ARSLSENT Accounts Receivable Sales and CR/DR Memo Processing

Sales & CR/DR Memo Processing

Application Overview

 

Sales & CR/DR Memo Processing is an application that you will use very often. You will use it whenever you want to record in your Accounts Receivable new transactions that have occurred. For example, if a customer has made a recent purchase from you, you would use this application to enter the data from the invoice.  The transaction would then become part of the customer's account, and you could make collec­tions on it.

 

If you will not be using Elliott’s Customer Order Processing package, you will in fact be entering all Accounts Receivable activity with your customers except payments by way of this application.  So it is a pretty important application.

 

If you will be using Elliott's Customer Order Processing package, it will not be necessary for you to manually enter the sales transactions that come about as the result of orders that have been invoiced.  The Customer Order Processing programs will automatically create sales transactions here in the Accounts Receivable package as part of their processing.

 

You can enter four types of transactions by way of Sales & CR/DR Memo Processing.  The main transaction type that you will be entering is an invoice.  This will probably make up more than 90% of all the transac­tions processed here.  But you can also enter credit memos, debit memos and finance charge transactions here.

 

A credit memo is a transaction recording some sort of credit you are giving the customer, other than a payment, usually because some of the goods sold were found to be unsatisfactory upon receipt.  Perhaps some of the goods were damaged or found not to be exactly what was ordered.  In this case, you would give the customer credit against the amount of the original invoice by entering a credit memo.

 

A debit memo is a transaction recording some sort of an additional charge that is to be added to the customer's account.  For example, let us say that the price of the sale was negotiated with the customer based on a certain shipping method, which later on turned out not to be fast enough, and so another faster (and more expensive) method of shipping was used.  You could charge the customer for this additional expense by entering a debit memo, which will add to the amount the customer, owes you for the sale.

 

A finance charge is an amount the customer owes you because he has open items on his account, which are too long overdue.  There is a separate application in A/R, which will automatically calculate the amount of finance charge a customer owes, but if you want to manually enter finance charges, you can do so here.

 

Transaction File

 

The sales transactions you enter here eventually end up being recorded in the A/R Open Item File.  But since this is such an important file, it is a good idea not to have a lot of different people entering data into it, and changing and deleting data that is already in it.  For this reason, a transaction file approach to sales transaction proces­sing has been used.

 

The invoices you enter by way of this application do not go directly into the A/R Open Item File.  Instead, they go into a temporary Sales Transaction file.  When you have finished entering all your current invoices, you can get a printout of what has been entered and look it over.  If corrections need to be made, they can be made before the transactions become permanent.  If everything is the way it should be, then these temporary transactions are transferred, or posted, to the permanent A/R Open Item File.  At the same time, a report is produced that shows you exactly what was transferred to the permanent files. You can keep this report as your permanent record of the transactions processed.

 

When this posting occurs, other files are updated in addition to the A/R Open Item File.  The Customer File is updated to reflect the fact that the customer's account balance has changed.  The fields that store the amount of sales for the customer so far this period and so far this year are also updated.  These same fields are updated for the sales­person responsible for the sale, so that you can later obtain reports analyzing what percent of sales came from each customer and salesper­son.

 

The distributions to General Ledger that you entered during data entry are also recorded in the A/R Distribution to G/L File.  At a later time, these distributions can be transferred to Elliott's General Ledger package for use in preparing your company's Financial Statements.

Customer Order Processing

 

If you will be using Elliott's Customer Order Processing package to keep track of customer orders, and to send invoices to the customers, then you will save yourself a lot of the manual work that is involved in entering a large number of sales transactions.

 

In Customer Order Processing, once you send the customer an invoice for the goods that you have shipped to him, the programs will automati­cally create the correct open items in the A/R Open Item File.  The programs will also automatically generate the necessary distributions indicating how the sale amounts will be recorded in G/L.  The Customer File, Salesman File and Commissions Due file are also directly updated by the Customer Order Processing package.  Elliott's Accounts Receivable and Customer Order Processing packages were designed to work together.

 

Run Instructions

 

Select Sales & CR/DR Memo Processing from the pull down A/R Processing window. The following screen will then be displayed:

 

 


 

Sales & CR/DR Memo Processing Entry Screen

 

 

 The following options are available:

  • Add invoices, credit memos, debit memos or finance charges and their G/L distributions to a customer's account
  • Make changes to the transactions entered
  • Delete transactions entered
  • Print to screen, the transactions with amounts, taxes, commissions and G/L distributions

 

To return to the menu bar, press the ESC or F10 key.  To leave this application, press X for EXIT when positioned at the menu bar.

