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COINS Accounts Receivable Reference Manual

Version 7June 2013

COINS USA6 Airport Park Blvd., Latham, NY 12110Phone: 518-C-4-COINSFax: 518-242-7216Email: [email protected]

Accounts Receivable Reference ManualCOINS Version 7

June 2013Through Software Level 9.7c2.44 and 10.7c2.44

COPYRIGHT NOTICE: Copyright 2013 Construction Industry Solutions Corp. (hereinafter known as COINS USA). ALL RIGHTS RESERVED THROUGHOUT THE WORLD.

PROPRIETARY RIGHTS NOTICE: This software and the documentation attendant thereto contain trade secrets and confidential information proprietary to COINS USA. The Licensee is bound to the proprietary nature of this material.

The software and the associated documentation may be used and/or reproduced only by a COINS USA Licensee and then only in accordance with the terms and conditions of the COINS USA End User License Agreement. Any unauthorized use, dissemination or reproduction of the software, documentation, and/or information contained therein is strictly prohibited.

While efforts have been taken during the preparation of this manual to assure its accuracy, COINS USA assumes no liability for errors or omissions in this manual, or from the use of information contained therein.

A form for users' comments and suggestions is provided at the back of this manual. You may address your comments to Corporate Communications, COINS USA, 6 Airport Park Blvd., Latham, NY 12110.

COINS and Dig Deeper are registered trademarks of Construction Industry Solutions Corp.COINS Ti is a trademark of Construction Industry Solutions Corp.AIX, IBM, pSeries, xSeries, and RISC System/6000 are registered trademarks of International Business Machines Corporation. Microsoft, Excel, and Windows are registered trademarks of Microsoft Corporation.Progress is a registered trademark of Progress Software Corporation.Progress Query/Results and RDBMS are trademarks of Progress Software Corporation.Red Hat and Linux are registered trademarks of Red Hat, Inc.UNIX and UNIXWARE are registered trademarks of The Open Group.Other products are the trademarks of their respective owners.

Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7How to Use this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Printing Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Organization of this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Features of COINS Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . 10Integration with other COINS Modules. . . . . . . . . . . . . . . . . . . . . . . . . 12Signing On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Screen and Menu Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Menu Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

The Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Before Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Tailoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

A/R Tailoring - Screen 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24A/R Tailoring - Screen 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28A/R Tailoring - Screen 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

File Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Enter Startup A/R Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Add Invoices During Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Review Startup Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Post Startup Invoices to A/R Accounts . . . . . . . . . . . . . . . . . . . . . . 41

Tailoring Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

File Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

File Maintenance Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Set Up Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44File Maintenance Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Bank File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Credit Rating File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Customer File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Customer Notes File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Printing Customer Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Accounts Receivable Reference Manual, COINS Version 7 3June 2013

Contents

Dunning File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Recurring Invoice File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Sales Rep File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Tax Jurisdiction File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Batch Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Initial Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Tailoring for Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74User ID File Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Other Security Measures for Batches . . . . . . . . . . . . . . . . . . . . . . . 78

Batch Control Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Batch Subset Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Batch Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Change Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Change Fiscal Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Change Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Close Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Create Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Delete Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Merge Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Rename Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Invoices from Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Invoices from Sales Order Processing. . . . . . . . . . . . . . . . . . . . . . 104Invoices from Service Management . . . . . . . . . . . . . . . . . . . . . . . 104

Enter Invoices Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Invoice Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107Payment Schedule - Equal Payments . . . . . . . . . . . . . . . . . . . . . . 113Payment Schedule - Manual Distribution. . . . . . . . . . . . . . . . . . . 118Enter Invoices: Add Recurring Invoices. . . . . . . . . . . . . . . . . . . . . 121Review Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Adjusting Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Retainage Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Post Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Invoice Posting Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Effects of Posting Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Change Posted Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Void Posted Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Cash Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Enter Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139


Contents

Add Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Add Cash Receipts by Invoice Number . . . . . . . . . . . . . . . . . . . . . 143Automatic Distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Normal Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148Quick Distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Miscellaneous Cash Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Post Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Effects of Posting Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Enter Reapplied Cash Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Normal Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Automatic Distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Quick Distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Post Reapplied Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Effects of Posting Reapplied Cash Receipts . . . . . . . . . . . . . . . . . 165

Void Posted Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Initial Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Enter Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Build Charges from History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174Add Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Check Finance Charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Post Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181Effects of Posting Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . 182

Module Utilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185Export Customer File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Print Customer Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Print Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191Post Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195Purge Paid and Voided Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197Reprint Posting/Purge Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Overview of A/R Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Report Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Printer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Generate Foreground Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Monitor Requested Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Banner Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Aged Receivables Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Cash Receipts Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217


Contents

Customer History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Receivable List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Retainage Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Sales Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Unapplied Payments Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227Job Billing History Report Summary by Month . . . . . . . . . . . . . . . . . 228

User-defined Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Report Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233Aged Receivables Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Customer History Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237Customer Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239Invoice Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241

Appendix A:. Screen Pointers . . . . . . . . . . . . . . . . . . . . . . . .243

Appendix B:. Accounts Receivable Organization Chart . . . .249

Appendix C:. A/R Report Samples . . . . . . . . . . . . . . . . . . . .251

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .279

Comment Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .287


Introduction

The COINS Accounts Receivable (A/R) module monitors accounts receivable and retention receivable, produces statements, and updates job costs with billings and cash receipts. It automatically:

Processes invoices with multiple companies or divisions, allowing one company and division to receive cash for all other companies and divisions.

Provides data to the Job Status and General Ledger modules, so you can easily identify overbillings and underbillings and determine job and company profitability on a timely basis.

Records your billing and cash receipt information, with reports to help you analyze your receivables.

Manages retainage receivable separately from current receivables, with complete billing and cash receipt histories for each job.

Provides access and reporting on customers associated with a single job, or jobs associated with a single customer.


Introduction

How to Use this ManualThis is a reference volume for the Accounts Receivable module. By reference, we mean this manual contains information you probably want in direct response to a What is this… type of question. For instance, all the fields on every A/R menu and screen are defined here, so this manual would be the best place to find information about a particular item on a COINS screen.

Printing Conventions

Topics in the COINS reference manual focus on a specific COINS screen or function. The information is presented in the same manner in each topic. The screen is identified, and its purpose explained. Then comes COINS Navigation, which are directions guiding you to each screen from within COINS. A screen exhibit is included in the text, so you always have a visual sample of the screen under discussion. Finally, expanded Field Definitions are featured for each screen item, describing how a field is used and, where necessary, the acceptable values for that field.

Organization of this Manual

The Introduction is an overview of the Accounts Receivable module, describing how A/R works and how it fits into the COINS integrated accounting system. Use the detailed index and table of contents to “zero in” on specific topics. This manual is divided into the following chapters:

Chapter 1, Getting Started

Starting the system up, completing the A/R tailoring screens, and an overview of the required initial file maintenance and processing steps.

Chapter 2, File Maintenance

Setting up the master files and codes you refer to throughout the A/R module.

Chapter 3, Batch Control

Using batches in the A/R module.

Chapter 4, Invoices

Entering standard, adjusting, and credit invoices, and then posting those invoices Voiding and changing posted invoices are also discussed.


Introduction

Chapter 5, Cash Receipts

Entering cash receipts, miscellaneous receipts, and reapplied receipts. This chapter also discusses posting cash receipts and changing or voiding posted receipts.

Chapter 6, Finance Charges

Adding finance charges and building finance charges from customer history.

Chapter 7, Module Utilities

Using the options on the A/R Module Utilities Menu to print customer labels, print and post A/R statements, purge paid and voided invoices, etc.

Chapter 8, Reports

Getting information out of the A/R module for analysis: descriptions of the standard reports included in the Accounts Receivable module.

Chapter 9, Inquiries

Getting information out of the A/R module using the standard inquiries included in the Accounts Receivable module.


Introduction

Features of COINS Accounts ReceivableThe Accounts Receivable Module has a number of unique features, including:

Detailed customer and job history reporting.

Separate handling of retainage receivables and current receivables.

Separate miscellaneous billings and cash receipts from contract billings and receipts.

Account receivable summaries, by completed and incomplete contracts.

Tracking of change orders in detail, and a separate display from original contract amounts.

Tracking invoices created by the Service Management and Sales order Processing modules.

Separate completed and incomplete contracts reports.

Other system features include:

Multi-user capabilities, enabling multiple users to work in COINS, even within the same module, at the same time.

An on-screen calculator available whenever you need to compute a value and enter it on the screen.

Strip menus listing the activities available in a menu bar at the bottom of the screen. Use your arrow keys to select the desired option, or type the first few letters of the desired command.

The Lookup Key (normally [F5]), allowing you to view codes or other data whenever your cursor is in a field marked with an asterisk.

Hot Keys that quickly access specific programs and functions. Hot Keys are defined by you, the user.

User-defined menus listing up to 20 transactions and reports, or custom programs and reports.

Screen colors that can be customized.

A variety of reports are available from the Accounts Receivable Module. You can request printouts of various transactions and files, as well as the following reports available through the Report Menu:

Aged Receivables Report


Introduction

Cash Receipts Journal

Customer History

Receivable List

Retainage Report

Sales Journal

Unapplied Payments Report

Job Billing History Summary by Month

User-defined reports


Introduction

Integration with other COINS ModulesThe A/R module is integrated with the rest of the COINSCOINS software. If you are using the Billing module to retrieve costs from J/S for billing, the cycle of Job Cost to Billing to Invoice/Receipt also comes into play.

Figure I-1: Integration Chart

1. The system creates unposted invoices in the A/R module when billings are posted in the Billing module.

2. When you post information in A/R, a number of Job Status files, reports and inquires show the effects. In general, the posting of A/R transactions updates revenue, receipts and billing information in Job Status. Posting A/R information updates J/S information at the cost code and cost category level.


Introduction

3. The system creates unposted journal entries in the General Ledger when you post A/R invoices, cash receipts, reapplied cash receipts, and finance charges. These entries update the G/L accounts when the General Ledger is posted for that fiscal period.

4. When you post work orders in the Service Management module, the system creates posted invoices in A/R. In the process, the system updates aged receivables information, adds the invoices to the customer history, and updates the Sales Journal, Sales Tax Report, Retainage Report, etc., as appropriate. It also create unposted G/L entries, as described in #3.

5. The End of Day process in SOP updates A/R with posted invoice and receipt information and updates the A/R balances for customers.


Introduction

Signing OnSigning into the COINS Accounts Receivable module involves four simple steps, shown in Figure I-2, Sign On Steps. You can tell that you have successfully connected to COINS when the Copyright/Proprietary Rights Notice screen appears.

This discussion assumes that you have already started COINS. On most systems, COINS is started by typing the word coins at the UNIX prompt. Your System Administrator will give you any specific instructions.

Figure I-2: Sign On Steps

1. Enter your COINS User ID and Password.

The system prompts for your individual User ID and password. Enter the ID and password that you have been assigned.

• Case (upper or lower case letters) is not important for either the User ID or password.

• User ID is mandatory. It identifies to the user to COINS and contains many important settings.

• Passwords are recommended by COINS but some System Administrators may not use them.

2. Select COINS activity.


Introduction

NoteThe system bypasses this screen if the User ID is set to go directly intoCOINS.

Select Business Systems from the activity menu. The Business Systems option gives you access to any of the COINS modules your User ID is allowed to use, including Accounts Receivable. The other options on this menu give access to specialized programs and functions, generally reserved to the System Administrator.

3. Select COINS database.

The system displays a list of all the accounting databases currently available. Select the database you want to use from this list.

After a brief pause, the COINS version number will display. This version number is important when contacting COINS Client Support, since information and procedures may vary between versions due to system enhancements.

4. Select COINS module.

From the COINS Main Menu, select the module you wish to use. In this case, select the Accounts Receivable option.


Introduction

Screen and Menu LayoutThe current Accounts Receivable main menu appears below. Submenus are available from certain menu selections, as illustrated in Appendix B, Accounts Receivable Organization Chart.

Menu Structure

The COINS module menus feature a consistent numbering scheme and menu structure. This means that tasks common throughout COINS can be found in the same location, with the same menu number, on each menu.

Left Side of the Menu

These are functions specific to the module, starting at number 1. The items are arranged in the order they are likely used. For example, in A/R you would first enter the invoice, then post it, then later enter the cash receipt for that invoice.

Right Side of the Menu

These are submenus and general utilities for this module, reflecting the consistent numbering pattern introduced in Version 7.

Screen I-1:

07/22/02 C O I N S 9.7 INTCO/DIV 2 +------------------------- Accounts Receivable Menu -------------------------+ ¦ ¦ ¦ 1. Enter Invoices 70. Batch Control Menu ¦ ¦ 2. Post Invoices 75. File Maintenance Menu ¦ ¦ 3. Enter Cash Receipts 80. Inquiry Menu ¦ ¦ 4. Post Cash Receipts 85. Module Utilities Menu ¦ ¦ 5. Enter Reapplied Cash Receipts 90. Report Menu ¦ ¦ 6. Post Reapplied Cash Receipts X. Exit ¦ ¦ 7. Enter Finance Charges ¦ ¦ 8. Post Finance Charges ¦ ¦ 9. Change Posted Invoices ¦ ¦ 10. Void Posted Invoices ¦ ¦ 11. Void Posted Cash Receipts ¦ +----------------------------------------------------------------------------+


Introduction

50 through 59

Peripheral menus, menus specific to that module. These menus and options vary from module to module. No selections fall within this range for A/R.

60 through 69

Reserved for future enhancements.

70 - Batch Control Menu

Brings up the items for batching, then the various options associated with batching.

75 - File Maintenance Menu

Contains the A/R master files used in A/R and referred to by other functions in COINS.

80 - Inquiry Menu

Brings up the inquiries available in this module.

85 - Module Utilities Menu

Utility functions performed in this module, such as printing labels and tailoring.

90 - Report Menu

Brings up the standard reports available in this module.

Commands

On the first screen in a file, the strip menu includes basic options such as Add, Change, Delete, Print, Show, and Exit. Additional selections are available on some menus. Select the function that you want by entering the first letter of the command (for example, A for Add), or use your arrow keys to select the desired option.

When the strip menu is displayed, you can select any of the displayed commands. The standard commands are listed below.

Add

Adds new records to a file. The system prompts you for data to identify this record. This is the key for referencing the item. Complete each screen according to the instructions provided in this manual.


Introduction

Change

Changes an existing record. You can zero in on the desired record in several ways. In general, you can change all but the “key” fields on a screen.

Delete

Deletes an existing record from a file. Be careful when deleting records, so that you do not delete a code referenced in another file.

Exit

Use this command to leave a screen and return to the previous screen. You can also use the Exit Key on your terminal (typically [F4]) to leave a screen. If you are not at the strip menu, the data you entered may be lost.

Maint.

When you are using the Lookup key to view records for a file or function, the MAINT command allows you to add missing information to the file. You see this command if you type a slash [/] while on the Lookup key listing.

Print

You can send a report to a printer or display it on your screen. This command also lists the records in a file

Search

Locates a specific record in a displayed list. If the records in the file are currently sorted by code, you would enter the desired code. In many files, you can resort the list by description, and then search by description instead. (Other sort options may be available in some files.)

Show

For viewing complete records one at a time, in detail. Use your Arrow, Home, End, Page-up and Page-down keys to move through all the records in the file and zero in on the desired record(s).


Introduction

The KeyboardSince COINS runs on such a wide variety of equipment, this manual discusses the use of the keyboard in general terms. A typical 101-key keyboard is shown Figure I-3, Typical Keyboard; your equipment may differ slightly. On this particular board, the function keys ([[F1]] through [[F16]) are lined up across the top. There may be fewer function keys on some keyboards, or their placement may vary.

Figure I-3: Typical Keyboard

1. [F1], Go

2. [F2], Help

3. [F4], End/Error

4. [F5], normal Lookup Key

5. [F8], to clear field

6. [F9], Insert

7. [Enter] or [Return]

8. Arrow keys

9. Screen pointer key ( . )

The following pages include descriptions of the most important keys and how they work within COINS.


Introduction

[F1], Go

This key signals the system that one function has been completed and you are ready to start another. The [F1] key brings you to the next screen or group of fields while saving whatever information you have entered on this screen so far.

If [F1] is used while entering data on a screen, it takes you to the next section of fields or to the next screen. If pressed while at a strip menu, the highlighted option is be selected.

In many situations, the [F1] key has the same effect as the [Enter] key.

[F2], Help Key

This is the COINS default Help key. It accesses File Maintenance or Inquiry screens without loosing data from your current transaction. (Make sure you use [F1] to exit the File Maintenance Help menu, or any changes you made to the files are lost.)

[F4], Error/End

When used in an error situation, this key lets you leave the current screen without saving any data you may have just entered. It is useful if you made an error while entering data in a previous screen or section of fields. You can also use it to back out through a series of menus.

The [F4] key is also used to end many functions. There are some COINS processes, such as distributing invoices, where you complete the distribution process and then use [F4] to exit the distribution screens. The distinction between Error and End is that, in this case, you have completed the process, and are using [F4] to end the process.

[F5], Default Lookup Key

The Lookup utility is a feature of the COINS software that lets you scroll through a list of records and select one to use in the current transaction. It is available for any field flagged by an asterisk. For example, if you use the Lookup key (normally [F5]) from a field requesting a G/L Account number, a numerical listing of the G/L accounts appears.

[F5] is the system default for the Lookup key. If it is not supported by your equipment, you can redefine the Lookup key as described in the System Administration Manual.

The Lookup utility uses strip menus, allowing you to search and sort through the information. Enter a slash ( / ) to bring up the strip menu. The following options are typically available on the Lookup strip menu.

MAINT This provides access to the File Maintenance file used for this listing. For example, you can add a G/L account if the appropriate one does not already exist.


Introduction

[F8], Clear Field

[F8] clears all data in the field where the cursor is currently located. This is handy for clearing a field to correct typing errors.

[F9], Insert Key

Use this key to toggle the Insert function on and off for the position before the cursor. (In earlier versions of Progress, the Insert Key was [F3].)

[Enter] Key

Use the [Enter] key to move in sequence through fields when entering data on a screen. (On some equipment, this key may be labeled the [Return] key.)

The question Data Correct (Y/N) appears throughout the system. It lets you verify information on one screen before proceeding to the next one. When you see this question, you can use [Enter] to accept the default response, or type a different answer and then press [Enter].

Arrow Keys

Use the arrow keys on your keyboard to select options from a menu screen or strip menu. You can also use these keys to move the cursor back to a previous field in the same data group.

Screen Pointer Key (.)

A screen pointer is an identifier you can enter to go immediately to a particular screen. Press the Period (.) key at any menu to access a screen pointer – either a screen pointer number as provided by the system (e.g., 9.1.1) or your own screen pointer ID (e.g., ADDAPP). You set up these ID’s through Screen Pointer File Maintenance, as described in Appendix B (Screen Pointers).

SEARCH The system prompts you for the value you want to find, e.g., Enter Account Number to Search for: _______. You can enter any number, and the display will begin with that number.

Sort The system asks how you want this information to be sorted on your screen, for example by Account Number or Account Description. The entries appear in numerical or alphabetical order, 0 to 9 or A to Z.

Exit Use the EXIT command or the [F4] key to leave this listing.


Introduction


Chapter 1: Getting Started

Setting up the Accounts Receivable (A/R) module includes four separate tasks.

1. Tailoring to control optional features and establish defaults used throughout the module.

2. File Maintenance to establish codes for customers, banks, tax jurisdictions, and other information required for A/R transactions.

3. Enter Startup A/R Balances for tracking outstanding customer balances.

4. Tailoring Changes to update the General Ledger and Job Status modules when posting A/R transactions.

These tasks must be completed for each COINS database.

Before Getting StartedBefore setting up the Accounts Receivable module:

1. Start up your General Ledger module, and add accounts, journals, and beginning balances.

2. Start up your Job Status module, and set up jobs, phases, and cost codes.

3. Make a comprehensive list of your customers and assign each a code or number. These will be the Customer Numbers stored in the Customer File, a file that is shared by A/R, Service Management, and Billing.

4. Collect the information for all unpaid customer sales invoices.


1: Getting Started

TailoringYou must perform Module Tailoring before A/R can be used. Tailoring enables you to adapt certain features of A/R to suit your needs. Since tailoring establishes many of the special features and defaults used throughout the system, it should be done with due consideration. During implementation, a COINS USA Consultant will advise you. Most tailoring information can be altered at a later date if changes prove necessary.

A/R Tailoring - Screen 1

The first A/R tailoring screen determines how the system handles A/R transactions during posting, sets the journal codes and A/R aging periods, establishes default finance charge information, and controls the use of batches in the A/R module.

COINS Navigation

1. Select Accounts Receivable from the COINS main menu.

2. Select Module Utilities Menu from the A/R main menu.

3. Select Tailoring from the Module Utilities Menu. You see the first of three tailoring screens.

Screen 1-2: Tailoring Screen 1

03/26/07 A/R Tailoring ARROW +-----------------------------------------------------------------------------+ ¦ Post in Detail Journal Code ¦ ¦Accounts Receivable: Y Sales: SJ ¦ ¦Retainage Receivable: Y Cash Receipts: CR ¦ ¦Sales: Y Discounts Given: DS ¦ ¦Finance Charges: Y ¦ ¦Discounts Given: Y Dunning ¦ ¦Allowances: Y Days Code ¦ ¦Cash: Y A/R Aging 1: 30 30 ¦ ¦Inter Co/Div: N A/R Aging 2: 60 60 ¦ ¦ A/R Aging 3: 90 90 ¦ ¦Post Transactions to G/L: Y A/R Aging 4: 0 ¦ ¦Post Transactions to J/S: Y A/R Aging 5: 0 ¦ ¦Allow Intercompany Cash Receipts (Y/N): N A/R Aging 6: 0 ¦ ¦Minimum Finance Charge Amount: 0.00 ¦ ¦Default Annual Finance Charge Pct: 00.00 Use Batches (Y/N): Y¦ ¦No. of Grace Days on Finance Charge: 0 Use Batch Security (Y/N): N¦ ¦Print Company Name on statements (Y/N): N Set Batch to User ID (Y/N): N¦ ¦Print Company Ad dress on statements (Y/N):N Reuse Batch Numbers (Y/N): N¦ +-----------------------------------------------------------------------------+


1: Getting Started

Field Definitions

Post in Detail

Specify whether or not to post A/R transactions in detail to each of the listed accounts. Posting in detail means that the system creates separate G/L journal entries for each invoice, receipt, etc. If an account is not posted in detail, the amounts are totaled and appear as a lump sum for each G/L account.

• Accounts Receivable

• Retainage Receivable

• Sales

• Finance Charges

• Discounts Given

• Allowances

• Cash

• Inter Co/Div

NoteSince A/R tailoring applies to the entire database rather than individual companies, itdoes not contain the account numbers for each of these accounts. Use Company F/M toset the default G/L accounts for each company.

Post Transactions to G/L

If posting to the General Ledger module is turned on, the system automatically creates unposted G/L journal entries for posted A/R transactions. If posting in detail, there are separate journal entries for each transaction. If not posting in detail, the amounts are totaled and appear as a single amount for each G/L account.

If posting to G/L is not enabled, posting A/R transactions does not create G/L entries.

During start-up, make sure that posting to G/L is turned off. Once the start-up information has been entered, turn it on so that the G/L entries occur automatically.

Post Transactions to J/S

Indicate whether transactions entered and posted in A/R are to be posted to the Job Status module. If posting to J/S is turned off, A/R transactions do not update revenue information in Job Status.


1: Getting Started

Allow Intercompany Cash Receipts

Indicate whether intercompany/interdivisional cash receipts are allowed in this database.

If intercompany/interdivisional cash receipts are not allowed, the company/division for a cash receipt must be the same as the company and division on the invoice. In the case of miscellaneous cash receipts, the system does not allow the company and division of distribution lines to differ from the receipt header information.

Minimum Finance Charge Amount

This field sets the minimum finance charge amount for the database. This is the minimum finance amount to be charged each customer with an overdue balance.

Default Annual Finance Charge Pct

The annual finance charge percent defaults to the Customer File. You can change it there for specific customers.

No. of Grace Days on Finance Charge

Indicate the grace period in number of days for finance charges.

Print Company Name on Statements Print Company Address on Statements

Indicate whether you want your company’s name and/or address to print on statements. If your statement forms are pre-printed, be sure that both of these prompts are turned off.

Journal Code

Enter the two-letter codes established in the General Ledger module for the various journals related to Accounts Receivable.

Sales For example, SJ. Invoices entered in the Accounts Receivable module appear in the Sales Journal.

Cash Receipts For example, CR.

Discounts Given This should be the same as the Cash Receipts Journal.


1: Getting Started

A/R Aging DaysA/R Aging 1A/R Aging 2A/R Aging 3A/R Aging 4A/R Aging 5A/R Aging 6

Enter the Accounts Receivable aging days. This information determines the amounts from posted invoices that print in the various buckets on the Aged Accounts Receivables Report.

A minimum of three aging days are required, which companies typically set to 30, 60, and 90 days. Some companies use different periods, or have additional aging dates. COINS allows up to six aging days. The Aged Receivables Report and Inquiry automatically adjust to reflect the days set here in A/R Tailoring.

Dunning CodeA/R Aging 1A/R Aging 2A/R Aging 3

You can enter a dunning code for the first 3 aging periods. Dunning messages are not associated with the extra aging days, if you set up more than 3. These codes represent text to be printed on the statements for each aging date. Be sure to establish these messages in the Dunning File when you set up the master files.

The final group of questions on this screen relates to the use of batches in this module, so that you can enter data in groups (batches) and post each independently of other batches. The system prompts for Use Batches first; it only prompts for the other three questions if batches are enabled. The default response for the four batch-related questions is to disable them.

Use Batches

Turn this feature on if you want to enter and process A/R transactions in groups (batches). If you decide to use batches in A/R, you must set up batches for all invoices, cash receipts, and finance charges.

If you don’t turn on the use of batches, batches are not allowed for any A/R batched functions. A/R tailoring skips the remaining batch questions.

NoteIf you need to change the Use Batches setting for Accounts Receivable,first post all A/R invoices, cash receipts, and finance charges. The systemdoes not allow the Use Batches settings to be changed when unpostedtransactions are on file.


1: Getting Started

Use Batch Security

Batch security is typically used when batches are not set to User IDs. This means that users can only affect batches they own, or that are owned by their subordinate users.

If you don’t enable batch security, a user can affect any batch in A/R. This isn’t a problem when batches are set to User IDs, since users can only access their own batches.

Set Batch to User ID

Specify whether batches should be set to User IDs, in which case each user creates and enters data in their own batch. If batches aren’t set to User IDs, the Create Batch process prompts for the batch number.

If you select the option to set batches to User IDs, you must also Reuse Batch Numbers.

Reuse Batch Numbers

Turn this option on if you want to be able to reuse batch numbers from one posting to another. Otherwise, the system forces you to enter a unique number or code for each batch.

Enter Y when this screen is correct. You are placed at the second of the three A/R Tailoring screens.


The second A/R tailoring screen controls the use of batches for A/R transactions, sets up automatic numbering for the Customer File, and includes settings related to processing invoices, statements, and cash receipts.

COINS Navigation



3. Select Tailoring from the Module Utilities Menu and pass through the first screen.


1: Getting Started

Field Definitions

Automatically Number Customers in FMLength of Customer Number fieldStarting Automatic Customer Number

Autonumbering can help some COINS clients set up the large number of unique customer numbers that they need.

To continue using COINS without automatically numbering customers, disable the option to Automatically Number Customers in FM. The system skips the next two tailoring prompts.

To use this feature, turn on the Automatically Number Customers in FM option. The system then prompts for the next two fields so that it knows the length of the customer number it is to create and the starting number.

As customers are added to F/M, the system uses the Starting Automatic Customer Number to track the next available customer number.

Even if auto-numbering customers is enabled, the system lets you enter your own customer numbers by overriding the default automatic number.

Length of Auto-assigned Invoice Number field

If you leave the Invoice Number field blank when adding an A/R invoice in Enter Invoices or the Finance Charge Number field blank in Enter Finance Charges, the system gives it the next sequential number for that customer. This field determines the length of that number.

This value:


04/30/10 A/R Tailoring d6-1/1/02 +---------------------------------------------------------------------------+ ¦ Automatically Number Customers in FM (Y/N): N ¦ ¦ Length of Customer Number field: 0 ¦ ¦ Starting Automatic Customer Number: 0 ¦ ¦ Length of Auto-assigned Invoice Number field: 8 ¦ ¦ Customer F/M Default S/O/P Payment Type: ¦ ¦ Mark Job as Complete when Final Invoice is Posted (Y/N): Y ¦ ¦ Exclude Previous Past Due Finance Charges from Past Due ¦ ¦ Invoices when Building Finance Charges from History (Y/N): Y ¦ ¦ Associate the Finance Charge to the Invoice (Y/N): Y ¦ ¦ % of Contract to Invoice after which Retainage not defaulted: 75.00% ¦ ¦ Permit Invoices to be Entered in A/R or BI for Inact. Job (Y/N): Y ¦ ¦ Sales Tax to be Based on Billings or Cash Receipts (B/C): C ¦ ¦ Use Bank Division Security in Cash Receipts (Y/N): N ¦ ¦ Require Misc. Cash Receipt Description (Y/N): N ¦ ¦ Allow Cash Receipts Overpayments (Y/N): N ¦ ¦ Force Job on Retainage Invoices (Y/N): Y ¦ +---------------------------------------------------------------------------+


1: Getting Started

• Cannot be less than 5.

• Cannot be greater than 10.

• Cannot be less than the current length. This means that you could not set the value to 10, then decide you don't want numbers that long, and go back and change it to 7.

NoteChanging A/R Tailoring to use a different length does not affect existingA/R invoice or finance charge numbers.

Customer F/M Default S/O/P Payment Type

Enter one of the following codes to serve as the default for customer S/O/P Payment Type. This field is only used when S/O/P is installed. If your system does not have S/O/P, you can leave it blank.

Mark Job as Complete when Final Invoice is Posted

Indicate whether you want jobs to be automatically tagged as complete in the Job File when the final A/R invoice is posted.

If you use this option, you can mark a job complete from the final invoice (as tagged during A/R invoice entry). When a “final” A/R invoice is posted, the J/S Job File is updated. This includes posting invoices automatically created in A/R from Billing invoices marked as the final bill for the job.

If you don’t use this function, you must go into the Job File and manually mark a job complete.

Job Status tailoring includes other information related to the completion of a job.

Exclude Previous Past Due Finance Charges from Past Due Invoices when Building Finance Charges from History

Enable this option if you want to exclude past due finance charges from the past due amount when calculating new finance charges.

If you don’t use this feature, the system combines past due finance charges with the invoice amounts, and the finance charge is based on the total past due amount.

Code Definition

CA Cash

CC Credit Card

CK Check

COD Cash on Delivery

CR A/R Credit


1: Getting Started

Associate the Finance Charge to the Invoice

You can associate finance charges with specific invoices, rather than adding them to the account balance.

If you associate finance charges with the invoice, the system calculates the finance charge for each past due invoice separately. The Invoice Inquiry shows the finance charge details for each invoice. The Build Finance Charges from History process takes longer, since this option creates separate finance charge entries for each invoice.

If you don’t associate finance charges with the invoice, the system calculates finance charges based on the customer’s A/R aging balance.

% of Contract to Invoice after which Retainage not defaulted

Specify the percent completed a contract must reach before the retainage amount no longer defaults to the invoice.

Permit Invoices to be Entered in A/R or Billing for an Inactive Job Status Job

The system does not normally allow invoice entry in either A/R or Billing for jobs with an Inactive status in the Job Status module’s Job File. This tailoring prompt enables you to change the default so that invoice may be entered for inactive jobs.

Sales Tax to be Based on Billings or Cash Receipts

A/R can calculate sales tax based on either the amounts billed to customers or the payments received from them. The options are:

Use Bank Division Security in Cash Receipts

Use Bank Division Security if you want to prevent a user from entering or posting cash receipts for that bank if that user does not have access to a bank's division. This is the default response.

Turn this option off to allow any user to enter cash receipts and reapplied cash receipts for a bank.

This level of security is in addition to normal company security.

Require Misc. Cash Receipt Description

Indicate whether you want it to be mandatory to enter a description for miscellaneous cash receipts, i.e., whether the system prevents entry of a miscellaneous cash receipt that does not have a description.

B Use the B (Billings) option when your accounting method is Accrual.

C Use the C (Cash Receipts) option when you have a Cash Basis accounting system.


1: Getting Started

Allow Cash Receipts Overpayments

When this option is turned off (the default), the system prohibits you from entering a payment amount greater than the unpaid balance for the specified invoice. If you attempt to do so, the system displays an error message: The payment amount cannot be more than the invoice balance. If you do not distribute the total cash receipt amount to a customer invoice or invoices, the system stores the remaining amount as an unapplied cash receipt.

If you tailor A/R to allow cash receipt overpayments, the system allows entry of a payment amount that is greater than the amount of the specified invoice. If you enter an overpayment, the system creates a negative balance for the specified invoice.

NoteIf you tailor A/R to allow cash receipt overpayments, all users will be ableto enter overpayments for all normal invoices.

Force Job on Retainage Invoices

Enter Y at this prompt to prevent the entry of retainage invoices without job numbers. If a retainage invoice isn’t associated with a job, the retainage will continue to show on the Aged Receivables Report when the customer has paid the retention.

After you complete the second A/R Tailoring screen, a popup screen appears that contains questions about automatically placing calls and sites on/off hold.

Field Definitions

Place Customers on Credit Hold automatically

Indicate whether you wish to automatically place customers on hold, based on whether the credit limit or the aging criteria is met.

Remove Customers on Credit Hold automatically

Indicate whether you wish to automatically remove customers on credit hold when the customer is below the credit limit or the aging criteria is satisfactory.

Screen 1-4: Tailoring Screen 2 - Popup Screen

04/30/10 A/R Tailoring d6-1/1/02 +---------------------------------------------------------------------------+ ¦ Place Customers on Credit Hold automatically (Y/N): Y¦ ¦ Remove Customers on Credit Hold automatically (Y/N): Y¦ ¦ If Customer goes on Hold automatically place Sites on Hold (Y/N): N¦ ¦ If Customer goes on Hold automatically place Queued Calls on Hold (Y/N): N¦ ¦ If Customer goes off Hold automatically remove Sites Holds (Y/N): N¦ ¦ If Customer goes off Hold automatically remove Calls on Hold (Y/N): N¦ +---------------------------------------------------------------------------+


1: Getting Started

Entering Y in any of the four fields below can affect the following functions:

SOP End of Day Procedure

Accounts Receivable:

• Post Invoices

• Void Invoices

• Post Cash Receipts

• Post Reapplied Cash Receipts

• Post Finance Charges

• Post Check Void

• Void Posted Cash Receipts

BI Post Billings

Service Management:

• Post Invoices

• Void Post Invoices

If Customer goes on Hold automatically place Sites on HoldIf Customer goes on Hold automatically place Queued Calls on Hold

When Place Customers on Credit Hold automatically and either or both of these two fields equal Y, sites and/or queued calls are also automatically placed on credit hold.

If Customer goes off Hold automatically remove Sites HoldsIf Customer goes off Hold automatically remove Calls on Hold

When Remove Customers on Credit Hold automatically and either or both of these two fields equal Y, sites and/or calls are also automatically placed on credit hold.

Enter Y when this screen is correct and go to the last tailoring screen.


The third and final A/R tailoring screen defines the posting descriptions for various types of A/R transactions.


1: Getting Started

COINS Navigation



3. Select Tailoring from the Module Utilities Menu and pass through the first two tailoring screens.

Field Definitions

Enter codes for the posting descriptions for invoices or checks to be generated in each module to which you post.

Invoice Posting General Ledger Description Definition

Valid entries are: ABCDEFGHIJ (see the Code, Item, and Length section below).

Invoice Posting Job Status Detail Description Definition

Valid entries are: ABCDGHIJ.

Check Posting General Ledger Description Definition

Valid entries are: ABCDEFGHKLM.

Check Posting Job Status Detail Description Definition

Valid entries are: ABCDGIKLM.


07/22/02 A/R Tailoring 9.7 INTCO/DIV +---------------------------------------------------------------------------+ ¦Invoice Posting General Ledger Description Definition: ABEFHI ¦ ¦ (valid entries are: ABCDEFGHIJ) ¦ ¦Invoice Posting Job Status Detail Description Definition: BHC ¦ ¦ (valid entries are: ABCDGHIJ) ¦ ¦Cash Receipts Posting General Ledger Description Definition: ABN ¦ ¦ (valid entries are: ABCDEFGHKLMN) ¦ ¦Cash Receipts Posting Job Status Detail Description Definition: BK ¦ ¦ (valid entries are: ABCDGIKLM) ¦ ¦ ¦ ¦Code Item Length Code Item Length ¦ ¦A. Posting Number 6 H. Invoice Desc 30 ¦ ¦B. Customer Number 8 I. Invoice Type 1 ¦ ¦C. Customer Name 30 J. P/O Number 10 ¦ ¦D. Invoice Number 10 K. Check Number 9 ¦ ¦E. Job Number 8 L. Check Date 8 ¦ ¦F. Phase 2 M. Bank Number 2 ¦ ¦G. Contract 8 N. Company/Division 6 ¦ +---------------------------------------------------------------------------+


1: Getting Started

CodeItemLength

This area of the screen defines the letter code of each item used in the descriptions above, gives you a description of the code, and displays the maximum number of characters typically used for each element. You may use one or all of these items in your descriptions. Each posting description may include up to 30 characters, including a system-inserted space between items.

The system displays the number of characters selected. It truncates all characters over 30, including only the used portion of the field and suppressing any blanks.

Example:

An invoice posting description for Job Status of ABDE (posting number, customer number, invoice number, and job number) would total 35 characters (6+1+8+1+10+1+8=35), the number of characters for each item plus a space between each item.


1: Getting Started

File MaintenanceThe files on the A/R File Maintenance menu are arranged in order of execution. You should follow the order listed below to set up the initial F/M information for this module. Skip any files you do not intend to use.

1. Tax Jurisdiction File

2. Sales Rep File

3. Credit Rating File

4. Customer File

5. Dunning File

6. Bank File

7. Recurring Invoice File

8. Customer Notes File

See Chapter 2, File Maintenance for detailed information on each of these files.


1: Getting Started

Enter Startup A/R BalancesTo get the outstanding account balances for your customers into the A/R module, enter all unpaid customer invoice information. This process has three steps: entering invoices, reviewing them, and then posting these invoices to A/R accounts.

1. Add Invoices During Startup

2. Review Startup Invoices

3. Post Startup Invoices to A/R Accounts

NoteDuring startup, A/R should be tailored not to post to General Ledger or Job Status. Thisprevents the system from updating startup information that has already been entered inthose modules.

Add Invoices During Startup

Use the Enter Invoices menu to get the outstanding account balances into the A/R module. You can use the Add Invoices option to enter the unpaid invoices.

The following information is specific to startup invoices. See Chapter 4, Invoices, on page 103 for a detailed description of this process and additional information about entering A/R invoices.

