRESS {ENTER}. TYPE IN THE GENERAL
LEDGER CODE NUMBER AND PRESS {ENTER}. A DEBIT MEMO IS
POSTED TO THE ACCOUNT FOR THE AMOUNT ENTERED.
E - EDIT THIS OPTION ALLOWS YOU TO CHANGE THE CHECK NUMBER, THE
DATE, OR THE PAYMENT AMOUNT !IF YOU HAVE NOT APPLIED ANY
OF THE PAYMENT TO AN INVOICE!
I - INV DETAIL PRESSING {I} LETS YOU LOOK AT THE DETAIL OF INVOICES ON
THE CUSTOMERS ACCOUNT. THIS OPTION IS THE SAME AS THAT
IN "VIEW ACCOUNTS"(SECTION 4.6).
X - COMMENTS PRESSING {X} SENDS YOU TO THE "A/R COMMENTS" SCREEN WHERE
YOU MAY ENTER OR VIEW NOTES ON THE CUSTOMERS ACCOUNT.(SEE
SECTION 4.2)
F - FORWARD PRESSING {F} DISPLAYS THE NEXT SCREEN OF INVOICES. IF
THERE IS AN **END** AT THE BOTTOM OF THE DATE COLUMN,
THERE ARE NO MORE SCREENS OF INVOICES.
B - BACKWARD PRESSING {B} RETURNS YOU TO THE PREVIOUS SCREEN OF
ACCOUNTS RECEIVABLE.
PF2 - EXIT PRESSING {PF2} TAKES YOU OUT OF COMMAND OPTION ACCESS.
DELETE TRANSACTION
THE SYSTEM DOES NOT ALLOW A TRANSACTION TO BE EDITED ONCE IT IS ENTERED. YOU
CAN HOWEVER DELETE AN INCORRECT TRANSACTION AND ENTER IT AGAIN.
IF NO ATTEMPT HAS BEEN MADE TO POST THE PAYMENT BATCH, AT THE FIRST SCREEN OF
THE "ENTER PAYMENTS" PROGRAM, USE THE UP/DOWN ARROW KEY TO POSITION THE
CURSOR LINE ON THE BATCH YOU WISH TO DELETE A TRANSACTION FROM AND PRESS
PF1}. THE "TRANSACTIONS" SCREEN DISPLAYS.
**SCREEN DISPLAY**
ALL TRANSACTIONS ENTERED FOR THE BATCH DISPLAY. USE THE UP/DOWN ARROW KEY TO
POSITION THE CURSOR LINE ON THE TRANSACTION YOU WISH TO DELETE AND PRESS
{{PF4}. THE TRANSACTION IS DELETED.
WARNING! THIS OPTION IS USED FOR CORRECTIONS TO A BATCH IF NO ATTEMPT
HAS BEEN MADE TO POST THE BATCH. IF YOU USE THIS OPTION AFTER A POST
ATTEMPT HAS BEEN MADE THE BATCH NEVER BALANCES.
IF AN ATTEMPT TO POST A BATCH HAS BEEN MADE OR YOU WISH TO DELETE ONLY ONE
LINE OF A TRANSACTION USE THE DELETE OPTION IN THE VIEW TRANSACTION SCREEN.
VIEW TRANSACTIONS
AT THE FIRST SCREEN, USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE
ON THE BATCH THAT CONTAINS THE TRANSACTIONS YOU WISH TO VIEW. PRESS {{PF3}
TO ACCESS THE TRANSACTIONS. POSITION THE CURSOR LINE ON THE TRANSACTION YOU
WISH TO VIEW AND PRESS {{PF3}. THE DETAIL OF THE TRANSACTION DISPLAYS.
**SCREEN DISPLAY**
IF YOU HAVE ENTERED THE VIEW TRANSACTION SCREEN IN ORDER TO DELETE A
TRANSACTION AFTER A POST OR THE DELETE ONLY ONE LINE OF A TRANSACTION, USE
THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE LINE YOU WISH TO
DELETE AND PRESS {PF3}. PRESS {PF2} TO EXIT THE SCREEN.