 

Entry Field Descriptions

 

Name

Type and Description

1.  Cust No

6 alphanumeric characters.

Enter the customer number.  Even though this customer number is alphanumeric, you can enter purely numeric digits if you wish.  After you enter the customer number, the program will display the cus­tomer's name, terms, accounting method and comments about the customer.

If you enter the number of a mis­cellaneous customer, the program will request that you enter the customer's name.  A miscellaneous customer number is one, which begins with an asterisk (*).  The usual reason that you would be using a miscellaneous customer number would be that you have a transaction that you want to pro­cess for a customer that you do not ordinarily do business with, and who you do not want to add to your Customer file.

If you would like more information about miscellaneous customers, refer to the instructions for Customer File Maintenance.

Press the F7 key for customer search by number or press the F8 key for customer search by name.

2.  Doc No

6 numeric digits (999999).

Enter the document number.  In most cases this is the number of the invoice that records the tran­saction.

Doc No (continued)

In the add mode, press the F1 key for automatic assignment of the next document number. The manual entry of a document number will not affect the automatic assign­ment of numbers. Only automatic document number assignment through the F1 key will cause it to be incremented.

In change mode, the F1 key can be used to get the next document on file for this customer.

3.  Doc Date

A date is the standard date format.

The system date will be displayed upon entering the screen.

4.  Doc Type

1 alphanumeric character.

Enter the document type.  You can enter one of these four document types here:

I               =              Invoice

C              =              Credit Memo

D              =              Debit Memo

F              =              Finance Charge

Default is I.

Apply‑To‑No

6 numeric digits (999999).

If the transaction being entered is either a credit memo or a debit memo, and if the customer uses Open Item accounting, you will be asked to enter the number of the document to which this transaction applies.

For example, let us say that you had previously entered an invoice for customer number 10.  The invoice number of this transaction was number 1100.  The customer later wrote to you to tell you that a portion of the order was damaged enroute, and he would like credit for that portion of the order.  Now you are entering the credit memo that will record this credit.  This credit memo applies to invoice number 1100.

So you would enter 1100 for this Apply‑To‑No field.  This will have the effect of reducing the amount the customer owes you for invoice number 1100.

5.  Due Date

A date in the standard date format.

Enter the date after which the document can be considered over­due, if it has not been paid off by then.

If the transaction is an invoice or a finance charge and you press the RETURN key for the date, the program will use the

customer's terms to calculate and display the date when the document will be due based on the document date. 

If the transaction is a credit memo or a debit memo, pressing the RETURN key here will default the due date to the document date.

6.  Sale Amt

9 numeric digits with 2 decimal places and an optional minus sign

(9,999,999.99-).

Enter the amount of the actual sale not counting any sales tax or other charges.  If the transaction is a finance charge, you will automatically drop to the Reference field.

7.  Misc Chg

8 numeric digits with 2 decimal places and an optional minus sign

(999,999.99-).

Enter the amount of any miscellaneous charges, such as special handling or packaging charges for which the customer is expected to pay.

8.  Freight

7 numeric digits with 2 decimal places and an optional minus sign

(99,999.99-).

Enter the amount of any freight charges the customer is to pay.

9.  Tax Code 1

3 alphanumeric characters.

Enter the tax code that designates how this sale is to be taxed. If the tax code entered is not on file, an error message will be displayed, and you will be asked to enter another tax code.

Press the RETURN key to accept the default tax code 1 for this cus­tomer.

Tax Code 1 (continued)

You must enter a valid tax code here whether the customer is tax­able or not.  Enter a tax code in Tax Code File Maintenance for non‑taxable customers. This code will allow you to accumulate total non‑taxable sales.

Press the F7 key to search for tax code.

 Amt

8 numeric digits with 2 decimal places and an optional minus  sign (999,999.99-).

The amount of sales tax will be calculated by the program and displayed.  The calculation is based on tax code 1. The tax is computed on the total of the sale amount and the miscellaneous charges.  You can accept the com­puted sales tax by just pressing the RETURN key to go on to the next field, or you can enter a different sales tax by just typing over the displayed sales tax.

10.  Tax Code 2

3 alphanumeric characters.

Enter the tax code that desig­nates how this sale is to be taxed. If the tax code entered is not on file, an error message will be displayed, and you will be asked to enter another tax code.                                   

Press the RETURN key to accept the default tax code 2 for this cus­tomer.

You may make an entry if you wish, but none is required.

Press the F7 key to search for Tax Code.

Amt

8 numeric digits with 2 decimal places and an optional minus sign

(999,999.99-).

