AIS 008 - Accounts Receivable (A/R)

A/R Invoices

This A/R Invoice is used when a payment is received from other than Sales module (such as rental space).
- Click New to enter new payment received. Select Customer ID by pressing F2 if it's listed under Customers or enter a new ID. It's receommended to use year,month and day as customer ID to remmember easily later.
- You can double check by clicking J.E (journal entry)
- Click Save
- Click Open if you need to make changes in any of the invoices in this category.



Customer Deposits

When a customer makes a prepayment enter here to record the money received. You'll enter this same amount in Receipts(A) selecting type Deposit when the sale is completed.



Customer Sales CR/DB

If Sales module had Credit or Debit memos, you'll receive here.
- Double click the Memo No. and click Refund.
- Select Pay type (check or autodebit) and select bank
- Select a customer for Write Check to
- Click Save



Receipts (A)

All payments received from customers must be entered here.
- Click New. Press F2 to select customer ID.
- Select one of the pay types and press Enter.

There are 4 different types of pay type.
1. Regular: used for a payment received from a customer. Here you can also give discounts besides the payment. The discount given will be considered as A/R write off in G/L.
2. Deposit: used when an invoice become available after the customer makes a pre payment (deposit) before an invoice is generated.
3. CR/DB: used if sales department already issued a credit memo to a certain invoice. The credit amount can be applied to the original invoice for which it was issued or to any other invoice if the invoice has already been paid off.
4. ARWO: A/R Write Off, used when your company decides to make an invoice as uncollectible The amount can be full or partial invoice. This write off will be computed as expenses in G/L.

- Type Ref. No., date and Recv. Amt.
- Click Payment to select any invoices
- Or Auto to start applying the payment to the oldest invoice automatically. You can still make adjustments here.
- You can only save this Receipt when the Remain amount is zero.
- The search button can be used when you cannot find who is the customer for the payment received customer might send a check under a different company name, or with only the invoice no. for the payment. The search button allows you to find the invoice number, invoice date, amount or customer ID.
- Click J.E. to see the journal entry for this A/R
Once a receipt is issued, AIS will send to Cash on Hand and update G/L.

** The default amount for Deposit or CR/DB amount chosen from popup window will be the full amount, but you can choose to apply only partial amount by typing the amount over the default amount. The remaining amount from the original amount can be applied later at any time. Click on Payment or Auto to atart to applying the payment to appropriate invoices.
The payment button gives you freedom to choose any invoices, and also let you enter any amount you wish. The Auto button will automatically apply payments to invoices from the oldest due date until all payment is applied. After applying auto button, you can still make manual adjustments over invoices. If the amount you applied to invoices shown on screen matches with the received amout, then you can save the transaction entered.

The search button can be used when you cannot find who is the customer for the payment received because sometimes customer will send a check under different company name, or simply mention the invoice no. which is being paid. The search button allows you to find the right invoice or the right customer by several search choices.

Receipts (B)

Receipts (B) shows detailed customer debits and credits. On Receipts (B) screen you can no longer enter customer payments or to make adjustments. All those entries must be processed through Receipts (A) screen. You can see the entire debits and credits of a customer at once here. You can also print this receipt to send to the customer.
- Click New and press F2 to select a customer
- Type the date on Display Since and press Enter



View/ Void Receipts

- Click Open and press F2 to select the Customer ID.
- Type the period and press Enter
- When you double click a reference number, all invoices related to this number will show up on the right table .
- You can void an entire reference number or just an invoice. Need an authorization code.
- Click Mod R. to type a new note if it's necessary.



A/R Statements

You can view A/R statements by selecting customers. The difference between the Receipt B and Statement are the way they are presented and Statements can be by one customer or by a range of customers.



A/R Sstup




BACK