NoteIf using batches in A/R, you must have a valid, open batch for the start-up invoices. SeeChapter 3, Batch Control for information on A/R batches.


1: Getting Started

Field Definitions

Customer NumberInvoice Number

A customer number should have previously been set up for each of these customers. Enter it and assign an invoice number to each unpaid customer invoice.

Type

Enter invoice type I (Invoice) for all unpaid invoices. Do not use A, which represents an adjustment to a previously entered invoice.

Job NumberPhaseContract Number

If this invoice is associated with a job, job/phase, or contract, provide the information requested in each of these fields.

Invoice DateDue Date

Enter the invoice date. The system also displays a due date, based on information established for this customer in the Customer File. This date can be changed if you wish.

Screen 1-6: Sample Screen

04/14/97 A/R — Enter Invoices SCI—B v7.7 Batch: startup Add 2.1.1 Customer Number* PICO PICOTTE ENTERPRISES Invoice Number* 94—001.001 Type (I/A): I Apply to Invoice #: Job Number* 94—001 Sales Rep* BLISS Phase* 2 Discount Percentage: 0.00 Contract Number: Discount Date: 12/19/96 Invoice Date: 12/19/96 Co*/Div* 1 10 Due Date: 12/19/96 A/R Account* 1400 Tax Juris* NYS—SAR Retainage Account* 1402 P.O. Number: BY CONTRACT Final Invoice (Y/N): N Desc: REQ #1 Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 557932.00 Taxable Amount: 557932.00 Co Div* Ctr* Account* Sales Amount Sales Tax: 39,055.24 1 1 10 1 37110 557932.00 Retainage: 16061.65 2 1 10 1 0 0.00 Invoice Amount: 580925.59 3 1 10 1 0 0.00 4 1 10 1 0 0.00 Avail Discount: 0.00 5 1 10 1 0 0.00


1: Getting Started

Tax Jurisdiction

The tax jurisdiction for sales or use tax defaults from the Customer File. It can be changed.

P.O. NumberDescription

If applicable, enter the customer’s P.O. number or other authorization for this sale. You may also enter a description to identify the invoice on inquiries and reports.

Apply to Invoice Number

Leave this field blank, since it applies to A invoices.

Sales Rep #Discount PercentageDiscount Date

Sales rep, discount percentage, and discount date default from the Customer File. They can be changed.

Co/DivA/R AccountRetainage Account

The Co/Div and account fields determine which company and division “own” this invoice and which G/L accounts reflect the receivable and retainage balances for the invoice.

• For non-job invoices, the company and division (if being used) default from the User ID’s default company and division. Both may be changed.

• For job invoices, the company and division come from the job. Only the division can be changed.

The A/R and Retainage accounts default from the division, if divisions are being used. Otherwise, they default from the company. They may be changed.

Final Invoice

This field normally triggers Completed Job processing. Since posting to J/S is not yet turned on, respond N.

Pymt Schedule

Indicate if there is a payment schedule in place for this invoice. Additional screens appear, on which to enter the scheduled payments.

Assoc. Costs

Enter any costs associated with this invoice. On the Customer Inquiry, you can see total associated costs for the current and previous years.


1: Getting Started

Total SalesTaxable AmountSales TaxRetainageInvoice AmountAvail Discount

Enter the applicable total sales, taxable amount, retainage, and available discount information for this invoice.

COINS calculates the sales tax based on the sales tax jurisdiction, but you can change it to reflect the invoice’s sales tax amount.

The invoice amount is calculated and displayed by the system.

Enter Y when this screen is correct.

You are given an area on the screen for distributing the sales amount to different G/L sales accounts. The total amount of the distribution must equal the total sales amount.

Review Startup Invoices

When all invoices have been entered, print a listing of the unposted transactions and check it for accuracy. Make any necessary corrections before continuing.

The following totals should agree with the start-up balances of the specified General Ledger accounts.

The total of all invoices entered less the total retainage should agree with your start-up G/L balance for Accounts Receivable Construction Contracts account(s).

The total retainage should agree with the start-up G/L account balance for Accounts Receivable- Retained Percentage.

Sales, back charges, billings, and time and material totals for jobs completed and closed within the company’ s current fiscal year should be part of the start-up balance for each related revenue account.

It is likely that the sales tax total will not be in agreement with related sales tax payable accounts on “start-up.” The accuracy of the balances in the sales tax payable accounts should be determined prior to entering the start-up General Ledger account balances for the sales tax payable accounts.


1: Getting Started

NoteIn an intercompany database, each company and each division generally has its ownreceivables and retainage accounts, so be sure to compare A/R totals with totals in theproper accounts.

Post Startup Invoices to A/R Accounts

Invoices must be posted in order to update the A/R files. To post invoices, select Post Invoices from the A/R main menu. See Post Invoices in Chapter 4 on page 128 for details.

NoteDuring startup, A/R should be tailored not to post to General Ledger or Job Status. Thisprevents the system from updating startup information that has already been entered inthose modules.

After posting the invoice information, the system produces an Invoice Posting Report that shows details of the information posted to A/R. Review this report for accuracy. Once an invoice has been posted, it cannot be changed in Enter Invoices. All corrections should be made before beginning regular processing in A/R.

Correct non-financial information using the Change Posted Invoices option on the A/R Master Menu. See Change Posted Invoices in Chapter 4 on page 132.

Correct financial information by entering another invoice using invoice type A (Adjustment). See Adjusting Invoices in Chapter 4 on page 124.

Correct non-financial information using the Change Posted Invoices option on the A/R Menu.

Correct financial information by entering another invoice using invoice type A (Adjustment).


1: Getting Started

Tailoring ChangesOnce the files are built and the starting balances entered and posted, A/R is almost ready for daily processing. The final step is to update A/R tailoring so that transactions entered and posted in A/R automatically update other modules.

COINS Navigation



3. Select Tailoring from the Module Utilities Menu. You see the first of three tailoring screens.

Field Changes

On the first Tailoring screen:

Change Post Transactions to G/L to Y.

Change Post Transactions to J/S to Y.

Enter Y when the screen is correct. Press [F1] or [Enter] at the Data Correct prompt, then proceed through the remaining tailoring screens.

You are now ready to begin daily activities in the Accounts Receivable module.

Screen 1-7: A/R Tailoring Changes

04/14/97 A/R Tailoring SCI—B V7.7 +—————————————————————————————————————————————————————————————————————————————+ | Post in Detail Journal Code | |Accounts Receivable: N Sales: SJ | |Retainage Receivable: N Cash Receipts: CR | |Sales: Y Discounts Given: CR | |Finance Charges: N | |Discounts Given: N Dunning | |Allowances: N Days Code | |Cash: N A/R Aging 1: 30 1 | |Inter Co/Div: N A/R Aging 2: 60 2 | | A/R Aging 3: 90 3 | |Post Transactions to G/L: Y | |Post Transactions to J/S: Y | |Allow Intercompany Cash Receipts (Y/N): N | |Minimum Finance Charge Amount: 0.00 | |Default Annual Finance Charge Pct: 12.50 | |No. of Grace Days on Finance Charge: 10 | |Print Company Name on statements (Y/N): N | |Print Company Address on statements (Y/N): N | +—————————————————————————————————————————————————————————————————————————————+


Chapter 2: File Maintenance

OverviewBefore doing file maintenance in this module, you may finish tailoring your other COINS modules.

You must set up your master files through the File Maintenance Menu before entering invoices or receipts, or before doing any other processing in Accounts Receivable. Data may be added to these files on a continuing basis. The chart below illustrates the relationship between the files. Information feeds from one file into another, all feeding into the ultimate goals of the A/R module - the control of Accounts Receivable invoices, cash receipts, and the production of statements.

Figure 2-4: Integration of Accounts Receivable Files and Functions

File Maintenance Menu

The master files in the Accounts Receivable module are maintained through the File Maintenance Menu.

Banks(Co/Div)

Tax Jurisdictions

Sales Reps

Dunning Messages

RecurringInvoices (Co/Div)

CustomerNotes

Customers

Invoices and Cash Receipts


2: File Maintenance

NoteBefore you maintain the A/R master files, verify that the File Maintenance files in JobStatus have the current information. The Job, Phase, and Cost Code Files are particularlyimportant. If these files are not up to date, refer to the Job Status Manual for instructionson setting up these files.

COINS Navigation


2. Select File Maintenance Menu from the A/R main menu.

3. Select the file you want to update from the File Maintenance Menu.

The files on the A/R File Maintenance Menu are arranged with the most frequently used files first. In this chapter, however, they are discussed in alphabetical order.

Set Up Order

Follow the order given below to set up the initial F/M information for the A/R module. You may skip any files you do not intend to use.

1. Tax Jurisdiction File

2. Sales Rep File

Screen 2-8: A/R File Maintenance Menu

07/22/02 C O I N S 9.7 INTCO/DIV 2.75 Accounts Receivable

+--- File Maintenance Menu ----+ ¦ ¦ ¦ 1. Customer File ¦ ¦ 2. Customer Notes File ¦ ¦ 3. Bank File ¦ ¦ 4. Credit Rating File ¦ ¦ 5. Tax Jurisdiction File ¦ ¦ 6. Dunning File ¦ ¦ 7. Recurring Invoice File ¦ ¦ 8. Sales Rep File ¦ ¦ X. Exit ¦ +------------------------------+


2: File Maintenance

3. Credit Rating File

4. Customer File

5. Dunning File

6. Bank File

7. Recurring Invoice File

8. Customer Notes File

File Maintenance Commands

When you select a file from the File Maintenance Menu, COINS places you on the first screen in that file. A strip menu at the bottom of the screen lists the File Maintenance options for the selected file. Select the function you want by entering the first letter of the command (such as A for Add), or use your arrow keys to highlight the option and then press [Enter] to select it.

The standard commands are listed below.

Add

Adds new records to a file. The system prompts for a code to identify this record, then each screen is completed according to the instructions in this chapter.

Browse

When viewing records using the Show command, Browse allows you to view complete records one at a time, in detail.

Change

Changes an existing record. Type the key for the record you want to change. For example, in the Customer Notes File, enter the Customer and Note number to change a specific note.

Delete

Deletes an existing record from a file. Be cautious when deleting records, so that you do not inadvertently delete a code used in another file.

Exit

Returns to the previous screen. You can also use the Exit key on your terminal (normally [F4]) to leave a screen without updating it.


2: File Maintenance

Maint

When you are using the Lookup Key to view records for a file or function, the Maint command allows you to add missing information to the file. This command appears if you type a slash while on the Lookup Key listing.

Print

Lists the records in a file. You can then direct the report to your printer or display it on your screen. Each listing has its own sort criteria, as appropriate for the file.

Search

Locates a specific record in a list of records in the file while on a Lookup Key display. What you enter to retrieve the specific record varies according to the Sort applied to the file.

Show

Lists the records in a file on your screen. Each listing has its own sort criteria, as appropriate for the file.

Sort

Changes the order in which the items in this file display while on a Lookup Key display. When you enter Sort, the valid sort options for that file display.

Subset

When you are viewing records in a file using the Show command, use Subset to change the subset of the file that appears on the Show screen.


2: File Maintenance

Bank FileThe Bank File holds information on the banks used in the A/R module. You must include an entry for the default bank when setting up the Company and Division Files in General Ledger.

COINS Navigation



3. Select Bank File from the A/R File Maintenance Menu.

4. Select Add to add information to this file.

Field Definitions

Bank Number

Enter a two-character code to identify the bank in the A/R module. Bank codes are not shared between COINS modules, since payroll checks, A/P checks, and receivables normally use different accounts, even if the accounts are with the same bank.

Name

Enter a name for this bank.

Co/Div

In a multicompany database, enter the company/division for this bank.

Screen 2-9: Bank File

07/23/02 A/R - Bank F/M 9.7 INTCO/DIV Add 2.75.3.1

+------------------+ ¦ Bank Number* FN ¦ +------------------+ +------------------------------------------------+ ¦ Name: FIRST NATIONAL BANK ¦ ¦ Co*/Div* 1 1 ¦ ¦ Cash Account* 1005 ¦ ¦ Account Number: 123456 ¦ +------------------------------------------------+


2: File Maintenance

If a company and division are specified, company and divisional security usually apply to cash receipts and reapplied cash receipts involving this bank. However, A/R can be tailored to disregard divisional security for cash receipts. For more information, see Use Bank Division Security in Cash Receipts in Chapter 1 on page 31.

If desired, the company/division numbers can be set to zero (the default). In this case, users with access privileges to any company/division can use this bank.

Cash Account

Enter the appropriate G/L Cash Account, using the natural portion only.

Account Number

Enter the bank’s account number as it appears on statements for this bank.

Enter Y at the Data Correct prompt to complete the entry.


2: File Maintenance

Credit Rating FileIn the Credit Rating File, set up credit ratings to be used for each customer.

The Credit Rating File is shared with Sales Order Processing (S/O/P), where it is used for credit checking during order entry.

COINS Navigation



3. Select Credit Rating File from the A/R File Maintenance Menu.

4. Select Add from the strip menu to add credit rating information.

Field Definitions

Customer Credit Rating

Enter a unique code for each credit rating. You can establish your own terminology for each different level of credit you decide to use.

Description

Enter a brief description of the credit rating.

Screen 2-10: Credit Rating File

07/23/02 Credit Rating F/M 9.7 INTCO/DIV Add .1

+----------------------------------+ ¦ Customer Credit Rating* 1 ¦ +----------------------------------+ +---------------------------------------------+ ¦ Description: TIER 1 ¦ ¦ ¦ ¦ [--- SALES ORDER PROCESSING ---] ¦ ¦ ¦ ¦ A/R Aging Allowable Percentage ¦ ¦ Days of Credit Limit ¦ ¦ ¦ ¦ Current 100.000 ¦ | 31 - 60 75.000 ¦ ¦ 61 - 90 50.000 ¦ ¦ > 90 0.000 ¦ +---------------------------------------------+


2: File Maintenance

A/R Aging DaysAllowable Percentage of Credit Limit

These fields appear only when the Sales Order Processing module is installed on your system. They contain information used by S/O/P’s credit checking functionality. You can change the allowable percentage, but not the aging days.



2: File Maintenance

Customer FileThe Customer File contains information for all customers referenced in the A/R, Billing, and Sales Order Processing modules, including name, address, phone number, contact person, sales rep, tax, and discount information. Since this file is shared by several modules, information entered in any of them affects all.

Customer numbers are also referenced in other files and modules; for example, when entering jobs in Job F/M or when printing certain J/S reports, when setting up Service Sites in the Service Management module, and when defining S/M material price schedules.

Assign a customer number to any client, company, government agency, or individual from which you may expect to receive checks or cash. This could include, among others:

All customers

Employees and owners of the businesses that have accounts receivable, loans, and/or advances

Related companies

Companies that pay dividend or interest income directly to you

Brokerage firms that send you the proceeds from the sales of securities

Engineering and architectural firms that return plan deposits

Good accounting practice requires a cash receipts journal showing from whom all funds are received, so COINS USA recommends that you assign a customer number for all receipts.

COINS Navigation



3. Select Customer File from the A/R File Maintenance Menu.

4. Select Add to add customer information.


2: File Maintenance

Field Definitions

Customer Number

This number uniquely represents this customer throughout COINS. When you delete or change a customer, you only need to enter the customer number. The information relating to that customer is then displayed on a screen similar to this.

A/R can be tailored to automatically number customers in F/M. See the field description for Automatically Number Customers in FM on page 29 for information on setting up this feature. When automatic numbering is in use, the system provides a default customer number based on the customer number length and starting number set in tailoring. You may override the automatic number if necessary.

Name

Specify the name for this customer, typically the company name. (An individual contact name can be specified below.)

Screen 2-11: Customer File - Screen 1

10/09/07 Customer F/M d6-1/1/02 Change .2 +----------------------------+ ¦ Customer Number* NYSDOT ¦ +----------------------------+ +----------------------------------------------------------------------------+ ¦ Name: NYS DEP'T OF TRANSPORTATION Annual Finance Chg Pct: 0.00 ¦ ¦ Address: STATE OFFICE CAMPUS Taxable Status (S/C/N): N ¦ ¦ Address: BLDG. 4 Customer TIN: ¦ ¦ City: ALBANY Default Tax Juris* NYS-ALB ¦ ¦ State: NY Zip Code: 12205 Default Job* ¦ ¦ Phone: 518-456-4556 Credit Limit: 0.00 ¦ ¦ Fax: 518-456-4555 Credit Rating* 1 ¦ ¦ Contact: RON FERRY Print Statement (Y/N): Y ¦ ¦ Discount Type( /D/N): Statement Cycle: ¦ ¦ Discount Days: 0 Receive Dunning Messages: N ¦ ¦ Discount Percent: 0.00 Sales Rep* HOUSE ¦ ¦ Due Type( /D/N): N Customer Price Group: ¦ ¦ Due Days: 0 Misc Cust (Y/N): N ¦ +----------------------------------------------------------------------------+


2: File Maintenance

AddressCityStateZip CodePhoneFaxContact

Enter all available contact information for this customer. Two lines are provided for the street address.

Discount TypeDiscount DaysDiscount Percent

Specify the discount type, days, and percent applicable to this customer. Leave the Discount Type blank for no discount.

Due TypeDue Days

Use blank, D, or N for the due type as they are used for the discount type.

Enter Due Days in the same manner as Discount Days.

• If the Due Type is D, the number here represents the day of the month on which payment is due.

• If the Due Type is N, it represents the number of days from the invoice date to the due date.

Annual Finance Charge Percentage

Enter the finance charge percentage you will charge the customer if the invoice is not paid within the specified time. The default finance charge percentage established in tailoring defaults here, but you can change it, if necessary.

Taxable Status

Enter the customer’s default tax status, using one of the following codes:

D If the payment must be received by the day of the month specified in Discount Days.

N If the payment must be received within the specified number of days from the invoice date if the discount is to be given.

S Sales tax based on amount of taxable sales

C Sales tax based on the cost of taxable sales


2: File Maintenance

Customer TIN

Use this field to record the customer’s tax identification number.

Default Tax Jurisdiction

Enter the sales tax jurisdiction code that will default to invoices entered for this customer.

If the customer is exempt from sales tax, reference the tax exempt code previously established in the Tax Jurisdiction File.

Default Job

If the invoices created for this customer are related to a specific job, enter that job here. The job then defaults to the invoice entry screen when this customer is entered during invoice entry.

Credit LimitCredit Rating

Enter the customer’s credit limit and the appropriate credit rating code. The system warns you if the credit rating code is not on file; however, COINS accepts the code you enter here.

The Credit Limit and Credit Rating information is primarily used by the Service Management and Sales Order Processing modules.

• In S/M, users have the option of viewing A/R credit information during call entry and dispatch.

• In S/O/P, this information is used for credit checks during order entry; see the Sales Order Processing Manual for details.

Print StatementStatement Cycle

Indicate if you would like to print a statement, and then enter the statement cycle associating this customer with a group of other customers for the production and mailing of statements.

Receive Dunning Messages

Indicate whether dunning messages are to be printed on this customer’s statement for overdue amounts.

Sales Rep

Specify the default Sales Rep for this customer.

N Not taxable


2: File Maintenance

Customer Price Group

If you use price groups to determine a price matrix for your sales, enter the appropriate price group for this customer.

Misc Cust

Indicate if you are setting up a record for a miscellaneous, one-time customer. All transactions for this miscellaneous customer will be lumped together on reports.

For Misc Customers, leave the address blank. The system prompts for the customer’s name when you enter cash receipts. For S/O/P orders, it also asks for the appropriate address.

Enter Y at the Data Correct prompt when the information on the screen is correct. You are given a second screen for entering G/L account numbers and shipping information.

Field Definitions - Screen 2

Email Address

Enter an email address for this customer, if applicable.

It is possible to enter multiple e-mail addresses in this field, separating them from each other with a semicolon, up to a maximum of 62 characters. If you need more characters than that, use COINS Ti which allows up to 120 characters.

Screen 2-12: Customer File - Screen 2

10/09/07 Customer F/M d6-1/1/02 Change .2 +----------------------------+ ¦ Customer Number* NYSDOT ¦ +----------------------------+ +----------------------------------------------------------------------------+ ¦ Email Address ¦ ¦ Co*/Div* 1 50 Ship To- ¦ ¦ Sales Account* 37001 Name: NYSDOT ¦ ¦ Freight Account* 37002 Address 1: STATE OFFICE CAMPUS ¦ ¦ Address 2: BUILDING 4, SUITE 410 ¦ ¦ City: ALBANY ¦ ¦ State: NY Zip Code: 12205 ¦ +----------------------------------------------------------------------------+ +----------------------------------------------------------------------+ ¦ [--------------------- SALES ORDER PROCESSING ---------------------] ¦ ¦ Cash Customer (Y/N): N Order Cutoff Date: ¦ ¦ Payment Type: CR Ship Via* ¦ ¦ P.O. Required for Sales Order (Y/N): Y ¦ ¦ Item Price Level: 0 ¦ +----------------------------------------------------------------------+


2: File Maintenance

Co/Div

These fields are used to segregate data on the Customer Listing. They do not default as the company and division on invoices, etc., since a customer is not “owned” by a given company.

Sales AccountFreight Account

Enter the G/L account numbers (natural portion only) for this customer’s Sales and Freight accounts. These numbers automatically default according to the company referenced in Co/Div; however, you can change them here.

SHIP TO - Name Address 1 Address 2 City State Zip Code

Enter the Ship To information for this customer.

The remaining fields apply only to the SOP module. See the Sales Order Processing Manual for details.

Cash CustomerPayment TypeP.O. Required for Sales OrderItem Price LevelShip ViaOrder Cutoff Date



2: File Maintenance

Customer Notes FileUse the Customer Notes File to record miscellaneous customer information in textual form.

This information appears on the Aged Receivables Report if you run the report by customer and include Miscellaneous Customer information. You can also print the Customer Notes Listing, using the Print option on the F/M strip menu.

The discussion of the Customer Notes File is broken down into the following topics:

Printing Customer Notes on page 58

COINS Navigation



3. Select Customer Notes File from the A/R File Maintenance Menu.

4. Select Add to add your customer note information.

Screen 2-13: Customer Notes File

07/23/02 A/R - Customer Notes F/M 9.7 INTCO/DIV Add 2.75.2.1

+-------------------------------------------------------+ ¦ Customer* NYSDOT NYS DEP'T OF TRANSPORTATION ¦ ¦ Note Number* 000006 ¦ +-------------------------------------------------------+ +---------------------------------------------------------+ ¦ Date Taken: 11/06/97 Next Action Date: 11/06/97 ¦ ¦ Note Type: Contact: RON FERRY ¦ +---------------------------------------------------------+ +----------------------------------------------------+ ¦ Need to schedule site visit to review plans for ¦ ¦ Phase 2 of Rte 103 job. ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ More Text (Y/N): ¦ +----------------------------------------------------+


2: File Maintenance

Field Definitions

Customer

Enter the number for the customer to whom this note applies.

Note Number

Leave this field blank and press [Enter] to have the system automatically assign a sequential number to this note. Otherwise, you can assign your own number.

Date Taken

Today’s date defaults here, but you can change it.

Note Type

This is an optional field. You can enter a user-maintained code of up to eight characters to classify the note and help retrieve it on file listings.

Next Action Date

If this call requires further action, enter the date the action is required. You can print a listing of this file by Next Action Date.

Contact

This is the contact person at the customer site. It defaults from the Customer File, but you can enter another name here, if necessary.

More Text

Enter the note text or customer message at the bottom of the screen.

If you need more room, respond Y to More Text, and additional screens should appear.


Printing Customer Notes

The Print option on the strip menu can be set up to print information in various ways. It can generate action lists, retrieve information by entry date, note number or note type, and show it in summary (i.e., directory) or detailed (i.e., listing) format.


2: File Maintenance

See Appendix C, A/R Report Samples for an sample listing.

Screen 2-14: Selection Criteria

11/06/97 A/R — Customer Notes F/M SCI—B v7.7 Print 2.75.2.4

+————————————————————————————————————————————————————————————————————————————+ |Starting Customer: NYSDOT Starting Next Action Date: / / | |Ending Customer: NYSDOT Ending Next Action Date: / / | |Starting Note No.: Starting Note Type: | |Ending Note No.: Ending Note Type: | |Starting Note Date: / / Print Directory or Listing (D/L): L | |Ending Note Date: / / | +————————————————————————————————————————————————————————————————————————————+


2: File Maintenance

Dunning FileThe Dunning File prints dunning codes and associated text on statements. The messages are associated with the aging dates of an invoice. These messages appear on customer statements as designated in the Customer File. Be sure to set up a dunning message for each of the Dunning Codes specified in A/R Tailoring - Screen 1 on page 24.

COINS Navigation



3. Select Dunning File from the A/R File Maintenance Menu.


Field Definitions

Dunning Code

Enter a code to reference this dunning message.

Message Lines 1,2,3

Enter the text for this dunning message, up to three 60-character lines of text. This is the dunning message that appears on the customer’s monthly statement, according to the aging dates established in A/R Module Tailoring.

Screen 2-15: Dunning File

07/23/02 A/R - Dunning F/M 9.7 INTCO/DIV Add .1

+———————————————————+ | Dunning Code* 2 | +———————————————————++——————————————————————————————————————————————————————————————————————————————+| Message Line 1: Your account is now 60 past due. Please pay the amount || Message Line 2: shown within 10 days. || Message Line 3: |+——————————————————————————————————————————————————————————————————————————————+


2: File Maintenance

Recurring Invoice FileA recurring invoice occurs on a regular basis for the same customer. Use the Recurring Invoice File to enter invoices occurring every billing period for the same customer. COINS simplifies this process by allowing the automatic generation of recurring invoices.

The system allows you to set up a recurring invoice that automatically stops:

On a specified expiration date (e.g., a fiscal period end date);

When the maximum number of payments are received, or have been invoiced; or

When the total original amount is invoiced.

COINS Navigation



3. Select Recurring Invoice File from the A/R File Maintenance Menu.


Screen 2-16: Recurring Invoice File

07/23/02 A/R - Recurring Invoices F/M 9.7 INTCO/DIV Add 2.75.7.1 +---------------------------------------+ ¦ Recurring Invoice Number* R10 ¦ +---------------------------------------+ Customer Number* NYSDOT NYS DEP'T OF TRANSPORTATION Cycle: 1 Max # of Payments: 36 Job Number* 93-001 Assoc. Costs: 0.00 Phase* Total to be Paid: 9000.00 Contract Number: Total Sales: 1200.00 P.O. Number: Taxable Amount: 0.00 Description: Sales Tax: 0.00 MONTHLY SITE MANAGEMENT Retainage: 120.00 Tax Juris*/Sales Rep* EXEMPT HOUSE Invoice Amount: 1080.00 Discount Pct: 1.00 Avail Discount: 12.00 Co*/Div* 1 1 Co Div* Ctr* Account* Sales Amount A/R Account* 1400 1 1 1 40 60519 1200.00 Retainage Account* 1402 2 1 1 0 0 0.00 Hold Invoice (Y/N): N 3 1 1 0 0 0.00 Expiration Fisc Date: 12/31/02 4 1 1 0 0 0.00 5 1 1 0 0 0.00


2: File Maintenance

Field Definitions

Recurring Invoice Number

Enter a unique number to reference this invoice.

Customer Number

Enter the customer to which this invoice applies. The customer name from the Customer File displays after this customer is entered.

Cycle

Indicate the billing cycle for this invoice. The cycle is a user-defined code that groups invoices for inclusion when the Enter Invoice/Add Recurring function is performed.

Job NumberPhaseContract NumberP.O. Number

If this recurring invoice is associated with a specific job number, phase, contract number, or purchase order number, enter that information in the appropriate field(s).

Description

Enter a brief description of this invoice.

Tax Jurisdiction/Sales RepDiscount Percentage

These fields default from the Customer File, but they can be changed as needed. The Tax Jurisdiction field must be entered.

Co/Div

If there is no job associated with this invoice, the company and division default from the User ID. In this case, you can change both the company and the division.

If there is a job associated with the invoice, the numbers default from the Job File. In this case, you can only change the division, if desired.

A/R AccountRetainage Account

These fields default from the Division File if divisions are used. If divisions are not used, these accounts default from the Company File. They can be changed as needed.


2: File Maintenance

Hold Invoice

Indicate whether you want to hold this invoice. If you put a hold on this recurring invoice, the Enter Invoices/Add Recurring function will not include it when generating invoices.

Expiration Fiscal Date

Specify the fiscal period end date for the fiscal period when the recurring invoice expires. You may enter a future fiscal date that has not yet been defined, but you cannot enter a past fiscal date that is prior to the two in the G/L.

Maximum Number of PaymentsAssoc. CostsTotal to be Paid

As appropriate, enter the maximum number of payments, associated costs, or the total to be paid.

Total SalesTaxable Amount

Enter the total sales and taxable amounts for this invoice.

Sales Tax

The system calculates the sales tax based on the sales tax jurisdiction entered above, but the amount can be changed.

Retainage

The system calculates the retainage amount, based on the job. You can change this, if necessary.

Invoice Amount

The system calculates the amount of this recurring invoice after you complete this screen.

Avail Discount

COINS calculates the discount amount, based on the Discount Pct specified for this invoice. You can change it as needed.

Enter Y when the screen is correct. An area displays on this screen where you can enter sales account information, as shown in Screen 2-17, Recurring Invoice Sales Accounts.


2: File Maintenance

Co/Div/Ctr/AccountSales Amount

Fields for distributing the sales amount to different sales accounts appear after the rest of the first screen has been completed.

You may distribute an invoice to several accounts, but the total distributed must equal the total sales amount previously entered.

The Sales Account defaults as described below, but it can be changed. The company may not be changed.

1. If the invoice references a job, and the job has a valid sales account (i.e., not 0), the system uses the job’s sales account.

2. If (1) does not apply, the system checks the customer. If the customer has a valid sales account (i.e., not 0), the system uses the sales account from the customer.

3. If neither (1) nor (2) apply, the system checks to see if divisions are in use. If they are, it uses the sales account for the division.

4. If the system finds no valid sales account using (1), (2), or (3), it uses the company’s sales account.

Enter Y when this is correct. Continue adding recurring invoices until all necessary invoices have been entered.

Screen 2-17: Recurring Invoice Sales Accounts

07/23/02 A/R - Recurring Invoices F/M 9.7 INTCO/DIV Add 2.75.7.1 +———————————————————————————————————————+ | Recurring Invoice Number* R10 | +———————————————————————————————————————+ Customer Number* NYSDOT NYS DEP’T OF TRANSPORTATION Cycle: 1 Max # of Payments: 6 Job Number* 93—001 Assoc. Costs: 0.00 Phase* Total to be Paid: 6000.00 Contract Number: Total Sales: 1200.00 P.O. Number: Taxable Amount: 0.00 Description: Sales Tax: 0.00 MONTHLY SITE MANAGEMENT Retainage: 120.00 Tax Juris*/Sales Rep* EXEMPT HOUSE Invoice Amount: 1080.00 Discount Pct: 1.00 Avail Discount: 12.00 Co*/Div* 1 1 Co Div* Ctr* Account* Sales Amount A/R Account* 1400 1 1 1 40 60519 1200.00 Retainage Account* 1402 2 1 1 40 0 0.00 Hold Invoice (Y/N): N 3 1 1 40 0 0.00 Expiration Fisc Date: 12/31/96 4 1 1 40 0 0.00 5 1 1 40 0 0.00


2: File Maintenance

Sales Rep FileThe Sales Rep File keeps track of your sales representatives. This file is used throughout COINS (e.g., in the J/S Job File). It is shared by the A/R, Service Management, and Sales Order Processing modules, so any information entered in one of these modules affects all of them.

COINS Navigation



3. Select Sales Rep File from the A/R File Maintenance Menu.

4. Select Add to contribute information to this file.

Field Definitions

Sales Rep Number

Enter a unique number or code to represent this sales rep.

Name

Enter the sales rep’s name. Since the name can be used to sort sales rep information on reports, you may find the “last name first” format most useful.

Screen 2-18: Sales Rep File

09/20/04 Sales Rep F/M d6-9.7 INTCO/DV 2.75.8 +---------------------+ ¦ Sales Rep* ¦ +---------------------+ +---------------------------------------------------------------+ ¦ Name: ¦ ¦ Active for Booking Plan (Y/N): ¦ ¦ Budgeted (Y/N): ¦ ¦ ¦ ¦ [------------------ SALES ORDER PROCESSING -----------------] ¦ ¦ ¦ ¦ PR Co*/Employee Number* ¦ ¦ Commission Type (F/P): ¦ ¦ Commission Percent/Amount: ¦ ¦ Commission Basis (MA/GP): ¦ +---------------------------------------------------------------+

Add Change Delete Print Show Exit


2: File Maintenance

Active for Booking Plan

Indicate whether this sales rep is in active status for a booking plan.

Budgeted

Indicate whether or not the sales rep is budgeted.

These fields appear when the Sales Order Processing module is installed on your system. See the Sales Order Processing Manual for details.

PR Co

This field defaults from the Master Payroll Company set in Database Tailoring. It can be changed to another valid company number.

The PR Co was added to the Sales Rep F/M Print listing.

Employee NumberCommission TypeCommission Percent/AmountCommission Basis

Enter the sales rep’s employee number from the Payroll module to facilitate payment of commissions.

The Lookup for this field uses the PR Co entered on this screen. On the Lookup screen, the header identifies the company used for the listing

Commission Type

Indicate if the commission is a flat amount (F), i.e., a fixed fee per sale, or if it is calculated as a percentage (P).

Commission Percent/Amount

Enter the commission percentage (if the Commission Type is P) or the flat amount (if the Commission Type is F) appropriate for this sales rep for S/O/P orders. On non-P/O/S orders, you can override the sales rep’s commission if your User ID has access to commission information.

The S/M module uses the commission percentages applicable to the service site.

Commission Basis

For percentage type commissions, specify the basis for the commission.

MA Order total for items and Add-ons to which a commission applies, less tax.

GP Gross profit amount for merchandise and Add-ons to which a commission applies.


2: File Maintenance

Enter Y at the system prompt when the screen is complete and correct.


2: File Maintenance

Tax Jurisdiction FileThe Tax Jurisdiction File sets up the sales tax and use tax information you refer to throughout the COINS system. You can access this file through the File Maintenance menus of A/P, A/R, Billing, and PO/IN. The differences between sales tax and use tax are:

Sales Tax can be collected either by the contractor via billings, or paid by the contractor on an A/P invoice. The tax paid on an A/P invoice at the time of payment is the sales tax.

Use Tax is sales tax that could have been paid at the time of the A/P invoice but was deferred instead. The use tax is accumulated for a specified period (e.g., one month), then paid directly to the appropriate tax entity (i.e., tax jurisdiction). Taxing entities require you to obtain a certificate for making direct payments; this certificate is referred to as the Direct Pay Permit in Job Status.

A detailed discussion of how the system tracks use and sales tax can be found in the General Ledger Manual.

COINS Navigation



3. Select Tax Jurisdiction File from the A/R File Maintenance Menu.

4. Use the Add option to enter the codes.


2: File Maintenance

Field Definitions

This screen defines the taxable cost elements, according to the tax jurisdiction’s requirements and how you run your company.

Tax Juris Code

Enter a user-defined Tax Jurisdiction Code to uniquely identify each tax jurisdiction you will use for sales or use tax.

Description

Enter a brief description of the jurisdiction.

Starting Zip CodeEnding Zip Code

The tax jurisdiction can be further defined by an inclusive range of zip codes to help you determine the correct jurisdiction for a given job.

Use the rest of this screen to define which cost elements are taxable, according to the way you run your company and the tax jurisdiction’s requirements.

Freight Taxable - Billings

Indicate whether freight amounts should be included in the total amount subject to sales tax. This applies to freight that has been distributed to an A/P invoice line.

Screen 2-19: Tax Jurisdiction - Jurisdiction Definition

07/23/02 Tax Jurisdiction F/M 9.7 INTCO/DIV Add 2.75.5.1 +-----------------------------+ ¦ Tax Juris Code* NYS-SAR ¦ +-----------------------------++-------------------------- Jurisdiction Definition ---------------------------+¦ Description: NYS-SARATOGA SALES TAX ¦¦ Starting Zip Code: ¦¦ Ending Zip Code: ¦¦ Freight Taxable (Y/N): Y ¦¦ Billing Cost Category Taxable (Y/N): LA: N MA: Y EQ: Y ¦¦ SU: Y OC: N OC: N ¦¦ J/S Cost Category Taxable (Y/N): LA: N EQ: Y MA: Y ¦¦ SU: Y OC: N AC: N ¦¦ Service Cost Category Taxable (Y/N): LA: Y MA: Y SU: Y EQ: Y OT: Y ¦¦ Allow S/M Sales Taxable % Method (Y/N): Y ¦¦ Equipment Labor Cost Taxable (Y/N): N ¦¦ Equipment Non-labor Taxable (Y/N): N ¦¦ Remote Entry Code: ¦+------------------------------------------------------------------------------+


2: File Maintenance

Freight Taxable - Use Tax

Indicate whether use tax should be calculated on freight. This applies to freight charges that are not distributed to an A/P invoice line.

Billing Cost Category TaxableJ/S Cost Category TaxableService Cost Category Taxable

These are used for collecting sales tax on billings by cost category, and for the tax defaults for each of the Job Status and Service Management cost categories.

Allow S/M Sales Taxable% Method

Indicate if you wish to use the percentage method of calculating sales tax for Service Management.

Equipment Labor Cost TaxableEquipment Non-labor Taxable

These are used for collecting sales tax on billings by cost category. In the case of Equipment, which has an unlimited number of cost categories, you simply indicate whether labor costs and nonlabor costs are taxable.

Remote Entry Code

If you have the Remote Entry system, enter a code for use during A/P remote entry. This can be used to select subsets of data for use by different jobs or remote entry sites for invoice entry.

On subsequent screens, enter the percentages and G/L accounts for each of the jurisdiction’s taxing entities. Up to five tax entities can be recorded, which is useful if you need to track separate state, county, or city tax amounts.

Screen 2-20: Tax Jurisdiction - Tax Entity Definitions

07/23/02 Tax Jurisdiction F/M 9.7 INTCO/DIV Add 2.75.5.1 +-----------------------------+ ¦ Tax Juris Code* NYS-SAR ¦ +-----------------------------+ +------------------ Taxing Entity 1 Description-------------------+ ¦ Code: NYS ¦ ¦ Description: ¦ ¦ Rate: 7.000 ¦ ¦ Excise Tax (Y/N): N ¦ ¦ Sales/Excise Tax Account* 31611 ¦ ¦ Use Tax Account* 31911 ¦ ¦ Vendor Number* ¦ ¦ Maximum Taxable Base: 0.00 ¦ ¦ Excess Rate over Maximum: 0.000 ¦ +-----------------------------------------------------------------+


2: File Maintenance

Field Definitions

CodeDescription

If the tax jurisdiction includes separate taxing entities, enter a code and description to identify each one.

Rate

Specify the tax rate by entering the tax percentage for this tax entity.