ENTER PAYMENTS REPORTS
EXITING THE "TRANSACTIONS" SCREEN AUTOMATICALLY SENDS YOU TO A "REPORT
SELECTIONS MENU". THE REPORT THAT THE PROGRAM GENERATES IS A DETAILED
LISTING OF THE TRANSACTIONS ENTERED. THERE IS ALSO A REPORT OPTION AVAILABLE
BY PRESSING {PF1} AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM.
**SCREEN DISPLAY**
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REPORT OPTIONS DESCRIPTION
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1 TRANSACTION DATE DEFAULT IS "ALL". TO SELECT A RANGE OF DATES OR A SINGLE
RANGE DATE PRESS {1} THEN {ENTER}. TYPE IN THE BEGINNING DATE
AND PRESS {ENTER}. TYPE IN THE ENDING DATE AND PRESS
{ENTER}. IF YOU WISH THE REPORT TO PRINT FOR A SINGLE
DATE, THE BEGINNING AND ENDING DATE MUST BE THE SAME.
2 BATCH ID RANGE DEFAULT IS THE ID NUMBER OF THE BATCH THE CURSOR LINE IS
ON WHEN YOU SELECT {PF1}. TO SELECT A RANGE OF BATCHES
OR A SINGLE BATCH PRESS {2} THEN {ENTER}. TYPE IN THE
BEGINNING ID NUMBER AND PRESS {ENTER}. TYPE IN THE
ENDING ID NUMBER AND PRESS {ENTER}. IF YOU WISH TO PRINT
THE REPORT FOR A SINGLE BATCH, THE BEGINNING AND ENDING
ID NUMBERS MUST BE THE SAME.
3 OPERATOR DEFAULT IS "ALL". TO SELECT A REPORT FOR SINGLE
OPERATOR, PRESS {3} THEN {ENTER}. TYPE IN THE OPERATOR'S
LOGIN NAME AND PRESS {ENTER}.
4 ACCOUNT RANGE DEFAULT IS "ALL". TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT, PRESS {4} THEN {ENTER}. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS {ENTER}. TYPE IN THE
ENDING ACCOUNT NUMBER AND PRESS {ENTER}. IF YOU WISH THE
REPORT TO PRINT FOR A SINGLE ACCOUNT, THE BEGINNING AND
ENDING ACCOUNT NUMBER MUST BE THE SAME.
5 PRINT CASH DEFAULT IS "YES". IF YOU DO NOT WISH CASH TRANSACTIONS
TRANSACTIONS TO PRINT ON THE REPORT, PRESS {5}. THE DISPLAY CHANGES
TO "NO".
6 PRINT CHECK DEFAULT IS "YES". IF YOU DO NOT WISH CHECK TRANSACTIONS
TRANSACTIONS TO PRINT ON THE REPORT, PRESS {6}. THE DISPLAY CHANGES
TO "NO".
7 PRINT TRANS- DEFAULT IS "SUMMARY". IF YOU WISH THE DETAIL OF THE
ACTIONS TRANSACTIONS TO PRINT ON THE REPORT, PRESS {7}. THE
DISPLAY CHANGES TO "DETAIL".
8 BEGIN PRINTING WITH OPTIONS SHOWN.
A PRINT MAIL/ROUTE DEFAULT IS "BOTH". TO SELECT A REPORT WITH ONLY MAIL
SOURCE BATCHES OR ONLY ROUTE BATCHES, PRESS {A} THEN {ENTER}.
PRESS {M} IF YOU WANT THE REPORT FOR MAIL BATCHES OR {R}
IF YOU WANT THE REPORT FOR ROUTE BATCHES AND PRESS
{ENTER}.