The amount of sales tax will be calculated by the program and displayed.  The calculation is based on tax code 2. The tax is computed on the total of the sale amount and the miscellaneous charges.  You can accept the com­puted sales tax by just pressing theRETURN key to go on to the next field, or you can enter a different sales tax by just typing over the displayed sales tax.

11.  Tax Code 3

3 alphanumeric characters.

Enter the tax code that designates how this sale is to be taxed. If the tax code entered is not on file, an error message will be displayed, and you will be asked to enter another tax code.

 Tax Code 3

Press the RETURN key to accept the default tax code 3 for this customer.  Press the F7key to search for tax code.  You may make an entry if you wish, but none is required.

Amt

8 numeric digits with 2 decimal places and an optional minus sign

(999,999.99-).

The amount of sales tax will be calculated by the program and displayed.  The calculation is based on tax code 3. The tax is computed on the total of the sale amount and the miscellaneous charges.

You can accept the com­puted sales tax by just pressing the RETURN key to go on to the next field, or you can enter a different sales tax by just

typing over the displayed sales tax.

After all of the tax codes and amounts required are entered, the total amount of tax will be automatically displayed.

12.  Terms

2 alphanumeric characters.

Enter the code of the terms for this sale. The  description of the terms code will display beside the code. Press RETURN  and the  terms will default to the customer's terms code.

Press the F7 key to search for terms code.

13.  Cost Amt

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99).

Enter the cost of the goods sold to the customer on the order. It is important that you enter accurate cost of goods sold figures here if you want to be able to produce meaningfulSales Analysis Reports later on.

14.  Salesman No

3 alphanumeric characters.

Enter the number of the salesper­son responsible for the sale.  A salesperson number must be entered here.  After you enter the sales­person number, the salesperson's name will be automatically dis­played.

Salesman No

If you press the RETURN key for the salesperson number, it will default to the salesperson number of the salesperson who usually works on this customer's account.

This salesperson number is obtained from the customer record.

Press the F7 key to search for Salesman.

15.  Comm Amt

8 numeric digits with 2 decimal places and an optional minus sign

(999,999.99-).

The commission will be automatically calculated from the salesman file or you may enter the amount of commission the salesperson is to be paid as a result of the sale.

16.  Reference

30 alphanumeric characters.

Enter a brief description of the transaction or some comments about it.  What you enter in this field is entirely up to you.

The default reference consists of a brief description of the trans­action type.  For example, if the transaction is an invoice and you press the RETURN key for the reference, the program will insert a default of:

Cust# XXXXXX  Inv#  999999

 

 

The bottom half of the screen displays the distribution table.  This table will only be used if you have specified in A/R Setup that you want to distribute either the Sale amount, the Miscellaneous Charges amount and/or the Freight amount.  If any of these Setup flags are set to Y, and there is a non-zero value entered in the corresponding field in this application, you will be required to distribute the appropriate amounts to G/L accounts.  You will not be allowed to exit the table until the Amount Remaining To Distribute field at the bottom of the screen equals zero.

 
Distribution Fields

 

Name

Type and Description

Account No

An account number in the standard account number format.

Enter the number of the account to which you wish to make a distribu­tion.  The description of the account will be displayed beside the account number.  Pressing the F1 key here in add mode will cause automatic distribution to the default accounts.

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

In change mode, the F1 key will bring up each distribution in sequential order.

Amount

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99-)

Enter the amount of the distribu­tion.

Job No

6 alphanumeric characters.

Enter the job number that this amount is to be distributed to.

This field will only be accessible if job numbers are in use. If job numbers are in use, this field will be validated unless it is left blank.

Press the F7 key to search for Job Code.

 

 

 

If you want to change a distribution that has been added, enter the account number of the distribution.  The distribution will then be displayed, and you can then change its amount or its job number. If you want to delete a distribution that was added incorrectly, change the amount of the distribution to zero.  It will then be deleted from the file.  If you want to add a distribution that was not added in add mode, enter the account number that you want to distribute to.  The program will tell you that the distribution is not on file, and will ask you if you want to add it.  If you say yes, you will be allowed to add the distribution.