• This is the total tax rate for this entity. If the jurisdiction includes more than one entity, the jurisdiction’s total rate is the sum of the rates of the entities.

• In addition to normal tax jurisdictions, you may want to create a special 0% tax code for tax exempt customers and for receipts without a sales tax. Enter 0% for the tax percent to set this code, and press [Enter] to bypass the G/L account number field.

Excise Tax

Specify whether or not this represents excise tax rather than sales tax.

Sales/Excise Tax AccountUse Tax Account

Enter the G/L account numbers for each tax jurisdiction. Sales/excise tax and use tax normally accrue in separate G/L accounts.

If the tax jurisdiction includes multiple entities, set up separate G/L accounts for each entity. If you apply each entity’s tax amounts to the same account, the system cannot track the separate totals for you.

Vendor Number

Indicate the default vendor code (from the Accounts Payable Vendor File) for this taxing entity, for use when creating A/P invoices to pay use or sales tax.

Maximum Taxable BaseExcess Rate over Maximum

If this tax entity uses a tiered tax system, you can enter a Maximum Taxable Base amount and Excess Rate. When the taxable amount exceeds the Maximum Taxable Base, the system uses the Excess Rate to determine the tax amount. For example:

A/P invoice subject to use tax: 10,000.00

Maximum Taxable Base 1,000.00

Tax Rate 7% 1,000 x 7% = 70.00

Excess Rate 1% 9,000 x 1% = + 90.00


2: File Maintenance

Enter Y at the system prompt when the tax entity information is correct.

Use Tax Amount 160.00


Chapter 3: Batch Control

One of the optional features in Accounts Receivable lets you enter data in groups called batches. Each batch can be processed and posted independently of other batches for that same type of transaction. This makes A/R operations run smoother, since you can post information without locking all the files and without posting the transactions of other users.

To use batch processing, you must first turn it on in Accounts Receivable Tailoring. Your tailoring responses determine whether the system prompts for the batch number or uses your User ID to identify the batch. It also determines whether batch security is in effect. When entering or updating A/R invoices, an open batch must be available. Batches are created, closed, reopened, and otherwise modified through the Batch Control Menu.

Batch control is very important to any COINS module that allows batching. The batch features in A/R are similar to those in other modules with batch processing, such as Accounts Payable and Billing.

When you use batches in Accounts Receivable, you can enter and post certain types of information in separate batches. The following A/R transactions use batches. The Batch Control Menu includes options for each of these functions.

Cash receipts

Finance charges

Invoices

Reapplied cash receipts


3: Batch Control

Initial ConsiderationsYour COINS USA Account Consultant can help you decide whether to use batches in Accounts Receivable. There is a certain trade-off of convenience in entering and processing transactions for the added security and control allowed by batches.

The batch process has a number of built-in security measures. For example, batches must be created with the Batch Control Menu, which can be protected by User ID security. If you use batch security (see Tailoring for Batches), be aware of these additional restrictions:

Once a batch has been created, only certain users can add, change, or delete transactions in it.

Only certain users can affect the batch header record.

Tailoring for Batches

If you have decided to use batches for Accounts Receivable processing, you must turn that capacity on in A/R tailoring. Your tailoring responses determine whether the system prompts for the batch number or uses your User ID to identify the batch. It also determines whether batch security will be in effect.

COINS Navigation



3. Select Tailoring from the Module Utilities Menu.

4. Go to the second A/R Tailoring screen, pressing [F1] through the first screen and answering Y at the Data Correct prompt.


3: Batch Control

Tailoring Fields Related to Batches

Use Batches

Indicate if you want to enter and process A/R transactions in batches. You must then set up batches for cash receipts, finance charges, and A/R invoices. The Use Batches field cannot be changed when any unposted records are on file.

A/R Tailoring prompts for Use Batches first; it only asks the other three questions if the first response is Y. The default response to all four questions is N.

Use Batch Security

Indicate whether you wish to use batch security. Batch security is commonly used when batches are not set to User IDs. When in effect, users can only use batches that they own, or that are owned by their subordinate users.

• Subordinate users are set up during User ID File Maintenance.

• The Master User can affect any batch.

NoteBatch security is in addition to any rate, level, or type security measuresalready used in your system.

Screen 3-21: Tailoring Screen 2 - Batch Questions

07/23/02 A/R Tailoring 9.7 INTCO/DIV +---------------------------------------------------------------------------+ ¦ Use Batches (Y/N): Y ¦ ¦ Use Batch Security (Y/N): N ¦ ¦ Set Batch to User ID (Y/N): N ¦ ¦ Reuse Batch Numbers (Y/N): Y ¦ ¦ Automatically Number Customers in FM (Y/N): Y ¦ ¦ Length of Customer Number field: 5 ¦ ¦ Starting Automatic Customer Number: 10076 ¦ ¦ Customer F/M Default S/O/P Payment Type: ¦ ¦ Mark Job as Complete when Final Invoice is Posted (Y/N): Y ¦ ¦ Exclude Previous Past Due Finance Charges from Past Due ¦ ¦ Invoices when Building Finance Charges from History (Y/N): Y ¦ ¦ Associate the Finance Charge to the Invoice (Y/N): Y ¦ ¦ % of Contract to Invoice after which Retainage not defaulted: 75.00% ¦ ¦ Permit Invoices to be Entered in A/R or BI for Inact. Job (Y/N): N ¦ ¦ Sales Tax to be Based on Billings or Cash Receipts (B/C): C ¦ ¦ Use Bank Division Security in Cash Receipts (Y/N): N ¦ ¦ Require Misc. Cash Receipt Description (Y/N): N ¦ ¦ Allow Cash Receipts Overpayments (Y/N): Y ¦ +---------------------------------------------------------------------------+


3: Batch Control

Set Batch to User ID

Specify whether or not batches are set to User IDs. If you set batches to User IDs, the batch creation process automatically uses the User ID as the batch name. In that case, users create and enter data in their own batch. Only that user is able to add data to this batch.

Reuse Batch Numbers

Indicate if you want to be able to reuse batch numbers from one posting to another. If you do not want to do so, the system forces you to enter a unique number or code for each batch.

NoteIf you respond Y to Set Batch to User ID, you must also respond Y toReuse Batch Numbers. The system does not accept an N response.

User ID File Maintenance

When the System Administrator sets up User IDs and Group IDs, each record includes a Subordinate Users/Groups screen for each module that uses batches. On this screen, list all User or Group IDs subordinate to the ID being added or changed.

Subordinate users or groups are not allowed to change or affect batches that are owned by this user or group.

If batch security is not used or if the user does not have access to a given module or function, the system won’t check the Subordinate Users list.

COINS Navigation

NoteGenerally, only the System Administrator or designated representatives can access theUsers and Security Menu. Other users may never see the COINS menu referred to in theseinstructions. Contact your System Administrator for assistance.

1. Select System Administrator from COINS activity menu.

2. Select Users and Security Menu from the System Administrator Menu.

3. Select User ID F/M from the Users and Security Menu,or if using Group IDs to control access privileges, select Group ID F/M.


3: Batch Control

4. Select Change from the User ID F/M strip menu and enter the appropriate User or Group ID.

5. Select Subordinate Users from the Change ID strip menu.

6. Select AR from the Subordinate Users strip menu.

Field Definitions

Subordinate Users/Groups

List the users or groups who have access to this batch process. Valid entries on this screen are:

NoteUser IDs and Group IDs are not validated. This allows you to entersubordinate users or groups as you create new IDs, even if these IDs havenot yet been added to the system.

Screen 3-22: Subordinate Users

07/23/02 S/A — User ID F/M SCI—B v7.7 Change Accounts Receivable +———————————— Subordinate Users/Groups ————————————+ | ALL | | | | | | | | | | | | | | | | | | | | | +——————————————————————————————————————————————————+Enter User ID, Group ID, ALL or NONE — (! indicates except)

ALL Indicates that all users/groups are subordinate. If ALL is used, it must be in the first position on the screen and no other codes can be entered.

NONE Indicates that no one is subordinate to this user/group. If NONE is used, it must be in the first position on the screen and no other codes may be entered.

Existing User IDs

Existing Group IDs


3: Batch Control

Excluding Users and Groups from the Subordinate List

This screen also allows you to exclude particular groups or users from the ones subordinate to this User ID. Simply prefix the User or Group ID with an exclamation point.

All other users are subordinate to the User or Group ID being defined.

Other Security Measures for Batches

Batch Locks

The batch header record must be exclusively locked during batch control functions. This means that if one user is entering data in the batch, another user cannot take ownership of it, rename it, etc.

Likewise, once a user selects a batch for one of the batch control functions, no other user can access that batch for data entry or for another batch control function until the first user is finished.

Batch Ownership

Only the owner of the batch or the Master User can update the batch, except to change its ownership. See Change Ownership on page 90.

Using the Master ID for Batch Control

The Master User has total control over all batch functions.

The Master User ID is never displayed, either as the batch owner or Last Updated by. In its place is the word <MASTER>.

You can also enter <MASTER> as the batch name or as the batch’s owner. A pop-up window then appears, in which to enter the actual Master User ID. The ID is masked as you enter it, i.e., it does not appear on the screen as you type it.

Other Restrictions

To add, change, or delete transactions in a batch, or to perform any action on a batch of transactions that requires an input/output (i.e., “shared”) lock:

Example:

Enter !EST to exclude members of the Group ID EST.


3: Batch Control

The batch must have been created through the menu.

The batch must be open and unposted.

The batch must not be exclusively locked by another user.

You must have access rights to the batch, meeting at least one of the following requirements:

• You are the owner of the batch, or

• You are the Master User, or

• Your list of subordinate users is ALL or includes the owner of the batch. A user who passes this test is a privileged user.

The batch is considered locked for input/output while you have access. Other privileged users can also perform input and output on the batch, but no one can exclusively lock the batch while an input/output lock exists.


3: Batch Control

Batch Control MenusThe Batch Control option is found on the main menu of each module that supports batches. Each menu item is one type of transaction within that module that can be batched. The batch transactions in the A/R module are cash receipts, invoices, and finance charges.

When batches are in use, all transactions in that module that can be batched, must be batched. You cannot mix and match batched and unbatched activities.

If batches are not in use, an error message displays if you try to use the Batch Control selection.

COINS Navigation

You will find yourself using the Batch Control Menu on a regular basis if you take advantage of the COINS batch feature in A/R.


2. Select Batch Control from the A/R main menu to reach the first Batch Control Menu.

3. Select the type of batch to be updated or created: cash receipts, finance charges, or invoices. The menu and other screens that follow the Batch Control Menu are identical for each function.

Field Definitions

Cash Receipts

Creates and maintains batches for cash receipts.

Screen 3-23: Batch Control Menu


+----- Batch Control Menu ------+ ¦ ¦ ¦ 1. Cash Receipts ¦ ¦ 2. Finance Charges ¦ ¦ 3. Invoices ¦ ¦ 4. Reapplied Cash Receipts ¦ ¦ X. Exit ¦ +-------------------------------+


3: Batch Control

Finance Charges

Creates and maintains batches for finance charges.

Invoices

Creates and maintains batches for invoices.

Reapplied Cash Receipts

Creates and maintains batches for reapplied cash receipts.

Exit

Select this option to return to the A/R main menu.

The Batch Control Menu appears once you select a transaction type for the batch. This menu and the subsequent screens are the same for cash receipt, finance charge, and invoice batches.

Field Definitions

Change Batch

Changes the batch description.

Change Fiscal Period

Changes the fiscal period of all transactions in an existing batch. When posted, the system creates journal entries for the new fiscal period.

Change Ownership

Changes the ownership of a batch.

Screen 3-24: Batch Control Menu

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Cash Receipts 2.70.1

+-----Batch Control Menu------+ ¦ ¦ ¦ 1. Change Batch ¦ ¦ 2. Change Fiscal Period ¦ ¦ 3. Change Ownership ¦ ¦ 4. Close Batch ¦ ¦ 5. Create Batch ¦ ¦ 6. Delete Batch ¦ ¦ 7. Merge Batches ¦ ¦ 8. Rename Batch ¦ ¦ X. Exit ¦ +-----------------------------+


3: Batch Control

Close Batch

Closes a batch to transaction entry, or reopens a batch that was closed earlier.

Create Batch

Creates a new batch for this type of transaction.

Delete Batch

Deletes a batch, including any unposted transactions in the batch.

Merge Batches

Merges batches into a single batch for consolidated processing.

Rename Batch

Changes the name of a batch; does not affect its owner or description.

Batch Subset Screen

Once you complete the initial screen, the system prompts for the subset of batch records that you want displayed on the screen.

Screen 3-25: Batch Selection/Subset

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Cash Receipts 2.70.1.1 Change Batch

+--------------------------- Current Batches in Use ---------------------------+¦ Original Current Date Last Ent ¦¦ Batch ID Description Owner Owner Updated Clsd Pst¦¦ -------- -------------------- -------- -------- --------- ---- ---¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ +--------------------- Subset ---------------------+ ¦¦ ¦ Starting Current Owner: ¦ ¦¦ ¦ Ending Current Owner: ¦ ¦¦ ¦ Starting Batch: ¦ ¦¦ ¦ Ending Batch: ¦ ¦+-------------¦ Posted/Unposted/All Batches (P/U/ALL): U ¦-------------+ ¦ Closed/Open/All Batches (C/O/ALL): ALL ¦ +--------------------------------------------------+


3: Batch Control

Field Definitions

Starting and Ending Current Owner

Both of these fields default to your User ID unless you logged in with the Master User ID. Then the default is ALL owners.

Starting and Ending Batch

The default is blank.

Unposted/Posted Batches

The default is Unposted. Most batch control functions require that the batch not be posted.

Closed/Open/All Batches

The default is ALL.

Batch Header Information

A batch’s header record contains the essential information about the batch. You can view the header information for a batch by selecting a batch to change, delete, etc., in Batch Control. After a batch is posted, its batch header record remains on file until the batch ID is reused.

If A/R tailoring does not allow batch IDs to be reused, the header records remain indefinitely, until Purge Paid and Voided Invoices is used to purge batch header records.


3: Batch Control

Field Definitions

Batch Number

This is the name, number, or code assigned to this batch when it was created.

Description

This is a brief description of the contents of the batch, as entered when the batch was created. This can be updated through Change Batch.

Current Owner

This is the User ID of the current owner of the batch, or <MASTER> if it is currently owned by the company’s Master User. This can be updated through Change Ownership.

Closed to Entry

This indicates whether the batch is closed to the entry of additional information. It can be updated through Close Batch, which is used to close and reopen batches.

Posted

This indicates whether the batch has been posted. It is updated by the system.

Screen 3-26: Batch Header

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Cash Receipts 2.70.1.1 Change Batch

+--------------------------------------------------+ ¦ Batch Number: 2 ¦ ¦ Description: A/R Cash Receipts ¦ ¦ Current Owner: <MASTER> ¦ ¦ Closed to Entry (Y/N): N ¦ ¦ Posted (Y/N): N ¦ ¦ Date & Time Last Updated: 05/21/02 14:22 ¦ ¦ Last Updated by: shaker ¦ ¦ Original Owner: <MASTER> ¦ ¦ Date and Time Created: 05/21/02 14:20 ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +--------------------------------------------------+


3: Batch Control

Date & Time Last Updated

This is updated by the system when the user selects an add, change, or delete option from the appropriate transaction menu. It is not refreshed by any Batch Control action.

Last Updated by

This is the ID of the user who last updated the transactions in this batch.

Original Owner

This is the original owner of the batch, tracked by the system. It is important when batch ownership changes.

Date and Time Created

This is the date and time the batch was originally created, as recorded by the system.


3: Batch Control

Change BatchUse the Change Batch option to change the description of a batch. You can only change the batch description if you have access privileges to the batch (see Initial Considerations on page 74) and the batch has not been posted.

COINS Navigation

1. Select Accounts Receivable on the COINS main menu.

2. Select Batch Control from the A/R main menu.

3. Select the type of batch record.

4. Select Change Batch and then select a specific batch using the Subset screen.

5. Press [Enter] when the correct batch ID is highlighted on the Current Batches in Use screen.

6. Enter the desired information on the Change Batch screen.

Field Definitions (Update Fields Only)

Description

This field holds a brief description of the contents of the batch.

Screen 3-27: Change Batch

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.2.1 Change Batch +——————————————————————————————————————————————————+ | Batch Number: startup | | Description: STARTUP INVOICES | | Current Owner: kimber | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: 04/15/97 10:33 | | Last Updated by: KIMBER | | Original Owner: kimber | | Date and Time Created: 04/14/97 12:09 | | | | | | | | | | | | | +——————————————————————————————————————————————————+


3: Batch Control

NoteThis is the only field that Change Batch allows you to update.

Data Correct

The system prompts you with Data Correct? when you complete the screen. The default response is N, so be sure to enter Y if the changes should be implemented as entered.

You are returned to the selection screen. To exit the Change Batch function, use your slash key [/] to bring up a submenu, then use the Exit option. If you use the [F4] key, your changes may be lost.


3: Batch Control

Change Fiscal PeriodThe Change Fiscal Period function changes the fiscal period for a batch. A change here affects all unposted transactions in the batch.

You can only change a batch’s fiscal period if you have access privileges to the batch (see Initial Considerations on page 74) and the batch has not been posted.

COINS Navigation

1. Select through the subset menu. Press [Enter] when the correct batch ID is highlighted on the Current Batches in Use screen, to arrive at the Change Fiscal Period screen.




5. Select Change Fiscal Period and then select a specific batch using the Subset screen.


7. Enter the new fiscal date on the Change Fiscal Period screen.

Screen 3-28: Change Fiscal Period

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.2.1.2 Change Fiscal Period +——————————————————————————————————————————————————+ | Batch Number: startup | | Description: STARTUP INVOICES | | Current Owner: kimber | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: 04/15/97 10:33 | | Last Updated by: KIMBER | | Original Owner: kimber | | Date and Time Created: 04/14/97 12:09 | | | | | | | | | | +———————————————————————————————+ | | | New Invoice Date: 01/31/97 | | +————————+———————————————————————————————+—————————+


3: Batch Control


New Invoice Date

Enter the new fiscal date for the invoices included in this batch.

To exit this function, use the Slash key [/] to bring up a submenu, then use the Exit option. If you use the [F4] key, your changes may be lost.


3: Batch Control

Change OwnershipThe Change Ownership function can be used to take control of a batch from another user, such as taking a batch from a subordinate user to give to a user on a higher level.

You can only change ownership of a batch if you have access privileges to the batch (see Initial Considerations on page 74) and the batch has not been posted.

COINS Navigation




4. Select Change Ownership and then select a specific batch using the Subset screen.


6. Enter the User ID of the new owner of this batch on the Change Ownership screen.

Screen 3-29: Change Ownership

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.2.1.2.3 Change Ownership +——————————————————————————————————————————————————+ | Batch Number: startup | | Description: STARTUP INVOICES | | Current Owner: kimber | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: 04/15/97 10:33 | | Last Updated by: KIMBER | | Original Owner: kimber | | Date and Time Created: 04/14/97 12:09 | | | | | | | | +————————————————————————+ | | | New Owner: joec | | +————————————+————————————————————————+————————————+


3: Batch Control


New Owner

This is the individual who now owns this batch. Your User ID defaults as the new owner. If you change it, you must enter a valid User ID as the new owner of the batch.

Data Correct

The system prompts you with Data Correct? when you complete the screen. Respond Y to complete this screen and return to the batch selection screen.

To exit the Change Ownership function, use your slash key [/] to bring up a submenu, then use the Exit option. If you use the [F4] key, your changes may be lost.


3: Batch Control

Close BatchThe Close Batch function closes a batch to the entry of new transactions or the updating of existing ones. It can also reopen a previously closed batch.

A batch must be open to enter or update cash receipts, finance charges, or A/R invoices. If it is closed, you see this error message: This Batch is closed to entry. Changes to it are not allowed.

A batch may be either open or closed for posting.

You can close a batch only if you have access privileges to the batch (see Initial Considerations on page 74) and the batch has not been posted.

COINS Navigation




4. Select Close Batch and then select a specific batch using the Subset screen.


Screen 3-30: Close Batch

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.2.1.2.3.4.3 Close Batch +——————————————————————————————————————————————————+ | Batch Number: startup | | Description: STARTUP INVOICES | | Current Owner: kimber | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: 04/15/97 10:33 | | Last Updated by: KIMBER | | Original Owner: kimber | | Date and Time Created: 04/14/97 12:09 | | | | | | | | | | | | | +——————————————————————————————————————————————————+Close this Batch (Y/N): Y


3: Batch Control


Close this Batch

Indicate if you wish to close the batch. If you choose not to close it, COINS takes you back to Current Batches in Use.

• If the batch is open, the system asks if you want to close this batch.

• If the batch is already closed, the system tells you that it has already been closed to entries and asks if you want to open it.

To exit the Close Batch function, use your Slash key [/] to bring up a submenu, then use the Exit option. If you use the [F4] key, your changes may be lost.


3: Batch Control

Create BatchUse the Create Batch function to set up new batches for the type of transaction selected. This function has no down frame, since no selection is involved; the system simply prompts you for the new batch information.

COINS Navigation



3. Select the type of batch record: Cash Receipts, Finance Charges, or Invoices.

4. Select Create Batch.

Field Definitions

Batch ID

Enter the ID for this new batch, using a maximum of 8 characters.

• If setting batch IDs to User IDs, COINS uses the User ID of the user creating the batch as the Batch ID. If the Master User is creating the batch, the screen shows <MASTER> as the Batch ID and owner and prompts for the actual Master User ID in a separate box on the screen.

• The new batch’s ID must be a valid User ID or the Master User ID. You can use <MASTER> to represent the Master User ID; the system prompts you for the actual ID in a pop-up box, where you can key it in without the actual characters appearing on the screen.

• If you are not reusing batch numbers, the Batch ID must be unique and never used previously.

Screen 3-31: Create Batch

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.2.1.2.3.4.3 Create Batch +—————————————————————————————————————+ | Batch ID: 041697 | | Description: A/R Invoices | | Owner: kimber | +—————————————————————————————————————+Data Correct (Y/N): Y


3: Batch Control

• If you are reusing batch numbers, the Batch ID may have been previously used, but the early batch must have been posted. The Batch ID cannot be currently in use by any other users.

Description

Enter a description for the batch. The system provides default descriptions for each type of batch (i.e., A/R Cash Receipts, A/R Finance Charges, and A/R Invoices) but you may enter a different description.

Owner

A new batch automatically belongs to the User ID that created it. Use the separate Change Ownership function to turn this batch over to a different user.

When this screen is completed, respond Y to the Data Correct prompt or press [F1] to finish creating the batch.


3: Batch Control

Delete BatchThe Delete Batch function deletes the batch header record and any unposted transactions in the batch. Posted records are not affected.

You can delete batches if you are the owner of the batch (or the Master User) and the batch has not been posted.

COINS Navigation




4. Select Delete Batch and then select a specific batch using the Subset screen.


Field Descriptions (Update Fields Only)

Delete this Batch

The default response to this field is N. As a safety precaution, you must change it to Y for the batch to be deleted.

Screen 3-32: Delete Batch

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.6 Delete Batch +——————————————————————————————————————————————————+ | Batch Number: KIMBER | | Description: A/R Invoices | | Current Owner: KIMBER | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: 04/16/97 12:26 | | Last Updated by: KIMBER | | Original Owner: KIMBER | | Date and Time Created: 04/16/97 12:26 | | | | | | | | | | | | | +——————————————————————————————————————————————————+Delete this Batch (Y/N): N


3: Batch Control

To exit this function, use your slash key [/] to bring up a submenu, then use the Exit option. If you use the [F4] key, your changes may be lost.


3: Batch Control

Merge BatchesUse the Merge Batches function to merge existing batches of the same type of transaction into a different batch, so that combined processing and posting can be performed.

You can use the Merge Batches function to combine smaller batches into larger ones, or to extract particular customers from one batch and add them to another.

You can merge batches if you have access privileges to both the merge and the merge to batches (see Initial Considerations on page 74) and none of the batches have been posted. If you are not the owner of a selected batch, or you are not the Master User, then an error message displays and the batch is automatically deselected.

COINS Navigation




4. Select Merge Batches and complete the Subset selection screen.

Screen 3-33: Merge Batches - Current Unposted Batches in Use

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.7 Merge Batches

+——————————————————— Current Unposted Batches in Use ———————————————————+| Select Current Date Last Ent || (Y/N) Batch ID Description Owner Updated Clsd|| —————— ———————— ———————————————————— ———————— ————————— ————|| Y 041697 A/R Invoices kimber N || Y KIMBER A/R Invoices KIMBER 04/16/97 12:26 N || N startup STARTUP INVOICES kimber 04/15/97 10:33 N || || || || || || || |+———————————————————————————————————————————————————————————————————————+

Search Subset Exit


3: Batch Control

1. Select the batches you want to merge from the Current Batches in Use screen by moving up and down with the arrow keys. Press [Enter] to select a particular batch, or to deselect it if you make an error.

2. When you finish selecting batches, press the slash key [/] to bring up the strip menu. Select Exit to proceed to the next step in merging batches.

The next screen lists the selected batches.

Field Descriptions

Merge to Batch Number

Enter the ID of the batch into which the selected batches should be merged. This can be a batch that already exists, or you can create a new batch.

• If you are merging separate batches into an existing batch, enter its ID as the Merge to batch.

• The Merge To Batch must not be selected as a batch to be merged. The system displays the message WARNING: The new Batch is already on file, then allows you to proceed.

• If you create a new batch, then the same error checking, security checking, and other requirements are performed as in Create Batch.

Screen 3-34: Merge Batches - Selected Batches to Merge

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Invoices 2.70.3.7 Merge Batches

+——————————————————————————+ | Selected Batches to Merge| | —————————————————————————| | 041697 | | KIMBER | | | | | | | | | | | | | | | +——————————————————————————————————————————————+ | Merge to Batch Number: | | Description: | | Owner: | +——————————————————————————————————————————————+


3: Batch Control

Description

The system provides a default description based on the type of batch (i.e., A/R Cash Receipts, A/R Finance Charges, and A/R Invoices), but you may enter a different description.

Owner

A new batch automatically belongs to the User ID that created it. Use the separate Change Ownership function to give this batch to a different user.

Another screen appears, allowing you to select ranges of customer numbers to be extracted from the Batches to Merge and to add to the Merge to batch. This provides a mechanism for transferring invoices, etc., from one batch to another.

To merge all transactions into the same batch, leave the Starting/Ending Customer Number fields blank.

To transfer transactions for a specific customer from the selected batches to the Merge To batch, enter that customer’s number in the Starting/Ending Customer Number fields.

To transfer transactions for multiple customers to the Merge To batch, enter a range of consecutive customer numbers in the Starting/Ending Customer Number fields. Transactions for all clients falling within the range are transferred.

Respond Y to the Data Correct prompt to finish the merge. The system returns you to the Merge menu.

Screen 3-35: Merge Batches - Selected Batches to Merge

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Cash Receipts 2.70.1.7 Merge Batches

+——————————————————————————+ | Selected Batches to Merge| | —————————————————————————| | 041697 | | | | | | | | | | | | | | | | | +——————————————————————————————————————————————+ | +—————————————————————————————————————————+ | | | Starting Customer Number: | | | | Ending Customer Number: | | +—+—————————————————————————————————————————+——+Data Correct (Y/N): Y


3: Batch Control

Rename BatchUse the Rename Batch function to change a batch’s ID.

You can close a batch only if you have access privileges to the batch (see Initial Considerations on page 74) and the batch has not been posted.

COINS Navigation




3. Select Rename Batch and then select a specific batch using the Subset screen.


Field Descriptions (Update Fields Only)

New Batch ID

Enter the new name for this batch, using a maximum of eight characters. None of the other information in the record is affected.

Screen 3-36: Rename Batch

07/23/02 A/R - Batch Control 9.7 INTCO/DIV Cash Receipts 2.70.1.7.8 Rename Batch

+——————————————————————————————————————————————————+ | Batch Number: 041797 | | Description: A/R Cash Receipts | | Current Owner: kimber | | Closed to Entry (Y/N): N | | Posted (Y/N): N | | Date & Time Last Updated: | | Last Updated by: | | Original Owner: kimber | | Date and Time Created: 04/16/97 13:01 | | | | | | | | +———————————————————————————+ | | | New Batch ID: startup | | +——————————+———————————————————————————+———————————+Data Correct (Y/N): Y


3: Batch Control

The system checks for errors before accepting the new name.

• The new batch name cannot already exist as a name for an unposted batch of this type (invoice, cash receipt, or finance charge).

• If you tailored the system not to allow the reuse of batch names, the new name may not belong to a previously posted batch.

Respond Y to the Data Correct prompt to complete the renaming of the batch. The system updates unposted transactions that used the previous batch name and then returns you to the Rename Batches screen.

To exit this function, use your Slash key [/] to bring up a submenu, then use the Exit option.


Chapter 4: Invoices

OverviewThere are many functions that can be performed for A/R customer invoices (i.e., add, change, delete, print, show, post, void, add recurring invoices). Use the commands indicated within boxes in the Accounts Receivable Menu below to perform these functions.

You can change or delete incorrect invoices through the Enter Invoices Menu, before invoices are posted. Once the invoices are posted, you must enter an adjusting invoice to change amounts, or make corrections with the Change Posted Invoices and Void Posted Invoices options on the Accounts Receivable Menu.

Screen 4-37: Accounts Receivable Menu

11/06/97 C O I N S SCI V7.7 2 +————————————————————————— Accounts Receivable Menu —————————————————————————+ | | | 1. Enter Invoices 70. Batch Control Menu | | 2. Post Invoices 75. File Maintenance Menu | | 3. Enter Cash Receipts 80. Inquiry Menu | | 4. Post Cash Receipts 85. Module Utilities Menu | | 5. Enter Reapplied Cash Receipts 90. Report Menu | | 6. Post Reapplied Cash Receipts X. Exit | | 7. Enter Finance Charges | | 8. Post Finance Charges | | 9. Change Posted Invoices | | 10. Void Posted Invoices | | 11. Void Posted Cash Receipts | +————————————————————————————————————————————————————————————————————————————+


4: Invoices

Invoices from Billing

If you have the Billing module and tailored it to Post to A/R, the system automatically generates unposted invoices in A/R when you post invoices in Billing. You can maintain the A/R invoice information by using the Change and Delete functions on the Enter Invoices Menu.

Invoices from Sales Order Processing

If you have the S/O/P module and tailored it to Post to A/R, the system creates posted invoices in A/R when you post invoices in S/O/P. You cannot update the A/R invoices (e.g., use the Change and Delete functions) since these invoices are posted.

Invoices from Service Management

If you have the Service Management module and tailored it to Post to A/R, the system creates posted invoices in A/R when you post invoices in S/M. You cannot update the A/R invoices (e.g., use the Change and Delete functions) since these invoices are posted.

Screen 4-38: Accounts Receivable Menu

11/06/97 C O I N S SCI V7.7 2 +————————————————————————— Accounts Receivable Menu —————————————————————————+ | | | 1. Enter Invoices 70. Batch Control Menu | | 2. Post Invoices 75. File Maintenance Menu | | 3. Enter Cash Receipts 80. Inquiry Menu | | 4. Post Cash Receipts 85. Module Utilities Menu | | 5. Enter Reapplied Cash Receipts 90. Report Menu | | 6. Post Reapplied Cash Receipts X. Exit | | 7. Enter Finance Charges | | 8. Post Finance Charges | | 9. Change Posted Invoices | | 10. Void Posted Invoices | | 11. Void Posted Cash Receipts | +————————————————————————————————————————————————————————————————————————————+


4: Invoices

Enter Invoices MenuThe Enter Invoices Menu is used to add, change, delete, print, and show customer invoices, as well as add recurring invoices. You can also use it for your daily and weekly transactions.

The Enter Invoices Menu and the basic commands for invoice entry are described below.

The discussion of the Enter Invoices function is broken down into the following topics:

Invoice Entry on page 107

Payment Schedule - Equal Payments on page 113

Payment Schedule - Manual Distribution on page 118

Review Invoices on page 123

Adjusting Invoices on page 124

Retainage Invoices on page 126

COINS Navigation


2. Select Enter Invoices from the A/R main menu.

Screen 4-39: Enter Invoices Menu

04/14/97 C O I N S SCI V77 2.1 Accounts Receivable +————— Enter Invoices Menu —————+ | | | 1. Add | | 2. Add Recurring | | 3. Change | | 4. Delete | | 5. Print | | 6. Show | | X. Exit | +———————————————————————————————+


4: Invoices

Field Definitions

Add

Adds invoices to a temporary A/R transaction. COINS holds the invoices there until posted. If your batches are not set to User ID, you are prompted for both a fiscal date and a Batch ID before you enter the actual invoice.

Add Recurring

Adds A/R invoices that occur on a regular basis, as established in the Recurring Invoice File.

Change

Changes information on invoices that have been entered but are not yet posted. To change an invoice, you must provide the customer number, invoice number, and invoice type. Because the invoice has already been entered, the screen shows the information already on file.

If you are using batches not set to a User ID, you must enter the Batch ID.

Once invoices have been posted to permanent files, you can use the Change Posted Invoices A/R main menu option to change a limited amount of invoice information.

Delete

Deletes unposted invoices from the A/R module. To delete an invoice, you must provide the customer number, invoice number, and invoice type. Because the invoice has already been entered, the screen shows the information already on file.

If you are using batches not set to a User ID, you must know the Batch ID as well.

Once invoices have been entered, use the Void Posted Invoices A/R main menu option.

Print

When you have finished entering invoices, you may want to print a listing and review it for accuracy and completeness.

Show

Displays a listing of unposted invoices. If you want to see a specific invoice, use the Starting Customer/Invoice number field.


4: Invoices

Invoice Entry

If batches are in use and not set to User IDs, you must enter the number for an open invoice batch in order to add A/R invoices. To change or delete an invoice, you must enter the number of the batch containing that invoice.

COINS prompts for the appropriate batch number and fiscal date when you add an invoice. You are warned of any problems occurring when you enter the batch number or fiscal date, such as:

The batch is not on file, and must first be created through Batch Control.

The date is not a valid fiscal period ending date, as established in G/L tailoring.

The date is a closed fiscal period, as specified on the second G/L tailoring screen. If you need to enter an invoice for a closed fiscal period, you must first reopen the fiscal period. Once the company number is known, COINS uses the company’s two year period.

COINS Navigation



3. Select Add from the Enter Invoices Menu. If using batches, a Batch Number prompt appears; enter a valid batch number. A Receivables Fiscal Date prompt also appears, for the invoice fiscal date.

A screen used for adding invoices appears. If you are using batches, the Batch ID appears in the upper left corner of this screen. You need the Batch ID to change or delete the invoice.


4: Invoices

Field Definitions


Enter a code from the Customer File to indicate the customer associated with the invoice. Also supply an invoice number, i.e., the number that identifies this invoice throughout the A/R module. If you leave this field blank, the system supplies a sequential invoice number.

Type

Specify the invoice type. If this is a regular invoice, enter I as the invoice type. I type invoices are used for regular invoices and retainage invoices.

Use A to make an adjustment to an existing invoice, or to issue a credit memo. If you enter an adjusting invoice, you must apply it to a posted invoice.

Job NumberPhaseContract Number

Enter the job number for this invoice, if applicable. If the customer has a default job number (as entered in the Customer File), that number appears here; you can change it if necessary. If the job uses phases for Billing, enter the phase for this invoice.

Screen 4-40: Enter Invoices Screen 1

12/10/04 A/R - Enter Invoices d6-9.7 INTCO/DV Batch: KE Add 2.1.1 Customer Number* 00100 Century Hill Development Co. Invoice Number* 00001724 Type (I/A): I Apply to Invoice #: Job Number* ke-001 Sales Rep* WHITE Phase* Discount Percentage: 0.00 Contract Number: Discount Date: 12/01/04 Invoice Date: 12/01/04 Co*/Div* 1 99 Due Date: 12/01/04 A/R Account* 1400 Tax Juris* 01 Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 500.00 Taxable Amount: 500.00 Sales Tax: 70.00 Retainage: 50.00 Invoice Amount: 520.00 Avail Discount: 0.00


4: Invoices

You can also identify the invoice with a contract number. The contract number is a user-defined code that can be entered here or can come from the Billing module.

Invoice Date

Enter the date of this invoice. The date you enter as the invoice date defaults to the next invoice you enter during this session, streamlining data entry.

Due Date

The system provides a due date based on the invoice date and due type/due days from the Customer File, but it can be changed. Invoice aging can be tied to either the invoice date or the due date when you build the finance charges.

Tax Jurisdiction

Enter the code for the tax jurisdiction to be used for the computation of sales or use tax. The tax jurisdiction defaults from the job, if a job number was entered for this invoice. Otherwise, it comes from the customer’s default tax jurisdiction. In either case, you can change it.

P.O. NumberDesc.

Enter the customer’s purchase order number associated with this invoice.

Enter a brief description of the invoice, to identify it on screens and reports.

Apply to Invoice #

If I is entered in Type, you are not prompted to enter information in this field. If you entered A for Type, you must enter the invoice to which the adjustment is applied. This invoice number must have the same company and division as the invoice being entered.

Sales Rep #Discount PercentageDiscount Date

The default Sales Rep, discount percentage, and discount date appear on this screen, as established in the Customer File.

Co/DivNoteYou cannot access the Co/Div fields if the Type is A. The system uses thecompany and division of the original invoice.

These fields determine the company and division that are associated with the Accounts Receivable and Retainage accounts for this invoice.

The company defaults as follows:


4: Invoices

• If there is a job on the invoice, the company defaults from the Job File record for that job. The company cannot be changed on job-related invoices.

• For non-job invoices, the company defaults from the User ID. It can be changed.

The division defaults as follows:

• If there is a phased job on the invoice and it is being billed by phase, the system looks at the J/S Accounts screen for the phase’s division in G/L Division F/M and uses its A/R Division. If the A/R Div field in Division F/M is blank, it uses the phase’s own division instead.

• If the invoice’s job does not have phases or is not being billed by phase, the system looks at G/L Division F/M for the job’s division and uses the A/R Div on the J/S Accounts screen. If the A/R Div field in Division F/M is blank, it uses the job’s own division instead.

• For non-job invoices, the division defaults from the User ID.

• For all three types of invoice, the division can be changed.

NoteThe company and division for Sales accounts are assigned separately, asdescribed later in this section.

A/R AccountRetainage Account

These accounts default from the Division File when divisions are in use. Otherwise, they default from the Company File.

Final Invoice

You can indicate whether this is the final invoice for a job. If your A/R module is tailored to mark a job as complete when its final invoice is posted, the system uses the date of the final invoice to update the job’s Completion Date in the Job File. Refer to the Job Status Manual for information about processing completed jobs.

Payment Schedule

Indicate if you want to set up a payment schedule for this invoice. Payment schedules are covered later in this chapter.