B PRINT BATCH DEFAULT IS "NO". TO SELECT SUMMARY ONLY, PRESS {B} THEN
SUMMARY SOURCE {ENTER}. THE DISPLAY CHANGES TO "YES". OPTIONS 5
THROUGH 7 ARE IGNORED.
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU" APPEARS.
POST BATCH
THE FIRST SCREEN OF "ENTER PAYMENTS" DISPLAYS ANY BATCHES THAT ARE UNPOSTED.
THE STATUS OF THE BATCH DISPLAYS TO THE LEFT OF THE BATCH.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE BATCH YOU WISH
TO POST AND PRESS {PF4}.
**SCREEN DISPLAY**
YOU MAY NOW PRESS {PF4} TO POST THE BATCH OR PRESS {PF2} TO EXIT WITHOUT
POSTING.
4.5 ENTER CREDIT MEMO
THE ENTER CREDIT MEMO PROGRAM IS USED TO ENTER CREDIT ADJUSTMENTS TO A
CUSTOMER'S ACCOUNT. VALID THREE DIGIT ADJUSTMENT CODES ARE DISPLAYED AT THE
BOTTOM OF THE SCREEN.(FOR MORE ON ADJUSTMENT CODES SEE SECTION 4.B.H) PRESS
{PF2} TO EXIT THE PROGRAM.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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ACCOUNT # TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER YOU WISH TO
MAKE A CREDIT ADJUSTMENT TO AND PRESS {ENTER}. IF YOU
TYPE IN THE WRONG ACCOUNT NUMBER, USE THE UP ARROW KEY TO
MOVE BACK TO THE "ACCOUNT #" FIELD AND RE-ENTER THE
ACCOUNT NUMBER.
AMOUNT TYPE IN THE AMOUNT OF THE CREDIT ADJUSTMENT AND PRESS
{ENTER}. UNLIKE THE "ENTER INVOICE PROGRAM(SECTION 4.2)
THERE IS NO SEPARATE FIELD FOR TAX. IF TAX IS PART OF
THE AMOUNT TO BE CREDITED, YOU HAVE TO MAKE ONE CREDIT
ADJUSTMENT FOR THE TAX AND ANOTHER FOR THE AMOUNT TAXED.
DATE TYPE IN THE DATE OF THE CREDIT ADJUSTMENT AND PRESS
{ENTER}.
INV # IF THE CREDIT ADJUSTMENT IS TO BE APPLIED TO A SINGLE
INVOICE AND YOU KNOW THE COMPLETE NUMBER OF THAT INVOICE,
TYPE IN THE INVOICE NUMBER AND THE CREDIT IS APPLIED TO
THAT INVOICE. LEAVE THIS FIELD BLANK IF YOU DO NOT KNOW
THE INVOICE NUMBER OR THE CREDIT IS NOT FOR A SINGLE
INVOICE.
MEMO # THIS FIELD MAY BE USED FOR A CREDIT MEMO NUMBER OR A
SHORT DESCRIPTION OF THE CREDIT.
ADJ CODE TYPE IN THE APPROPRIATE THREE LETTER CODE FROM THE BOTTOM
OF THE SCREEN THAT BEST DESCRIBES THE REASON FOR THE
CREDIT MEMO.(SEE SECTION 4.B.H FOR DETAILED INFORMATION
ON ADJUSTMENT CODES.)
AFTER ENTERING THE CREDIT MEMO, PRESS {PF2} TO STORE. A BLANK CREDIT MEMO
ENTRY SCREEN APPEARS. ENTER ANOTHER CREDIT MEMO OR PRESS {PF2} TO ACCESS THE
POST PORTION OF THE CREDIT MEMO PROGRAM.
