Author Archives: Archie Tucker

A/R End Of Day Closing Procedure

Below is a check list for a normal TOP End of Day closing procedures for Accounts Receivable:

  1. Select Accounts Receivable on the TOP Main Menu -> Select Accounts Receivable System Menu -> Select Invoice System Menu
  2. Press F5 to set the module date to today’s date
  3. Print the Open Invoice Data Entry Register and Update
  4. Press F5 to set the invoice date to the next day’s processing date

Notes:

If your credit cards post to Cash Receipts automatically, you should print the Cash Receipts Journal and Update. 

O/E End Of Day Closing Procedure

Below is a check list for a normal TOP End of Day closing procedures for Order Entry:

  1. Select Order Entry on the TOP Main Menu -> Sekect Order Entry System Menu
  2. Press F5 to set the module date to today’s date
  3. Select Invoice Batch Print to make sure all invoices for the day have been printed
  4. Print the Daily Sales Journal and Update
  5. Print the Open Order Report on the O/E Report Menu (optional)
  6. Press F5 to set the invoice date to the next day’s processing date

Insert PO Line Number

To insert a line number in a purchase order, there must be a line number available.
At the item number input field, press F2 to go back to the line number input field and put in the line number to insert.

Another option is to remove line items that you want to insert.

As you are entering line items on a purchase order, you might want to consider using (M)essage lines between line items so you can go back and insert lines later.

Once you re-display the line item detail, the inserted line items will display
in their proper location.

 

Insert Order or Invoice Line Number

To insert a line number in an order or invoice, there must be a line number available. At the item number input field, press F2 to go back to the line number input field and put in the line number to insert.

Another option is to remove line items that you want to insert.

As you are entering line items on an order, invoice or purchase order, you might want to consider using (M)essage lines between line items so you can go back and insert lines later.

Once you re-display the line item detail, the inserted line items will display in their proper location.

Set Up Quote Template

To utilize the quoting capability in Total Order Plus, you would need to set up a quote template in Quote Maintenance on the O/E Options Menu. You can define a header name and description that would best describe the type of template you are defining.

Each line item must be a valid inventory item. You can enter the item code or enter ? for the item lookup window. The item description is displayed and the cursor moves to the quantity field. You can have up to 999 line items. You can use ‘M’essage lines in the template the same way you use message lines in order/invoice data entry.

Once the template is defined, it can be imported into an order by following this
procedure:

At the order type field on Order Data Entry, you must enter a Q+F1 to select a template. Once the header portion of the order is complete, the line items from the template display on your screen. You can add, edit or delete line items the same as on a regular order.

Notes:

Item pricing on a quote is calculated the same as on an order – checking customer contract pricing, custom pricing, discounts allowed and inventory item pricing.

A quote has two print formats:
– Worksheet format lists the quantity, item description, cost, list price and percent of
profit for each item, as well as an overall total profit and percent of profit for the entire quote.

– Second quote format prints the quantity, item code, description of the item without any pricing. A total of all of the line items prints at the bottom of the quote form.

Notes:

If you do not have quote templates defined in your system, you can still print quote
forms simply by putting a Q in the order type field. The difference is you will have to
input the line items manually.

In the Order Parameter Maintenance on the Order Entry Defintion Menu, there are parameters that affects the way the quote information prints. If you do not have preprinted forms, TOP will print the column headings on the form, company logo, etc. You can decide if you want the item code to print, print total only, include message lines that begin with the ^ character and if you want to print discount amounts.

