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The latest version of the Accounts Receivable System menu from Legler Systems identifies 23 separate accounts receivable (AR) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each AR user procedure corresponds to a separate computer program.
A sample Accounts Receivable System menu screen is shown below and followed by a definition of each AR user procedure. When only the System-ID (e.g. "AR") is entered on any financial menu, the Accounts Receivable System menu is displayed.
---------------------------------------------------------------------------- | ACCOUNTS RECEIVABLE SYSTEM MENU (2011) 11-02-2011 11:25 | |============================================================================| | | | No Procedure Name No Procedure Name | | -- -------------------------------- -- ------------------------------ | | 01 - Enter Customer Master Records 11 - Print Statement Of Account | | 02 - Enter Customer Invoice Records 12 - Print Past Due Notice | | 03 - Enter Cash Receipts 13 - Purge Old AR Records | | 04 - Print Cash Receipts Report 14 - Process AR Batch Input | | 05 - Print Customer Invoice Report 15 - Inquire Customer History By Mo | | 06 - Print Customer Master List 16 - Print Outstanding Invoices | | 07 - Print Aged Receivables Report 17 - Print Customer History Report | | 08 - Print AR Distribution Report 18 - Enter Customer Payment | | 09 - Post Receivables To GL System 20 - Inquire Top Customers | | 10 - Inquire Customer Status 92 - Redefine System Printer | | 94 - Search AR System | | 96 - Inquire Latest AR Changes | | 99 - End AR Menu | | | | Enter AR Procedure Number.......[ ] | | | |============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ----------------------------------------------------------------------------
Data entry procedure AR01 is used to enter a master record for each customer the company does business with. A standard revenue account code can be defined for each customer. Computer procedure AR01 is run whenever it is necessary to add new customers. Procedure AR01 can dynamically link to procedures OE19 and DB17 when function key F7 is pressed.
Data entry procedure AR02 is used to enter customer invoices. Revenue account codes can be entered to override those set up in the Customer Master Record (AR01). Order Entry System automatically creates Customer Invoice Records when customer invoices are printed by procedure OE05. Procedure AR02 can dynamically link to procedures AR03, AR01, OE01, OE19 and DB17 when function key F7 is pressed.
Data entry procedure AR03 is used to enter a customer payment by check or credit card to be applied to a single invoice. Procedure AR18 applies a customer payment to multiple invoices at one time. Customer prepayments are entered in procedure AR03. Up to four partial payments can be applied to a single customer invoice. Procedure AR03 can dynamically link to procedures AR01, AR02 and OE01 when function key F7 is pressed.
Report procedure AR04 prints the Cash Receipts Report documenting all customer payment information processed during the current accounting period (YRMO) as entered by online procedure AR03 or procedure AR18. The Cash Receipts Report (AR04) is used to balance to bank deposits.
Report procedure AR05 prints the Customer Invoice Report detailing all customer invoices entered into the AR System during the current accounting period as entered by online procedure AR02 or procedure AR14. The Customer Invoice Report (AR05) can be used to balance to customer orders entered in the OE System.
Report procedure AR06 prints the Customer Master List of active or inactive customers that were entered online by procedure AR01. The Customer Master List (AR06) documents the name and mailing address of each customer in the AR System. To manually lookup a customer number, the Customer Master List should be sorted by customer name (Alpha-sort) or name initials.
Report procedure AR07 prints the Aged Receivables Report showing all outstanding unpaid customer invoices aged into 4 time periods. Any charges (credits) or payments (debits) for the current accounting period (YRMO) are shown in the Aged Receivables Report (AR07). Computer procedure AR07 is run at the end of the month.
Report procedure AR08 prints the Receivables Distribution Report showing all general ledger revenue accounts billed during the current accounting period. Each customer invoice associated with a GL revenue account is also identified in the Receivables Distribution Report (AR08).
Update procedure AR09 posts the AR accounting information to the GL System for the current accounting period (YRMO) and prints the Receivables Posting Report. General Journal Records (GL01) are created in the GL System summarizing total dollar amounts by GL account code at the end of the month. The General Journal Records created are also identified in the final Receivables Posting Report (AR09). The Receivables Posting Report (AR09) should be filed with the company's financial documents for audit control.
Inquiry procedure AR10 display customer invoice information on the screen based upon parameters entered by the user, such as customer number. Procedure AR10 can be run at any time.
Report procedure AR11 prints the customer statements on letter-size paper for mailing to the customer and documents all activity during the month or accounting period. Procedure AR11 is generally run once a month. Copies of the Statement of Account (AR11) that were mailed to customers should be filed with the company's financial documents for audit control.
Report procedure AR12 prints the Past Due Notice on letter-size paper of unpaid invoices for mailing to the customer. A finance charge can be calculated (optional) and printed on the Past Due Notices (AR12). Copies of the Past Due Notice (AR12) that were mailed to customers should be filed with the company's financial documents for audit control.
Update procedure AR13 purges old Customer Invoice Records (AR02) and old Customer Master Records (AR01) and is run infrequently by supervisory personnel. A control report (AR13) is printed to document the number of records deleted from the AR System.
Update procedure AR14 processes a batch import Transfer File of customer invoices (Customer Invoice Records) that were created by another computer system or procedure. Program edits are performed on each invoice record, similar to online procedure AR02, before the invoice is added to the online database. A Control Report (AR14) is printed to identify any batch import errors and the import record counts for audit control.
Inquiry procedure AR15 displays a window showing the total sales by month for the last 5 years billed to a customer or a revenue account code. Information shown in procedure AR15 is from Customer Invoice Records entered in procedure AR02. This procedure can be executed at any time to display customer sales history.
Report procedure AR16 prints the Outstanding Invoice Report containing all unpaid customer invoices for a location or specific customer, as well as all locations and all customers. A summary by days late and expected cash receipts is printed in the Outstanding Invoice Report (AR16). Computer procedure AR16 can be run at any time.
Report procedure AR17 prints the Customer History Report covering 10 years (or 10 months) of sales or cash receipts by customer. Also, the number of invoices by customer can be shown in the Customer History Report (AR17).
Data entry procedure AR18 is used to enter a customer payment by checks or credit card to be applied to multiple invoices at one time. All unpaid invoices are shown for a customer, so the user can flag just those invoice being paid. The Customer Invoice Records are updated with customer payment information. Procedure AR18 is similar to procedure AR03. Partial payments are not supported in procedure AR18.
Inquiry procedure AR20 displays a window identifying the top customers in the last x months based upon total invoice amount or number of invoices processed. Computer procedure AR20 can be run at any time.
Redefine system printer procedure AR92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure AR92 is the same for all accounting modules. Computer procedure AR92 can be done at any time.
Search procedure AR94 is used to search the AR System for any dollar amount, code value or text in the last x months and display a window of the search results. The computer program associated with procedure AR94 is the same for all accounting modules. This AR user procedure can be started at any time to lookup any accounts receivable information.
Inquiry procedure AR96 displays a list of the latest Customer Master Records (AR01) or Customer Invoice Records (AR02 and AR03) in descending chronological sequence by date and time. The computer program associated with procedure AR96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes in the AR System.
Exit procedure AR99 closes the Accounts Receivable System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as OE01, rather than AR99.
These accounts receivable accounting procedures can be started at any time from any financial menu be entering the System-ID of "AR" plus a 2-digit procedure number.
For additional information on the AR software, please e-mail Bill Legler in the SF Bay Area, California or go to the Accounts Receivable System main page.