A SCREEN WITH THE OPEN INVOICES OF THE CUSTOMER YOU ENTERED THE CREDIT MEMO
FOR DISPLAYS. THE CUSTOMER NUMBER, NAME, ADDRESS, SALESMAN NUMBER, ROUTE
NUMBER AND TELEPHONE DISPLAYS ACROSS THE TOP OF THE SCREEN. THE AMOUNT OF
THE CREDIT MEMO DISPLAYS NEAR THE BOTTOM.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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P - POST TELLS THE SYSTEM YOU WISH TO POST THE CREDIT MEMO TO THE
CUSTOMER. PRESS {P} TO DISPLAY THE POST ACTIONS.
P - APPLY TO INVOICE PRESS {P} THEN {ENTER}. THE SYSTEM
DISPLAYS:
ENTER INVOICE NO. - ?
TYPE IN THE INVOICE NUMBER YOU WANT THE CREDIT APPLIED TO
AND PRESS {ENTER}. THE SYSTEM DISPLAYS:
ENTER CREDIT AMOUNT - ?
TYPE IN THE AMOUNT YOU WANT APPLIED TO THE INVOICE AND
PRESS {ENTER}. IF THERE IS AN AMOUNT LEFT, YOU MAY POST
IT TO ANOTHER INVOICE FOLLOWING THE SAME STEPS OR SHOW IT
AS UNAPPLIED.
D - DELETE THE CREDIT MEMO IS DELETED AS IF IT HAD NEVER
BEEN ENTERED.
U - UNAPPLIED PRESS {U} THEN {ENTER} IF YOU DO NOT WANT
THE CREDIT APPLIED AGAINST AN INVOICE. THE UNAPPLIED
CREDIT REMAINS ON THE CUSTOMER'S ACCOUNT UNTIL IT IS
APPLIED TO AN INVOICE.
D - BYPASS THIS LETS YOU ABORT A CREDIT MEMO YOU HAVE ENTERED. IF
THE CREDIT MEMO IS INCORRECT OR WAS ENTERED TO THE WRONG
CUSTOMER, PRESS {D}. THE SYSTEM DELETES THE CREDIT MEMO
AS IF IT HAD NOT BEEN ENTERED.
F/B FORWARD/ THE "F" AND "B" KEYS LET YOU MANIPULATE THE CUSTOMERS
BACKWARD OPEN INVOICE DISPLAY. THE "F" MOVES THE DISPLAY FORWARD
ONE SCREEN. THE "B" MOVES THE DISPLAY BACKWARD ONE
SCREEN. THIS ALLOWS YOU TO VIEW ALL OF A CUSTOMERS OPEN
INVOICES.
UP/DOWN THE UP/DOWN ARROW KEYS MOVE THE DISPLAY UP ONE LINE OR
DOWN ONE LINE.
IF YOU ENTERED MORE THAN ONE CREDIT MEMO, THE SYSTEM DISPLAYS THE NEXT CREDIT
ENTERED UNTIL ALL HAVE BEEN POSTED OR DELETED. ONCE THE POSTING PROCESS IS
COMPLETED THE "REPORT SELECTIONS MENU" APPEARS. IT IS RECOMMENDED THAT A
PRINT BE DONE EACH TIME CREDITS ARE ENTERED.
4.6 VIEW ACCOUNTS
THE VIEW ACCOUNTS PROGRAM IS A MULTIPLE FUNCTION PROGRAM. YOU CAN USE THE
PROGRAM TO:
1) VIEW THE CURRENT TRANSACTIONS OF AN ACCOUNT ON THE SCREEN.
2) EDIT ANY MISTAKE ON THE ACCOUNT, SUCH AS A WRONG INVOICE NUMBER
ENTERED.
3) DELETE(ZAP) A TRANSACTION ENTERED ON AN ACCOUNT BY MISTAKE.