 

 

 

 

  Date filled out _________________ by _____________ ADD  CHANGE  DELETE

 

                 SALES AND CR/DR MEMO PROCESSING FILE LOAD SHEET

 1.  Customer No     _ _ _ _ _ _

 2.  Document No     _ _ _ _ _ _

 3.  Document Date   _ _ / _ _ / _ _

 4.  Document Type   I = Invoice          C = Credit Memo

                     D = Debit Memo       F = Finance Charge

 5.  Due Date        _ _ / _ _ / _ _

 6.  Sale Amount     $_ , _ _ _ , _ _ _ . _ _

 7.  Misc Charges    $_ _ _ , _ _ _ . _ _

 8.  Freight         $_ _ , _ _ _ . _ _

 9.  Tax Code 1      _ _ _   Amount  $_ _ _ , _ _ _ . _ _

10.  Tax Code 2      _ _ _   Amount  $_ _ _ , _ _ _ . _ _

11.  Tax Code 3      _ _ _   Amount  $_ _ _ , _ _ _ . _ _

12.  Terms           _ _

13.  Cost Amount     $_ , _ _ _ , _ _ _ . _ _

14.  Salesman No     _ _ _

15.  Commission      $_ _ _ , _ _ _ . _ _

16.  Reference       _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

                     _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

 

            * * * DISTRIBUTION * * *

 

          Account #                                               Amount                     Job No

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

    _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ _    $_ , _ _ _ , _ _ _ . _ _      _ _ _ _ _ _

 

 

 Date entered ___________ by _______  Date verified ________ by ________

 

 

 


 

Sales & CR/DR Memo Processing

 

 

 

 

 

 


 

Sales & CR/DR Memo Processing (Distributions)

 

 

 

Post Sales & CR/DR Memo Transactions

Application Overview

 

Post Sales & CR/DR Memo Transactions transfers all transactions that have been previously created in Sales & CR/DR Memo Processing into the A/R Open Item File. In addition it sends this information to the Customer File, Salesman File and A/R Distribution To G/L file.  Consequently the result of posting serves to automatically adjust the balance that a given customer owes your business. It also affects the period to date sales, and other related variables recorded in the customer and salesman files.

 

When you perform a posting, the system prints a journal of all transactions that were posted.

 

Run Instructions

 

Select Post Sales & CR/DR Memo Transactions from the pull down A/R Processing window.

The following screen will then be displayed:         

 

           

 

Post Sales Cr/Dr Memo Transactions Entry Screen

 

 

 

The following option is available:

  • Post Sales & CR/Dr memo transactions

 

To return to the menu bar, press the ESC or F10 key.  To leave this application, press X for EXIT when positioned at the menu bar.

 

Entry Field Descriptions

 

Name

Type and Description

Do You Want To Post At This Time?

Y or N.

Enter Y to post or N to decline.

 

 

Post Sales Cr/Dr Memo Transactions

 

 

 

 

 

 

 

 

 

 

 