Assoc. Costs

You can enter an amount directly for associated costs related to this invoice. On the Customer Inquiry, the total associated costs can be displayed for the current and previous years. You can use this amount to arrive at a total gross margin amount for the customer (Gross Margin equals Sales minus Associated Costs).


4: Invoices

However, the system supplies an amount from the job’s costs if the invoice comes from a COINS cost basis billing. You can also enter an Associated Costs amount directly.

You are now ready to enter the amounts for this invoice.

Total Sales

Enter the total amount of the sale on this invoice.

Taxable Amount

Enter the taxable amount of the invoice. This may be the same or less than the Total Sales amount.

Sales Tax

The sales tax amount is automatically calculated by the system. It can be changed.

Retainage

The retainage amount is calculated by the system based on the retainage percentage for this job. You can change this amount, if necessary.

Invoice Amount

The system calculates and displays the amount of this invoice, i.e., the total sales amount plus any tax amount, less the retainage. This line cannot be changed.

Avail Discount

The system calculates the discount amount, if appropriate, using the discount percentage entered above.

The Invoice Amount displays after entering the Avail Discount. After confirming the data, a Sales Account area overlays the bottom right corner of the screen. This is where you disburse the Total Sales amount to one or more sales accounts.


4: Invoices

Field Definitions

CoDiv

The header company defaults into the Co field for the Sales account and cannot be changed.

If there is a job on the invoice, the Sales Division defaults from the job’s division as entered in the Job File. It may be updated.

If there is no job on the invoice, the Sales division defaults from the invoice header division. It may be updated.

Ctr

The center defaults form the job if a job is referenced on the invoice.

AccountSales Amount

You can distribute the amount to one or more sales accounts by overriding the sales account that defaults from A/R tailoring. The total amount of the distribution must equal the total sales amount.

Screen 4-41: Enter Invoices Screen 2

12/10/04 A/R - Enter Invoices d6-9.7 INTCO/DV Batch: KE Add 2.1.1 Customer Number* 00100 Century Hill Development Co. Invoice Number* 00001724 Type (I/A): I Apply to Invoice #: Job Number* ke-001 Sales Rep* WHITE Phase* Discount Percentage: 0.00 Contract Number: Discount Date: 12/01/04 Invoice Date: 12/01/04 Co*/Div* 1 99 Due Date: 12/01/04 A/R Account* 1400 Tax Juris* 01 Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 500.00 Taxable Amount: 500.00 Co Div* Ctr* Account* Sales Amount Sales Tax: 70.00 1 1 1 0 60510 500.00 Retainage: 50.00 2 1 1 0 0 0.00 Invoice Amount: 520.00 3 1 1 0 0 0.00 4 1 1 0 0 0.00 Avail Discount: 0.00 5 1 1 0 0 0.00


4: Invoices

If you need to distribute the amount to more than five sales accounts, press the [Enter] key. After confirming your data, a new screen with additional sales accounts lines appears so that you may continue adding data until the total sales amount is distributed. If the total distribution does not equal the sales amount, you receive a message to indicate this. If all data are correct, a new Add screen appears.

Payment Schedule - Equal Payments

If you want to create a payment schedule for a particular invoice, respond Y at the Payment Schedule prompt on the Enter Invoices Add screen.

Once the invoice is posted, you can see the payment schedule information in several places.

The Invoice Inquiry includes the payment schedule if you respond Y to Show Payment Schedule.

The shows payment amounts in the appropriate aging columns.

On the Aged Receivables Inquiry, invoices with payment schedules are flagged with an asterisk.

Enter the Taxable Amount and verify the Sales Tax.

Screen 4-42: Enter Invoices Add

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3 Customer Number* NYSDOT NYS DEP’T OF TRANSPORTATION Invoice Number* 00306 Type (I/A): I Apply to Invoice #: Job Number* 93—001 Sales Rep* HOUSE Phase* Discount Percentage: 1.00 Contract Number: Discount Date: 12/15/97 Invoice Date: 11/06/97 Co*/Div* 1 1 Due Date: 12/20/97 A/R Account* 1400 Tax Juris* EXEMPT Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): Y Assoc. Costs: 93.00 Total Sales: 107.50 Taxable Amount: 0.00 Sales Tax: 0.00 Retainage: 0.00 Invoice Amount: 107.50

Avail Discount: 1.08Change Pay Schedule? (Y/N): Y


4: Invoices

The Total Sales is supplied by the system later. It is equal to the sum of the interest and principal entered on subsequent screens. The retainage, invoice, and discount amounts are left blank.

Another screen appears, prompting for the type of distribution (Equal Payments or Manual Distribution). Follow the prompts according to the type of distribution you select.

If you select E for Equal Payments, COINS first prompts you for the Principal Amount.

Field Definitions

Principal Amount

This is the portion of the Total Sales Amount that is applied to the payment schedule. It defaults from the Taxable Amount entered on the first screen, but you can change it.

After you specify the principal amount, another screen appears. Use it to enter information necessary before the payment schedule can be created.

Screen 4-43: Payment Schedule Distribution

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: NYSDOT Invoice Number: 00306 ||Sales Tax: 0.00 Total Scheduled Payments: 0.00 ||Interest Amount: 0.00 Total Sales Amount: 107.50 ||Principal Amount: 0.00 Balance to distribute: 0.00 |+————————————————————————————————————————————————————————————————————————————+ +—————————————— Scheduled Payments ———————————————+ | Equal Payments or Manual Distribution (E/M): E | +—————————————————————————————————————————————————+

Screen 4-44: Equal Payments Screen 1

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: NYSDOT Invoice Number: 00306 ||Sales Tax: 0.00 Total Scheduled Payments: 0.00 ||Interest Amount: 0.00 Total Sales Amount: 107.50 ||Principal Amount: 107.50 Balance to distribute: 0.00 |+————————————————————————————————————————————————————————————————————————————+


4: Invoices

Field Definitions

Number of Equal Payments

Enter the number of payments to be distributed equally.

Distribute Sales Tax Evenly

Indicate if you want the system to distribute the sales tax evenly over all payments. If you do not want to do this, sales tax is assigned to the first payment only.

Period Type

This defines whether the First Payment Grace Period, Interval Between Payments, and Interest Grace Period fields (see below), when specified, equal a number of days or a number of months.

First Payment Grace Period

Enter the number of days or months allowed before the first payment is due.

Interval Between Payments

Enter the number of days or months allowed between payments.

Interest Percentage

If interest should be applied to the principal amount, enter the interest percentage applied to the principal amount over the course of the payment period and the duration of the pay period.


11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: NYSDOT Invoice Number: 00306 ||Sales Tax: 0.00 Total Scheduled Payments: 0.00 ||Interest Amount: 0.00 Total Sales Amount: 107.50 ||Principal Amount: 107.50 Balance to distribute: 107.50 |+————————————————————————————————————————————————————————————————————————————+ +———————————————————————————————————————————+ | Number of Equal Payments: 3 | | Distribute Sales Tax Evenly (Y/N): | | Period Type (D/M): M | | First Payment Grace Period: 0 | | Interval between Payments: 1 | | Interest Percentage: 12.0000 | | Interest Grace Period: 0 | | Interest Account* 91500 | | Payment Amount: 35.83 | +———————————————————————————————————————————+


4: Invoices

Interest Grace Period

If interest applies, enter the number of days or months before interest is added to the amount. This field is automatically skipped if Interest Percentage remains blank.

Interest Account

This is the G/L account where the interest income accrues. This account is listed with the Sales Account on the Sales Account distribution when the invoice is finished. This field is automatically skipped if Interest Percentage remains blank.

Payment Amount

The correct amount defaults into this field after all other fields are entered on this screen.

Another screen appears, detailing for each payment the due date, and the principal, interest, sales tax, and amount due.

Field Definitions

Payment #

The system assigns a sequential number to each payment.


11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: NYSDOT Invoice Number: 00306 ||Sales Tax: 0.00 Total Scheduled Payments: 107.50 ||Interest Amount: 25.80 Total Sales Amount: 133.30 ||Principal Amount: 107.50 Balance to distribute: 0.00 |+————————————————————————————————————————————————————————————————————————————+ +——————————————————————————————————————————————————————————————————————————+ |Payment # Due Date Amount Interest Sales Tax Amount Due | |————————— ———————— ————————————— —————————— —————————— ————————————— | | 1 11/06/97 35.83 12.90 0.00 48.73 | | 2 12/06/97 35.83 8.60 0.00 44.43 | | 3 01/06/98 35.84 4.30 0.00 40.14 | | | | | | | | | | | | | +——————————————————————————————————————————————————————————————————————————+

Finished... Press space bar to continue.


4: Invoices

Due DateAmountInterestSales TaxAmount Due

These fields break down the invoice information into significant data.

The following fields appear at the bottom of the screen. They are automatically calculated by the system and cannot be changed.

Press the space bar upon completing this screen and the system returns you to the main invoice entry screen. The system recalculates and displays the Total Sales amount, Retainage, and Invoice Amount. If needed, you can enter an available discount amount.

After you accept this information, the sales account distribution appears. Treat the interest as a separate sales amount applied to the G/L account specified on the Payment Schedule screen.

NoteYou cannot leave the screen until the sales and interest amounts are completelydistributed to G/L accounts.

Screen 4-47: Payment Schedule - Distribute Interest Payments

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change Customer Number* NYSDOT NYS DEP’T OF TRANSPORTATION Invoice Number* 00306 Type (I/A): I Apply to Invoice #: Job Number* 93—001 Sales Rep* HOUSE Phase* Discount Percentage: 1.00 Contract Number: Discount Date: 12/15/97 Invoice Date: 11/06/97 Co*/Div* 1 1 Due Date: 12/20/97 A/R Account* 1400 Tax Juris* EXEMPT Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): Y Assoc. Costs: 93.00 Total Sales: 133.30 Taxable Amount: 0.00 Co Div* Ctr* Account* Sales Amount Sales Tax: 0.00 1 1 1 40 60519 107.50 Retainage: 0.00 2 1 1 0 91500 25.80 Invoice Amount: 133.30 3 1 1 0 0 0.00 4 1 1 0 0 0.00 Avail Discount: 1.08 5 1 1 0 0 0.00


4: Invoices

Payment Schedule - Manual Distribution

At the screen where you select the type of distribution, select M for Manual Distribution instead of E for Equal Payments.

Once the invoice is posted, you can see the payment schedule information in several places.


The shows payment amounts in the appropriate aging columns.

On the Aged Receivables Inquiry, invoices with payment schedules are flagged with an asterisk.

Principal Amount

This is the portion of the Total Sales Amount that is applied to the payment schedule. It defaults from the Taxable Amount entered on the first screen, but you can change it.

After you specify the principal amount, another screen appears.

Screen 4-48: Manual Distribution Screen 1

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: ABC Invoice Number: 00308 ||Sales Tax: 176.42 Total Scheduled Payments: ||Interest Amount: Total Sales Amount: ||Principal Amount: Balance to distribute: |+————————————————————————————————————————————————————————————————————————————+ +—————————————— Scheduled Payments ———————————————+ | Equal Payments or Manual Distribution (E/M): m | +—————————————————————————————————————————————————+


4: Invoices

Field Definitions

Distribute Sales Tax Evenly

Indicate whether or not to evenly distribute sales tax from the first screen.

Interest Percentage

Enter the interest percentage applied to the principal amount over the course of the payment period, and the duration of the pay period.

Payment # for 1st Interest Charge

Identify the first payment interest should be posted to, helpful if a certain period of time is interest-free.

Interest Account

Enter the natural G/L account where the interest income accrues. This account is listed with the Sales Account on the Sales Account distribution when the invoice is finished.

After this screen is verified, the payment distribution screen appears. Select Add to enter payments manually on the schedule. The system prompts you for individual payment dates and principal amounts.

After you have entered all information, the screen looks like this:


11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: ABC Invoice Number: 00308 ||Sales Tax: 176.42 Total Scheduled Payments: 0.00 ||Interest Amount: 0.00 Total Sales Amount: 700.00 ||Principal Amount: 600.00 Balance to distribute: 600.00 |+————————————————————————————————————————————————————————————————————————————+ +———————————————————————————————————————————————+ | Distribute Sales Tax Evenly (Y/N): Y | | Interest Percentage: 12.0000 | | Payment # for 1st Interest Charge: 2 | | Interest Account* 1413 | +———————————————————————————————————————————————+


4: Invoices

Field Definitions

Payment #

The system assigns a sequential number to each payment.

Due Date

Specify the due date for each payment. Use the F5 to select dates from an on-screen calendar.

Amount

Enter the principal amount due for each payment.

Interest

If interest is used, the system calculates the interest amount for each line.

Sales Tax

The system distributes the sales tax according to your selection on the previous screen.

• If distributed evenly, the sales tax amount is proportional to the principal amount included in each payment.

• If not distributed evenly, the sales tax is applied to the first payment.


11/06/97 A/R — Enter Invoices SCI V7.7 Batch: 110697 Change 2.1.3+————————————————————————————————————————————————————————————————————————————+|Customer Number: ABC Invoice Number: 00308 ||Sales Tax: 176.42 Total Scheduled Payments: 600.00 ||Interest Amount: 90.00 Total Sales Amount: 690.00 ||Principal Amount: 600.00 Balance to distribute: 0.00 |+————————————————————————————————————————————————————————————————————————————+ +——————————————————————————————————————————————————————————————————————————+ |Payment # Due Date Amount Interest Sales Tax Amount Due | |————————— ———————— ————————————— —————————— —————————— ————————————— | | 1 12/29/97 150.00 0.00 44.11 194.11 | | 2 01/29/98 150.00 54.00 44.11 248.11 | | 3 02/28/98 300.00 36.00 88.20 424.20 | | | | | | | | | | | | | +————————————————————— Add Change Delete Exit —————————————————————+


4: Invoices

Amount Due

The system calculates and displays the total amount for each payment upon completion of the screen. You cannot manually change this field.

The following fields appear at the bottom of the screen. They are automatically calculated by the system and cannot be changed.

Press the space bar upon completing this screen and the system returns you to the main invoice entry screen. The system recalculates and displays the Total Sales amount, Retainage, and Invoice Amount. If needed, you can enter an available discount amount.

After you accept this information, the sales account distribution appears. Treat the interest as a separate sales amount, applied to the G/L account specified on the Payment Schedule screen. You cannot leave the screen until the sales and interest amounts are completely distributed to G/L accounts.

Enter Invoices: Add Recurring Invoices

Select the Add Recurring option on the Enter Invoices Menu to add invoices that occur on a regular basis. You only need to set up this information once for each invoice in Recurring Invoices File Maintenance.

COINS Navigation



3. Select Add Recurring from the Enter Invoices Menu.NoteWhen you use the Add Recurring option, the system prompts you for thebatch number (if using batches) and Receivables fiscal date.


4: Invoices

Field Definitions

Invoice Date

This date is important for invoice aging. Today’s date defaults, but you can change it if necessary.

Starting/Ending Recurring Invoice NumberStarting/Ending Cycle

Select the recurring invoices to be included by a range of invoices or cycles, or a combination of invoices and cycles.

After adding invoices to the unposted invoice file, you can use the Change, Delete, etc., commands from the Enter Invoice Menu.

Trouble Shooting

Various situations in COINS can result in records being skipped while adding recurring invoices.

The first condition is insufficient access to the company or division on a recurring invoice. In this situation, no error message is generated.

The other conditions listed here result in error messages, alerting you to the problem:

Customer not on file.

Receivables fiscal date invalid for the company on the invoice (a two year span is allowed).

The job is not on file.

Insufficient access to a job.

Screen 4-51: Add Recurring

04/14/97 A/R — Enter Invoices SCI v77 Add Recurring 2.1.2

+———————————————————————————————————————————————+ | Invoice Date: 04/14/97 | | Starting Recurring Invoice Number: | | Ending Recurring Invoice Number: | | Starting Cycle: | | Ending Cycle: | +———————————————————————————————————————————————+


4: Invoices

The phase is not on file.

The tax jurisdiction is not on file.

The company is not on file.

The division is not on file.

Review Invoices

Check the unposted list of invoices for accuracy after entering both regular and adjusted invoices. A sample page of this report appears in Appendix C, Unposted Invoice List, on page 264.

Once you have checked the invoice listing, you can make any necessary changes through the Change selection on the Enter Invoices Menu.

COINS Navigation



3. Select Print from the Enter Invoices Menu.

The Print option allows you to print an invoice listing by invoice or customer number, for all unposted invoices or a range of unposted invoices. Included with this listing are system-generated invoices originating in the Billing module.


4: Invoices

Adjusting Invoices

You can use an Adjusting Invoice (Invoice Type A) to change amounts on a posted invoice or to process a credit memo. (The Change Posted Invoices option only allows you to change items, such as invoice date or due date, not amounts.)

Using an adjusting invoice has several advantages over voiding the original invoice and entering a new one when the original invoice has already been sent to the customer:

It is easier to associate the customer’s check with the proper invoice.

It avoids the aging problem that would occur with a new invoice. The invoice, due, and discount dates entered for an adjusting invoice are not used for invoice aging purposes. The system uses the dates for the original invoice instead.

When you post the adjusting invoice, the customer’s account and relevant A/R reports reflect the change. For example, the adjusting invoice appears on the detailed Customer History Report. The Aged Receivables Report does not list the adjusting invoice, but it does show the corrected amount of the invoice to which it was applied.

COINS Navigation


Screen 4-52: Selection Screen

07/23/02 A/R - Enter Invoices 9.7 INTCO/DIV Print 2.1.5

+------------------------------------------------+ ¦ Starting Batch: KE ¦ ¦ Ending Batch: KE ¦ ¦ Starting User ID: ¦ ¦ Ending User ID: ¦ ¦ By Customer or Invoice Number (C/I): C ¦ ¦ Starting Customer/Invoice Number: ¦ ¦ Ending Customer/Invoice Number: ¦ ¦ Include Payment Schedule (Y/N): N ¦ +------------------------------------------------+

+----------------------------------+ ¦ Printer* lj2 ¦ ¦ Style* lc ¦ ¦ Number of Copies: 1 ¦ +----------------------------------+


4: Invoices


3. Select Add from the Enter Invoices Menu. The system prompts you for the fiscal period and, if batches are in use, the appropriate batch number.

Field Descriptions (Selected Fields)


Enter the Customer Number and Invoice Number. If you press the [Enter] key at the Invoice Number field, the system supplies the number for you.

Type

For the invoice type, enter A.

Apply to Invoice #

The system prompts you for the Apply to Invoice. This is the posted invoice to be adjusted.

Description

Enter a brief description as backup for the adjustment.

Screen 4-53: Adjusting Invoice

11/06/97 A/R — Enter Invoices SCI V7.7 Batch: ad3 Add 2.1.1 Customer Number* ABC ABC BOTTLE AND PACKAGING CO. Invoice Number* 00312 Type (I/A): A Apply to Invoice #: 00308 Job Number* Sales Rep* WHITE Phase* Discount Percentage: 0.00 Contract Number: Discount Date: 11/06/97 Invoice Date: 11/06/97 Co*/Div* 1 40 Due Date: 11/21/97 A/R Account* 1400 Tax Juris* NYS—ALB Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: ADJUSTMENT TO SALES TAX Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 0.00 Taxable Amount: 0.00 Sales Tax: —120.42 Retainage: 0.00 Invoice Amount: —120.42

Avail Discount: 0.00


4: Invoices

Total SalesTaxable AmountSales TaxRetainage

Enter the adjusting amounts (e.g., Total Sales, Taxable Amount). A positive amount increases the balance of the Apply to Invoice, while a negative amount reduces it.

Retainage Invoices

To prepare an invoice for retainage, you must enter an invoice with the Total Sales amount of $0.00 and Retainage as a negative amount. This credits the retainage account and debits the A/R account. It does not increase sales, because it merely removes the dollars from retainage and places the dollars into receivables.

COINS Navigation



3. Select Add from the Enter Invoices Menu. The system prompts you for the fiscal period and, if batches are in use, the appropriate batch number.

Screen 4-54: Enter Invoices Add (Retainage)

04/23/97 A/R — Enter Invoices SCI—B v7.7 Batch: test Add 2.1.1 Customer Number* ABC ABC BOTTLE AND PACKAGING CO. Invoice Number* 00145 Type (I/A): a Apply to Invoice #: 94—002 Job Number* 94—002 Sales Rep* WHITE Phase* Discount Percentage: 0.00 Contract Number: Discount Date: 01/31/97 Invoice Date: 01/31/97 Co*/Div* 1 10 Due Date: 02/15/97 A/R Account* 1400 Tax Juris* NYS—ALB Retainage Account* 1402 P.O. Number: Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 0.00 Taxable Amount: 0.00 Sales Tax: 0.00 Retainage: —50.00 Invoice Amount:



4: Invoices

The Total Sales amount and Taxable Amount are both $0.00.

Enter the retainage to be paid as a negative amount in the Retainage field.

The system displays the invoice amount, which should be the amount of retainage to be paid.

The amount distributed to the Sales Account is zero.

When a retainage invoice is posted, it updates the retainage information for the job and customer, as shown on this sample page of the Retainage Report. Also included on this report is the company and division for each job and customer.


4: Invoices

Post InvoicesYou can post invoices once they have been entered and reviewed. The posting process updates the permanent information in the Accounts Receivable files.

If you set A/R tailoring to Place Customers on Credit Hold automatically, all A/R invoice posting functions examine the customer's credit limits after each invoice is posted and determine if the customer should be placed on credit hold. The system checks the credit limit and credit rating in the A/R Customer File and places the customer on credit hold if:

The customer's balance exceeds the credit limit.

Any of the customer's invoice aging exceeds the credit rating file's percentages.

This function also posts A/R invoice information to the General Ledger and Job Status modules, if A/R tailoring is set to post to those modules. If you see either of these messages:

WARNING: Not Posting to General Ledger

or

WARNING: Not Posting to Job Status,

the invoices are not being posted to the General Ledger or to the Job Status File, because A/R tailoring for Post Transactions to G/L and/or Post Transactions to J/S are set to N. You can press [F4] to abort the post process and change tailoring before proceeding.

The discussion of the Post Invoices function is broken down into the following topics:

Invoice Posting Report on page 129

Effects of Posting Invoices on page 130

COINS Navigation


2. Select Post Invoices from the A/R main menu.


4: Invoices

Field Definitions

Post Invoices

Indicate whether you wish to post invoices. If you choose not to post, you are returned to the A/R main menu.

Batch Number

If batches are in use, a batch number prompt appears for you to enter the number for the batch you want to post.

Posting Date

This automatically fills in with the current date, but it can be changed.

PrinterStyleNumber of Copies

The information you enter here determines the printer, appearance, and number of copies for the posting report that the system automatically produces.

Invoice Posting Report

The system automatically produces an Invoice Posting Report detailing the posted information and the affected accounts. This report:

Screen 4-55: Post Invoices Screen 1

07/23/02 A/R - Post Invoices 9.7 INTCO/DIV 2.2

+-------------------------------+ ¦ Post Invoices (Y/N): Y ¦ ¦ Posting Date: 07/23/02 ¦ +-------------------------------+



4: Invoices

Shows the detail of all invoice information previously entered.

Shows, in journal entry form, the General Ledger accounts and the amounts being debited or credited to each account.

May be reprinted through the Reprint Posting/Purge Reports Menu selection of the Module Utilities Menu. See Chapter 7, Module Utilities for details.

A sample Invoice Posting Report appears in Appendix C, Invoice Posting Report, on page 265.

Effects of Posting Invoices

When you post A/R invoices, the following reports and inquiries are affected.

A/R Reports


Updates total invoice balance and retainage, and updates the amount under the appropriate aging column.

Customer History

Updates the invoice amount and the retainage amount.

Receivable List

Updates the original invoice amount, retention, and invoice balance.

Retainage Report

If there was retainage, the system updates the sales amount, retainage amount, percentages, and totals.

Sales Journal

Updates the invoice and related information. Also updates the total sales amount.

A/R Inquiries

Aged Receivables Inquiry

Updates the invoice number and the proper aging column. Also updates outstanding retainage.


4: Invoices

Customer History Inquiry

Updates the retainage, invoice amount, and current receivable.

Customer Inquiry

Updates the current balance.

Invoice Inquiry

The invoice is available for display.

Job Status Reports

J/S Accounts Receivable Ledger

Updates the invoice amount, balance, and retainage receivable.

Job Cost/Margin Report

Updates the amount billed. If you are using the Billing module to retrieve job costs, this function also updates cost categories and total costs.

Job Status and Variance Report

Updates the billing this year and to date, the sales tax billed, and the Accounts Receivable balance. Also updates the last A/R posting and retainage receivable.

Percent of Completion and Variance

Updates billings and the underbilled or overbilled column.

Revenue Detail History

Updates the invoice amount and invoice number.

Summary Revenue Ledger

Updates, by G/L account, the period to date, year to date, and job to date amounts.

Job Status Inquiries

Job Status Inquiry

Updates billing to date, overbilled, underbilled, and margin to date. Also updates the last A/R posting date.

General Ledger

Journal Entries

Creates unposted journal entries.


4: Invoices

Change Posted InvoicesIf you need to change information on invoices after they have been posted, you may do so through the Change Posted Invoices option.

Enter an adjusting invoice to make an adjustment to the amount on an invoice that has already been posted and sent to the customer.

If the erroneous invoice has not yet been sent to the customer, you can use the Void Posted Invoices option to void it, and then generate a new invoice.

NoteYou cannot change the amount of a posted invoice, only information such as the invoice,due and discount dates, description, and sales rep.

COINS Navigation


2. Select Change Posted Invoices from the A/R main menu.

Once you have entered the customer, invoice number, and invoice type for the invoice you wish to change, the information for that particular invoice displays.

Screen 4-56: Change Posted Invoices

11/06/97 A/R — Change Posted Invoices SCI V7.7 2.9 Customer Number* ABC ABC BOTTLE AND PACKAGING CO. Invoice Number* 00308 Type (I/A): I Apply to Invoice #: Job Number: Sales Rep* HOUSE Phase: Discount Percentage: 0.00 Contract Number: Discount Date: 11/06/97 Invoice Date: 11/06/97 Co/Div: 1 40 Due Date: 11/21/97 A/R Account: 1400 Tax Juris: NYS—ALB Retainage Account: 1402 P.O. Number: Final Invoice (Y/N): N Desc: SEE ADJUSTING INVOICE 00312 Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 700.00 Taxable Amount: 700.00 Co Div Ctr Account Sales Amount Sales Tax: 176.42 1 40 0 37110 700.00 Retainage: 0.00 Invoice Amount: 876.42



4: Invoices

Field Definitions (selected fields)

Only fields that may be accessed or updated by the user are discussed here.


Identify the posted invoice to be changed by entering its customer number and invoice number.

In the case of adjusting invoices, you also need to enter the Invoice to apply to number.

Invoice DateDue Date

You may change the date of this invoice, as well as its due date.

P.O. Number

You may change the customer’s P/O (Purchase Order) number for this invoice.

Desc.

You may update the invoice description.

Sales Rep Discount Date

The sales rep and discount date may be updated, but the discount percent cannot be changed from that entered on the original invoice.

Pymt Schedule

Indicate if you want to set up a payment schedule for this invoice.

Assoc. Costs

You can change the associated costs related to this invoice. If the invoice comes from a COINS cost basis billing, the system supplies an amount from the job’s costs. You can also enter an associated costs amount directly. On the Customer Inquiry, the total associated costs can be displayed for the current and previous year. You can use this amount to arrive at a total gross margin amount for the customer (Gross Margin = Sales – Associated Costs).

The system displays the original information for this invoice, and you can change selected fields. Changes to posted invoices take effect immediately.



4: Invoices

Void Posted InvoicesIf you need to change an amount on a previously posted invoice, and that invoice has not yet been sent to the customer, you should void the original invoice and enter a new one with a new invoice number. This function also allows a posted finance charge to be voided.

When Can’t You Void an Invoice?

1. You cannot void an invoice for which you have received payments or against which you have made adjustments.

2. You must have security to the invoice header company and division in order to void the invoice.

3. You must have security access to the job reference by the invoice.

COINS Navigation


2. Select Void Posted Invoices from the A/R main menu.

Screen 4-57: Void Posted Invoices

08/13/07 A/R - Void Invoices QA M1 v97c2-Stg 2.10 Customer Number* 0464 GILBANE BUILDING CO. Invoice Number* 0000007449 Type(I/A/F): I Apply to Invoice #: Void Fiscal Date: 08/31/07 Orig Fiscal Date: 09/30/00 Void Invoice Date: 08/13/07 Sales Rep: CL Job Number: 0463 Discount Percentage: .00 Phase: Discount Date: Contract Number: Co/Div: 22 15 Invoice Date: 09/04/00 A/R Account: 1112 Due Date: 10/10/00 Retainage Account: 1113 Tax Juris: 01 Final Invoice (Y/N): N Desc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00 Total Sales: 500.00 Co Div Ctr Account Sales Amount Taxable Amount: 0.00 Sales Tax: 0.00 22 15 0 1401 500.00 Retainage: 0.00 Invoice Amount: 500.00 Avail Discount: 0.00Void This Invoice (Y/N): N


4: Invoices

Field Definitions (selected fields)


Select the invoice to void by entering its customer number and invoice number.

Type

The invoice type represents the type of invoice.

After these first three fields are filled, COINS displays the information on file for that invoice, including the Invoice to Apply to if the invoice being voided is an adjusting invoice. Only fields to which the user has access during the Void process are described.

Void Fiscal Date

Enter the fiscal date of the invoice you are voiding. This cannot be earlier than the invoice fiscal date.

Void Invoice Date

Enter the date to be used as the invoice date for the voided invoice. This defaults to today’s date, but you can change it to a date that is equal to or later than the original invoice date.

Void Fiscal Date

Enter the fiscal date of the invoice you are voiding. This cannot be earlier than the invoice fiscal date.

Orig Fiscal Date

This is the fiscal date used when you first entered the invoice.

After filling in this information, COINS prompts for the printer, style, and number of copies for the report that is automatically produced when you void an invoice. A copy of the Void Invoice Report appears in Figure C-15, Void Invoices Report, on page 274.

I Use this type for regular and retainage invoices.

A Use this type to make an adjustment to an existing invoice, or to issue a credit memo. If you enter an adjusting invoice, you must apply it to a posted invoice.

F Use this type to void a posted finance charge.


4: Invoices


Select the output printer and style (landscape, normal, condensed, etc.) to determine the printer to be used for the void report and the format of the report.


Chapter 5: Cash Receipts

The Accounts Receivable module includes options for handling two types of cash receipts:

1. Cash receipts, which reference specific invoice numbers, and

2. Unapplied cash receipts, which are payments received from a customer when no invoice number is available or the invoice has not yet been posted.

NoteIf you are using the Sales Order Processing module, cash receipts from S/O/P arereflected in A/R as either posted cash receipts or unapplied credits. If the correspondinginvoice has completed processing, they are posted cash receipts. They appear asunapplied cash receipts when the order has not yet been shipped and is therefore notready for invoicing.

Menu Options

Enter Cash Receipts

For entering any payments or other money received from a customer, whether or not as the result of a statement.

Screen 5-58: Accounts Receivable Main Menu



5: Cash Receipts

Post Cash Receipts

Makes the information entered through Enter Cash Receipts part of the permanent A/R information.

Enter Reapplied Cash Receipts

Applies payments received from a customer to an invoice if the payment was originally entered as unapplied.

Post Reapplied Cash Receipts

Makes reapplied cash receipts entered through the Enter Reapplied Cash Receipts menu selection part of the permanent A/R information.

Void Posted Cash Receipts

Voids previously posted cash receipts.


5: Cash Receipts

Enter Cash ReceiptsThis option allows you to add, change, delete, show, or print cash receipts. The Enter Cash Receipts option can also be used to process bad debts.

A cash receipt is normally distributed to a specific invoice (or invoices). If you do not know the invoice to which a receipt or part of a receipt applies, the system allows you to omit distributing the cash receipt or to distribute only a portion of the check amount. The system records the balance as an unapplied cash receipt.

At a later date, after the receipt is posted, you can apply the unapplied amount to an invoice through the Enter Reapplied Cash Receipts menu selection (see Enter Reapplied Cash Receipts on page 157).

The discussion of entering cash receipts is broken down into the following topics:

Add Cash Receipts on page 140

Add Cash Receipts by Invoice Number on page 143

Automatic Distribution on page 146

Normal Distribution on page 148

Quick Distribution on page 149

Miscellaneous Cash Receipts on page 151

COINS Navigation


2. Select Enter Cash Receipts from the A/R main menu. The Enter Cash Receipts Menu appears, as shown in Screen 5-59, Enter Cash Receipts Menu.


5: Cash Receipts

Add Cash Receipts

Select the Add option to enter a new receipt.

COINS Navigation


2. Select Enter Cash Receipts from the A/R main menu.

3. Select Add from the Enter Cash Receipts menu.

4. If using batches, enter the number of an open Cash Receipts batch in order to add A/R receipts. You must also enter the cash receipts fiscal date.

The system then prompts for the cash receipt and distribution information. Enter the cash receipt information as shown in Screen 5-60, Add Cash Receipts.

Screen 5-59: Enter Cash Receipts Menu


+--------- Enter Cash Receipts Menu ---------+ ¦ ¦ ¦ 1. Add ¦ ¦ 2. Add by Invoice Number ¦ ¦ 3. Change ¦ ¦ 4. Delete ¦ ¦ 5. Print ¦ ¦ 6. Show ¦ ¦ X. Exit ¦ +--------------------------------------------+


5: Cash Receipts

Field Definitions

Fiscal Date

The system prompts for the cash receipt fiscal date before it knows which company should receive this check. COINS initially checks the receipt against the four years specified in G/L tailoring. Once the company on the cash receipt is known and the invoice number is referenced, COINS validates the fiscal date against the company’s two years.

Customer #Name

Specify the number of the customer from whom the cash was received, using a valid code from the Customer File. The customer name displays unless the customer is a miscellaneous customer.

If you use a customer code set up as a “Misc customer,” enter the customer’s name or other identifying information in this field.

Check #Check DateCheck Amount

Specify the number of the check received, the date of the check, and the total amount of the check.

Bank Code

Indicate the bank where this check should be deposited. The bank defaults from either the Division File (if divisions are used in this database) or the Company File.

Screen 5-60: Add Cash Receipts

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: ke Add 2.3.1 Customer #* NYSDOT Name: NYS DEP'T OF TRANSPORTATION

Check #: 19004 Deposit Date: 07/23/02 Check Date: 07/12/02 Deposit #: Check Amount: 6,000.00 Misc Receipt(Y/N): N Bank Code* FN Co/Div: 1 1 Income or Cost(I/C):

Automatic, Normal, or Quick Distribution? (A/N/Q): N


5: Cash Receipts

Co/Div

The company and division are associated with the bank account into which the check is being deposited. Co is the company that is receiving the check or payment. Div is the division within that company that is receiving the receipt.

If your User ID doesn’t have access to the bank’s division, you may be unable to enter a cash receipt for this bank. An A/R tailoring prompt controls the level of security. See Use Bank Division Security in Cash Receipts in Chapter 1 on page 31 for more information.

Deposit Date

Enter the date this check was or will be deposited. If left blank, COINS supplies today’s date.

Deposit Number

Enter a number to group this check with others for a deposit. For example, you could enter 1, 2, or 3 to indicate that this deposit is the first, second, or third of the day.

Misc ReceiptIncome or Cost

Indicate if this is a miscellaneous receipt, i.e., one that does not relate to a specific invoice. If the receipt is miscellaneous, you must establish whether or not it applies to a cost or if it is considered income. Additional lines appear on your screen, as discussed later in this chapter.

The next step is to apply the receipt to one or more invoices. If the cash receipt is not miscellaneous, you must distribute the receipt to the proper invoice(s). The Enter Cash Receipts function allows or prevents you from entering overpayments (i.e., payments in excess of the invoice amount) based on A/R tailoring. See Allow Cash Receipts Overpayments on page 32.

Three distribution methods are available:

A Automatic - automatically distributes the receipt to the oldest invoice first. The system applies any excess amount to the next oldest invoice, by invoice date. See Automatic Distribution on page 146.

N Normal - applies the receipt to a specific invoice, but not necessarily to the oldest one. You can distribute to a number of invoices by responding Y to the More Distribution Lines prompt. See Normal Distribution on page 148.


5: Cash Receipts

Add Cash Receipts by Invoice Number

The Add Cash Receipts by Invoice Number option is useful when it is not possible to identify the customer number associated with a given check.

COINS Navigation



3. Select Add by Invoice Number from the Enter Cash Receipts menu.

4. If using batches, enter the number of an open Cash Receipts batch in order to add A/R receipts. You must also enter the cash receipts fiscal date.

5. The system bypasses the Customer # prompt and goes directly to the Check # field.

Q Quick - distributes the receipt to several invoices on one screen, rather than using a separate screen for each distribution. See Quick Distribution on page 149.

Screen 5-61: Add by Invoice Number - Check information

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: ke Add by Invoice Number 2.3.2 Customer #* Name:

Check #: 19002 Deposit Date: 07/23/02 Check Date: 07/17/02 Deposit #: 0723-1 Check Amount: 430.00 Bank Code* FN Co/Div: 1 1

Data Correct (Y/N): Y


5: Cash Receipts

Field Definitions

Check #Check DateCheck Amount

Specify the number of the check received, the date of the check, and the total amount of the check.

Bank Code

Indicate the bank where this check should be deposited.

Co/Div

The company and division are associated with the bank account into which the check is being deposited. Co is the company that is receiving the check or payment. Div is the division within that company that is receiving the receipt.

If your User ID doesn’t have access to the bank’s division, you may be unable to enter a cash receipt for this bank. An A/R tailoring prompt controls the level of security. See Use Bank Division Security in Cash Receipts in Chapter 1 on page 31 for more information.

Deposit Date

Enter the date this check was or will be deposited. If left blank, COINS supplies today’s date.

Deposit Number

Enter a number to group this check with others for a deposit. For example, you could enter 1, 2, or 3 to indicate that this deposit is the first, second, or third of the day.

Once the check information has been entered, the system prompts for the invoice distribution information. The screen layout is similar to the Normal Distribution screen.


5: Cash Receipts

Field Definitions

Amount remaining to distribute

The system displays the amount remaining to distribute. If you have already applied a portion of it to another invoice, then the remaining amount appears.

Line #

The system automatically supplies a line number, used to reference this distribution line for this receipt.

Invoice #

Enter the number of the invoice to which you wish to apply all or part of this cash receipt. Use the Lookup Key (usually [F5]) to scroll through all posted invoices by invoice number and select the invoice you want to reference.

NoteYou cannot add the same invoice twice on the same cash receipt.

The system displays the following information about the invoice so that you can be sure you have selected the correct invoice.