NOTE: EDITING AN INVOICE AMOUNT OR DELETING A TRANSACTION DOES NOT CHANGE
THE JOURNAL. YOU MUST MAKE MANUAL CORRECTING JOURNAL ENTRIES IF
YOU ARE USING THE GENERAL LEDGER SYSTEM. THIS IS DONE USING "EDIT
JOURNAL"(8.4)
4) APPLY UNAPPLIED PAYMENTS AND CREDIT MEMOS.
5) VIEW THE CUSTOMERS HISTORY INCLUDING DETAIL OF SPECIFIC INVOICES.
6) VIEW PAST SALES HISTORY.
7) VIEW DELIVERY INVOICE NUMBERS THAT HAVE BEEN GENERATED FOR THE
CUSTOMER.
8) EDIT THE ACCOUNTS RECEIVABLE COMMENTS FOR THIS CUSTOMER.
THE FIRST SCREEN OF THIS PROGRAM ASKS YOU TO:
ENTER ACCOUNT NO. : ?
NOTICE THE OPTIONS AT THE BOTTOM OF THE SCREEN.
{PF3} ALLOWS YOU TO ACCESS A CUSTOMER'S ACCOUNT BY INVOICE NUMBER. IF
YOU ARE TRYING TO FIND OUT WHAT CUSTOMER A PARTICULAR INVOICE IS POSTED
TO, SELECT THIS OPTION, TYPE IN THE INVOICE NUMBER AND PRESS {ENTER}.
THE SYSTEM SEARCHES FOR THE INVOICE AND DISPLAYS THE CUSTOMERS ACCOUNT
ON THE SCREEN WHEN FOUND. IF THE INVOICE NUMBER IS NOT FOUND THE SYSTEM
DISPLAYS AN "INVOICE NOT FOUND" MESSAGE. A NEW LINE IS ADDED.
DO YOU WANT TO SORT? (Y/N)
ANSWER THIS QUESTION "N". YOU ARE RETURNED TO THE "ENTER ACCOUNT NO"
FIELD. SORTING OF INVOICES IS DONE AT NIGHT AS THE PROCESS TIES UP THE
TERMINAL AND CAN TAKE A LONG TIME.
{PF4} ACCESSES THE "NAME SEARCH" PROGRAM. IT LETS YOU LOOK UP THE
ACCOUNT NUMBER BY ENTERING PART OR ALL OF THE NAME.
TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER YOU WISH TO VIEW AND PRESS
{ENTER}. THE CUSTOMERS ACCOUNT NUMBER, CONTACT NAME, TELEPHONE NUMBER, THE
PRIMARY SALESMAN NUMBER, THE ROUTE, AND THE CUSTOMERS NAME AND ADDRESS
APPEARS AT THE TOP OF THE SCREEN. ONE LINE OF INFORMATION APPEARS FOR EACH
TRANSACTION POSTED TO THE CUSTOMERS ACCOUNT.
**SCREEN DISPLAY**
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SCREEN DISPLAY DESCRIPTION
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DATE THE DATES OF INVOICES POSTED TO THE CUSTOMERS ACCOUNT.
NOTE: IF "**END**" DISPLAYS AT THE BOTTOM OF THIS
COLUMN YOU ARE SEEING ALL OF THE INVOICES FOR THE
CUSTOMER.
INV# THE INVOICE NUMBERS POSTED TO THE CUSTOMERS ACCOUNT.
DEBIT INVOICES WITH DEBIT BALANCES ARE DISPLAYED IN THIS FIELD.
CREDIT INVOICES WITH CREDIT BALANCES ARE DISPLAYED IN THIS
FIELD, ALSO PAYMENTS AND CREDIT MEMOS.
PO/CK/CM PURCHASE ORDER NUMBER, CHECK NUMBER OR CREDIT MEMO NUMBER
DISPLAYS IN THIS FIELD.(IF THE OPERATOR USED THE PO#
FIELD IN THE "INVOICE ENTRY" PROGRAM OR THE MEMO# FIELD
IN THE "CREDIT MEMO" PROGRAM TO ENTER AN EXPLANATION IT