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The latest version of the Accounts Receivable Procedure Menu by Legler Systems in California identifies 19 separate accounts receivable (AR) computer procedures plus three database procedures (92, 94 and 96) common to all accounting applications. The online accounting procedures the user can run is specified in the User Control Record (DB08). Each end-user procedure shown on the AR menu corresponds to a separate computer program.
Any online accounts receivable procedure is started at any time from the Accounts Receivable System Menu (screen image shown below) entering a 2-digit procedure number or single-click on the procedure name with the mouse. For all AR inquiry and reporting procedures, a data selection screen is displayed so the user can enter various data selection parameters to retrieve specific data records from the online Master File and to format the output, including a report sort option. Reporting procedures print accounting information in hardcopy AR reports on letter-size paper, while inquiry procedures display information in a results screen. The AR reports can be viewed in a separate report window before being printed. Active keyboard function keys are shown at the bottom of all AR screens.
A Report History Dashboard is displayed under the data selection parameters for all AR end-user procedures except data entry procedures AR01, AR02, AR03 and AR18. The last 12 runs are shown in the Report History Dashboard. The display of the Report History Dashboard is determined by the setting of the Dashboard-ID field in data entry procedure DB08. To review a detail activity report of all prior activity, run reporting procedure DB13 with a Report Option of "P".
Data entry procedure AR01 is used to enter a master record for each customer the company does business with. A standard revenue account code is defined for each customer to aid in online processing customer invoices. Some customer data is internally stored in a Customer Master Record. Computer procedure AR01 is run whenever it is necessary to add new customers to the AR System. Procedure AR01 supports dynamic linking to OE19 screen and data entry procedure DB17 (NOTES) when function key F7 is pressed. To view a sample Customer Master Record screen, click AR01 screen image.
Data entry procedure AR02 is used to enter customer invoices. Revenue account codes are entered to override those set up in the Customer Master Record using procedure AR01. Order Entry System automatically creates Customer Invoice Records when customer invoices are printed by procedure OE05. One customer invoice transaction is processed at a time. Procedure AR02 supports dynamic linking to the AR03 screen, AR01 screen, OE01 screen, OE19 screen and data enty procedure DB17 (NOTES) when function key F7 is pressed. To view a sample Customer Invoice Record screen, click AR02 screen image.
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 single customer payment to multiple unpaid customer invoices at one time. Customer prepayments are entered in procedure AR03. Up to four partial payments can be applied to a single customer invoice. One customer invoice transaction is processed at a time. Procedure AR03 supports dynamic linking to the AR01 screen, AR02 screen and OE01 screen when function key F7 is pressed. To view a sample customer payment screen, click AR03 screen image.
Reporting 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 for operator verification and to balance to bank deposits. A separate Cash Receipts Summary report by Order Status code, date received, GL account code and Credit code can be requested and printed when the Entry Correct prompt = "S". To view a sample of the AR04 data selection prompts and AR report with summaries, click AR04 screen.
Reporting 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 for operator verification. The Customer Invoice Report (AR05) is used for operator verification and to balance to customer orders entered in the OE System. A separate Customer Invoice Summary report by Order Status code, Product-Group code, invoice date and GL account code can be requested and printed when the Entry Correct prompt = "S".
Reporting 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. A separate Customer Master Summary report by year sales can be requested and printed when the Entry Correct prompt = "S".
Reporting 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.
Reporting 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 identified in the Receivables Distribution Report (AR08). A separate Receivables Distribution Summary report by GL account code and department (optional) can be requested and printed when the Entry Correct prompt equals "S".
Update procedure AR09 posts the AR accounting information to the General Ledger System for the current accounting period (YRMO) and prints the Receivables Posting Report. General Journal Records (GL01) are (1) created directly in the GL System summarizing total dollar amounts by GL account code at the end of the month or (2) written to an export Transfer File for subsequent input to an external general ledger application depending on the setting of System-Option-04 (DB03). The General Journal Records created are identified in the final Receivables Posting Report (AR09). Multiple customer transactions are processed at one time. The Receivables Posting Report (AR09) should be filed with the company's financial papers for audit documentation.
Inquiry procedure AR10 display customer invoice information on the results screen based on data selection parameters entered by the user, such as customer number, invoice date range and revenue account code. Procedure AR10 can be run at any time. Procedure AR10 supports dynamic linking to the AR02 screen when function key F7 is pressed. To view a sample of the AR10 data selection prompts and output results screen, click AR10 screen.