Find Order / Invoice Utility

This utility searches the open order file and the invoice history files by numerous
selections:

Enter find option:  (I)nvoice, (O)rder, (P)urchase order, (A)mount, (M)essage
item (D)escription, (N)ame, (S)hip-To, (R)elease, (T)ext, (C)ustomer account

Once you enter your find option, you will need to enter the search description to look for. If you know the customer code, it will shorten the length of the search. Otherwise, the search will proceed through all customers.Once the search begins and finds the search option, it will display whether it is an open order or a history invoice. If the selection is an open order, you can select to display the header information or see the status in production. If the selection is an invoice in history, there are further options:

Continue search? CR to continue, (A)udit, (M)ore header, (C)omments, (P)rint
(S)tatus, (R)eceipt, (F)reight, (V)iew or (N)o:

You can select to continue the search, show the audit on the invoice, display more invoice header information, enter text in an invoice history cardfile, show the cash receipt payments made against this invoice, view the freight and shipping information or print the invoice out of the history file.

Search Order Entry Invoice History

Total Order Plus accumulates invoice history when the Daily Sales Journal and Update is processed. This data can be displayed in detail by using the Invoice History selection on the O/E Options Menu. There are numerous sort features allowing you to search the history file in specific ways.

The default sort is by customer code and allows you to press the Enter key to display all invoices for a customer or you can enter a customer code to advance the sort to that customer. You can press the F1 key to display the header information and line item detail records, F2 will reverse the sort back one screen or you can change the sort by pressing the F3 key. The F3 option offers selections to sort the history invoices by invoice number, customer code, order number, invoice date or display history from a history file that has been purged.

If you select to sort the history by invoice number, you will have another selection to sort by purchase order number, ship-to name or detailed line items, allowing you to print an invoice in the format selected in the Invoice Parameters on the Order Entry Definition Menu.

Calculate Customer Aging Fields

The Update Customer Aging on the Accounts Receivable System Menu is an on demand open invoice aging program that reads through the open invoice file and calculates the aging fields for 30 days, 60 days, 90 days and 120 days. New aging figures are written to the customer master aging bracket fields.

You can run the aging for one customer or a range of customers, by one customer type or all customer types. You can select the aging date to use for the calculation. This is useful if you want to run an aging anytime during a month and not just during Month-End Processing.

The aging fields default to the usual 30, 60, 90 and 120 days. You can select to print any number of days you want, i.e. 7, 14, 21, etc.

This aging process automatically runs when printing the Aged Open Invoice Report during Month-End Processing.

Print Single Customer Label

TOP allows users to print a single customer label in the Accounts Receivable module. Select the Accounts Receivable System Menu -> Customer Master Maintenance -> Enter the customer code -> select Print Mailing Label on the sub-menu.

The from and to addresses display on the screen, along with an option to (C)hange the information, (P)rint the label as displayed or (E)nd the display and return to the sub-menu. You can accept the From address from the Company Maintenance file or if you have preprinted labels, you will want to remove the name and address.

The To name and address is the customer name and addrerss that displays on your screen or you can override the To information. Select the quantity of labels, the column you want the information to start printing and the format size of the label.

Notes:

Label size is 1=1″, 2=2.5″, 3=3.0″, 4=3.5″ and 5=1.5″.

You have the option as to whether or not you want to print the From name and address on the label, print the customer code on the label, customer phone number or a combination of customer code and phone number.

If you are using a Zebra label printer, you must answer Yes to the Use Zebra question so TOP can format the label for that printer.

Reverse A/P Computer Generated Checks

Check reversals are made using Manual Check Data Entry on the Invoice and Manual Check Menu. When a reversal is made, all of the invoices that were paid by the original check will be written back to the vendor file as an open invoice.

Enter the check number you want to reverse. The vendor number and name, check date and amount displays on the screen.

Notes:

The system automatically inserts R after the check number designating a reversal.

Is This A Check Reversal? (Y-N) -> Type Y to accept the check information
Is The Heading Information Correct? (Y-N-DELETE)
Type Y to continue with the check reversal
Type N and a message ‘Check Reversals Cannot Be Edited’
Type DELETE or Press F7 to remove the check information

You will be prompted to enter the invoice number(s) that were paid
with this check. The invoice amount and the General Ledger distribution will display on the screen. Accept the information to complete the entry.

Print the Manual Check Register to update the check reversal
information to the vendor and history files.