Accounts Receivable

  1. ARMENU Accounts Receivable Package Overview
  2. Feature - Elliott AR ACH Processing
  3. How to Automatically Credit Check an Order After Filling Back Order
  4. Fine-Tuning Customer File Maintenance Security
  5. I Receive "No Open Item on File" Message When I Try to Reapply Open Credit or Payment in AR
  6. Can I Reapply a Payment to a Different Customer in AR?
  7. AR Aging Report - What's the Difference Between Py and Px Payment Type ?
  8. Avg Days Pay YTD in Customer File Calculation Issue
  9. Opn Ord Pick/Inv Amt Calculation Issue
  10. Auto Assigned Sales Tax Code by State and County
  11. How to Handle Sales Tax for Single Item with Caps Amount
  12. How to Subscribe a Customer Event by Salesman?
  13. Arizona Cities Not in Elliott for Sales Tax Code Auto Assign
  14. AR0111 Accounts Receivable Carrier File Maintenance
  15. AR0112 Accounts Receivable Carrier Mode Maintenance
  16. AR0113 Accounts Receivable Freight Rate File Maintenance
  17. AR0114 Accounts Receivable Freight Zone File Maintenance
  18. AR0120 Accounts Receivable State Table File Maintenance
  19. ARACTINQ Accounts Receivable Customer Account Inquiry
  20. ARACTMNT Accounts Receivable Account File Maintenance
  21. ARACTSUM Accounts Receivable Customer Account Summary Inquiry
  22. ARADJAUD Accounts Receivable Adjustment Auditing Inquiry
  23. ARADJSCN Accounts Receivable Adjustment Auditing Report
  24. ARAGEBAL Accounts Receivable Age Customer Accounts
  25. ARAGEMNU Accounts Receivable Aging Reports
  26. ARAPLYCR Accounts Receivable Re-Apply CR/DR Memos
  27. ARCALFCH Accounts Receivable Finance Charges Processing
  28. ARCNTMNT Accounts Receivable County Tax Code File Maintenance
  29. ARCRCMNT Accounts Receivable Credit Card Transacting Handling
  30. ARCRDSCN Accounts Receivable Credit Card Log Report
  31. ARCSHENT Accounts Receivable Cash Receipts Processing
  32. ARCSHSCN Accounts Receivable Cash Projection Report
  33. ARCTLMNT Accounts Receivable A/R Setup
  34. ARDBEXPS Accounts Receivable Export D&B Customer File
  35. ARDISSCN Accounts Receivable A/R Distribution to G/L Report
  36. ARECIMNT Accounts Receivable Customers and Contacts Import Utility
  37. ARHSTMNU Accounts Receivable A/R History Report
  38. ARINVSCN Accounts Receivable Print Service Invoices
  39. ARJBASCN Accounts Receivable Job Analysis Report
  40. ARJOBMNT Accounts Receivable Job Code File Maintenance
  41. I Can Only Enter A/R Cash Receipt for Cash or Check
  42. ARCUSMNT Accounts Receivable Customer File Maintenance
  43. ARLTRMNT Accounts Receivable Customer Mail Merge
  44. Feature - ACH Deposit Effective Date
  45. AROLOAD Accounts Receivable A/R Open Item File Maintenance
  46. ARPRDEND Accounts Receivable Clear A/R Accumulators
  47. ARPRGSCN Accounts Receivable Purge Closed Open Items
  48. ARRECENT Accounts Receivable Recurring Sales Processing
  49. ARSAMENU Accounts Receivable Sales Analysis Report
  50. ARSETBAL Accounts Receivable Set Customer Account Balances
  51. ARSHPMNT Accounts Receivable Ship Via Code File Maintenance
  52. ARSLMMNT Accounts Receivable Salesman File Maintenance
  53. ARSLSENT Accounts Receivable Sales and CR/DR Memo Processing
  54. ARSRCMNT Accounts Receivable Payment Source File
  55. ARSRVENT Accounts Receivable Service Invoice Processing
  56. ARSRVMNT Accounts Receivable Service File Maintenance
  57. ARSTMSCN Accounts Receivable Print Statements
  58. ARTAXMNT Accounts Receivable Tax Code File Maintenance
  59. ARTRMMNT Accounts Receivable Terms Code File Maintenance
  60. ARTYPMNT Accounts Receivable Customer Type File Maintenance
  61. ARSTLSCN Accounts Receivable Sales Tax Liability Report
  62. Incorrect Opn Ord Pick/Inv Amount in Customer File
  63. Feature - Customer Account Inquiry Reference Search
  64. Feature - Tax Freight Setup User Messages in COP Setup and Tax Code Maintenance
  65. ARFRMMNT Accounts Receivable Invoice Form Setup
  66. Feature - Customer Highest Balance YTD, Last Year, and Year Before Last Year
  67. Feature - Ship Via Group Support
  68. Feature - Scheduling ACH Payments
  69. How to Print A/R Aging Report by Salesman
  70. Feature - A/R Expanded Aging Report - Add "Show Open Items Only" Option
  71. Refund customer open credit / overpaid
  72. Feature - Add Acct Name to ACH Account Detail Screen
  73. Feature - ACH Add and Change Event
  74. Feature - Import A/R Cash Receipt Detail -- Add Ability to Process Multiple Customers for One Check
  75. Feature - A/R Commissions Due Reports - Additional Fields and CSV Support
  76. Feature - Age Customer Accounts When Cash Receipts Are Posted
  77. Feature - Validate Collector Against Salesman File
  78. NSCTLMN2 Accounts Receivable Global Setup 1
  79. NSCTLMN2 Accounts Receivable Global Setup 2
  80. NSCTLMN2 Accounts Receivable Global Setup 3
  81. NSCTLMN2 Accounts Payable Global Setup 1
  82. NSCTLMN2 Accounts Payable Global Setup 2
  83. NSCTLMN2 Accounts Payable Global Setup 3
  84. NSCTLMN2 Accounts Payable Global Setup 4
  85. NSCTLMN2 Accounts Payable Global Setup 5
  86. NSCTLMN2 Accounts Payable Global Setup 6
  87. NSCTLMN2 Accounting Global Setup: Index
  88. Accounts Receivable Cash Receipts Reports That Show Check Deposits for a Period of Time
  89. What Does the Asterisk Mean in A/R Account Inquiry?
  90. Refund Customer for Open Credit or Over Payment
  91. Feature - Defer Cash Receipts with Wildcard Batch Entry
  92. Feature - Exclude Debit Memos from Updating Customer Sales Ptd/Ytd
  93. Change - Sync Order Addresses in Customer Change Program
  94. Feature - Append Re-Apply Cr/Dr Memos Info To Log File
  95. Feature - Zone Breakdown Method by Freight Pay Code and State
  96. Feature - Enter Customer in Maintenance and Inquiry Event
  97. Feature - Added Phantom Locking to Customer File Maintenance

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