• Fiscal Date

• Co/Div

• Invoice amount

• Invoice Balance

Screen 5-62: Add by Invoice Number - Distribution information

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: ke Add by Invoice Number 2.3.2 Customer #* 48346 Name: R GREGG KAUFFMAN

Check #: 19002 Deposit Date: 07/23/02 Check Date: 07/17/02 Deposit #: 0723-1 Check Amount: 856.00 Bank Code* FN Co/Div: 1 1

Amount remaining to distribute: 856.00

Line #: 1 Co/Div: 1 2 Invoice #* 0000005100 Invoice amount: 856.00 Fiscal Date: 11/30/01 Invoice Balance: 856.00 Amount To Apply: 856.00 Available Discount: 0.00 Discount Taken: 0.00 Discount Date: 12/31/01 Disc Div/Ctr/Acct* 2 0 0 Job: 5-001 Allowances: 0.00 Phase: Allow Div/Ctr/Acct* 2 0 0 New Invoice Balance: 0.00



5: Cash Receipts

• Available Discount

• Discount Date

• Job

• Phase

Amount To Apply

Specify the portion of the receipt that you want to apply to the selected invoice. The amount may be for the entire cash receipt or part of it.

Discount TakenDisc Div/Ctr/Acct

If the customer took a discount when submitting this payment, indicate the Discount Taken amount.

The discount account defaults from Division F/M if divisions are used; otherwise, it comes from Company F/M.

AllowancesAllow Div/Ctr/Acct

Enter any allowances pertaining to this customer’s invoice.

The allowance account defaults from Division F/M if divisions are used; otherwise, it comes from Company F/M.

New Invoice Balance

This invoice balance is updated when you complete this screen.

As long as part of the cash receipt remains unapplied, the system asks if you wish to add more invoices and more distribution lines. You can continue adding invoices until there is nothing left to distribute, or leave the remaining amount as Unapplied. That portion of the payment is applied to an invoice later, through Enter Reapplied Cash Receipts.

Automatic Distribution

If you select Automatic Distribution as the option for distributing cash receipts, the system proceeds without any further intervention from you, the user. It applies the receipt amount toward this customer’s oldest invoice.

If anything is left over, COINS continues to the next oldest invoice until the cash receipt has been completely distributed.


5: Cash Receipts

If the system is unable to apply the cash receipt (or any part of it) to an invoice, it distributes the amount to an Unapplied Cash Receipt Account for this customer. This is used toward future invoices.

There are several reasons why an invoice may not be selected:

The Bank company does not match the invoice company if the A/R tailoring field Allow Intercompany Cash Receipts is N.

The Bank division does not match the invoice division if the A/R tailoring field Allow Intercompany Cash Receipts is N.

The user has insufficient access to the company or division for the invoice.

The cash receipt fiscal date is invalid for the company from the invoice.

The invoice fiscal date is greater than the cash receipts fiscal date.

Screen 5-63: Automatic Distribution Screen

Automatic, Normal, or Quick Distribution? (A/N/Q): A

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: 110797 Add 2.3.1 Customer #* UPSTATE Name: UPSTATE INSURANCE

Check #: 25142 Deposit Date: 11/07/97 Check Date: 11/01/97 Deposit #: Check Amount: 750.00 Misc Receipt(Y/N): N Bank Code* FN Co/Div: 1 10 Income or Cost(I/C):

LINE # INVOICE # CO DIV AMOUNT APPLIED DISCOUNT TAKEN NEW INV BAL —————— —————————— ——— ——— ——————————————— ——————————————— ————————————— 1 000071 1 10 400.00 0.00 0.00 2 000072 1 10 350.00 0.00 50.00

Press space bar to continue.


5: Cash Receipts

Normal Distribution

The normal method of distributing a cash receipt applies the receipt to a specific invoice. This allows you to manually distribute the cash receipt to an invoice of your choosing. You can also distribute to other invoices by responding Y to the question More distribution lines? You may distribute the cash receipt to as many as 99 separate invoices.

Field Definitions



If this is the first distribution of this cash receipt, the total amount of the receipt appears.

Line #Invoice #


Screen 5-64: Normal Distribution Screen

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: 110797 Add 2.3.1 Customer #* ABC Name: ABC BOTTLE AND PACKAGING CO.



Line #: 1 Co/Div: 1 10 Invoice #* 94—002 Invoice amount: 980.70 Fiscal Date: 01/31/97 Invoice Balance: 45.16 Amount To Apply: 45.16 Available Discount: 0.00 Discount Taken: 0.00 Discount Date: 01/12/97 Discount Acct* 37140 Job: 94—002 Allowances: 0.00 Phase: Allow Acct* 37120 New Invoice Balance: 0.00

More distribution lines? (Y/N): N

More invoices? (Y/N): N

The entire check amount has not been distributed.Do you want this to be unapplied? (Y/N): Y


5: Cash Receipts

Enter the number of the invoice to which you wish to apply this cash receipt. You may apply all or part of the receipt to this invoice.

Leave this blank if you do not have an invoice to apply for this receipt. The system records it as an unapplied amount if you answer Y to Do you want this amount to be unapplied?

At a later date, you can apply the unapplied amount to an invoice through the use of the Enter Reapplied Cash Receipts screen.

The invoice information displays, so that you can be sure that the correct invoice was selected:

• Fiscal Date

• Co/Div

• Invoice amount

• Invoice Balance


• Discount Date

• Job

• Phase

As long as part of the cash receipt remains unapplied, the system asks if you wish to add more invoices and more distribution lines. You can continue adding invoices until there is nothing left to distribute, or leave the remaining amount as Unapplied. That portion of the payment is applied to an invoice later, through Enter Reapplied Cash Receipts.

Quick Distribution

Select the Quick Distribution cash receipt distribution option if you want to apply the cash receipt to several invoices at once. You are presented with a screen that indicates the amount remaining to distribute and a list of invoices. The only field you can update is the New Invoice Balance field. COINS then updates the balances.


5: Cash Receipts

There are several reasons why an invoice for the specified customer may not appear on this screen:






Screen 5-65: Quick Distribution Screens



Automatic, Normal, or Quick Distribution? (A/N/Q): Q




INVOICE INV INVOICE INVOICE AMOUNT NEW INVOICE NUMBER TYP CO DIV AMOUNT BALANCE TO APPLY BALANCE

000071 I 1 10 400.00 400.00 400.00 0.00 000072 I 1 10 400.00 400.00 350.00 50.00 000073 I 1 10 400.00 400.00 0.00 400.00 000074 I 1 10 400.00 400.00 0.00 400.00 000075 I 1 10 1250.00 1250.00 0.00 1250.00



5: Cash Receipts

Miscellaneous Cash Receipts

The Misc Receipt Info screen is enabled if you select Y for the Misc Receipt prompt on the Primary Info screen.

COINS cash receipt processing allows you to enter miscellaneous receipts, defined as a receipt not in response to a bill. Examples of miscellaneous receipts include:

Cash received as interest income,

Income from property rental,

Petty cash returns from employees, and

Security deposit refunds.

COINS Navigation



3. Use the Add option to enter a miscellaneous receipt. The screen appears after you enter the Batch ID (optional) and fiscal date.

Screen 5-66: Miscellaneous Cash Receipts - Income

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: ke Add 2.3.1 Customer #* GE Name: GENERAL ELECTRIC

Check #: 98032 Deposit Date: 07/23/02 Check Date: 07/18/02 Deposit #: 0723-1 Check Amount: 430.00 Misc Receipt(Y/N): Y Bank Code* FN Co/Div: 1 1 Income or Cost(I/C): I Job* 01-012 Phase* Credit Distribution Cost Code* Line Co Div* Ctr* Account* Amount Category: 1 1 2 30 60519 430.00 Co*/Div* 1 2 2 1 2 30 0 0.00 Taxable (Y/N): Y 3 1 2 30 0 0.00 Tax Juris* NYS-ALB 4 1 2 30 0 0.00 Tax Amount: 31.85 5 1 2 30 0 0.00 Description: BY COURIER 6 1 2 30 0 0.00 7 1 2 30 0 0.00


5: Cash Receipts

Field Definitions (Selected Fields)

Misc. Receipt

Indicate if this is a miscellaneous receipt.

Income or Cost

Specify whether the receipt is to be considered cost or income, i.e., whether it reduces the cost of a job or adds income to it. The options are:

JobPhaseCost CodeCategory

For an income receipt, specify the job and phase to which the income applies. The system does not give you access to the cost code and cost category, which are reserved for cost entries.

If this miscellaneous receipt is not related to a specific job, you have two options. It is not mandatory to associate a cash receipt with a job.

1. If there is an administrative job used to track indirect expenses and other transactions that are not attributable to a specific job, use that job.

2. You can also leave the Job field blank. The system then prompts you for the appropriate G/L account numbers.

Co/Div

The company and division reappear. They should match the company and division chosen on the top part of the screen, unless you’ve chosen Company 0 and Division 0 in the top portion, in which case any company and division is allowed in this portion of the screen.

Description

Enter a brief description of the transaction.

Credit Accounts

Distribute the receipt to the appropriate G/L accounts. You may distribute a miscellaneous receipt for up to 99 different accounts.

I If the receipt is considered income, the system prompts for the associated job.

C If the receipt reduces a cost to the job, enter the job, phase (if necessary), cost code, and the job cost category associated with it.


5: Cash Receipts

Field Definitions (Selected Fields)

Income or Cost

Specify whether the receipt is to be considered cost or income, i.e., whether it reduces the cost of a job or adds income to it. The options are:

JobPhaseCost CodeCategory

For a cost receipt, specify the job, phase, cost code, and cost category to which it applies.

Screen 5-67: Miscellaneous Cash Receipts Screen - Costs

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: ke Add 2.3.1Customer #* TECH Name: ALL TECHNICIANS

Check #: 1 Deposit Date: 11/07/97 Check Date: 11/01/97 Deposit #: Check Amount: 17.25 Misc Receipt(Y/N): Y Bank Code* FN Co/Div: 1 10 Income or Cost(I/C): C Job* GA Phase* Credit Distribution Cost Code* 3 Line Co Div* Ctr* Account* Amount Category: OC 1 1 99 1 70150 17.25 Co*/Div* 1 99 2 1 99 99 99905 0.00 Taxable (Y/N): N 3 1 99 99 99905 0.00 Tax Juris* NYS—ALB 4 1 99 99 99905 0.00 Tax Amount: 0.00 5 1 99 99 99905 0.00 Description: PETTY CASH 6 1 99 99 99905 0.00 7 1 99 99 99905 0.00

I If the receipt is considered income, the system prompts for the associated job.

C If the receipt reduces a cost to the job, enter the job, phase (if necessary), cost code, and the job cost category associated with it.


5: Cash Receipts

Post Cash ReceiptsUse the Post Cash Receipts function to make the cash receipt information part of the permanent A/R and Job Status files, and to update the appropriate G/L accounts with receipts. Reports and inquiries in the A/R, Job Status, and General Ledger modules reflect these entries.

Posting cash receipts automatically produces a posting report. A sample of this report appears in Figure C-12, Cash Receipts Posting Report, on page 267.

The discussion of posting cash receipts is broken down into the following topics:

Effects of Posting Cash Receipts on page 155

COINS Navigation


2. Select Post Cash Receipts from the A/R main menu.

Field Definitions

Post Cash Receipts

Indicate whether you wish to post the cash receipts to the proper General Ledger accounts and A/R and Job Status files. If you choose not to post, you are returned to the A/R main menu.

Screen 5-68: Post Cash Receipts

07/23/02 A/R - Post Cash Receipts 9.7 INTCO/DIV 2.4

+------------------------------------+ ¦ Post Cash Receipts (Y/N): Y ¦ ¦ Posting Date: 07/23/02 ¦ +------------------------------------+



5: Cash Receipts

Posting Date

Today’s date defaults in for the posting date, but you can change it.

If batches are in use, you must enter the batch number you want to post.


The posting procedure produces a Posting Report detailing the affected G/L accounts. A box appears at the bottom of the screen in which to specify the printer, style, and number of copies for the report.

Effects of Posting Cash Receipts

When you post cash receipts, the following reports and inquiries are affected.

A/R Reports


Adds information for new cash receipts. Updates totals for job, applied and unapplied payments, miscellaneous cash receipts, and others.

Customer History

Adds information on cash receipts (type equals C). Updates check amount, and decreases invoice balance.

Receivable List

Decreases invoice balance, and updates unapplied payments and report totals.

A/R Inquiries


Decreases the balance in the proper aging column, and updates unapplied payments.


Decreases the current receivables amount. Also updates check number, date, amount, and check totals (if checks are shown).


5: Cash Receipts

Customer Inquiry

Updates last amount paid and last date paid. Also updates current balance and unapplied payments.

Invoice Inquiry

Updates balance and check information.

Job Status Reports

Job Status Report

Updates receipts to date and Accounts Receivable. Updates last A/R posting.

Percentage of Completion Schedule

Updates total cash receipts. Decreases actual costs, and increases earnings.

Percentage of Completion and Variance Schedule

Updates total cash receipts. Decreases actual costs, and increases earnings.


Adds information for each job-related transaction, and updates check amount and totals for job.

Job Status Inquiries

Job Status Inquiry

Updates receipts to date and Accounts Receivable. Also updates the last A/R posting.

General Ledger

Unposted Entries

Creates unposted journal entries with the source identified as CR.


5: Cash Receipts

Enter Reapplied Cash ReceiptsA cash receipt is normally distributed to a specific invoice (or invoices). If you do not know the invoice to which a receipt or part of a receipt applies, the system allows you to not distribute the cash receipt or to distribute only a portion of the check amount. The system records the balance as an unapplied cash receipt.

NoteThe detail version of the Customer History Inquiry in Chapter 9 on page 237 includesunapplied receipts, with check numbers.

Use the Enter Reapplied Cash Receipts function to apply the unapplied amount to an invoice.

COINS Navigation


2. Select Enter Reapplied Cash Receipts from the A/R main menu.

3. Select Add from the Enter Reapplied Cash Receipts menu.

Screen 5-69: Add Reapplied Cash Receipts

07/23/02 A/R - Enter Reapplied Cash Receipts 9.7 INTCO/DIV Batch: KE Add 2.5.1 Customer No* GE Current Receivable: 9,001.86 Name: GENERAL ELECTRIC Bank/Co/Div: FN 1 1 Check No* 98037 Deposit Date: 07/23/02 Check Date: 07/18/02 Deposit #: Reapplied Fiscal Date: 12/30/01 Deposit Fiscal Date: 12/30/01

Original Unapplied Amount: 400.00 Previously Reapplied Amount: 0.00 Current Reapplied Amount: 0.00 Unapplied Balance Remaining: 400.00 Automatic, Normal, or Quick Distribution? (A/N/Q): N


5: Cash Receipts

Field Definitions

Customer NoNameCheck No

Enter the customer number and check number for the receipt to be reapplied. The customer name and other information from the original check (e.g., check date, bank, company and division, deposit date, and deposit number) display on the screen to confirm your selection.

Amount Remaining

The amount of cash unapplied from this check displays; this is the amount left to reapply.

Automatic, Normal, or Quick Distribution?

The distribution methods for unapplied cash receipts are the same as for cash receipts. Select one of the standard cash receipt distribution methods to apply all or part of the unapplied amount to specific invoices.

If the check amount is not fully distributed, the system asks if you wish to reapply to more invoices. If you do not wish to do so, the remainder of the check remains unapplied.

A Automatic - automatically distributes the receipt to the oldest invoice first. The system applies any excess amount to the next oldest invoice, by invoice date. See Automatic Distribution on page 146.

N Normal - applies the receipt to a specific invoice, but not necessarily to the oldest one. You can distribute to a number of invoices by responding Y to the More Distribution Lines prompt. See Normal Distribution on page 148.

Q Quick - distributes the receipt to several invoices on one screen, rather than using a separate screen for each distribution. See Quick Distribution on page 149.


5: Cash Receipts

Normal Distribution

The normal method of distributing an applied cash receipt reapplies the receipt to a specific invoice. This allows you to manually distribute the reapplied cash receipt to an invoice of your choosing. You can also distribute to other invoices by responding Y to the question More distribution lines? You may distribute the cash receipt to as many as 99 separate invoices.

Field Definitions



Line #Invoice No


Enter the number of the invoice to which you wish to reapply this cash receipt. You may reapply all or part of the receipt to this invoice.

Screen 5-70: Normal Distribution Screen

07/23/02 A/R - Enter Cash Receipts 9.7 INTCO/DIV Batch: 110797 Add 2.3.1 Customer #* ABC Name: ABC BOTTLE AND PACKAGING CO.



Line #: 1 Co/Div: 1 10 Invoice #* 94—002 Invoice amount: 980.70 Fiscal Date: 01/31/97 Invoice Balance: 45.16 Amount To Apply: 45.16 Available Discount: 0.00 Discount Taken: 0.00 Discount Date: 01/12/97 Discount Acct* 37140 Job: 94—002 Allowances: 0.00 Phase: Allow Acct* 37120 New Invoice Balance: 0.00

More distribution lines? (Y/N): N

More invoices? (Y/N): N

The entire check amount has not been distributed.Do you want this to be unapplied? (Y/N): Y


5: Cash Receipts

Leave this blank if you do not have an invoice to reapply for this receipt. The system records it as an unapplied amount if you answer Y to Do you want this amount to be unapplied?

The invoice information displays, so that you can be sure that the correct invoice was selected:

• Fiscal Date

• Co/Div

• Invoice Amount

• Invoice Balance


• Discount Date

• Job

• Phase

As long as part of the cash receipt remains unapplied, the system asks if you wish to add more invoices and more distribution lines. You can continue adding invoices until there is nothing left to distribute, or leave the remaining amount as Unapplied. You can return to Enter Reapplied Cash Receipts later to reapply that portion of the payment to an invoice.

Automatic Distribution

If you select Automatic Distribution as the option for distributing cash receipts, the system proceeds without any further intervention from you, the user. It reapplies the receipt amount toward this customer’s oldest invoice.

If anything is left over, COINS continues to the next oldest invoice until the cash receipt has been completely distributed.

If the system is unable to reapply the cash receipt (or any part of it) to an invoice, it distributes the amount to an Unapplied Cash Receipt Account for this customer. This is used toward future invoices.

Screen 5-71: Automatic Distribution Screen

Automatic, Normal, or Quick Distribution? (A/N/Q): A


5: Cash Receipts

There are several reasons why an invoice may not be selected:






Quick Distribution

Select the Quick Distribution cash receipt distribution option if you want to reapply the cash receipt to several invoices at once. You are presented with a screen that indicates the amount remaining to distribute and a list of invoices. The only field you can update is the New Invoice Balance field. COINS then updates the balances.



LINE # INVOICE # CO DIV AMOUNT APPLIED DISCOUNT TAKEN NEW INV BAL —————— —————————— ——— ——— ——————————————— ——————————————— ————————————— 1 000071 1 10 400.00 0.00 0.00 2 000072 1 10 350.00 0.00 50.00


Screen 5-71: Automatic Distribution Screen (Continued)


5: Cash Receipts

There are several reasons why an invoice for the specified customer may not appear on this screen:






Screen 5-72: Quick Distribution Screens



Automatic, Normal, or Quick Distribution? (A/N/Q): Q




INVOICE INV INVOICE INVOICE AMOUNT NEW INVOICE NUMBER TYP CO DIV AMOUNT BALANCE TO APPLY BALANCE

000071 I 1 10 400.00 400.00 400.00 0.00 000072 I 1 10 400.00 400.00 350.00 50.00 000073 I 1 10 400.00 400.00 0.00 400.00 000074 I 1 10 400.00 400.00 0.00 400.00 000075 I 1 10 1250.00 1250.00 0.00 1250.00



5: Cash Receipts

Post Reapplied Cash ReceiptsPosting a reapplied cash receipt makes that cash receipt information part of the permanent A/R and Job Status files, as well as updates the appropriate G/L accounts. Reports and inquiries in the A/R, Job Status, and General Ledger modules for this and possibly other fiscal periods also reflect these entries.

The system generates a posting report showing the affected G/L accounts and identifying the reapplied cash receipts with a CR prefix. A sample of this report appears in Figure C-13, Reapplied Cash Receipts Posting Report, on page 270.

You should review the Posting Report for accuracy. Any changes must be made through the Void Posted Cash Receipts function.

Posting reports may be rerun through the reprint selection of the A/R Utilities Menu.

NoteBatches are not used in the Reapplied Posting functions.

The discussion of posting reapplied cash receipts is broken down into the following topics:

Effects of Posting Reapplied Cash Receipts on page 165

COINS Navigation


2. Use the Post Reapplied Cash Receipts menu selection.


5: Cash Receipts

Field Definitions

Post Reapplied Cash Receipts

Indicate if you wish to post the Reapplied Cash Receipts to the proper General Ledger accounts and A/R and Job Status files. A posting report is generated. If you choose not to post, you are returned to the A/R main menu.

Posting Date

Today’s date defaults in as the posting date, but you can change it.

If batches are in use, you must enter the batch number you want to post.


The posting procedure produces a Posting Report detailing the affected G/L accounts. A box appears at the bottom of the screen to enter the printer, style, and number of copies for the report.

Screen 5-73: Post Reapplied Cash Receipts

07/23/02 A/R - Post Reapplied Cash Receipts 9.7 INTCO/DIV 2.6

+----------------------------------------------+ ¦ Post Reapplied Cash Receipts(Y/N): Y ¦ ¦ Posting Date: 07/23/02 ¦ +----------------------------------------------+



5: Cash Receipts

Effects of Posting Reapplied Cash Receipts

When you post Reapplied Cash Receipts, the reports and inquiries listed below are affected.

A/R Reports


Reduces the balance and updates the appropriate aging column. Also removes fully paid invoices.


Adds information for new cash receipts. Also updates totals for job, payments, and miscellaneous cash receipts.

Customer History

Adds information on cash receipts (type equals C), updates check amount, and decreases invoice balance.

Receivable List

Decreases invoice balance and updates total unapplied payments.

A/R Inquiries


Decreases the balance in the proper aging column. Updates total unapplied payments.


Decreases the current receivables amount. Also updates the check number, date and amount, and check totals.

Customer Inquiry

Updates the last amount paid and last date paid. Also updates the current balance and unapplied payments.

Invoice Inquiry

Updates the balance, and updates check information (on second screen).


5: Cash Receipts

Job Status Reports

Job Status Variance Report

Updates receipts to date and accounts receivable. Also updates the last A/R posting.

Percentage of Completion & Variance Schedule

Updates total cash receipts. Also decreases incurred costs and increases earnings.


Adds information for each job-related transaction, and updates the check amount and job totals.

General Ledger

Creates unposted journal entries. The source is identified with the alpha RA.


5: Cash Receipts

Void Posted Cash ReceiptsUse this screen to void previously posted cash receipts. Upon entry of the customer number and check number, the receipt information appears on the screen, including identification of the invoices to which it was applied. The check amount can be voided and the invoices it had been previously applied to are reverted to unpaid.

NoteIn order to void a posted cash receipt, you must have security access to all companies anddivisions referenced on the receipt.

COINS Navigation


2. Select the Void Posted Cash Receipts option on the A/R main menu.

Field Definitions

Customer NumberCheck Number

Enter the customer and check to be voided.

The check information displays when these key fields have been entered. Only the fields that can be accessed by the user are described here.

Screen 5-74: Void Posted Cash Receipts

01/03/06 A/R - Void Posted Cash Receipts d6-9.7 INTCO/DV 2.11 Customer #* 00928 MARTIN ADAMS Check #: 1212 Void Deposit Date: 01/03/06 Void Fiscal Date: 07/31/02 Void Deposit #: 1 Void Check Date: 07/23/02 Orig Deposit Date: 03/11/02 Orig Fiscal Date: 12/30/01 Orig Deposit #: 1 Orig Check Date: 03/11/02 Misc Receipt(Y/N): N Check Amount: 950.00 Income or Cost(I/C): Bank Code: fd Co/Div: 1 1

INVOICE CO DIV AMOUNT DISCOUNT ALLOWANCE ---------- --- --- --------------- ------------- ------------- 01070 1 2 950.00 0.00 0.00 2.11

Void this Check? (Y/N): N


5: Cash Receipts

Void Fiscal Date

Enter the void fiscal date. This must not be earlier than the original fiscal date of the check. In addition, the void fiscal date must be valid for all companies included in the receipt.

Void Check Date

Enter the transaction date for the voided check.

Void Deposit Date

Enter the date that will be on the new record (the void record) that is created.

Void Deposit #Void Deposit Number

Enter the deposit number that will be on the new record (the void record) that is created. This field allows you to enter a different deposit number so that the void shows separately from the original entry on the Cash Receipts Journal.

After completing this screen, COINS prompts for the printer, style, and number of copies for the report that is automatically produced when you void a check.


Select the output printer and style (landscape, normal, condensed, etc.) to determine the printer that will be used for the posting report and the format of the report.

A copy of this report appears in Figure C-16, Void Cash Receipts Report, on page 276.


Chapter 6: Finance Charges

The COINS Accounts Receivable module includes functions to create, maintain, and report on finance charges for overdue receivables. The two main functions, Enter Finance Charges and Post Finance Charges, appear on the A/R main menu as shown in Screen 6-75, A/R Main Menu.

Enter Finance Charges

Use this function to build finance charges from A/R history or to add finance charges individually for a specific invoice. Other menu options allow you to change an unposted finance charge, to delete an unposted finance charge, or to print and show unposted finance charge information.

Post Finance Charges

Use this function to post finance charges to permanent A/R files, which updates customer balances.

Screen 6-75: A/R Main Menu

11/07/97 C O I N S SCI—B v7.7 2 +————————————————————————— Accounts Receivable Menu —————————————————————————+ | | | 1. Enter Invoices 70. Batch Control Menu | | 2. Post Invoices 75. File Maintenance Menu | | 3. Enter Cash Receipts 80. Inquiry Menu | | 4. Post Cash Receipts 85. Module Utilities Menu | | 5. Enter Reapplied Cash Receipts 90. Report Menu | | 6. Post Reapplied Cash Receipts X. Exit | | 7. Enter Finance Charges | | 8. Post Finance Charges | | 9. Change Posted Invoices | | 10. Void Posted Invoices | | 11. Void Posted Cash Receipts | +————————————————————————————————————————————————————————————————————————————+


6: Finance Charges

Initial ConsiderationsBefore entering finance charges in A/R, review the information previously established in A/R tailoring in the G/L Company File and in the Customer File.

A/R Tailoring

There are several tailoring questions related to A/R finance charges. The relevant fields (listed below) appear on the first and second A/R tailoring screens. See A/R Tailoring - Screen 1 on page 24 and A/R Tailoring - Screen 2 on page 28.

There are several tailoring questions related to A/R finance charges. The relevant fields (listed below) appear on the first and second A/R tailoring screens.

Finance Charges: Post in Detail

Specify whether or not finance charge transactions post to the G/L Finance Charge account in detail. Posting in detail means that the system creates a separate G/L journal entry for each finance charge.

Minimum Finance Charge Amount

This field sets the minimum finance charge amount for the database. This is the minimum amount charged as a finance charge to each customer with an overdue balance.

Default Annual Finance Charge Pct

This field sets a default annual finance charge percent for the Customer File. You may change it in the Customer File as you add new customers.

No. of Grace Days on Finance Charge

Indicate the grace period in number of days for finance charges.

Exclude Previous Past Due Finance Charges from Past Due Invoices when Building Finance Charges from History

Associate the Finance Charge to the Invoice

COINS gives you the option of associating finance charges with specific invoices, rather than adding them to the account balance. If you respond:

Y Excludes previous finance charges from the past due amount when calculating new finance charges.

N The system combines past due finance charges with the invoice amounts and bases the new finance charge on the total past due amount.


6: Finance Charges

G/L Company File

In Company F/M, specify the default G/L account for finance charges for each company in the database.

G/L Division File

In Division F/M, specify the default G/L account for finance charges for each division. The account defaults from the company, but may be changed.

Customer File

In the Customer File, enter the finance charge percentage you will charge the customer if they do not pay an invoice within the specified time. The annual finance charge percent established in tailoring defaults to each new customer, but you can change it.

Y The system calculates the finance charge for each past due invoice separately. The Invoice Inquiry shows the finance charge details for each invoice. The Build Finance Charges from History process takes longer, since COINS must create separate finance charge entries for each invoice.

N Finance charges are based on the customer’s aged balance total rather than specific invoices.


6: Finance Charges

Enter Finance ChargesUse the Enter Finance Charges option on the A/R main menu to create finance charges either automatically (using Build Charges from History) or by manually adding them. Other options on the Finance Charges Menu are used to manage and report on unposted finance charges.

The discussion of Enter Finance Charges is broken down into the following topics:

Build Charges from History on page 174

Add Finance Charges on page 176

Check Finance Charges on page 178

COINS Navigation


2. Select Enter Finance Charges from the A/R main menu.

3. Select the desired function from the Finance Charges Menu.

Commands

The basic commands for entering and maintaining finance charges are defined below.

Screen 6-76: Finance Charges Menu

11/07/97 C O I N S SCI—B v7.7 2.7 Accounts Receivable

+—————— Finance Charges Menu ———————+ | | | 1. Add | | 2. Build Charges from History | | 3. Change | | 4. Delete All | | 5. Delete Individual | | 6. Print | | 7. Show | | X. Exit | +———————————————————————————————————+


6: Finance Charges

Add

The user adds finance charges to a temporary A/R transaction file. The finance charges may be changed, deleted, or reviewed in Enter Finance Charges until they are posted. See Add Finance Charges on page 176.

Build Charges from History

The system creates unposted finance charge records based on A/R history when this option is chosen. The finance charges may be changed, deleted, or reviewed in Enter Finance Charges until they are posted. See Build Charges from History on page 174.

Change *

This option changes finance charges that have not yet been posted. To select a specific transaction to change, enter its customer number and finance charge number.

Once the finance charges have been posted, you must enter another finance charge to back out erroneous information.

Delete All*

This option deletes all unposted finance charges. When batches are in use, this function deletes transactions only in the specified batch.

Delete Individual*

This option deletes individual unposted finance charges. To select a specific transaction to change, enter its customer number and finance charge number.

Print

This command is used to print a listing of unposted finance charges. When you have finished entering finance charges, print this listing and review it for accuracy and completeness. See Check Finance Charges on page 178.

Show

This command displays a listing of unposted invoices by Batch and User ID. If you want to see specific invoices, use the Starting Customer field.


6: Finance Charges

Build Charges from History

The Build Charges from History option is used on a monthly basis to create finance charges automatically, based on each customer’s outstanding balance.

NoteIf batches are in use, there must be an open Finance Charge batch in order to buildfinance charges from history. You also need the batch to change or delete a financecharge.

COINS Navigation



3. Select Build Charges from History from the Finance Charges Menu.

4. Enter the Batch ID (if required) and fiscal date.

Field Definitions

Age by Invoice date or Due date

This determines how you want to build the finance charges: based on invoice date (I) or due date (D). The calculations used to age by invoice date or due date are shown in the table below.

Screen 6-77: Build Finance Charges from History

11/07/97 A/R — Enter Finance Charges SCI—B v7.7 Batch: 110797 Build Charges from History 2.7.2

+——————————————————————————————————————————————————+ | Age by Invoice date or Due date(I/D): I | | Aging Date: 10/31/97 | | Starting Customer: | | Ending Customer: | | Starting Co/Div: 1 10 | | Ending Co/Div: 1 10 | +——————————————————————————————————————————————————+


6: Finance Charges

Aging Date

Today’s date defaults in here, but you can change it. The system compares the aging date you enter here against the invoice’s due date or invoice date when creating the finance charge.

Starting CustomerEnding Customer

You can calculate charges for a given range of customers, by customer number. If you leave these fields blank, all customers are included.

Starting Co/DivEnding Co/Div

If you enter company/division information here, the system only builds finance charges for invoices belonging to the selected companies and divisions.

The system calculates the charges by multiplying the invoice balance by the customer’s annual finance charge percent, and then divides by 1/12 to arrive at the monthly finance charge amount. For example:

I When aging by invoice date, build finance charges for invoices when the following calculations are true:

Aging Date for finance charges - Grace Period (from Tailoring) - A/R Aging [1] (from Tailoring) > Invoice Date

D When aging by due date, build finance charges for invoices when the following calculations are true:

Aging Date - Grace Period (from Tailoring) > Due Date of invoice

Table 6-1: Sample Finance Charge Calculation

Annual Finance Charge Pct 9.5%

Invoice Balance 2484.00

Annualized finance charge amount

235.96


6: Finance Charges

When the calculations are complete, the system returns you to the Finance Charges Menu.

The G/L accounts for the finance charge transactions default as follows:

1. From the division on the invoice header, if there is one.

2. From the company on the invoice header.

Use the Show and Print options to review the information just created.

Add Finance Charges

Select Add to enter finance charges individually, customer by customer and invoice by invoice.

NoteIf batches are in use and they are not set to User IDs, you must enter the number for anopen Finance Charge batch in order to add finance charges. To change or delete a financecharge, you must enter the number of the batch containing that charge.

COINS Navigation



3. Select Add from the Finance Charges Menu.

Amount for this Finance Charge1

19.67

Table 6-1: Sample Finance Charge Calculation


6: Finance Charges

Field Definitions

Customer Number

Enter the number to identify the customer associated with this finance charge.

Finance Charge #

Enter the number to be associated with this finance charge.

NoteIf you press [Enter] instead of entering a Finance Charge number, the system supplies asequential finance charge number.

Apply to Invoice

If A/R tailoring is set to allow finance charges to be associated with specific invoices, enter the appropriate invoice number here.

Apply to Payment #

If the invoice has a payment schedule, the system prompts for the payment number to which the finance charge applies.

Finance Date

The current date defaults as the finance date, but you can change it.

Finance Charge

Enter the finance charge amount.

Screen 6-78: Add Finance Charges Screen

11/07/97 A/R — Enter Finance Charges SCI—B v7.7 Batch: 110797 Add 2.7.1

Customer Number* ABC ABC BOTTLE AND PACKAGING CO. Finance Charge #: 00162 Apply to Invoice: 94—002 Apply to Payment#: 0

Finance Date: 11/07/97 Finance Charge: 0.36 Description: Finance Chg 11/07/97 For Inv 94—002 Co*/Div* 1 10 Finance Chg Acct* 91500 A/R Account* 1400


6: Finance Charges

Description

Enter a brief description or reason for this finance charge, for your own reference.

Co/Div

The Company and Division for this finance charge default from the Apply To Invoice, if one was entered. Otherwise, they default from the User ID.

These fields may not be changed when they come from the Apply To Invoice.

Finance Chg AcctA/R Account

These are the G/L account numbers affected when the finance charges are posted. They default from the company and division entered above. If you change them, the system validates that they are valid accounts for the specified company and division.

Check Finance Charges

After building or adding finance charges, you should check the unposted list of finance charges for accuracy.

To do this, select Print from the Finance Charges Menu. Make any necessary changes through the Change, Delete All, or Delete Individual options.

COINS Navigation



3. Select Print from the Finance Charges Menu.


6: Finance Charges

Field Definitions

Starting BatchEnding Batch

When using batches, these fields allow the listing to be restricted to a specific batch or range of sequential batch numbers. Leave both fields blank to include all unposted batches.

Starting User IDEnding User ID

Use these fields to restrict the listing to finance charges entered by a specific user. Leave both fields blank to include transactions regardless of User ID, or enter a starting and ending ID to restrict the listing to a range of sequential User IDs.

Starting Customer NumberEnding Customer Number

These fields allow the list to be printed for a specific customer or range of sequential customer numbers. Leave both fields blank to include all customers.

Screen 6-79: Print Finance Charges Screen

07/23/02 A/R - Enter Finance Charges 9.7 INTCO/DIV Print 2.7.6

+--------------------------------------+ ¦ Starting Batch: ¦ ¦ Ending Batch: ¦ ¦ Starting User ID: ¦ ¦ Ending User ID: ¦ ¦ Starting Customer Number: ¦ ¦ Ending Customer Number: ¦ +--------------------------------------+



6: Finance Charges


These fields determine the printer, report style, and number of copies for the listing. Contact your supervisor or System Administrator if you are unsure what to enter here.


6: Finance Charges

Post Finance ChargesUse the Post Finance Charges menu selection to make finance charge information part of the permanent files in A/R and G/L. Once finance charges have been entered, any changes must be made through an adjusting entry.

Posting finance charges automatically produces a posting report that details the transactions that were posted and their effect on the General Ledger. A sample of this report appears in Figure C-14, Finance Charges Posting Report, on page 272.

The discussion of posting finance charges is broken down into the following topics:

Effects of Posting Finance Charges on page 182

COINS Navigation


2. Select Post Finance Charges to post the finance charges to the proper Accounts Receivable and General Ledger Accounts.

Field Definitions

Post Finance Charges

Indicate if you wish to post the finance charges to the proper General Ledger accounts and A/R files. If you choose to post, you are returned to the A/R main menu.

Screen 6-80: Post Finance Charges

07/23/02 A/R - Post Finance Charges 9.7 INTCO/DIV 2.8

+——————————————————————————————————————+ | Post Finance Charges (Y/N): Y | | Posting Date: 11/07/97 | +——————————————————————————————————————+

+——————————————————————————————————+ | Printer* bld9 | | Style* p | | Number of Copies: 1 | +——————————————————————————————————+


6: Finance Charges

Posting Date

Enter the date to be used as the posting date for these transactions. Today’s date defaults to this field.

Batch Number

If batches are in use, you must enter the number of the batch that you want to post.


These fields determine the printer, report style, and number of copies for the posting report. Contact your supervisor or System Administrator if you are unsure what to enter here.

Posting reports may be rerun through the Reprint Posting/Purge Reports selection on the Module Utilities Menu. See Reprint Posting/Purge Reports in Chapter 7 on page 200 for details.

Effects of Posting Finance Charges

The reports and inquiries listed below are affected when you post Finance Charges.

A/R Reports


Increases Total Invoice Balance, and increases the amount under the current aging column.


Adds entry for finance charge. Also updates Invoice Amount and Invoice Balance.

Receivable List

Adds entry for finance charge, and updates invoice balance.

Retainage Report

Updates Sales Amount and Sales Total.


6: Finance Charges

A/R Inquiries


Updates Current Balance.


Updates Invoice/Check Amount. Also updates Current Receivable and invoice totals.

Customer Inquiry

Updates Current Balance.

Invoice Inquiry

Adds invoice entry for finance charge transaction. Also updates Balance.

General Ledger

Creates unposted journal entries, with the source code FC included as the prefix of the posting number.


6: Finance Charges


Chapter 7: Module Utilities

OverviewThis chapter discusses the functions found on the A/R Module Utilities Menu, with the exception of Tailoring. A/R tailoring is discussed in detail in Chapter 1, Getting Started.

Export Customer File

Exports data from the Customer File in ASCII format.

Print Customer Labels

Prints customer labels, with or without addresses.

Print Statements

Prints A/R statements for any customers to whom you regularly send statements. Statements can be printed by company, company/division, or company/divisions.

Post Statements

Marks the invoices and cash receipts as having been printed on a statement. They should not appear on subsequent statements. Statements can be posted by company, company/division, or company/divisions.