Reporting procedure AR11 prints the customer Account 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 Accounts (AR11) mailed to customers should be filed with the company's financial papers for audit documentation.
Reporting procedure AR12 prints the Past Due Notices on letter-size paper of unpaid customer 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 Notices (AR12) mailed to customers should be filed with the company's financial papers for audit documentation.
Update procedure AR13 deletes old Customer Invoice Records (AR02) and inactive Customer Master Records (AR01) from the online database or prints only record counts by year. The Purge Control Report (AR13) is printed for audit documentation and includes record counts and the elapsed run time in seconds. Only supervisory personnel should perform is procedure.
Auxiliary data input of customer transactions (Customer Invoice Records and Customer Master Records) are processed at one time by procedure AR14. These customer transactions are stored in the import Transfer File (fixed format) and were created by an external software application or by update procedure DB18. Procedure DB18 reads a comma separated values (csv) file of customer transactions to reformat and write them to the import Transfer File. The AR14 program edits each Customer Invoice Record and Customer Master Record, similar to the online procedure AR02 and AR01, before adding them to the online database. Multiple customer transactions are processed at one time. The Batch Input Report is printed to identify any batch input errors and transaction record counts for audit documentation, along with the elapsed run time.
Inquiry procedure AR15 displays a results screen showing monthly totals for the last five years of customer invoices issued, customer invoices paid, current unpaid customer invoices, number of customer invoices issued or average days to collect full payment. 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 for management review. A separate Customer History Summary by Quarter (3 months) can be requested and displayed when the Entry Correct prompt = "S".
Reporting 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 at the end of the Outstanding Invoice Report (AR16). Computer procedure AR16 can be run at any time. A separate Outstanding Invoice Summary report by days late and expected cash receipts can be requested and printed when the Entry Correct prompt = "S".
Reporting 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 is shown in the Customer History Report (AR17).
Data entry procedure AR18 is used to enter a single customer payment (check or credit card) to be applied to multiple unpaid customer invoices at one time. All unpaid customer invoices are displayed, so the user can flag only those invoices being paid. Multiple Customer Invoice Records are automatically updated from a single customer payment. Procedure AR18 updates the same payment information as procedure AR03, but faster. Partial payments are not supported in procedure AR18. Procedure AR18 supports dynamic linking to AR01 screen and AR03 screen when function key F7 is pressed. To view a sample Enter Customer Payment screen, click AR18 screen image.
Inquiry procedure AR20 displays a results screen identifying the top customers in the last x months based on the total invoice amount or number of invoices processed for management review. Computer procedure AR20 can be run at any time and for any time period. A separate Top Customers Summary by Location code, SalesRep code, Credit code, Bank-ID code, GL account code or Product-Group code can be requested and displayed when the Entry Correct prompt = "S".
Redefine system printer procedure AR92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the AR report is written to a disk file from which it is displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program DBS892 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 results screen of the search results along with the database record counts searched and found. Both uppercase letters and lowercase letters are tested to identify a match. The computer program DBS894 associated with search procedure AR94 is the same for all accounting modules. This AR end-user procedure can be started at any time to search and lookup any accounts receivable information, such as customer names, dollar amounts, accounting periods, invoice dates and any invoice description.
Inquiry procedure AR96 displays a list of the latest Customer Master Records (AR01) or Customer Invoice Records (AR02 and AR03) that were updated online in descending chronological sequence by date and time. The computer program DBS896 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 99 closes the Accounts Receivable System Menu and displays the main Financial Menu. To switch directly to a different accounting procedure, just enter the System-ID plus procedure number, such as OE01, rather than three entries: 99 (end AR menu), OE (start OE menu) and 01 (start Enter Customer Orders procedure).
The ARS Procedure Manual provides complete written user documentation of over 200 pages about all accounting procedures of the Accounts Receivable software by Legler Systems. The ARS Systems Manual describes the technical aspects of the accounts receivable application programs and is included with the cobol source programs (optional). In addition to the written documentation, the online Help File of all text and error messages (displayed in the Help Message Window when the F1 key is pressed) is included with the ARS executable programs.
For additional information on the online AR software and a free demo on a USB flash drive for any version of Microsoft Windows, e-mail Bill Legler in the SF Bay Area, California or go to the Accounts Receivable System main page.