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.

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.

The Open Invoice Data Entry selection on the Accounts Receivable Invoice System Menu can be used to adjust invoice dates and make adjustments to invoice amounts. It must be noted that if you change the amount of an open invoice in this manner, it will not affect anything in the system except the customer’s account and will make a posting to the General Ledger.

Notes:

The proper way to adjust an invoice amount is to issue a credit memo in the Order Entry system, so it affect all receivables, inventory and sales analysis reports. The system will prompt you to enter a General Ledger account number. If you are going to only adjust the date of the invoice, you will enter the Accounts Receivable account number so the amounts posted to the General Ledger will be zero. If you are going to adjust the amount of the invoice, you will enter a revenue account that was used on the original invoice.

Enter the invoice number or ? to insert the invoice number from the display window. Press the Enter key to accept the customer code displayed on your screen. The invoice date and due date, discount amounts and invoice amounts display on your screen.

‘Is This An Invoice Adjustment?’ (Y)es or (N)o? –> Press Y to continue

Press Enter for invoice date or change the date on the invoice
Press Enter for due date or change the due date on the invoice
Press Enter for discount date, if applicable, or Enter to bypass the discount date
Adjust the amount of the discount, if applicable
Enter the amount of the invoice adjustment

Notes:

If you are only changing the dates of the invoice, you must enter a zero for invoice amount so the original amount of the invoice is not altered. If you want to adjust the invoice amount, you must enter the amount as a negative. If this invoice happens to be a credit invoice, the amount would be positive.

Press Enter to accept the line number assigned by the system

Press Enter to accept the revenue account displayed or input the General Ledger account that you want to distribute 

Notes:

Multiple General Ledger account numbers can be distributed.

Run the Open Invoice Data Entry Register and Update to complete.

When a customer does not pay their open invoices or will not pay sales tax on an invoice, or perhaps has to close their business, you may want to write off their invoices to a General Ledger account to reflect on your corporate tax return.

To write off of an invoice or a customer’s balance on account, you will use the Cash Receipts Data Entry screen on the Cash Receipts Menu. Following are the step by step instructions:

Enter the date for the write off -> Deposit amount is always zero
Type the customer code or ? to insert a customer from the display window
Enter check number as a reference (i.e. BADDEBT, WRITEOFF)
ABA field can be a memo or left blank -> Debit cash amount will always be a zero

Enter the invoice(s) that you want to write off -> Bypass discount field -> Press the Enter key to accept the amount shown or enter a partial invoice amount if you are only writing off a portion of the balance.

Once all of the invoices are entered, type ‘MISC’ in the invoice field to distribute to the General Ledger -> Enter the General Ledger account number -> Press Enter to accept the amount displayed.

Notes:

If you want to distribute the amount to more than one General Ledger account, continue to enter account numbers and amounts until the distribution amount is equal to zero.

A credit memo is entered in Order Entry so it will reflect in invoice history, Accounts Receivable reports, Inventory reports and Sales Analysis reports. It is possible to enter a credit invoice in the A/R module, but it won’t affect anything but the customer’s account.

Credit memos are applied using Cash Receipts Data Entry on the Cash Receipts Menu. Following are the step by step instructions:

Enter deposit date -> Enter a deposit code or can be left blank
The deposit amount will always be zero
Type the customer code or ? to insert a customer from the display window
The check number can be used as a reference (i.e. APPLY, CREDIT)
ABA field can be a memo or left blank -> Debit cash amount will always be a zero

Notes:

The invoice and credit memo numbers will display on the bottom portion of your screen. Press the Enter key for multiple screens.

Select the credit memo in the invoice number field -> Bypass the discount field
Press the Enter key to accept the amount shown or you may apply a partial amount of the credit memo

Type the invoice(s) numbers you are paying with this credit memo or type AUTO to apply the credit to the oldest invoices on account.

To apply a prepayment to a customer’s account, you must use the Cash Receipts Data Entry screen on the Cash Receipts Menu. This would be used if an advance payment is received on an order that has not been invoiced. Following are the step by step instructions:

Enter deposit date -> Select type of deposit code (cash, check, credit card)
Enter the amount of the prepayment for deposit amount
Type the customer code or ? to insert a customer from the display window
Use PREPAY for check number
ABA number can be left blank -> Enter the amount of the payment

Type the invoice number, if known, or use a number of your choice
‘Is This a PrePayment? (CR-N)’ message will display -> Press the Enter key
Bypass the discount field -> Enter the amount of the payment

Print the Cash Receipts Journal and Update

To reverse an Accounts Receivable Cash Receipts Payment, you must use the Cash Receipts Data Entry screen on the Cash Receipts Menu. A payment would only need to be reversed if the original payment was applied to the wrong customer’s account, a returned check, etc. Following are the step by step instructions:

Enter deposit date -> Select type of deposit code (cash, check, credit card)
The deposit amount must be entered as a negative number (-150.00)

Type the customer code or ? to insert a customer from the display window and enter the check number to reverse

Notes:

If the check number is not known, you can use the word REVERSE.

You can use the ABA number field as a memo field (Perhaps an explanation of why you are reversing the payment or leave blank)

The debit cash amount must be entered as a negative number

Select the invoice(s) number you want to reverse, bypass the discount field unless there was a discount taken when the payment was posted

The invoice amount must also be entered as a negative amount