Screen 7-81: A/R Module Utilities Menu


+--------- Module Utilities Menu ----------+ ¦ ¦ ¦ 1. Export Customer File ¦ ¦ 2. Print Customer Labels ¦ ¦ 3. Print Statements ¦ ¦ 4. Post Statements ¦ ¦ 5. Purge Paid and Voided Invoices ¦ ¦ 80. Reprint Posting/Purge Reports Menu ¦ ¦ 85. Tailoring ¦ ¦ X. Exit ¦ +------------------------------------------+


7: Module Utilities

Purge Paid and Voided Invoices

Purges invoice information that is no longer needed, thus freeing system memory.

Reprint Posting/Purge Reports

Reprints posting reports and purge reports that have been previously generated.


7: Module Utilities

Export Customer FileThe Export Customer File option on the Module Utilities Menu allows you to export customer information in ASCII format.

COINS Navigation


2. Select Module Utilities from the A/R main menu.

3. Select Export Customer File from the Module Utilities Menu.

Field Definitions


Use these fields to export information for a range of consecutive customers. Leave both fields blank to export the entire Customer File.

Filename

The default file name is customer.d, but you can override it.

The system exports the data, displaying the following message when it is done: Customer file has been exported. Press return to continue.

Screen 7-82: Sample Screen

07/23/02 A/R - Export Customer File to Estimating 9.7 INTCO/DIV

+----------------------------------------------------------+ ¦ Starting Customer Number: ¦ ¦ Ending Customer Number: ¦ ¦ Filename: customer.d ¦ +----------------------------------------------------------+

Begin Exporting (Y/N): Y


7: Module Utilities

Figure 7-5: Sample Export Data

“ABC” “ABC BOTTLE AND PACKAGING CO.” “811 10TH STREET”

“” “WATERVLIET” “NY” “12189” “ANDY BURCH” “518—273—1845” “” no“DD” “Delmar Drywall” “400 East Route 22” “” “Delmar” “NY” “12049” “Jim Desmond” “518—445—0998” “” no“EPIS—GA” “EPISCOPAL DIOCESE OF GEORGIA” “5555 PEACHTREE ST NE” “” “DUNWOODY” “GA” “30379” “KIRBY SMITH” “404—555—9900” “404—555—9999” o“GE” “GENERAL ELECTRIC” “RIVER ROAD” “” “SCHENECTADY” “NY” “12345” “JOE WIRED” “518 370 0001” “518 370 0002”no“hobbs” “CITY OF HOBBS” “CITY HALL” “3 FIRST AVENUE” “HOBBS” “NM” “78965” “GEORGE MONTEZ” “503—887—0098” “” no“KARNER” “THE KARNER GROUP, INC.” “14 CORPORATE CIRCLE” “” “SARATOGA SPRINGS” “NY” “12866” “BILL DODGE” “518—584—8200” “518—584—8210” no


7: Module Utilities

Print Customer LabelsA Print Customer Labels option on the A/R Module Utilities Menu lets you print labels for your customers.

COINS Navigation


2. Select Module Utilities Menu.

3. Use the Print Customer Labels option.

Field Definitions


Use these fields to print the labels for a range of customers. Labels are printed for all customers within this range.

Starting Co/DivEnding Co/Div

You can print labels for all customers within specific companies and divisions.

Screen 7-83: Print Customer Labels Screen

07/23/02 A/R - Print Customer Labels 9.7 INTCO/DIV 2.85.2

+-----------------------------------------------------------+ ¦Starting Customer Number: ABC ¦ ¦Ending Customer Number: KARNER ¦ ¦Starting Co/Div: 0 0 ¦ ¦Ending Co/Div: 0 0 ¦ ¦By Customer Number or Name (C/N): C ¦ ¦Print Labels on One column or Four Columns (O/F): F ¦ ¦Print Customer Number (Y/N): N ¦ ¦Print Address on Label (Y/N): Y ¦ ¦Print Alignment Form (Y/N): Y ¦ +-----------------------------------------------------------+

+----------------------------------+ ¦ Printer* lj6 ¦ ¦ Style* p ¦ +----------------------------------+


7: Module Utilities

By Customer Number or Name

You can sort the labels by either customer number or alphabetically by customer name.

Print Labels On One column or Four Columns

Two label formats are available: one column or four columns. Both are intended to be printed on 15/16 X 3 inches labels.

Print Customer NumberPrint Address on Label

You have the option of including customer numbers and addresses on the labels. If you choose not to print both options, only the customer name is printed.

Print Alignment Form

Indicate if you want to print blocks of XXX to help align the self-stick labels in the printer. Adjust the labels in the printer until the X’s are aligned properly (top and bottom) on the label.

Enter N when the labels are properly aligned. Your labels then begin printing.

PrinterStyle

These fields determine the printer and print style for the labels. Contact your supervisor or System Administrator if you are unsure what to enter here.


7: Module Utilities

Print StatementsThe Accounts Receivable module can be used to produce statements for transactions with your customers. The main A/R menu functions—invoices, cash receipts, and finance charges—supply the information that is printed on the statement. Only posted information appears on statements.

There are separate options for printing and posting statements.

Use the Print Statements option to print A/R statements for customers that are set up in the Customer File to receive statements. This function is described below.

Use the Post Statements option to mark invoices and cash receipts as having been printed on a statement and to keep them from showing up on subsequent statements. See Post Statements on page 195.

COINS Navigation



3. Select Print Statements from the Module Utilities Menu.

Screen 7-84: Print Statements Screen

07/23/02 A/R - Print Statements 9.7 INTCO/DIV +----------------------------------------------------------+ 2.85.3 ¦ Print Statements (Y/N): Y ¦ ¦ Pre-printed or Non Pre-printed (P/N): N ¦ ¦ Statement Date: 07/23/02 ¦ ¦ Aging Date: 07/23/02 ¦ ¦ Closing Date for 'Additional Charges': 07/15/02 ¦ ¦ By Customer/Proj Mgr (C/P): P ¦ ¦ Starting Customer: ¦ ¦ Ending Customer: ¦ ¦ Starting Project Mgr: KE ¦ ¦ Ending Project Mgr: KE ¦ ¦ Starting Statement Cycle: ¦ ¦ Ending Statement Cycle: ¦ ¦ Company* 1 ¦ ¦ Starting/Ending Division: 1 1 ¦ ¦ Print Only Unpaid Invoices (Y/N): N ¦ ¦ Print Customer Name on Remit Stub (Y/N): Y ¦ ¦ Include Payment Schedule (Y/N): N ¦ ¦ Include Unapplied Payments (Y/N): Y ¦ +----------------------------------------------------------+


7: Module Utilities

Field Definitions

Print Statements

Indicate if you wish to print statements at this time. If you choose not to print, you are returned to the Module Utilities Menu.

Pre-printed or Non Pre-printed

Specify whether the statements are to be printed on pre-printed forms (P) or plain paper, i.e., non pre-printed forms (N).

If you use pre-printed forms, the system asks you to print alignment forms. This is useful when using pin-feed form stock, so you can get the forms properly aligned in the printer before the customer statements begin printing.

A sample preprinted statement appears in Figure 7-6, Sample Statement on Preprinted Form, on page 194.

Statement DateAging Date

Specify the dates to use as the Statement date and for the Aging dates.

The current date defaults for both the statement and aging dates.

A warning message appears if the statement and aging dates are in different months.

Closing Date for ‘Additional Charges’

Enter the date you wish to print on the bottom of the statement as the closing date for additional charges.

This option only applies to statements printed on preprinted forms.


Starting Customer/Ending Customer

Specify the range of customers for whom statements are to be printed.

Starting Project ManagerEnding Project Manager

Specify the statements to be printed by entering a range of project managers.

Starting Statement CycleEnding Statement Cycle

Specify the range of statements to be printed by entering a statement cycle or range of cycles. The statement cycle is a user-defined code used in the Customer File records.


7: Module Utilities

CompanyStarting DivisionEnding Division

Specify the company/division for which statements should be printed. These default based on the user’s default company and division.

Print Only Unpaid Invoices

Indicate whether only unpaid invoices should be printed on the statement. This setting lets you exclude fully paid invoices even if payment was received during the statement period.

Print Customer Name on Remit Stub

You can print the customer name on the statement stub, i.e., the detachable right side of the statement.

This option only applies to statements printed on preprinted forms.

Include Payment Schedule

Indicate whether scheduled payments should be listed on the statement, if a payment schedule was entered for one of the invoices listed on the statement.

Include Unapplied Payments

Specify whether any posted unapplied payments should appear on the customer's statement.

The final field on this screen allows you to enter the Printer, Style, and Number of Copies for the printer where your statements are printed.

Print Alignment form

This prompt appears only when printing statements on pre-printed forms.

Indicate if you want to print an alignment format, i.e., to ensure the statement forms are properly aligned when loaded. The alignment characters should print on the top statement of the page. If not, leave the screen with an EXIT key and start over. If the alignment format begins on the first statement on a page, continue requesting formats until you have properly aligned the statements.

Enter N when the statement forms are properly aligned and you are ready to print the actual statements. If your first alignment statement was at the top of the page, the computer moves the forms forward to the correct number so that the first statement form is printed at the top of the page.


7: Module Utilities

Figure 7-6: Sample Statement on Preprinted Form


7: Module Utilities

Post StatementsUse the Post Statements option on the Module Utilities Menu to mark invoices and cash receipts as having been printed on a statement and to keep them from showing up on subsequent statements. This function should be performed after you have printed the statements.

NoteCOINS does not produce a posting report for posting statements.

See Print Statements on page 191 for information on printing A/R statements.

COINS Navigation



3. Select Post Statements from the Module Utilities Menu.

Field Definitions

Post Statements

Indicate if you want to post statements. If you choose not to post, you are returned to the Module Utilities Menu.

Screen 7-85: Post Statements Screen

07/23/02 A/R - Post Statements 9.7 INTCO/DIV 2.85.4

+-----------------------------------------------------+ ¦ Post Statements (Y/N): N ¦ ¦ Post Only Fully Paid Invoices Not ¦ ¦ Previously Printed on a Statement (Y/N): ¦ ¦ Statement Cycle to Post: ¦ ¦ Company* 1 ¦ ¦ Starting Division: 1 ¦ ¦ Ending Division: 1 ¦ ¦ Statement Print Date: ¦ +-----------------------------------------------------+


7: Module Utilities

Post Only Fully Paid Invoices Not Previously Printed on Statements

Indicate if you wish to post only posting invoices that have been fully paid but that have never appeared on a statement.

This is used when statements are first invoked. The user may want to mark all the old A/R data as posted without having to actually print the statements. This way the first time statements are printed, all the open invoices and the activity for the current month can be shown.

Statement Cycle to Post

Enter the statement cycle being posted, one cycle at a time. This is a number or other code from the Customer File used to select subsets of customers when printing statements.

CompanyStarting DivisionEnding Division

Specify the company/division to be posted. These fields default based on the user’s default company and division.

Statement Print Date

Specify the statement date. The current date defaults, but you can change it if necessary. This date is important since the post marks everything with an invoice date or check date less than or equal to the statement as having been printed on a statement.


7: Module Utilities

Purge Paid and Voided InvoicesThe Purge Paid and Voided Invoices option on the Module Utilities Menu allows you to purge information that is no longer needed, freeing up system memory.

You can purge by customer or job, through a specified invoice date, through a specified check date, and for specified customers or jobs, and for a specified range of companies and divisions.

Check records associated with purged invoices are also purged.

The system never automatically purges any A/R information. You must initiate the purge.

The system does not purge invoices with retainage receivables.

If you select this option, a screen appears that allows you to perform a purge on the invoices, or to simply list the invoices to be purged. A report is automatically produced at the end of the process.

COINS Navigation



3. Use the Purge Paid and Voided Invoices option.

Screen 7-86: Purge Paid and Voided Invoices Screen

07/23/02 A/R - Purge Paid and Voided Invoices 9.7 INTCO/DIV 2.85.5

+--------------------------------------------------------------+ ¦ Perform Purge or Only List Invoices to Purge (P/L): L ¦ ¦ Purge by Customer or Job (C/J): C ¦ ¦ Purge through Invoice Date: 12/31/99 ¦ ¦ Purge through Check Date: 12/31/99 ¦ ¦ Starting Customer/Job: ¦ ¦ Ending Customer/Job: ¦ ¦ Starting Invoice's Co/Div: 1 1 ¦ ¦ Ending Invoice's Co/Div: 1 1 ¦ ¦ Purge Batch Control Records (Y/N): ¦ +--------------------------------------------------------------+ +----------------------------------+ ¦ Printer* lj2 ¦ ¦ Style* lc ¦ ¦ Number of Copies: 1 ¦ +----------------------------------+


7: Module Utilities

Field Definitions

Perform Purge or Only List Invoices to Purge

Specify whether you want to purge the invoices or just list them. You should make a habit of listing the invoices and reviewing the report before purging the invoices.

Purge by Customer or Job

The Purge by option qualifies the Customer/Job selection criteria. It is not a Sort option for the Purge Listing, because that is always sorted by customer.

Purge through Invoice DatePurge through Check Date

Enter the invoice and check dates through which you want to purge invoices. All paid or voided invoices with invoice or check dates up to and including these dates are purged.

Starting Customer /JobEnding Customer/Job

Enter the beginning and ending customer (or job) number you wish to purge. Paid and voided invoices for all customers or jobs that fall between the selected numbers are purged.

Starting Invoice’s Co/DivEnding Invoice’s Co/Div

Enter the beginning and ending company and division for which you want to purge invoices. Paid and voided invoices that fall between the selected numbers are purged.

NoteYou must have access to the company and division in order to be able topurge records from it or run the list.

P Purge the invoices at this time.

L Make a list of the invoices to be purged prior to actually purging them.

C Purge the invoices by customer, then enter your customer selections below.

J If you enter J to purge by job, the system regards anything entered in the Starting or Ending Customer/Job fields as job numbers.


7: Module Utilities

Purge Batch Control Records

Use this option to purge the batch control records for posted batches included in the selection range. Batch records remain in the system indefinitely, until purged here.


These fields determine the printer, report style, and number of copies for the purge listing or purge report. Contact your supervisor or System Administrator if you are unsure what to enter here.


7: Module Utilities

Reprint Posting/Purge ReportsIf you need to reprint a posting or purge report after it was first produced, use the Reprint Posting/Purge Reports function on the Module Utilities Menu.

NoteA report may be reprinted only while the report image file is still available on yoursystem’s hard drive. If COINS cannot find the report in the default Postings directory, anerror message appears.

COINS Navigation



3. Select Reprint Posting/Purge Reports Menu.

4. Select the type of posting report that you want to reprint.

Any of the posting reports listed on this menu can be reprinted, if the data is still on file. If a report has never been run, a message appears saying the report is not available.

Screen 7-87: Reprint Posting/Purge Reports Menu

07/23/02 C O I N S 9.7 INTCO/DIV 2.85.80 Accounts Receivable

+---- Reprint Posting/Purge Reports Menu -----+ ¦ ¦ ¦ 1. Cash Receipts Posting Report ¦ ¦ 2. Finance Charges Posting Report ¦ ¦ 3. Invoice Posting Report ¦ ¦ 4. Purge Paid and Voided Invoices Report ¦ ¦ 5. Reapp Cash Receipts Posting Report ¦ ¦ 6. Void Cash Receipts Posting Report ¦ ¦ 7. Void Invoices Posting Report ¦ ¦ X. Exit ¦ +---------------------------------------------+


7: Module Utilities

Field Definitions


These fields determine the printer, report style, and number of copies for the reprinted report.

Contact your supervisor or System Administrator if you are unsure what to enter here.

Screen 7-88: Selection Screen


+------------- Cash Receipts Posting Reports --------------+ ¦Process User ID Batch ID Post # Date Time ¦ ¦------- -------- -------- -------- -------- -------- ¦ + 264058 <MASTER> 092100 0227 06/07/02 11:27:36 ¦ ¦ 263290 <MASTER> ad1 0226 06/03/02 10:45:06 ¦ ¦ 263277 <MASTER> ad1 0225 06/03/02 10:40:26 ¦ ¦ 261842 <MASTER> et 0224 05/21/02 14:42:00 ¦ ¦ 261838 <MASTER> et1 0223 05/21/02 14:40:41 ¦ ¦ 261836 <M+----------------------------------+ 14:39:45 ¦ ¦ 261789 <M¦ Printer* lj6 ¦ 14:20:20 ¦ + 258617 ra¦ Style* lc ¦ 10:34:37 ¦ +-----------¦ Number of Copies: 1 ¦-----------+ +----------------------------------+


7: Module Utilities


Chapter 8: Reports

In Accounts Receivable, use the Report Menu to review data that has been posted in (and to) the A/R module.

NoteReports reflect only posted information. They do not reflect unposted transactions, suchas invoices and cash receipts.

Use the Report Menu to print any of the standard A/R reports, or to run reports you have defined through PROGRESS with the User-defined Reports option.

COINS Navigation


2. Select Report Menu from the A/R main menu.

3. Select the desired report from the Report Menu.

4. Enter selection criteria to produce a report with the desired information.

Screen 8-89: A/R Main Menu showing Report Menu



8: Reports

The Accounts Receivable module currently provides the following standard reports:

Aged Receivables Report on page 211

Cash Receipts Journal on page 217

Customer History on page 219

Receivable List on page 221

Retainage Report on page 223

Sales Journal on page 225

Unapplied Payments Report on page 227

Job Billing History Report Summary by Month on page 228

Screen 8-90: Report Menu


+------------------- Report Menu -------------------+ ¦ ¦ ¦ 1. Aged Receivables Report ¦ ¦ 2. Cash Receipts Journal ¦ ¦ 3. Customer History ¦ ¦ 4. Receivable List ¦ ¦ 5. Retainage Report ¦ ¦ 6. Sales Journal ¦ ¦ 7. Unapplied Payments Report ¦ ¦ 8. Job Billing History Report Summary by Month ¦ ¦ 96. User-defined Reports ¦ ¦ 97. Report Package ¦ ¦ 98. Monitor Requested Reports ¦ ¦ 99. Generate Foreground Reports ¦ ¦ X. Exit ¦ +---------------------------------------------------+


8: Reports

Overview of A/R ReportsCOINS produces a variety of reports designed to provide meaningful information regarding your business. The comprehensive list of standard reports is based on long experience with the construction industry. Please contact the COINS USA Support Center if you have an information need that does not seem to be met by one of the standard reports.

The A/R reports share similar selection criteria and print options. The discussion of these similarities is broken down into the following topics:

Report Selection Criteria on page 205

Printer Information on page 206

Generate Foreground Reports on page 207

Monitor Requested Reports on page 208

Banner Pages on page 210

Report Selection Criteria

Each report has its own group of appropriate selection criteria (prompts that allow you to select the information to be included on the report). The selection criteria for a report appear on the report’s banner page, saving space on the report pages themselves.

All A/R reports include selection criteria for company and division. The default response comes from User ID F/M, where preferences are set for each user’s default starting and ending company, division, and center for reports and inquiries. See Screen 8-91, Company and Division Selection Criteria.

Other frequent selection criteria include fiscal period, customer, and job ranges. See the discussions of individual reports for the selection criteria that apply to the report.

Screen 8-91: Company and Division Selection Criteria

+- Company/Division Selection -+ ¦ Starting Co/Div: 1 50 ¦ ¦ Ending Co/Div: 1 50 ¦ +------------------------------+


8: Reports

When you select a series of reports, the system uses the selection criteria from one report as the defaults for the next. This makes it easier to produce a set of related reports.

Printer Information

The process of selecting a report ends with entry of the printer options for that report. The printer options dialog box is where you select the printer where the report prints, the report’s orientation and appearance, the number of copies printed, and scheduling.

The printer options box is the same for all reports selected from a Report Menu, as shown in Screen 8-92, Output Options.

NoteThe definitions for printers and styles are stored in the System Administration Database,so they are shared by all databases within your system. Contact your COINS SystemAdministrator if you have questions about which printer or style to use, or if you don’thave security access to the printer you need to use.

Field Definitions

Printer

The printer determines where the report will print.

Style

The style determines the appearance of the report, such as its page orientation (landscape or portrait), its characters per inch, and its lines per inch.

Most reports are designed for printing in a landscape orientation, i.e., 132 characters across or fewer. If your report must be printed in compressed format (i.e., it exceeds 132 characters in width), the system warns you so that you can use the appropriate printer and style for compressed printing.

Screen 8-92: Output Options

+----------------------------------+ ¦ Printer* term ¦ ¦ Style* normal ¦ ¦ Number of Copies: 1 ¦ ¦ Background/Foreground: F ¦ ¦ Schedule Report (Y/N): ¦ +----------------------------------+


8: Reports

Number of Copies

Enter the number of times you wish to have the report printed. The system prints this number of separate, complete copies.

Background/ Foreground

If you select background (B), the system generates this report in “the background” and gives it a lower computer priority than other COINS operations. However, your terminal is free for other uses.

Enter F to generate this report in the foreground; it is given computer time priority equal to other COINS users on the system. You must select Report Menu option 99 to generate the report.

Schedule Report

If you are printing the report as a background report, the system allows you to schedule it to print at a specific date and time, or after a given number of hours.

Generate Foreground Reports

Use the Generate Foreground Reports function to begin processing any reports with foreground printing specified. Once the system begins generating the reports, your COINS session is not available for any other use until all the foreground reports are completed.

You may select several reports as foreground and then select Generate Foreground Reports to actually generate the whole group at once.

The system only generates reports requested by your User ID. Another user’s reports are not affected.

COINS Navigation


2. Select any Report Menu from the A/R main menu.

3. Enter 99 from the Report Menu. While the reports are being generated, the status of each report appears on your screen.


8: Reports

Monitor Requested Reports

The Monitor Requested Reports function appears on the Report Menu in each module. It may be used to:

Change report selection criteria and printer options for a Waiting report

Delete Waiting reports

Regenerate a previously spooled report

Reprint a previously spooled report from its stored report image file

COINS Navigation

1. Select Job Status from the COINS main menu.

2. Select any Report Menu from the Job Status Menu.

3. Select Monitor Requested Reports from the Report Menu.

When you first enter the Monitor Requested Reports function, the screen shows only reports requested by your User ID, with the date and time of the request, the status (spooled, waiting, etc.), User ID, printer, and if background or foreground printing (B/F) was selected. Use the Subset option to change this display.

Screen 8-93: Monitor Requested Reports Screen

02/28/01 Monitor Requested Reports SCI v7 8.90.98 +----------------------------------------------------------------------------+ ¦ B ¦ ¦ Report Name PKG Date Time Status User Queue F ¦ ¦ ------------------------ --- ----------- ------- -------- -------- - ¦ | Financial Status of Cont 02/27 16:47 Waiting kimber TERM F ¦ ¦ Financial Status Report 02/27 16:59 Waiting kimber TERM F ¦ ¦ Job Committed/Anticipate 02/27 17:01 Waiting kimber TERM F ¦ ¦ Weekly, PM=Coin PKG 02/28 15:29 Waiting kimber TERM F ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ | ¦ +----------------------------------------------------------------------------+ Browse Delete Explode PKGs Search Subset Exit


8: Reports

NoteThe User ID information is important since the Generate Foreground Reports option onlygenerates reports requested by the User ID that executes the option. This screen tells youwhat other reports exist, so you can remind other users to generate them if necessary.

Strip Menu Options

Press the slash key [/] to view the strip menu shown on the sample screen.

Batch Delete

Provides several ways to delete Waiting reports. When it is selected, additional options appear:

• Delete All Reports

• Delete Old Reports - Deletes reports requested on or before a specific date.

• Delete User Reports - Deletes reports by a specific User ID.

Explode PKGS

View information about individual reports in a report package.

Search

To find a specific report, by report name.

Subset

To change the selection criteria upon which the Monitor Requested Reports display is based, for example, to include reports requested by another user. The default values are shown below.

Exit

To leave this function and return to the Report Menu.

Screen 8-94: Subset selection

+———————————————————————————————————————————————+ | Starting User ID: kimber | | Ending User ID: kimber | | Display Status ‘Waiting’ (Y/N): Y | | Display Status ‘Generating’ (Y/N): Y | + Display Status ‘Aborted’ (Y/N): Y | | Display Status ‘Spooled’ (Y/N): Y | +———————————————————————————————————————————————+


8: Reports

Other options become available when you select a specific report. They vary according to the status of the report.

If the report status is Spooled:

Regenerate

To rerun the report, including any information that changed since the report was last generated.

Reprint

To reprint the report exactly as it appeared the last time it was printed.

If the report status is Waiting:

Change

To change the report selection criteria or output options.

Delete

To permanently remove the report request from the printer.

Banner Pages

COINS Ti reports include an optional banner page, which includes information such as the number of pages printed. For all reports generated from a module’s Report Menu, the banner page also shows the selection criteria used for the report. This allows selection criteria information to be removed from the actual report pages.

Banner pages are optional, controlled on a user-by-user basis in User ID F/M. Check with your COINS Ti Administrator if you want to change the printing of banner pages for the reports you generate.


8: Reports

Aged Receivables ReportThe Aged Receivables Report is used to track receivable balances by aging date. It has two formats: detailed and summary.

The Detailed report lists individual invoices in the appropriate aging column. This is the default version of the report.

The Summary report totals the invoices for each customer for each aging period.

The aging columns on the report reflect the A/R Aging Days set in A/R tailoring (see A/R Aging Days on page 27).

If A/R Tailoring has 3 aging days set up, for example 30, 60, and 90 as the aging dates, the column headings are:

• Current

• 31 to 60

• 61 to 90

• >90.

If A/R Tailoring has 6 aging days set up, for example 30, 60, 90, 120, 150, and 180, the column headings are as listed below. Because of the extra 3 columns, the report needs to be printed in condensed format.

• Current

• 31 to 60

• 61 to 90

• 91 to 120

• 121 to 150

• 151 to 180

• >180

A sample Aged Receivables Report appears in Appendix C, Aged Receivables Report - Detailed Version, on page 252.

COINS Navigation



3. Select Aged Receivables Report from the Report Menu.


8: Reports

4. Specify the company and division range and other selection criteria, as shown in Screen 8-95, Aged Receivables Report by Customer Selection Criteria.

Field Definitions

Exclude Invoices & Checks After Fiscal Period

Indicate whether the report should show invoices and checks after the specified fiscal period end date.

If you answer Y to this prompt, the system prompts for the fiscal date on the next screen.

Exclude Unapplied Payments

Specify whether the report should show unapplied payments or exclude them.

By Customer, Job, Account, Sales Rep or Proj. Mgr. Order

Specify the desired sort order for the report:

Screen 8-95: Aged Receivables Report by Customer Selection Criteria

+------------------------ Aged Receivables Report ------------------------+ ¦ Exclude Invoices & Checks After Fiscal Period (Y/N): Y ¦ ¦ Exclude Unapplied Payments (Y/N): Y ¦ ¦ By Customer #/Invoice, Customer #/Job, Customer Name/Invoice, ¦ ¦ Customer Name/Job, Job, Account, Sales Rep ¦ ¦ or Proj. Mgr. Order (C/U/N/M/J/A/S/P): C ¦ +-------------------------------------------------------------------------+

+-------------------------- Aged Receivables Report ---------------------------+¦Enter Fiscal Date: 02/28/11 Age by Inv/Due/Posting Date(I/D/P): I ¦¦Enter Aging Date: 02/28/11 Choose Detail/Summary(D/S): D ¦¦Starting Customer: Print Invoice Description (Y/N): ¦¦Ending Customer: Print PO# (Y/N): ¦¦Starting Customer Name: ¦¦Ending Customer Name: ¦¦ New Page each Customer (Y/N): ¦¦Starting Job: Print Job Name (Y/N): ¦¦Ending Job: Print Customer by Co/Div (Y/N): ¦¦Starting Proj. Mgr.: Show Misc. Cust. Info (Y/N): ¦¦Ending Proj. Mgr.: Show Invoices over $: ¦¦Starting Sales Rep: And / Or (A/O): ¦¦Ending Sales Rep: Show Invoices over # days: ¦¦Starting A/R Account: Show Retainage on Fully Paid ¦¦Ending A/R Account: Invoices on a separate line: ¦+------------------------------------------------------------------------------+

C By customer #/invoice


8: Reports

4/28/08 - KE - New screen per AR 72783 for .34 release. Delete old screen and change condition to PDF Ti when ready to publish.

01/03/12 - KGR inserted new screen as per AR#79942 for .42 release. 04/17/12 - Deleted old screen and changed Inserted screen to PDF Ti.

Figure 8-7: Aged Receivables Report Additional Selection Criteria

Figure 8-8:

Field Definitions

Enter Fiscal Date

Enter the period end date for the fiscal period covered by the report.

Enter Aging Date

Enter the month, day, and year to be used as the basis of aging the invoices on the report.

U By customer #/job

N By customer name/invoice

M By customer name/job

J By job

A By account

S By sales rep

P By project manager


8: Reports


Select the range of customers to be included on this report. If you leave these fields blank, the report retrieves information for all customers within the range of data set by the other selection criteria.

Starting Customer NameEnding Customer Name

Select the range of customer names to be included on this report. If you leave these fields blank, the report retrieves information for all customers within the range of data set by the other selection criteria.

Starting JobEnding Job

Select the range of jobs to be included on this report. If you leave these fields blank, the report retrieves information for all jobs within the range of data set by the other selection criteria.

Starting Proj. Mgr.Ending Proj. Mgr.

Select the range of project managers to be included on this report. If you leave these fields blank, the report retrieves information for all project managers within the range of data set by the other selection criteria.

Starting Sales RepEnding Sales Rep

Select the range of sales representatives to be included on this report. If you leave these fields blank, the report retrieves information for all sales reps within the range of data set by the other selection criteria.

Starting A/R AccountEnding A/R Account

This field is only accessible if the report is being run by Account. Use it to select the range of Accounts Receivable accounts to be included on this report. This can be useful when you sort the Aged Receivables Report by GL Account Number so that you can more easily reconcile groups of transactions independently, for example, intercompany transactions or employee transactions.

Age by Inv/Due/Posting Date

Specify whether the invoices on this report are to be aged (listed in one of the four aging columns) according to the invoice date, the date that invoice was due, or the posting date.


8: Reports

Choose Detail/Summary

Specify whether you want the Detail or Summary version of the Aged Receivables Report.

• The Detail version lists individual invoices in the appropriate aging column.

• The Summary version totals the invoices for each customer for each aging period.

The report defaults to detailed information.

Print Invoice Description

Specify whether invoice descriptions should be printed for every invoice.

Print P/O #

Specify whether the P/O numbers associated with the invoices should be printed on the report.

New Page each Customer

This field appears when printing the report by customer.

Specify whether the information for each different client should begin at the top of a new page. The default response is not to do this, in order to save paper.

Print Job Name

Indicate whether job names should appear for job-related invoices.

Print Customer by Co/Div


Indicate whether the customers should be sorted first by company/division and then by customer number.

Show Misc. Cust. Info


Indicate if you wish to print the name and address entered on an invoice when a “miscellaneous” customer code was used for the invoice. See Misc Cust on page 55 for more information about Misc customers.

If you choose not to show this information, the individual names and address information are omitted. All invoices for the “miscellaneous” customer are lumped together on the report as if they were for the same customer.

Print Customer Subtotals

This field appears when printing the report by job or by sales rep.

Indicate if you wish to see receivables subtotals for each customer.


8: Reports

Print Job Subtotals

This field appears when printing the report by customer/job or by project manager.

Indicate if you wish to see receivables subtotals for each job.

Show Other Sales Rep Info

This field appears when printing the Aged Receivables Report by sales rep.

Show Invoices over $And / OrShow Invoices over # days

These options allow you to show aged receivables that are over a certain dollar amount or are overdue by a certain number of days, or both.

Show Retainage on Fully Paid Invoices on a separate line

Specify whether retainage on paid invoices should appear on the report.

A Show invoices that are both over a certain amount and overdue past a certain number of days.

O Show invoices that satisfy at least one of the criteria. They may be over a certain amount, overdue for more than the specified number of days, or both.


8: Reports

Cash Receipts JournalThe Cash Receipts Journal lists receipts by check date for a given fiscal period date, in detail or summary. You can sort the report by bank or job; the bank order option is valuable if you deposit your receipts in different bank accounts.

The Detail version of the report displays voided checks, with columns for Void Deposit Date and Void Deposit # to help distinguish voided checks from regular deposits, which use the Orig Deposit Date and Orig Deposit # columns.

A sample Cash Receipts Journal appears in Appendix C, Cash Receipts Journal by Bank, on page 253.

COINS Navigation


2. Select the Report Menu option from the A/R main menu.

3. Select the Cash Receipts Journal from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-96, Cash Receipts Journal Selection Criteria.

Field Definitions

Bank or Job Order

Indicate whether the receipts are to be sorted on the report by job or by bank.

Starting Bank/JobEnding Bank/Job

If you are running the Cash Receipts Report by job, specify the range of jobs to be included by entering the starting and ending job numbers.

Screen 8-96: Cash Receipts Journal Selection Criteria

+————————————— Cash Receipts Journal ——————————————+ | Bank or Job Order(J/B): B | | Starting Bank/Job: | | Ending Bank/Job: | | Show Individual Invoices(Y/N): Y | | Enter Fiscal Period Date: 04/30/97 | +——————————————————————————————————————————————————+


8: Reports

If running the report by bank, specify the range of banks to be included.

Show Individual Invoices

Indicate whether the receipt information should include the individual invoices to which the receipt was applied.

Enter Fiscal Period Date

Specify the fiscal period for the report by entering the appropriate fiscal period end date.


8: Reports

Customer HistoryThe Customer History Report lists A/R customer history (invoices, receipts, finance charges, etc.) in a detailed or summary version. You can designate the customers you wish to have listed, sort the data by invoice or by date, and include zero activity jobs.

A sample Customer History appears in Appendix C, Customer History - Detailed Version, on page 255.

COINS Navigation



3. Select Customer History from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-97, Customer History Selection Criteria.

Field Definitions

Choose Detail/Summary

Specify whether the report should be printed in detailed or summary format.

Screen 8-97: Customer History Selection Criteria

+----------------------------- Customer History ------------------------------+¦Choose Detail/Summary(D/S): D By Deposit/Check Date(D/C): C ¦¦By Customer, Job, or Starting Date: / / ¦¦ Customer/Job(C/J/O): C Ending Date: / / ¦¦Invoice or Date order(I/D): I Include Pay Schedule(Y/N): N ¦¦Show Zero Activity Jobs(Y/N): N Include Customer Address (Y/N): N ¦¦Starting Customer/Job: ¦¦Ending Customer/Job: ¦+-----------------------------------------------------------------------------+

D Detail version includes detailed information, such as unapplied receipts with check number.

S Summary version has a single line for each customer, showing invoice amount, available discount, discounts and allowances, check amount, invoice balance, and retainage.


8: Reports

By Customer, Job, or Customer/Job

Specify the desired sort order for the report:

Invoice or Date order

Specify whether information for each customer or job should be ordered by invoice number or by transaction date.

Show Zero Activity Jobs

Indicate whether jobs with no activity during the specified date range should be included in the report. Choosing not to show these jobs may save paper.

Starting Customer/JobEnding Customer/Job

If you are running the report by job, specify the range of jobs to be included by entering starting and ending job numbers.

If running the report by customer, specify the range of customers to be included.

By Deposit/Check Date

Specify whether information should be included in the report based on the date a check was deposited or its check date, as compared to the date range selected below.

Starting DateEnding Date

Specify the appropriate date range for the report.

To produce the report for a specific month, use the first day of the month as the Starting Date and the last day as the Ending Date.

Include Pay Schedule

Specify whether the report should include payment schedule information if a payment schedule exists for a specific invoice.

Include Customer Address

Indicate whether the report should include customer address information.

C By customer

J By job

O By customer and then by job for each customer


8: Reports

Receivable ListThe Receivable List details receivables by job or by customer for a given fiscal period. You can have the information listed in either customer or job order.

A sample Receivable List appears in Appendix C, Receivable List by Customer, on page 256.

COINS Navigation



3. Select the Receivable List from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-98, Receivable List Selection Criteria.

Field Definitions

Thru Fiscal Period

Enter the ending date of the last fiscal period to be included in the report.

By Customer or Job

Specify whether the Receivables List should be printed by customer or by job.


This field is only used when printing the report by customer.

Enter a range of specific customers.

Screen 8-98: Receivable List Selection Criteria

+———————————— Receivable List —————————————+ | Thru Fiscal Period: 04/30/97 | | By Customer or Job (C/J): C | | Starting Customer: GE | | Ending Customer: KARNER | | Starting Job: | | Ending Job: | | Starting Group: | | Ending Group: | | New Page after each Job (Y/N): | +——————————————————————————————————————————+


8: Reports


This field is only used when printing the report by job.

Enter a single job or a range of consecutive jobs.

Starting GroupEnding Group


Select jobs for the report based on a single job group or a range of consecutive job groups.

New Page after each Job


Specify if the information for each different job should begin at the top of a new page. You can save paper if you choose not to do this.


8: Reports

Retainage ReportThe Retainage Report lists the Retainage amounts by customer or job, in detail or summary, through the specified fiscal period. You can designate specific customers or jobs that you wish to have listed.

A sample Retainage Report appears in Appendix C, Retainage Report - Detailed Version, on page 258.

COINS Navigation



3. Select the Retainage Report from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-99, Retainage Report Selection Criteria.

Field Definitions

By Customer or Job

Specify whether retainage amounts are to be listed by customer or by job.

By Inv Date or Inv Number

Specify whether the entries on the report should be sorted by invoice date or by invoice number for each customer or job.

Screen 8-99: Retainage Report Selection Criteria

+--------------- Retainage Report ----------------+ ¦ By Customer or Job (C/J): C ¦ ¦ By Inv Date or Inv Number(D/N): D ¦ ¦ Starting Job/Customer: ¦ ¦ Ending Job/Customer: ¦ ¦ Thru Fiscal Period: 01/31/01 ¦ ¦ Choose Detail or Summary (D/S): D ¦ ¦ Print Zero Retainage Invoices (Y/N): N ¦ ¦ Print Each Job On A New Page (Y/N): ¦ ¦ Comp/Incomp/All Jobs (C/I/All): ¦ ¦ Act/Inact/All Jobs(A/I/All): ¦ +-------------------------------------------------+


8: Reports

Starting Job/CustomerEnding Job/Customer

These fields let you select specific customers or jobs, according to whether you are running the report by customer or job.

• If printing the report by customer, the system interprets the information you enter here as a customer code.

• If printing the report by job, the system interprets the information you enter here as a job number.

Thru Fiscal Period


Choose Detail or Summary

Specify whether you want to print the detail or summary version of this report. When printing the summary version, customers with a zero-balance retainage total do not appear.

Print Zero Retainage Invoices

Indicate whether invoices with a zero-amount retainage balance should be included in the report.

Print Each Job On A New Page

The system only prompts for this information when printing the report by job.

Specify whether the information for each different job should begin at the top of a new page. The default response is not to do this, in order to save paper.

Comp/Incomp/All Jobs


Use this field to filter the report to complete jobs only, incomplete jobs only, or all jobs regardless of their complete/incomplete status.

Act/Inact/All Jobs


Use this field to filter the report to active jobs only, inactive jobs only, or all jobs regardless of active/inactive status.


8: Reports

Sales JournalThe Sales Journal lists all the sales for a specified fiscal period by job, customer, or entry order.

A sample Sales Journal appears in Appendix C, Sales Journal, on page 259.

COINS Navigation



3. Select the Sales Journal from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-100, Sales Journal Selection Criteria.

Field Definitions

Enter Fiscal Period Date

Enter the ending date of the fiscal period to be included in the report.

Enter Job, Customer, Invoice or Sales Rep/Customer Order

Specify whether the entries on the report are to be sorted by job, customer, invoice, or sales rep, and then customer.

New Page for Each Job or Sales Rep

Specify whether the information for each different job (when printing the report by job) or sales rep (when printing it by sales rep/customer) should begin at the top of a new page. You can save paper if you choose not to do this.

Screen 8-100: Sales Journal Selection Criteria

+------------------------- Sales Journal --------------------------+ ¦ Enter Fiscal Period Date: 01/31/01 ¦ ¦ Enter Job, Customer, Invoice or ¦ ¦ Sales Rep/Customer Order (J/C/I/S): C ¦ ¦ New Page for Each Job or Sales Rep (Y/N): ¦ ¦ Include Invoices Based on Invoice Header's Division ¦ ¦ Or the First Distribution's Sales Division (H/D): H ¦ ¦ Include Sales Distribution Detail (Y/N): N ¦ ¦ Include Sales Tax (Y/N): Y ¦ ¦ Starting Sales Ctr/Account No: 0 0 ¦ ¦ Ending Sales Ctr/Account No: 0 0 ¦ +------------------------------------------------------------------+


8: Reports

Include Invoices Based on Invoice Header's Division Or the First Distribution's Sales Division

Indicate whether invoices should be included on this report based on the invoice header division or the first distribution’s sales division. This lets you print the report based on a range of Sales company/divisions, rather than a range of Receivables company/divisions.

Include Sales Distribution Detail

Indicate whether the sales distribution details for each invoice should appear on the report.

Include Sales Tax

Indicate whether sales tax should be included on the report.

Starting Sales Ctr/Account NoEnding Sales Ctr/Account No

Specify a range of sales centers and accounts to further filter the report. This criteria is used to select an invoice.

NoteAll Sales Distribution lines will be displayed if the detail is to be printed.

H An invoice is included if the division in the invoice’s header information matches the division range specified for the report. The Co and Div on the header are the Receivables Co/Div.

D An invoice is included if the Sales division in the invoice’s first distribution line matches the division range specified for the report.


8: Reports

Unapplied Payments ReportThe Unapplied Payments Report lists only unapplied payments (cash receipts) for the specified company/division range for the customers and/or banks that you specify.

A sample Unapplied Payments Report appears in Appendix C, Unapplied Payments Report, on page 261.

COINS Navigation



3. Select the Unapplied Payments Report from the Report Menu.

4. Specify the company and division range and other selection criteria, as shown in Screen 8-101, Unapplied Payments Report Selection Criteria.

Field Definitions


Specify the range of customers you wish to print on the report. If these fields are left blank, all customers are printed on the report.

When more than one customer is entered in these fields, the report also includes report totals.

Starting BankEnding Bank

Enter the range of banks that you wish to print on the report. If you leave these fields blank, all banks are printed.

Screen 8-101: Unapplied Payments Report Selection Criteria

+-- Unapplied Payments Report --+ ¦ Starting Customer: ¦ ¦ Ending Customer: ¦ ¦ Starting Bank: ¦ ¦ Ending Bank: ¦ +-------------------------------+


8: Reports

Job Billing History Report Summary by MonthThe Job Billing History Report Summary by Month helps you ensure that all jobs have been fully billed each month.

A sample Job Billing History Report Summary by Month appears in Appendix C, Job Billing History Report Summary by Month, on page 262.

COINS Navigation



3. Select the Job Billing History Report Summary by Month from the Report Menu.

4. Specify the company, division, and center range and other selection criteria, as shown in Screen 8-102, Job Billing History Report Summary by Month Selection Criteria.

Field Definitions


Enter the range of jobs to be included on this report. If you leave these fields blank, the report retrieves information for all jobs within the specified company, division, and center range.

Screen 8-102: Job Billing History Report Summary by Month Selection Criteria

+------------------- Job Billing History Summary by Month --------------------+¦ Starting Job #* 008x Complete/Incomplete/All ¦¦ Ending Job #* 91-111 Jobs(C/I/All): All ¦¦ Starting Job Group* Active/Inactive/All ¦¦ Ending Job Group* Jobs (A/I/All): A ¦¦ Starting Job Type* Through Fiscal Period: 12/30/02 ¦¦ Ending Job Type* ¦¦ Starting Project Manager: ¦¦ Ending Project Manager: ¦¦ Starting Customer #* ¦¦ Ending Customer #* ¦+-----------------------------------------------------------------------------+


8: Reports

Starting Job GroupEnding Job Group

Use these fields to narrow the report down by job group. If you leave these fields blank, the report retrieves information for all job groups within the specified company/division/center range.

Starting Job TypeEnding Job Type

Use these fields to narrow the report down by job type. If you leave these fields blank, the report retrieves information for all job types within the specified company/division/center range.

Starting Project ManagerEnding Project Manager

You may select the jobs to be included on the report by specifying a range of project managers. Only the jobs for the selected project managers are included. If these fields are left blank, jobs for all project managers are included in the report as long as they satisfy the other selection criteria.


You may select the jobs to be included on the report by specifying a range of customers. If these fields are left blank, all customers appear on the report.

Complete/Incomplete/All Jobs

Use this field to filter the report to complete jobs only, incomplete jobs only, or all jobs regardless of their complete/incomplete status.

Active/Inactive/All Jobs

Use this field to filter the report to active jobs only, inactive jobs only, or all jobs regardless of their active/inactive status.

Through Fiscal Period



8: Reports

User-defined Reports

The User-defined Reports menu option allows you to run PROGRESS® programs or custom reports that you have written yourself. It is also used to run special utility programs supplied by COINS USA. If this becomes necessary, COINS USA provides you with specific instructions and program names.

COINS Navigation



3. Select User-defined Reports.

4. Enter the program name for the report, as shown in Figure 8-103.

Enter Report Name

When running a report, enter the appropriate program name in this field.

Screen 8-103: Select User-defined Report


+------------------- Report Menu -------------------+ ¦ ¦ ¦ 1. Aged Receivables Report ¦ ¦ 2. Cash Receipts Journal ¦ ¦ 3. Customer History ¦ ¦ 4. Receivable List ¦ ¦ 5. Retainage Report ¦ ¦ 6. Sales Journal ¦ ¦ 7. Unapplied Payments Report ¦ ¦ 8. Job Billing History Report Summary by Month ¦ ¦ 96. User-defined Reports ¦ ¦ 97. Report Package ¦ ¦ 98. Monitor Requested Reports ¦ ¦ 99. Generate Foreground Reports ¦ ¦ +----------- User-defined Reports -----------+ ¦ +---¦ Enter Report Name* xxxxxxx.p ¦--+ +--------------------------------------------+


8: Reports

Report Packages

The Report Package option on the Report Menu lets you define and produce a report package, i.e., a standard set of reports that you print as a group on a regular basis, using essentially the same selection criteria (other than dates).

COINS Navigation



3. Select Report Package from the Report Menu.

4. Select the desired option from the strip menu:

Defining a Report Package

To set up a report package for the first time or to edit an existing report package, select the Define Package option from the strip menu. See the System Administration Manual for detailed information about setting up report packages.

Initiating a Report Package

To select and print a report package, use the Initiate Package option on the strip menu.

Specify which report package is to be printed, using one of the codes established in Report Package F/M.

The report package definition includes a default printer, style, number of copies, etc. for the package. This information defaults to the screen when the package is initiated, but can be changed.

Initiate Package To run a previously defined report package

Define Package To set up or edit an existing report package

Exit To leave this function.


8: Reports

When the top part of the screen is completed, the system lists the reports included in this package for your review. If you respond Y to Data Correct, the system prompts you for the date ranges to be used in compiling the reports. An example appears in Figure 8-105.

After responding Y to Data Correct (and selecting 99 if the package is to be printed in the foreground), the system prints the reports as a group or individually, according to the package definition.

Screen 8-104: Initiate Report Package


+----------------------------------------------------------------------+ ¦ Report Package to initiate* EOM-CL-U EOM REPORTS - UNCOMPRESSED ¦ ¦ Print Reports as a Group or Individually: ¦ +----------------------------------------------------------------------+

+---------------------------------------------------------------------+ ¦ Seq No Report Name Queue Style Copies ¦ ¦ ---------- ------------------------- -------- -------- ------ ¦ | 1 Job Status and Variance R 1 ¦ ¦ 2 Trial Balance 1 ¦ ¦ ¦ ¦ ¦ | ¦ +---------------------------------------------------------------------+Data Correct? (Y/N): Y

Screen 8-105: Report Package Date Selections

+-------------- General Ledger Date Parameters --------------+ ¦(1) Starting Fiscal Date: ¦ ¦(2) Ending Fiscal Date: 12/31/00 (also the Fiscal Date)¦ +------------------------------------------------------------+


Chapter 9: Inquiries

In Accounts Receivable, use the Inquiry Menu to review data that has been posted in (and to) the A/R module.

NoteInquiries and reports reflect only posted information. They do not reflect unpostedtransactions, such as invoices and cash receipts.

The A/R Inquiry Menu gives you immediate access to essential A/R information. Inquiries differ from reports by including less detail and fewer selection options, in the interests of quicker processing and better display on the screen.

COINS Navigation


2. Select Inquiry Menu from the A/R main menu.

3. Select the desired inquiry.

Screen 9-106: A/R Main Menu showing Inquiry Menu



9: Inquiries

Screen 9-107: Inquiry Menu


+--------- Inquiry Menu ---------+ ¦ ¦ ¦ 1. Aged Receivables Inquiry ¦ ¦ 2. Customer History Inquiry ¦ ¦ 3. Customer Inquiry ¦ ¦ 4. Invoice Inquiry ¦ ¦ X. Exit ¦ +--------------------------------+


9: Inquiries

Aged Receivables InquiryUse the Aged Receivables Inquiry to view invoice information on the screen. The screen shows invoice terms, due type and due date, and aging information. The flexible selection criteria allow you to view information by job or customer, and aged by invoice or due date based on a particular aging date.

A sample inquiry screen appears in Figure 9-109, Aged Receivables Inquiry.

COINS Navigation



3. Select Aged Receivables Inquiry from the Inquiry Menu.

4. Enter selection criteria (shown in Figure 9-108) so that the resulting inquiry displays the information you want to see.

Screen 9-108: Aged Receivables Inquiry Selection Criteria

06/21/05 A/R - Aged Receivables Inquiry QA M1 v97c2-Stg 2.80.1

+---------------------------------------------------+ ¦ By Job or Customer (J/C): C ¦ ¦ Age by Invoice or Due Date (I/D): ¦ ¦ Aging Date: ¦ ¦ Show Invoices over $: ¦ ¦ Show Invoices over # days: ¦ ¦ Starting Company: ¦ ¦ Ending Company: ¦ ¦ Starting Division: ¦ ¦ Ending Division: ¦ ¦ Job* ¦ +---------------------------------------------------+


9: Inquiries

Screen 9-109: Aged Receivables Inquiry

06/21/05 A/R - Aged Receivables Inquiry QA M1 v97c2-Stg+----------------------------------------------+ +------------------------+.80.1¦Customer* 120758 THB, INC ¦ ¦Next Customer* 32740 ¦¦Due Type: N Due Days: 0 ¦ +------------------------++----------------------------------------------+INVOICE INV DATE JOB TYPE CURRENT 31 - 60 61 - 90 > 90---------- -------- --------------- ---- --------- --------- --------- ---------0000006115 03/25/05 007r I 20000000007625 01/31/05 00-001 I 11300191 04/15/05 z104SR I 10600test 08/22/05 0650 I 2200

--------- --------- --------- --------- CUSTOMER TOTALS 2000 12913 CURR AND PAST DUE 14912.50 FUTURE DUE 0.00 UNAPPLIED PAYMENTS 0.00 TOTAL A/R 14912.50 OUTSTANDING RETAINAGE -2500.00


9: Inquiries

Customer History InquiryUse the Customer History Inquiry to display, by job or customer number, invoices and checks for each customer for a specified period. When doing a Customer History Inquiry, the system refreshes the screen when you have finished with one customer and lets you enter the number for a second one. You can view information on as many customers as you like before returning to the Inquiry Menu.

8/10/09 - KE - revised following per AR 72974 for .37; moved refresh info to Field Descriptions.

A sample inquiry screen appears in Figure 9-111, Customer History Inquiry.

COINS Navigation



3. Select Customer History Inquiry from the Inquiry Menu.

4. Enter selection criteria (shown in Figure 9-110) so that the resulting inquiry displays the information you want to see.

Screen 9-110: Customer History Inquiry Selection Criteria

07/24/02 A/R - Customer History Inquiry 9.7 INTCO/DIV 2.80.2

+---------------------------------------+ ¦ By Job or Customer (J/C): C ¦ ¦ Invoice or Date Order (I/D): I ¦ ¦ Include Checks (Y/N): Y ¦ ¦ Starting Date: 01/01/97 ¦ ¦ Ending Date: 12/31/97 ¦ ¦ Starting Co/Div: 1 0 ¦ ¦ Ending Co/Div: 1 0 ¦ ¦ Job* ¦ +---------------------------------------+


9: Inquiries

Screen 9-111: Customer History Inquiry

07/24/02 A/R - Customer History Inquiry 9.7 INTCO/DIV+----------------------------------------------+ +------------------------+80.2¦Customer* MNDOT MINNISOTA DOT ¦ ¦Next Customer* NYSDOT ¦+----------------------------------------------+ +------------------------+ INV NO INV DATE RETAINAGE INV AMT CURRENT CHK NO CHK DATE JOB DISC+ALLOW CHK AMT RECEIVABLE -- ---------- -------- -------- ---------- ------------- ------------- I NOV97 11/30/97 1 1000.00 9000.00 9000.00 P C 222 11/30/97 1 0.00 9000.00 0.00 U 222 11/30/97 0.00 6000.00 -6000.00

---------- ------------- INVOICE TOTALS 1000.00 9000.00 9000.00 CHECK TOTALS 0.00 9000.00 0.00 UNAPPLIED TOTALS 6000.00 -6000.00


9: Inquiries

Customer InquiryUse the Customer Inquiry to display customer information on the screen. The information appears in customer number order, beginning with the number entered as the starting customer.

The default version of the inquiry shows customer name, address, etc., and current balance. There is an additional option to show a financial overview for each customer, with current and previous year sales, payments, current retainage, and average days to pay.

Sample inquiry screens appear in Figure 9-113, Customer Inquiry and Figure 9-114, Customer Inquiry showing Current/Previous Sales, etc..

COINS Navigation



3. Select Customer Inquiry from the Inquiry Menu.

4. Enter selection criteria (shown in Figure 9-112) so that the resulting inquiry displays the information you want to see. If you choose to show current/previous sales, etc., the system prompts for the starting and ending fiscal dates that define the “current” and “previous” years.

Screen 9-112: Customer Inquiry Selection Screen

07/24/02 A/R - Customer Inquiry 9.7 INTCO/DIV 2.80.3

+----------------------------------------------+ ¦ Enter Starting Customer* ABC ¦ ¦ Show Current/Previous Sales, ¦ ¦ Payments, & Assoc Costs, & ¦ ¦ Current Retainage & ¦ ¦ Average Days to Pay: Y ¦ ¦ Current Year Starting Fiscal Date: 01/31/01 ¦ ¦ Current Year Ending Fiscal Date: 12/31/01 ¦ ¦ Previous Year Starting Fiscal Date: 01/31/00 ¦ ¦ Previous Year Ending Fiscal Date: 12/31/00 ¦ +----------------------------------------------+


9: Inquiries

Screen 9-113: Customer Inquiry

07/24/02 A/R - Customer Inquiry 9.7 INTCO/DIV 2.80.3 Customer: ABC ABC BOTTLE AND PACKAGING CO. 811 10TH STREET WATERVLIET, NY 12189

518-273-1845

Print Statement: Y Contact Person: ANDY BURCHStatement Cycle: Default Job Number:Receive Dunning Notices: NTaxable Status (S/C/N): C Last Date Paid: 09/21/99Def Tax Jurisdiction: NYS-ALB Last Amt Paid: 6,000.00 Current Balance: 68,763.80 Unapplied Payments: 6,600.00


Screen 9-114: Customer Inquiry showing Current/Previous Sales, etc.

07/24/02 A/R - Customer Inquiry 9.7 INTCO/DIV 2.80.3 Customer: ABC ABC BOTTLE AND PACKAGING CO. 811 10TH STREET WATERVLIET, NY 12189

518-273-1845

Print Statement: Y Contact Person: ANDY BURCHStatement Cycle: Default Job Number:Receive Dunning Notices: NTaxable Status (S/C/N): C Last Date Paid: 09/21/99Def Tax Jurisdiction: NYS-ALB Last Amt Paid: 6,000.00 Current Balance: 68,763.80Sales Current Year: 0.00 Unapplied Payments: 6,600.00 Previous Year: 57,612.50Payments Current Year: 0.00 Current Retainage: 0.00 Previous Year: 0.00 Average Days to Pay: 0.00Assoc. Costs Current Yr: 0.00 Previous Yr: 331.74



9: Inquiries

Invoice InquiryThe Invoice Inquiry displays posted invoices on the screen in customer number or invoice number order. You may request individual invoices to display total sales, retainage, invoice amount, taxable amount, and sales accounts and amounts.

If checks have been received in connection with the invoice, you have the option of viewing them as well. If there is a payment schedule or any finance charge for the invoice, you can also view that information.

Sample inquiry screens appear in Figure 9-116, Invoice Inquiry and Figure 9-117, Invoice Inquiry - Check Information.

COINS Navigation



3. Select Invoice Inquiry from the Inquiry Menu.

4. Indicate whether you want to inquire by invoice number or by customer, as shown in Figure 9-112. The default is by customer.

Screen 9-115: Invoice Inquiry Selection Criteria

07/24/02 A/R Invoice Inquiry 9.7 INTCO/DIV 2.80.4

+-------------------------------------------+ ¦ By Customer or Invoice Number (C/I): C ¦ +-------------------------------------------+


9: Inquiries

Screen 9-116: Invoice Inquiry

07/24/02 A/R Invoice Inquiry 9.7 INTCO/DIVCustomer Number* EAST EAST SIDE ATHLETIC CLUB 2.80.4Invoice Number* 00038 Due Type / Due Days: N 0Fiscal Date: 05/31/02Type (I/A): I Apply to Invoice #:Job Number: 99759 Sales Rep:Phase: Discount Percentage: 25.00Contract Number: Discount Date: 06/09/02Invoice Date: 05/29/02 Co/Div: 1 10Due Date: 06/29/02 A/R Account: 1400Tax Juris: ex Retainage Account: 1402P.O. Number: Final Invoice (Y/N): NDesc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00Total Sales: 5000.00Taxable Amount: 0.00 Co Div Ctr Account Sales AmountSales Tax: 0.00 1 10 0 37110 5000.00Retainage: 0.00Invoice Amount: 5000.00Avail Discount: 1,250.00Balance: 1250.00Show Checks(Y/N): Y

Screen 9-117: Invoice Inquiry - Check Information

07/24/02 A/R Invoice Inquiry 9.7 INTCO/DIVCustomer Number* EAST EAST SIDE ATHLETIC CLUB 2.80.4Invoice Number* 00038 Due Type / Due Days: N 0Fiscal Date: 05/31/02Type (I/A): I Apply to Invoice #:Job Number: 99759 Sales Rep:Phase: Discount Percentage: 25.00Contract Number: Discount Date: 06/09/02Invoice Date: 05/29/02 Co/Div: 1 10Due Date: 06/29/02 A/R Account: 1400Tax Juris: ex Retainage Account: 1402P.O. Number: Final Invoice (Y/N): NDesc: Pymt Schedule (Y/N): N Assoc. Costs: 0.00

BANK CHECK # CHECK DT FISCAL DT CO DIV DEPOSIT DT AMOUNT VOID ---- --------- -------- --------- --- --- ---------- --------------- ---- FN 1 05/29/02 05/31/02 1 99 05/30/02 3,750.00 N

No Payment Schedule.No Finance Charges.Press space bar to continue.


Appendix A: Screen PointersMost screens in the COINS system have an index number, or screen pointer, at the upper right hand corner of the screen. The numbers are made up of the option numbers from each level of menu, e.g.:

Figure A-1: Structure of a Screen Pointer

At any menu, you can enter a period (.) to receive the Enter Screen Pointer prompt. You may either enter the actual screen number, as listed below, or use the System Utilities Screen Pointer File Maintenance menu to assign mnemonic names to the most frequently used screens.

This appendix lists the screen pointers available for the Accounts Receivable module in COINS Version 7.

Enter Invoices 2.1Add 2.1.1Add Recurring 2.1.2Change 2.1.3Delete 2.1.4Print 2.1.5Show 2.1.6

Post Invoices 2.2

Enter Cash Receipts 2.3Add 2.3.1Add by Invoice Number 2.3.2Change 2.3.3Delete 2.3.4Print 2.3.5Show 2.3.6

Post Cash Receipts 2.4

Enter Reapplied Cash Receipts 2.5Add 2.5.1

2. Accounts Receivable2.1. Enter Invoices

2.1.1 Add


Appendix A: Screen Pointers

Change 2.5.2Delete 2.5.3Print 2.5.4Show 2.5.5

Post Reapplied Cash Receipts 2.6

Enter Finance Charges 2.7Add 2.7.1Build Charges from History 2.7.2Change 2.7.3Delete All 2.7.4Delete Individual 2.7.5Print 2.7.6Show 2.7.7

Post Finance Charges 2.8

Change Posted Invoices 2.9

Void Posted Invoices 2.10

Void Posted Cash Receipts 2.11

Batch Control Menu 2.70Cash Receipts 2.70.1

Change Batch 2.70.1.1Change Fiscal Period 2.70.1.2Change Ownership 2.70.1.3Close Batch 2.70.1.4Create Batch 2.70.1.5Delete Batch 2.70.1.6Merge Batches 2.70.1.7Rename Batch 2.70.1.8

Finance Charges 2.70.2Change Batch 2.70.2.1Change Fiscal Period 2.70.2.2Change Ownership 2.70.2.3Close Batch 2.70.2.4Create Batch 2.70.2.5Delete Batch 2.70.2.6Merge Batches 2.70.2.7Rename Batch 2.70.2.8



Invoices 2.70.3Change Batch 2.70.3.1Change Fiscal Period 2.70.3.2Change Ownership 2.70.3.3Close Batch 2.70.3.4Create Batch 2.70.3.5Delete Batch 2.70.3.6Merge Batches 2.70.3.7Rename Batch 2.70.3.8

File Maintenance 2.75

Customer File 2.75.1Add 2.75.1.1Change 2.75.1.2Delete 2.75.1.3Print 2.75.1.4Show 2.75.1.5

Customer Notes File 2.75.2Add 2.75.2.1Change 2.75.2.2Delete 2.75.2.3Print 2.75.2.4Show 2.75.2.5

Bank File 2.75.3Add 2.75.3.1Change 2.75.3.2Delete 2.75.3.3Print 2.75.3.4Show 2.75.3.5

Credit Rating File 2.75.4Add 2.75.4.1Change 2.75.4.2Delete 2.75.4.3Print 2.75.4.4Show 2.75.4.5

Tax Jurisdiction File 2.75.5Add 2.75.5.1Change 2.75.5.2Delete 2.75.5.3Print 2.75.5.4Show 2.75.5.5



Dunning File 2.75.6Add 2.75.6.1Change 2.75.6.2Delete 2.75.6.3Print 2.75.6.4Show 2.75.6.5

Recurring Invoice File 2.75.7Add 2.75.7.1Change 2.75.7.2Delete 2.75.7.3Print 2.75.7.4Show 2.75.7.5

Sales Rep File 2.75.8Add 2.75.8.1Change 2.75.8.2Delete 2.75.8.3Print 2.75.8.4Show 2.75.8.5

Inquiry Menu 2.80Aged Receivables Inquiry 2.80.1Customer History Inquiry 2.80.2 Customer Inquiry 2.80.3Invoice Inquiry 2.80.4

Module Utilities Menu 2.85Export Customer File 2.85.1Print Customer Labels 2.85.2Print Statements 2.85.3Post Statements 2.85.4Purge Paid and Voided Invoices 2.85.5Reprint Posting/Purge Reports Menu 2.85.80Tailoring 2.85.85

Report Menu 2.90Aged Receivables Report 2.90.1Cash Receipts Journal 2.90.2Customer History 2.90.3 Receivable List 2.90.4Retainage Report 2.90.5Sales Journal 2.90.6Unapplied Payments Report 2.90.7



Job Billing History Report Summaryby Month 2.90.8

User-defined Reports 2.90.96Report Package 2.90.97Monitor Requested Reports 2.90.98Generate Foreground Reports 2.90.99


Accounts Receiv 249June 2013

Appen

able Reference Manual, COINS Version 7

dix B: Accounts Receivable Organization Chart

Accounts Re 250June 2013

Appendix

ceivable Reference Manual, COINS Version 7

B: Accounts Receivable Organization Chart

Accounts Receiv 251June 2013

Appen

Samples are p

See Chapter 8

rt

sting Report

eport

able Reference Manual, COINS Version 7

dix C: A/R Report Samples

rovided for the following standard reports that are produced by the Accounts Receivable module.

, Reports for more information about each of the reports illustrated in this appendix.

Figure C-1, Aged Receivables Report - Detailed Version Figure C-10, Unposted Invoice List

Figure C-2, Cash Receipts Journal by Bank Figure C-11, Invoice Posting Report

Figure C-3, Customer History - Detailed Version Figure C-12, Cash Receipts Posting Repo

Figure C-4, Receivable List by Customer Figure C-13, Reapplied Cash Receipts Po

Figure C-5, Retainage Report - Detailed Version Figure C-14, Finance Charges Posting R

Figure C-6, Sales Journal Figure C-15, Void Invoices Report

Figure C-7, Unapplied Payments Report Figure C-16, Void Cash Receipts Report

Figure C-8, Job Billing History Report Summary by Month Figure C-17, Purge Invoices Listing

Figure C-9, Customer Notes F/M -- Sample List


Appendix

RUN DA PAGE 1CONSTR

COMPAN

CUSTOM > 90 RETAINAGE

112CBW 366.78

18153.32

--------------------------- 18520.10

=========================== 18520.10 0.00


C: A/R Report Samples

Figure C-1: Aged Receivables Report - Detailed Version

TE 02/17/04 11:19:22 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) DETAILED AGED RECEIVABLES REPORT BY CUSTOMER # BY INVOICE # AGED BY INVOICE DATE USING AGING DATE 08/30/03

Y: 112 MECHANICAL GROUP DIVISION: 120 MM - CORP - ILLINOIS

ER INV#/CHK# INV DATE DUE DATE JOB/WO BALANCE CURRENT 31 to 60 61 to 90

AS CB WMB 112006359 05/27/03 05/27/03 11102287 366.78 W/O NO. 11102287 112007383 06/24/03 06/24/03 11102764 220.94 220.94 W/O NO. 11102764 112007500 06/26/03 06/26/03 11102899 367.60 367.60 W/O NO. 11102899 112008479 07/17/03 07/17/03 11102929 365.30 365.30 W/O NO. 11102929 112008480 07/17/03 07/17/03 11103044 526.22 526.22 W/O NO. 11103044

112010237 08/27/03 08/27/03 11104132 435.00 435.00 W/O NO. 11104132 112010238 08/27/03 08/27/03 11104066 322.73 322.73 W/O NO. 11104066 112J3270-1 05/29/03 05/29/03 112J3270 18153.32

--------------------------------------------------------- CUSTOMER 112CBWAS TOTALS 62609.33 5391.24 38109.45 588.54

========================================================= DIVISION TOTALS 62609.33 5391.24 38109.45 588.54


Appendix

RUN DA PAGE 2CONSTR

BANK:

CUSTOM KEN CHECK AMT JOB

114OMR .00 2498.00114OMR .00 451.00 --- ----------- .00 2949.00

114OMR .00 2498.00114OMR .00 451.00114OMR .00 2498.00114OMR .00 451.00 --- ----------- .00 5898.00

=== =========== .00 8847.00

----------------- .00 8847.00



Figure C-2: Cash Receipts Journal by Bank

TE 02/17/04 11:23:57 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) DETAILED CASH RECEIPTS JOURNAL BY DEPOSIT DATE FOR FISCAL PERIOD ENDING 12/31/02

SE SECOND BANK

CUSTOMER PAY CHECK CHECK DEPOSITER NAME INVOICE INV DATE INVOICE AMT TYP NO DATE DATE DISC TAKEN ALLOW TA

O4 OMRON ENTPR 112000070 12/27/02 2498.00 O 33324 12/31/02 12/31/02 0.00 0O4 OMRON ENTPR 112000075 12/27/02 451.00 O 33324 12/31/02 12/31/02 0.00 0 ----------- --------CHECK 33324 TOTALS 0.00 0

O4 OMRON ENTPR 112000071 12/27/02 2498.00 O 35122 12/31/02 12/31/02 0.00 0O4 OMRON ENTPR 112000076 12/27/02 451.00 O 35122 12/31/02 12/31/02 0.00 0O4 OMRON ENTPR 112000072 12/27/02 2498.00 O 35122 12/31/02 12/31/02 0.00 0O4 OMRON ENTPR 112000077 12/27/02 451.00 O 35122 12/31/02 12/31/02 0.00 0 ----------- --------CHECK 35122 TOTALS 0.00 0

=========== ========DEPOSIT TOTALS 0.00 0

---------------------------------------------------------------------------------------------------TOTALS FOR 12/31/02 0.00 0


Appendix

RUN DA PAGE 3CONSTR

===== ================= REPOR .00 9759.37

APPLI UNAPP MISC ----- --------------- TOTAL 4,746.82

TOTAL 0.00 TOTAL 0.00 TOTAL 0.00 TOTAL 0.00 =============== 4,746.82

RUN DA PAGE 3CONSTR

REDITS NET 100.18 9759.37 847.00 -5494.32 483.00 -2483.00 768.12 -768.12 3.50 -3.50 947.93 -947.93 810.00 -810.00 0.00 747.50 ------ ------------ 959.73 0.00

====== ============ 959.73 0.00



TE 02/17/04 11:23:57 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) CASH RECEIPTS JOURNAL G/L ACCOUNT SUMMARY FOR FISCAL PERIOD ENDING 12/31/02

===================================================================================================T TOTALS 0.00 0

ED RECEIPTS 4,746.82LIED RECEIPTS 0.00CASH RECEIPTS 5,012.55------------------ CASH RECEIVED

REAPPLIED RECEIPTS DISCOUNTS ALLOWANCES VOIDS

TE 02/17/04 11:23:57 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) CASH RECEIPTS JOURNAL G/L ACCOUNT SUMMARY FOR FISCAL PERIOD ENDING 12/31/02

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C 112 100 0 10000 CASH IN BANK 13859.55 4 112 120 0 13000 ACCOUNTS RECEIVABLE 3352.68 8 112 120 100 54120 VEHICLE (OH) - REPAIR & MAINT. 0.00 2 112 120 100 56010 VEHICLE (FIELD) - FUEL & OIL 0.00 112 120 100 76200 OFFICE EXPENSES 0.00 112 120 100 79400 UTILITIES 0.00 112 120 190 35007 SUBCONTRACT 0.00 112 900 0 13000 ACCOUNTS RECEIVABLE 747.50 ------------ ------ SUMMARY FOR COMPANY 17959.73 17

============ ====== REPORT SUMMARY 17959.73 17

Figure C-2: Cash Receipts Journal by Bank (Continued)


Appendix

RUN D PAGE 1 CONST

INVOICE TYPE BALANCE RETAINAGE

112CB I 336.26 0.00 C 0.00 I 557.11 0.00 C 15.36 C 0.00 I 357.18 0.00 C 366.78 I 1034.12 0.00 C 0.00 I 419.69 0.00 C 0.00

I 2174.00 0.00 ------------- 63209.93 0.00

===== ======================= REPOR 63209.93 0.00



Figure C-3: Customer History - Detailed Version

ATE 02/17/04 11:27:50 COINS ACCOUNTS RECEIVABLE MODULE RUCTION AND SERVICES, INC. (t1) DETAILED CUSTOMER HISTORY BY CUSTOMER FOR PERIOD 01/02/03 THRU 12/31/03 INVOICE ORDER

INVOICE NO- INV DATE INVOICE DISCOUNT DISCOUNTS CHECK CHECK NO CHK DATE JOB AMOUNT AVAILABLE & ALLOW AMOUNT

WAS CB WMB PHONE 949-809-4347 CONTACT THOMAS BYRD 112006167 05/12/03 336.26 0.00 W/O NO. 11102108 131658 07/09/03 0.00 336.26 112006358 05/27/03 557.11 0.00 W/O NO. 11102336 131658 07/09/03 0.00 541.75 6192003 06/19/03 0.00 15.36 112006359 05/27/03 357.18 0.00 W/O NO. 11102287 6192003 06/19/03 0.00 -9.60 112007172 06/17/03 1034.12 0.00 W/O NO. 11102518 131658 07/09/03 0.00 1034.12 112007173 06/17/03 419.69 0.00 W/O NO. 11102760 131658 07/09/03 0.00 419.69

112J3523-1 08/27/03 112J3523 2174.00 0.00 . . ------------- ------------- ------------- ------------- Totals for 112CBWAS 143397.15 0.00 0.00 80187.22

===================================================================================================T TOTALS 143397.15 0.00 0.00 80187.22


Appendix

RUN D PAGE 1 CONST

RETENTION INVOICE INV#/ BALANCE BALANCE

CUSTO

11200 0.00 366.78 11200 0.00 220.94 11200 0.00 367.60 11200 0.00 365.30 11200 0.00 526.22

11201 0.00 449.26 11201 0.00 435.00 11201 0.00 322.73 112J3 0.00 18153.32 112J3 0.00 9076.68 112J3 0.00 25435.00 112J3 0.00 2174.00 ----- ------------------------ 0.00 63209.93

===== ======================== REPOR 0.00 63209.93 0.00 63209.93



Figure C-4: Receivable List by Customer

ATE 02/17/04 12:21:01 COINS ACCOUNTS RECEIVABLE MODULE RUCTION AND SERVICES, INC. (t1) RECEIVABLE LIST BY CUSTOMER THRU FISCAL PERIOD ENDING 12/31/03

ORIGINAL CHK# TYPE DESCRIPTION INV DATE JOB CO DIV INV AMOUNT

MER: 112CBWAS CB WMB

6359 I W/O NO. 11102287 05/27/03 112 120 357.18 7383 I W/O NO. 11102764 06/24/03 112 120 220.94 7500 I W/O NO. 11102899 06/26/03 112 120 367.60 8479 I W/O NO. 11102929 07/17/03 112 120 365.30 8480 I W/O NO. 11103044 07/17/03 112 120 526.22

0015 I W/O NO. 11103966 08/22/03 112 120 449.26 0237 I W/O NO. 11104132 08/27/03 112 120 435.00 0238 I W/O NO. 11104066 08/27/03 112 120 322.73 270-1 I . 05/29/03 112J3270 112 120 18153.32 .270-2 I . 07/30/03 112J3270 112 120 9076.68 .334-1 I . 07/28/03 112J3334 112 120 25435.00 .523-1 I . 08/27/03 112J3523 112 120 2174.00 .--------------------------------------------------------------------------------------------------- TOTAL FOR CUSTOMER CB WMB 63200.33

===================================================================================================T TOTALS TOTAL RECEIVABLE TOTAL UNAPPLIED PAYMENTS NET RECEIVABLE


Appendix

RUN D PAGE 2 CONST

REDITS NET 0.00 62609.33 760.73 -7760.73 839.00 -54839.00 0.00 600.60 600.60 -600.60 ------ ------------ 200.33 9.60

====== ============ 200.33 9.60



ATE 02/17/04 12:21:01 COINS ACCOUNTS RECEIVABLE MODULE RUCTION AND SERVICES, INC. (t1) RECEIVABLE LIST THRU FISCAL PERIOD ENDING 12/31/03

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C 112 120 0 13000 ACCOUNTS RECEIVABLE 62609.33 112 120 160 33000 BILLINGS 0.00 7 112 120 190 33000 BILLINGS 0.00 54 112 900 0 13000 ACCOUNTS RECEIVABLE 600.60 112 900 160 33000 BILLINGS 0.00 ------------ ------ SUMMARY FOR COMPANY 63209.93 63

============ ====== REPORT SUMMARY 63209.93 63

Figure C-4: Receivable List by Customer (Continued)


Appendix

RUN DA PAGE 1CONSTR

CUSTOM RETAIN TOTAL RET% TOT

001 500.00 10.00 ------------------------- 500.00 10.00

KARNER 435.10 10.00 758.50 10.00 783.50 10.00 1,461.80 10.00 1,726.40 10.00 2,782.40 10.00 3,032.30 10.00 3,611.25 10.00 3,865.25 10.00 ————————————————————————— 3,865.25 10.00

====== =========================REPORT 25,036.22 9.90



Figure C-5: Retainage Report - Detailed Version

TE 02/17/04 12:34:38 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) DETAILED RETAINAGE REPORT BY CUSTOMER THRU FISCAL PERIOD 12/31/03

ER INVOICE# INV DATE JOB CO DIV SALES AMOUNT RETAINAGE INV RET% SALES TOTAL

540 N. LAKE SHORE 56222 11/20/03 59727 100 100 5,000.00 500.00 10.00 5,000.00 ------------------------------------------------------ CUSTOMER TOTAL 5,000.00 500.00 5,000.00

THE KARNER GROUP, INC. 1.1 04—001 05/31/03 04—001 100 100 4,351.00 435.10 10.00 4,351.00 1.2 04—001 05/31/03 04—001 100 100 3,234.00 323.40 10.00 7,585.00 1.2b04—001 06/01/03 04—001 100 100 250.00 25.00 10.00 7,835.00 1.3 04—001 06/30/03 04—001 100 100 6,783.00 678.30 10.00 14,618.00 1.3b04—001 06/30/03 04—001 100 100 2,646.00 264.60 10.00 17,264.00 1.4 04—001 07/29/03 04—001 100 100 10,560.00 1,056.00 10.00 27,824.00 1.4b04—001 07/29/03 04—001 100 100 2,499.00 249.90 10.00 30,323.00 1.5 04—001 02/24/03 04—001 100 100 5,789.50 578.95 10.00 36,112.50 1.5b04—001 02/24/03 04—001 100 100 2,540.00 254.00 10.00 38,652.50 —————————————————————————————————————————————————————— CUSTOMER TOTAL 38,652.50 3,865.25 38,652.50

=================================================================================================== TOTALS 252,841.01 25,036.22 252,841.01


Appendix

RUN DA PAGE 1CONSTR

HDRCUSTOM CO DIV TOTAL SALES

ASSOCI 112 120 147.00

112 120 699.00

112 120 862.61

112 120 448.48

---------------------------

2157.09

====== ===========================

REPORT 1254724.56

TOTAL 1278329.96

TOTAL -3108.40

TOTAL 20497.00



Figure C-6: Sales Journal

TE 02/17/04 12:44:11 COINS ACCOUNTS RECEIVABLE MODULE UCTION AND SERVICES, INC. (t1) SALES JOURNAL BY CUSTOMER FOR FISCAL PERIOD ENDING 08/31/03

INV. ER NUMBER INVOICE TYPE DESCRIPTION INV DATE DUE DATE JOB

ATED BANK 112ASSOC 112009304 I CONTRACT INVOICE - CONTR. NO.112P0484 08/05/03 08/05/03

112009305 I CONTRACT INVOICE - CONTR. NO.112P0482 08/05/03 08/05/03

112010049 I W/O NO. 11103967 08/22/03 08/22/03

112010269 I W/O NO. 11104076 08/27/03 08/27/03

-----------------------------------------------------------------------------

TOTALS FOR CUSTOMER ASSOCIATED BANK

===================================================================================================

TOTALS

NEW INVOICES THIS FISCAL PERIOD

ADJUSTMENTS THIS FISCAL PERIOD

VOIDS THIS FISCAL PERIOD


Appendix

RUN DA PAGE 51 CONST

REDITS NET 325.50 -325.50 854.78 1219925.57 0.00 0.00 35.93 -35.93 5.69 -5.69 440.85 -467017.85 460.37 -132307.97 911.20 -44033.89 881.45 -46738.46 373.03 -84872.95 346.33 -444587.33 0.00 2889.04 0.00 0.00 690.00 -1690.00 199.04 -1199.04 525.85 20357.34 0.00 0.00 853.00 -4853.00

0.00 0.00 853.00 -4853.00 675.76 -7149.91 354.43 -8354.43 728.00 10602.61 0.00 0.00 330.61 -10602.61 ------ ------------ 991.82 0.00

====== ============ 941.82 0.00



TE 02/17/04 12:44:11 COINS ACCOUNTS RECEIVABLE MODULE RUCTION AND SERVICES, INC. (t1) SALES JOURNAL G/L ACCOUNT SUMMARY FOR FISCAL PERIOD ENDING 08/31/03

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C 112 100 0 13600 ALLOWANCE FOR UNCOLLECTIBLE 0.00 112 120 0 13000 ACCOUNTS RECEIVABLE 1321780.35 101 112 120 0 13200 A/R RETAINAGE 0.00 112 120 0 25620 SALES TAX PAYABLE - ILLINOIS 0.00 112 120 0 25720 CITY USE TAX - ILLINOIS 0.00 112 120 130 33000 BILLINGS 19423.00 486 112 120 140 33000 BILLINGS 4152.40 136 112 120 160 33000 BILLINGS 10877.31 54 112 120 163 33000 BILLINGS 7142.99 53 112 120 164 33000 BILLINGS 19500.08 104 112 120 190 33000 BILLINGS 40759.00 485 112 123 0 13000 ACCOUNTS RECEIVABLE 2889.04 112 123 0 13200 A/R RETAINAGE 0.00 112 123 130 33000 BILLINGS 0.00 1 112 123 160 33000 BILLINGS 0.00 1 112 900 0 13000 ACCOUNTS RECEIVABLE 20883.19 112 900 0 13200 A/R RETAINAGE 0.00 112 900 130 33000 BILLINGS 0.00 4

112 900 0 13200 A/R RETAINAGE 0.00 112 900 130 33000 BILLINGS 0.00 4 112 900 160 33000 BILLINGS 525.85 7 112 900 163 33000 BILLINGS 0.00 8 112 960 0 13000 ACCOUNTS RECEIVABLE 52330.61 41 112 960 0 13200 A/R RETAINAGE 0.00 112 960 190 33000 BILLINGS 41728.00 52 ------------ ------ SUMMARY FOR COMPANY 1541991.82 1541

============ ====== REPORT SUMMARY 1542941.82 1542

Figure C-6: Sales Journal (Continued)


Appendix

RUN DA PAGE 1QA - M

CU AMT UNAPPLIED AMT

06 .00 350.00 .00 350.00

.00 350.00

06 .00 111.00 .00 111.00

.00 111.00

-- ------------------- .00 461.00



Figure C-7: Unapplied Payments Report

TE 02/13/04 11:05:21 COINS ACCOUNTS RECEIVABLE MODULE 1 v97c2 Stage UNAPPLIED PAYMENTS REPORT

STOMER CUSTOMER NAME DATE OF CHECK DATE OF DEPOSIT BANK CHECK# CHECK

UNAPPLIED CO/DIV 10/10

07 GILBANE BUILDING COMPANY 11/17/03 11/17/03 5 11 350 TOTALS FOR CUSTOMER 0607 350

UNAPPLIED CO/DIV 10/10 TOTALS 350

UNAPPLIED CO/DIV 10/15

07 GILBANE BUILDING COMPANY 10/31/01 11/01/01 5 5065811 111 TOTALS FOR CUSTOMER 0607 111

UNAPPLIED CO/DIV 10/15 TOTALS 111

--------------------------------------------------------------------------------------------------- REPORT TOTALS 461


Appendix

RUN DAT PAGE 1CONSTRU

BANK: S

JOB NO/ 05/31/03 06/30/03 12-PERIODCUST NO 11/30/03 12/31/03 TOTAL

112J327 18,153.32 0.00112CBWA 0.00 0.00 27,230.00

112J333 0.00 0.00112CBWA 0.00 0.00 25,435.00

112J352 0.00 0.00112CBWA 0.00 0.00 2,174.00

------------------------------------------ 18,153.32 0.00 0.00 0.00 67,102.32



Figure C-8: Job Billing History Report Summary by Month

E 02/17/04 11:23:57 COINS ACCOUNTS RECEIVABLE MODULE CTION AND SERVICES, INC. (t1) JOB BILLING HISTORY SUMMARY FOR FISCAL PERIOD ENDING 12/31/02

E SERVICE OPERATING ACCOUNT

PH JOB NAME CONT DT CONTRACT 01/31/03 02/28/03 03/31/03 04/30/03 CUSTOMER NAME COMPL DT AMOUNT 07/31/03 08/31/03 09/30/03 10/31/03

0 WASH. MUTUAL BLDG 3 05/05/03 27,230.00 0.00 0.00 0.00 0.00S CB WMB 9,076.68 0.00 0.00 0.00

4 WASH. MUTUAL BLDG 5 06/05/03 25,435.00 0.00 0.00 0.00 0.00S CB WMB 25,435.00 0.00 0.00 0.00

3 WASH. MUTUAL BLDG 6 08/26/03 2,174.00 0.00 0.00 0.00 0.00S CB WMB 0.00 2,174.00 0.00 0.00

---------------------------------------------------------------------- REPORT TOTALS: 73,234.00 0.00 0.00 12,263.32 0.00 34,511.68 2,174.00 0.00 0.00


Appendix

RUN D PAGE 1 CONST

CUSTO NEXT ACTION DATE

118BU

118CE

118DE

118RO



Figure C-9: Customer Notes F/M -- Sample List

ATE 02/17/04 14:30:44 COINS ACCOUNTS RECEIVABLE MODULE RUCTION AND SERVICES, INC. (t1) CUSTOMER NOTES LIST

MER NOTE NO. NOTE DATE CONTACT NOTE TYPE

CK BUCK CARR COMPANY 1 08/23/03 SHERRI DAVIS

NOTES: 4/23/03 EFFECTIVE TODAY SHERRI DAVIS WANTS INVOICES SENT TO HER ATTENTION AT: BUCK CARR CO 10450 N. LAKESHORE CHICAGO, IL 60606

N12 CENTURY POINT 1 08/21/03 GIACOMINA BRUNO

NOTES: BILLING ADDRESS CHANGED TO: 939 WEST NORTH AVENUE SUITE 810 CHICAGO, IL 60622

AN MRSINC. 1 08/05/03 ERIN ARNHEIM

NOTES: CUSTOMER MOVING EFFECTIVE 8/25/03 NEW ADDRESS: MRS INC. BUILDING 2 2500 LAKE CLAIRE ROAD RIVERVILLE, IL 60015 ERIC HENRY PHONE 312-201-7020

SSH FIREWOODS LLP 1 08/21/03 MARY LOU WAGNER

NOTES: 8/21/03 NAME CHANGES FROM REX & HARDING TO FIREWOODS LLP SEE NOTICE IN AGREEMENT FILE


Appendix

RUN DA PAGE 1 SAMPLE BATCH:

INV TYPE NT

ABC

I 00

NYSDOT

I 50 80

E T 3 6 0

REPORT



Figure C-10: Unposted Invoice List

TE 04/23/97 09:53:23 COINS ACCOUNTS RECEIVABLE MODULE CONTRACTOR, INC. UNPOSTED INVOICE LIST 110697 BY CUSTOMER FOR ALL USER IDS

INVOICE #/ JOB/ INV DT/ TAX JURIS/ APPLY TO #/ PHASE/ FISCAL DT/ CO DIV/ SALES DISTRIBUTION / CONTRACT/ DUE DT/ A/R ACCOUNT/ / SALES REP DISC DT RETAINAGE ACCT/ CO DIV CTR ACCOUNT AMOU P.O. #/ FINAL INVOICE DESC

ABC BOTTLE AND PACKAGING CO.

00308 11/06/97 NYS—ALB TOTAL SALES 700.00 1 40 0 37110 700. 12/31/96 1 40 TAXABLE AMOUNT 700.00 11/21/97 1400 SALES TAX 176.42 HOUSE 11/06/97 1402 RETAINAGE 0.00 N INVOICE AMOUNT 876.42 AVAIL DISCOUNT 0.00 ASSOC. COSTS 0.00

NYS DEP’T OF TRANSPORTATION

00306 93—001 11/06/97 EXEMPT TOTAL SALES 133.30 1 1 40 60519 107. 12/31/96 1 1 TAXABLE AMOUNT 0.00 1 1 0 91500 25. 12/20/97 1400 SALES TAX 0.00 HOUSE 12/15/97 1402 RETAINAGE 0.00 N INVOICE AMOUNT 133.30 AVAIL DISCOUNT 1.08 ASSOC. COSTS 93.00

SCHEDULE OF PAYMENTS PAYMENT INTEREST CUMULATIV PAYMENT # DUE DATE AMOUNT AMOUNT SALES TAX AMOUNT DUE AMOUN 1 11/06/97 35.83 12.90 0.00 48.73 48.7 2 12/06/97 35.83 8.60 0.00 44.43 93.1 3 01/06/98 35.84 4.30 0.00 40.14 133.3

TOTALS ————————————— TOTAL SALES 833.30 TAXABLE AMOUNT 700.00 SALES TAX 176.42 RETAINAGE 0.00 INVOICE AMOUNT 1009.72 AVAIL DISCOUNT 1.08 ASSOC. COSTS 93.00


Appendix

RUN DAT AGE 1 SAMPLE BATCH: TO G/L Y TO J/S Y POSTIN INVOIC

INV TYPE NT

NYSDOT

I 50 80

E T 3 6 0

ABC

I 00

TOTALS



Figure C-11: Invoice Posting Report

E 11/06/97 08:40:56 COINS ACCOUNTS RECEIVABLE MODULE P CONTRACTOR, INC. INVOICE POSTING REPORT 110697 POSTED POSTED G DATE: 11/06/97E POST: 0065

INVOICE #/ JOB/ INV DT/ TAX JURIS/ APPLY TO #/ PHASE/ FISCAL DT/ CO DIV/ SALES DISTRIBUTION / CONTRACT/ DUE DT/ A/R ACCOUNT/ / SALES REP DISC DT RETAINAGE ACCT/ CO DIV CTR ACCOUNT AMOU P.O. #/ FINAL INVOICE DESC


00306 93—001 11/06/97 EXEMPT TOTAL SALES 133.30 1 1 40 60519 107. 12/31/97 1 1 TAXABLE AMOUNT 0.00 1 1 0 91500 25. 12/20/97 1400 SALES TAX 0.00 HOUSE 12/15/97 1402 RETAINAGE 0.00 N INVOICE AMOUNT 133.30 AVAIL DISCOUNT 1.08 ASSOC. COSTS 93.00

SCHEDULE OF PAYMENTS PAYMENT INTEREST CUMULATIV PAYMENT # DUE DATE AMOUNT AMOUNT SALES TAX AMOUNT DUE AMOUN 1 11/06/97 35.83 12.90 0.00 48.73 48.7 2 12/06/97 35.83 8.60 0.00 44.43 93.1 3 01/06/98 35.84 4.30 0.00 40.14 133.3

ABC BOTTLE AND PACKAGING CO.

00308 11/06/97 NYS—ALB TOTAL SALES 700.00 1 40 0 37110 700. 12/31/97 1 40 TAXABLE AMOUNT 700.00 11/21/97 1400 SALES TAX 176.42 HOUSE 11/06/97 1402 RETAINAGE 0.00 N INVOICE AMOUNT 876.42 AVAIL DISCOUNT 0.00 ASSOC. COSTS 0.00

============= TOTAL SALES 833.30 TAXABLE AMOUNT 700.00 SALES TAX 176.42 RETAINAGE 0.00 INVOICE AMOUNT 1009.72 AVAIL DISCOUNT 1.08 ASSOC. COSTS 93.00


Appendix

RUN DAT AGE 2 SAMPLE BATCH: TO G/L Y TO J/S Y POSTIN INVOIC

NET

FISCAL

33.30 0.00 25.80 07.50 29.80 76.42 0.00 90.62 56.00 00.00 ————— 0.00

————— 0.00

===== 0.00



E 11/06/97 08:40:56 COINS ACCOUNTS RECEIVABLE MODULE P CONTRACTOR, INC. INVOICE POSTING REPORT 110697 POSTED POSTED G DATE: 11/06/97E POST: 0065

CO DIV CTR ACCOUNT DESCRIPTION DEBITS CREDITS

DATE 12/31/97

1 1 0 1400 ACCTS REC — CONST CONTRACTS 133.30 0.00 1 1 1 0 1402 ACCTS REC — RETAINAGE 0.00 0.00 1 1 0 91500 FINANCE CHARGE INCOME 0.00 25.80 — 1 1 40 60519 REVENUE — MISC. 0.00 107.50 —1 1 40 0 1000 PETTY CASH — GENERAL 0.00 29.80 — 1 40 0 1400 ACCTS REC — CONST CONTRACTS 876.42 0.00 8 1 40 0 1402 ACCTS REC — RETAINAGE 0.00 0.00 1 40 0 31601 SALES TAX PAY — LOCAL GA 0.00 90.62 — 1 40 0 31611 SALES TAX PAY — STATE NY 0.00 56.00 — 1 40 0 37110 BILLINGS — CONTRACTS 0.00 700.00 —7 ———————————— ———————————— ——————— SUMMARY FOR COMPANY 1009.72 1009.72

———————————— ———————————— ——————— SUMMARY FOR FISCAL DATE 1009.72 1009.72

============ ============ ======= REPORT SUMMARY 1009.72 1009.72

Figure C-11: Invoice Posting Report (Continued)


Appendix

RUN D PAGE 1 SAMPL BATCH POSTED TO G/L Y POSTED TO J/S Y POSTI CASH

CUSTO DATE DEPOSIT NUMBER

ABC 07/97

LI NCE GIVEN ALLOW ACCOUNT 0.00 0 0.00 37120

0.00

DD 07/97

ACCOUNT AMOUNT 60519 47.50

TECH 07/97

ACCOUNT AMOUNT 70150 17.25

UPSTA 07/97


0.00

TOTA 0.00



Figure C-12: Cash Receipts Posting Report

ATE 11/07/97 09:24:54 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. CASH RECEIPTS POSTING REPORT: 110797 NG DATE: 11/07/97RECEIPTS POST: 0015

MER CUSTOMER NAME TYPE CHECK# CHECK DATE FISCAL DATE BANK CO DIV DEPOSIT

ABC BOTTLE AND PACKAGING CO. O 1919 11/01/97 11/30/97 FN 1 10 11/

NE INVOICE# AMOUNT APPLIED CO DIV CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWA 2 UNAPPLIED 454.84 1 10 1005 0.00 0 1 94—002 45.16 1 10 1005 0.00 37140

CHECK TOTAL 500.00 0.00

Delmar Drywall M 2109 11/01/97 11/30/97 FN 1 10 11/

DESC I/C AMOUNT CO DIV JOB PH COST CODE CAT CO DIV CTR CONTRIBUTION I 47.50 1 99 GA 1 99 99

ALL TECHNICIANS M 1 11/01/97 11/30/97 FN 1 10 11/

DESC I/C AMOUNT CO DIV JOB PH COST CODE CAT CO DIV CTR PETTY CASH RETURNED C 17.25 1 99 GA 3 OC 1 99 1

TE UPSTATE INSURANCE O 25142 11/01/97 11/30/97 FN 1 10 11/

NE INVOICE# AMOUNT APPLIED CO DIV CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWA 1 000071 400.00 1 10 1005 0.00 37140 2 000072 350.00 1 10 1005 0.00 37140


L CASH RECEIPTS 1,314.75 0.00


Appendix

RUN D PAGE 2 SAMPL BATCH POSTED TO G/L Y POSTED TO J/S Y POSTI CASH

REDITS NET

FISCA

0.00 1314.75 795.16 —795.16 454.84 —454.84 17.25 —17.25 47.50 —47.50 —————— ———————————— 314.75 0.00

—————— ———————————— 314.75 0.00

====== ============ 314.75 0.00



ATE 11/07/97 09:24:54 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. CASH RECEIPTS POSTING REPORT: 110797 NG DATE: 11/07/97RECEIPTS POST: 0015

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C

L DATE 11/30/97

1 10 0 1005 CASH IN BANK — GENERAL 1314.75 1 10 0 1400 ACCTS REC — CONST CONTRACTS 0.00 1 10 0 30010 ACCT PAY — UNAPPLIED PAYMENTS 0.00 1 99 1 70150 COC — REIMBURSABLE EXP 0.00 1 99 99 60519 REVENUE — MISC. 0.00 ———————————— —————— SUMMARY FOR COMPANY 1314.75 1

———————————— —————— SUMMARY FOR FISCAL DATE 1314.75 1

============ ====== REPORT SUMMARY 1314.75 1

Figure C-12: Cash Receipts Posting Report (Continued)


Appendix

RUN D PAGE 2 SAMPL POSTED TO G/L Y POSTED TO J/S Y POSTI CASH

REDITS NET

FISCA

0.00 3400.00 882.63 —882.63 817.37 —817.37 700.00 —1700.00 —————— ———————————— 400.00 0.00

—————— ———————————— 400.00 0.00

====== ============ 400.00 0.00



ATE 04/23/97 09:56:40 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. CASH RECEIPTS POSTING REPORT NG DATE: 04/23/97RECEIPTS POST: 0014


L DATE 04/30/97

1 10 0 1005 CASH IN BANK — GENERAL 3400.00 1 10 0 1400 ACCTS REC — CONST CONTRACTS 0.00 1 10 0 30010 ACCT PAY — UNAPPLIED PAYMENTS 0.00 1 20 1 60519 REVENUE — MISC. 0.00 1 ———————————— —————— SUMMARY FOR COMPANY 3400.00 3

———————————— —————— SUMMARY FOR FISCAL DATE 3400.00 3

============ ====== REPORT SUMMARY 3400.00 3

Figure C-12: Cash Receipts Posting Report (Continued)


Appendix



ABC 07/97


0.00

TOTA 0.00



Figure C-13: Reapplied Cash Receipts Posting Report

ATE 11/07/97 09:43:05 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. REAPPLIED CASH RECEIPTS POSTING REPORT NG DATE: 11/07/97RECEIPTS POST: 0002


ABC BOTTLE AND PACKAGING CO. O 1919 11/01/97 11/30/97 FN 1 10 11/

NE INVOICE# AMOUNT APPLIED CO DIV CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWA 2 UNAPPLIED 212.34 1 10 1005 0.00 0 1 00155 242.50 1 10 1005 2.50 37140


L CASH RECEIPTS 242.50 2.50


Appendix


REDITS NET

FISCA

245.00 —245.00 212.34 242.50 0.00 2.50 —————— ———————————— 457.34 0.00

—————— ———————————— 457.34 0.00

====== ============ 457.34 0.00



ATE 11/07/97 09:43:05 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. REAPPLIED CASH RECEIPTS POSTING REPORT NG DATE: 11/07/97RECEIPTS POST: 0002


L DATE 11/30/97

1 10 0 1400 ACCTS REC — CONST CONTRACTS 0.00 1 10 0 30010 ACCT PAY — UNAPPLIED PAYMENTS 454.84 1 10 0 37140 BILLINGS — CONTR. DISCOUNTS 2.50 ———————————— —————— SUMMARY FOR COMPANY 457.34

———————————— —————— SUMMARY FOR FISCAL DATE 457.34

============ ====== REPORT SUMMARY 457.34

Figure C-13: Reapplied Cash Receipts Posting Report (Continued)


Appendix

RUN D PAGE 1 SAMPL POSTED TO G/L Y POSTED TO J/S Y POSTI FINAN

FINANCE A/R CUSTO DIV ACCOUNT ACCOUNT

ABC 10 91500 1400

GE 10 91500 1400

GE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400

KARNE 10 91500 1400



Figure C-14: Finance Charges Posting Report

ATE 11/07/97 10:04:28 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. FINANCE CHARGE POSTING REPORT NG DATE: 11/07/97CE CHARGE POST: 0004

MER NAME FINANCE NUMBER CHARGE DATE FISCAL DATE FINANCE AMOUNT CO

ABC BOTTLE AND PACKAGING CO. 00162 11/07/97 10/31/97 0.36 1

GENERAL ELECTRIC 00164 11/07/97 10/31/97 239.67 1

GENERAL ELECTRIC 00163 11/07/97 10/31/97 10.17 1

R THE KARNER GROUP, INC. 00177 11/07/97 10/31/97 79.17 1










Appendix

RUN D PAGE 2 SAMPL POSTED TO G/L Y POSTED TO J/S Y POSTI FINAN

REDITS NET

FISCA

0.00 447.14 447.14 —447.14 —————— ———————————— 447.14 0.00

—————— ———————————— 447.14 0.00

====== ============ 447.14 0.00



ATE 11/07/97 10:04:28 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. FINANCE CHARGE POSTING REPORT NG DATE: 11/07/97CE CHARGE POST: 0004


L DATE 10/31/97

1 10 0 1400 ACCTS REC — CONST CONTRACTS 447.14 1 10 0 91500 FINANCE CHARGE INCOME 0.00 ———————————— —————— SUMMARY FOR COMPANY 447.14

———————————— —————— SUMMARY FOR FISCAL DATE 447.14

============ ====== REPORT SUMMARY 447.14

Figure C-14: Finance Charges Posting Report (Continued)


Appendix

RUN DA PAGE 1SAMPLE POSTED TO G/L Y POSTED TO J/S Y INVOI

INV TYPE ISTRIBUTION OUNT AMOUNT

NYSDOT

I 0519 107.50 1500 25.80

VOID



Figure C-15: Void Invoices Report

TE 11/06/97 15:02:34 COINS ACCOUNTS RECEIVABLE MODULE CONTRACTOR, INC. INVOICE VOIDING REPORT FOR FISCAL DATE 12/31/96 CE VOID POST: 0029

INVOICE #/ JOB/ INV DT/ TAX JURIS/ APPLY TO #/ PHASE/ FISCAL DT/ CO DIV/ SALES D / CONTRACT/ DUE DT/ A/R ACCOUNT/ / SALES REP DISC DT RETAINAGE ACCT/ CO DIV CTR ACC P.O. #/ FINAL INVOICE DESC


00306 93—001 11/06/97 EXEMPT TOTAL SALES 133.30 1 1 40 6 12/31/96 1 1 TAXABLE AMOUNT 0.00 1 1 0 9 12/20/97 1400 SALES TAX 0.00 HOUSE 12/15/97 1402 RETAINAGE 0.00 N INVOICE AMOUNT 133.30 AVAIL DISCOUNT 1.08 ASSOC. COSTS 93.00

INVOICE #: VOID00306


Appendix

RUN DA PAGE 2SAMPLE POSTED TO G/L Y POSTED TO J/S Y INVOI

REDITS NET 133.30 —133.30 0.00 0.00 0.00 25.80 0.00 107.50 —————— ———————————— 133.30 0.00

====== ============ 133.30 0.00



TE 11/06/97 15:02:34 COINS ACCOUNTS RECEIVABLE MODULE CONTRACTOR, INC. INVOICE VOIDING REPORT FOR FISCAL DATE 12/31/96 CE VOID POST: 0029

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C 1 1 0 1400 ACCTS REC — CONST CONTRACTS 0.00 1 1 0 1402 ACCTS REC — RETAINAGE 0.00 1 1 0 91500 FINANCE CHARGE INCOME 25.80 1 1 40 60519 REVENUE — MISC. 107.50 ———————————— —————— SUMMARY FOR COMPANY 133.30

============ ====== REPORT SUMMARY 133.30

Figure C-15: Void Invoices Report (Continued)


Appendix

RUN D PAGE 1 SAMPL POSTED TO G/L Y POSTED TO J/S Y

VOID


ABC 07/97

LI NCE GIVEN ALLOW ACCOUNT 0.00 37120 0.00 37120 0.00 0

0.00

TOTA 0.00



Figure C-16: Void Cash Receipts Report

ATE 11/07/97 09:45:28 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. VOID CASH RECEIPTS POSTING REPORT FOR FISCAL PERIOD 11/30/97

CASH RECEIPTS POST: 0001


ABC BOTTLE AND PACKAGING O 1919 11/01/97 11/30/97 FN 1 10 11/

NE INVOICE# AMOUNT APPLIED CO DIV CASH ACCOUNT DISCOUNT TAKEN DISC ACCOUNT ALLOWA 1 00155 242.50 1 10 1005 2.50 37140 1 94—002 45.16 1 10 1005 0.00 37140 2 UNAPPLIED 212.34 1 10 1005 0.00 0


L CASH RECEIPTS 500.00 2.50


Appendix

RUN D PAGE 2 SAMPL POSTED TO G/L Y POSTED TO J/S Y

VOID

REDITS NET 500.00 —500.00 0.00 290.16 0.00 212.34 2.50 —2.50 —————— ———————————— 502.50 0.00

====== ============ 502.50 0.00



ATE 11/07/97 09:45:28 COINS ACCOUNTS RECEIVABLE MODULE E CONTRACTOR, INC. VOID CASH RECEIPTS POSTING REPORT FOR FISCAL PERIOD 11/30/97

CASH RECEIPTS POST: 0001

CO DIV CTR ACCOUNT DESCRIPTION DEBITS C 1 10 0 1005 CASH IN BANK — GENERAL 0.00 1 10 0 1400 ACCTS REC — CONST CONTRACTS 290.16 1 10 0 30010 ACCT PAY — UNAPPLIED PAYMENTS 212.34 1 10 0 37140 BILLINGS — CONTR. DISCOUNTS 0.00 ———————————— —————— SUMMARY FOR COMPANY 502.50

============ ====== REPORT SUMMARY 502.50

Figure C-16: Void Cash Receipts Report (Continued)


Appendix

RUN D PAGE 1 SAMPL

CHECKCUSTOM E CHECK AMOUNT

GE 0 529 06/27/94 540.00GE 0 631 07/05/94 45.00GE 0 631 07/05/94 540.00GE 0 631 07/05/94 460.86GE 0 790 02/03/95 123.55GE 0 790 02/03/95 540.00GE 0 842 03/23/95 75.00

= 0

UPSTAT 0 603 03/21/95 400.00UPSTAT 0 603 03/21/95 1250.00 = 0



Figure C-17: Purge Invoices Listing

ATE 11/07/97 10:53:47 COINS ACCOUNTS RECEIVABLES MODULE E CONTRACTOR, INC. PURGE PAID AND VOIDED INVOICE LISTING INVOICE THRU 12/31/95 CHECK THRU 12/31/95

ER NAME INVOICE JOB CO DIV INV DATE FISC DATE AMOUNT RETAINAG

GENERAL ELECTRIC 000023 1 10 05/01/94 05/31/94 540.00 0.0 18 GENERAL ELECTRIC 000028 1 10 05/29/94 05/31/94 45.00 0.0 18 GENERAL ELECTRIC 000030 1 10 06/15/94 06/30/94 540.00 0.0 18 GENERAL ELECTRIC 000031 1 10 06/15/94 06/30/94 460.86 0.0 18 GENERAL ELECTRIC 000038 1 10 07/08/94 07/31/94 123.55 0.0 18 GENERAL ELECTRIC 000039 1 10 07/08/94 07/31/94 540.00 0.0 18 GENERAL ELECTRIC 000047 1 10 02/23/95 02/28/95 75.00 0.0 18

=========== ========== CUSTOMER GE TOTAL 4490.03 0.0

E UPSTATE INSURANCE 000055 1 10 03/02/95 03/31/95 400.00 0.0 8E UPSTATE INSURANCE 000056 1 10 03/02/95 03/31/95 1250.00 0.0 8 =========== ========== CUSTOMER UPSTATE TOTAL 23360.00 0.0

Index

AA/R Account

Invoice 110Accounts

Accounts receivable 62Cash account 48Freight account 56Retainage 62Sales account 56, 63Sales tax 71Use tax 71

Accounts ReceivableInitial considerations 23Startup steps 23Tailoring 24

Accounts Receivable ModuleScreen pointers 243

Active for Booking Plan 66Adjusting Invoices 124

Apply to invoice number 109Aged Receivables Inquiry 235Aged Receivables Report 211Aging Date 175Aging Days 27

Dunning Code 27Tailoring 27

AllowCash receipts overpayments 32Intercompany Cash Receipts 26SM Sales Taxable Percentage Method 70

Allowable Percentage of Credit Limit 50Apply to

Number 39AR Reports

Overview 205

Associate Finance Charge to Invoice 31, 170Associated Costs

Invoice 110Automatically Number Customers in FM 29Available Discount

Invoice 111

BBackground Report 207Bank

Cash Receipts 141Division security 31File 47for Cash Receipt 144

Batch Control 73Excluding users and groups 78Initial considerations 74Locks 78Master User 78Menus 80Other restrictions 78Ownership of batch 78Reuse Batch Numbers 76Set Batch to User ID 76Subordinate Users and Groups 77Tailoring 74Use Batch Security 75Use Batches 75User IDs 76

Batch Delete Reports 209Batch Number

Invoice 107Posting invoices 129

Batches


Index

Change batch 86Change fiscal period 88Change ownership 90Close batch 92Create batch 94Delete batch 96Header information 83Merge batches 98Reapplied Cash Receipts 163Rename batches 101Reuse batch numbers 28Security 28Set to User ID 28Subset screen 82Use batches 27

Build Charges from History 174

CCash Receipts

Distribution options 142Effects of posting 155Enter 139Journal 217Normal distribution 148, 159Overview 137Post 154Quick distribution 149, 161Unapplied 139Void posted 167

Cash Receipts Journal 217Cash Receipts Posting Report 267Change Posted Invoices 132Check Posting

GL Description Definition 34JS Detail Description Definition 34

ChecksPosting definitions 34

Code Item 35Length 35

Commands

File Maintenance 45Overview 17

Company and DivisionBank 47Customer 56Invoices 109Recurring invoices 62

Contract Invoice 108Credit Account

Cash receipt distribution 152Credit Limit 54Credit Rating File 49Customer Credit Rating 49Customer File 51

Export 187Customer FM Default SOP Payment Type 30Customer History Inquiry 237Customer History Report 219

Shows unapplied receipts 157Customer Inquiry 239Customer Notes File 57

Print customer notes listing 58Customer Price Group 55Customers

Notes 58Tax status 53

DDefault Annual Finance Charge Percent 26, 170Deposit Date

Cash Receipts 142Deposit Number

Cash Receipts 142Direct pay permit 68Discount Days

Customer F/M 53Discount Percent

Customer F/M 53Discount Type

Customer F/M 53


Index

Distribute Sales Tax EvenlyEqual Payments 115

Due DateInvoice 109Manual Distribution 120

Due TypeCustomer F/M 53

Dunning Code 27Dunning Codes

Tailoring 27Dunning File 60Dunning Messages 54

EEmail address

Customer 55Enter Cash Receipts 139Enter Finance Charges 172Equipment Labor Cost Taxable 70Equipment Non-labor Taxable 70Error Messages 122Excess Rate over Maximum 71Exclude Previous Past Due Finance Charges 30Expiration Fiscal Date 63Export Customer File 187

Sample data 188

FFile Maintenance

Bank File 47Commands 45Credit Rating File 49Customer File 51Dunning File 60Menu 43Overview 43Recurring Invoice File 61Set up order 36, 44Tax Jurisdiction File 68

Final Invoice 39, 110Finance Charge Posting Report 272Finance Charges 169

Add 176Annual percent for customer 53AR Tailoring 170Associate to invoice 31, 170Build from history 30, 174Company File 171Customer File 171Division File 171Effects of posting 182Enter 172Exclude previous past due amounts when

building 30Initial considerations 170Listing 178Post 181Tailoring 170Void posted finance charges 134

First Payment Grace PeriodEqual Payments 115

Foreground Report 207Freight Taxable

Tax Jurisdiction F/M 69Function Keys 19

GGenerate Foreground Reports 207Grace Days on Finance Charge 26, 170

HHow to Use this Manual 8

IInactive Job

Allow invoices for 31


Index

InquiriesAged Receivables 235Customer 239Customer History 237Inquiry Menu 233Invoice 241

IntegrationModule integration 12

InterestPayment schedule 115

Interest AccountEqual Payments 116Manual Distribution 119

Interest Grace PeriodEqual Payments 116

Interest PercentageEqual Payments 115Manual Distribution 119

Interval Between PaymentsEqual Payments 115

Invoice Amount 111Invoice 111

Invoice DateInvoice 109Void invoice date 135

Invoice Inquiry 241Invoice Posting

GL Description Definition 34JS Detail Description Definition 34

Invoice Posting Report 265Posting invoices 129

Invoice Type 108Invoices

Account distribution 112Add 107Add startup invoices 37Adjusting invoices 124Allow for inactive job 31Change posted invoices 132Enter Invoices Menu 105From Billing 104

From Sales Order Processing 104From Service Management 104Overview 103Post startup invoices 41Posting 128Posting definitions 34Purge paid and voided invoices 197Recurring Invoices 121Retainage 126Review startup invoices 40Startup invoices for customer balances 37Unposted Invoice Listing 123Void posted invoices 134

JJob-related invoices

Not billing by phase 110Journal Code 26

KKeyboard 19

LLength of Customer Number field 29

MMark Job as Complete 30Maximum Number of Payments 63Maximum Taxable Base 71Menu Structure 16Menus

Report 203Minimum Finance Charge Amount 26, 170Miscellaneous

Costs 153Customer 55


Index

Income 152Module Utilities

Export Customer File 187Post statements 195Print statements 191Purge invoices 197Reprint Posting Reports 200

Module Utilities Menu 185

NNext Action Date 58Non-job invoices 110Normal Distribution 148, 159Note Type 58Number of Copies 207Number of Equal Payments

Equal Payments 115

OOutput Options for Reports 206

PPaid Invoices

Purge paid and voided invoices 197Payment

Manual Distribution 120Payment Amount

Equal Payments 116Payment for Interest Charge

Manual Distribution 119Payment Schedule

Equal distribution 113Invoice 110Manual Distribution 118On Invoice Inquiry 113Principal 114

Percentage of contract after which retainage not defaulted 31

Period TypeEqual Payments 115

Permit invoices for inactive job 31Post

Cash receipts 154in Detail 25Invoices 128Reapplied Cash Receipts 163Startup invoices 41Statements 195Transactions to G/L 25Transactions to J/S 25

Post in Detail 170Post Statements 195Posting

Definitions 34Posting Reports

Reprint 200Principal Amount 114Print

Customer notes 58Statements 191

Print Company Address on Statements 26Print Company Name on Statements 26Print Customer Labels 189Printer 206Privileged user 79Purge Invoices Listing 278Purge Paid and Voided Invoices 197

QQuick Distribution 149, 161

RReapplied Cash Receipts

Effects of posting 165Enter 157


Index

Post 163Reapplied Cash Receipts Posting Report 270Receivable List 221Recurring Invoices 61

Add Recurring Invoices 121Cycle 62Expiration Fiscal Date 63File 61Hold Invoice 63Sales account 63Trouble shooting 122

Regenerate Reports 210Remote Entry Code 70Report Menu

A/R 203Report Package 231Reports

Aged Receivables Report 211Cash Receipts Journal 217Customer History Report 219Generate Foreground Reports 207Output options 206Receivable List 221Report Package 231Retainage Report 223Sales Journal 225Unapplied Payments 227User-defined Report 230

Reprint Posting/Purge Reports 200Require Misc. Cash Receipt Description 31Retainage

Invoice 111Percent of contract after which not default-

ed 31Retainage invoices 126

Retainage AccountInvoice 110

Retainage Report 223Reuse Batch Numbers 28

SSales Journal 225Sales Order Processing

Cash receipts 137Credit Rating File 49Customer credit rating and limit 54Payment type 30

Sales RepFile 65

Sales TaxBased on billings or cash receipts 31Invoice 111Tax Jurisdiction F/M 68

Scheduling Reports 207Screen Pointers 243Screens and Menus 16Set Batch to User ID 28Signing on 14Starting Automatic Customer Number 29Startup Invoices 37Statements

Customer F/M 54Post 195Print 191Sample statement 191

Style 206Subordinate Users/Groups 76

TTailoring

Screen 1 24Screen 2 28Screen 3 33, 34Update other modules 42

Tax JurisdictionCode 69Customer’s default jurisdiction 54File 68Invoice 109


Index

Tax rate 71Tax Rate 71Taxable Amount

Invoice 111Taxable Cost Categories

Tax Jurisdiction F/M 70Taxable Status

Customer 53Total Sales

Invoice 111Trouble Shooting

Automatic distribution of cash receipts 147Quick distribution of cash receipts 150, 162

Trouble shootingAutomatic distribution of cash receipts 161

UUnapplied Payments Report 227Unposted Invoice List 264Use Batch Security 28Use Batches 27Use Tax

Tax Jurisdiction F/M 68User ID 14User-defined Report 230

VVoid Cash Receipts 167Void Cash Receipts Posting Report 276Void Check Date

Cash Receipts 168Void Fiscal Date

Cash Receipts 168Void posted invoices 135

Void Invoice Date 135Void Invoices

Purge paid and voided invoices 197Void posted invoices 134

Void Invoices Posting Report 274

Void Posted Invoices 134When you can’t 134

ZZip Codes

Tax jurisdictions 69


Index


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