A/R Global Setup

 A/R Global Control

 Elliott Main Menu à Util Setup à Global Setup à Acct à  A/R Global Control

Figure 2C.1 shows the setup screen for A/R Global Setup.

Sales Tax Code Auto Assign By Zip Code

This feature allows you to automatically assign sales tax codes during Customer File Maintenance, and Ship-to file maintenance.  We have added a new file, Zip Tax Code File, for county, city, and local tax jurisdiction.  We have also added two fields in the existing state table file: STATE-TAXABLE-TAX-CODE AND STATE-NON-TAXABLE-TAX-CODE. 

During COP Ship-to file maintenance and customer file maintenance, if the taxable flag is “N”, then the default tax code for this record will come from the State-Non-Taxable-Tax-Code in the state table.  There will only be one tax code for this record.  However, if the taxable flag is “Y”, then the first tax code for this record will come from the State-Taxable-Tax-Code in the state table.  The system will then attempt to go to the zip tax code file to look up by zip code to find out if there should be another two tax codes.  If there are two other tax codes found in the zip tax code table, it will put in the second and third tax code fields.  In change mode, even if there is no change to the record, the system will still try to check if the tax code matches with the state and zip code entered.  If not, the system will prompt with a message to update with the new tax code.

Field 1.   Answer “Y” to enable this feature.

Default Non-Taxable Tax Code 

Field 2:   Answer “Y” if you wish to enable this function. 

Figure 2C.2 shows the State Table File with the two new fields:  Taxable Tax Code, and Non-Taxable Tax Code.

Customer Generic Search With City & State 

Field 3.   Answer “Y” to enable this feature.

This feature offers users the ability to do a generic customer search with the city and state being displayed.  In the original generic customer search, only the customer numbers and customer names were displayed.  With this feature, Customer’s City and State will also be displayed.  Users who have customers belonging to a chain or with the same name will find this useful. 

This feature gives users the flexibility of having many customers with the same name without having to worry about remembering the customers’ numbers.  This makes it simple when a customer calls in to check if an invoice has been paid.  The user does not need to know the customer’s number.  All that is needed is the customer’s name.  The user can then ask where the customer is located in order to identify the correct customer.

Figure 2C.5.  You can differentiate among customer names by city and state.

Use Tax-Exempt Expiration Date

This function allows you to create a tax-exempt record and define and expiration date for the tax exemption. 

Field 4.   Answer “Y” under enhancement setup if you wish to use this function.

City, State and Zip Code Lookup

This feature serves as a quick lookup for a city, state and zip code in the Customer File Maintenance, and Ship-to File Maintenance. The initial motive behind this feature is to let the system automatically fill the City and State information after the Zip Code uniquely identifies a location. Later, we expanded the capability of performing different types of lookups based on the information availability.

Field 5.       Answer “Y” to use this function.

Basic Information Needed For Lookup 

No matter what type of lookup the user plans to perform, he/she always has to provide some information for the system as a lookup base. The following table lists this piece of information for each type of lookup.     

            Lookup Type             Basic Parameter(s)

            City                          Zip Code

            State                         State Name

            Zip Code                      City

Automatic Fill-In of City and State

From time to time, the user may encounter a situation where he/she has a hard time understanding the city name that the customer addresses on the phone. When this kind of embarrassment occurs, the user may simply obtain the customer’s zip code to let the computer automatically fill in the City and State information. Although a zip code cannot always uniquely identify a city, a pop-up window with the closest answers will be available and visible to the user.

In Figure 2C.8, we use the Customer File as an example to perform this nice and convenient feature. We can bypass the entry of City and State to enter Zip Code, then press ENTER, and the corresponding information will automatically be filled in.

If the zip code entered cannot uniquely identify a location, pressing F7 in the ZIP code field will popup the City Search By Zip Code Window listing the ZIP Codes closest to your search. The user may verify with the customer to ensure the right entries.

Another situation the user may run into is that after the City and State fields are automatically filled in, he/she finds out the zip code is incorrect. Before the user can correct the zip code, he/she has to clear the City and State fields first so that when the new zip code is entered, the system will update those two fields with the right information accordingly.

Figure 2C.8 You have to enter a value to the Zip Code field to have the system fill in the City and State information. 

Use Customer Number Sequencer

This function allows you to use a counter to determine the next available customer number.  This is useful when you are entering a new customer record, and you do not remember the last customer number used.

Field 6.   Answer “Y” to this question if you wish to use this feature. 

Starting Customer Number

You will need to define the starting customer number.  This is the counter which will track the next available customer number.

Field 7.   Enter starting customer number.

Apply Cash for Invoice Not In A/R Open File 

This is a useful function when you want to enter and post a cash receipt and apply the cash to an invoice that has not been posted or created yet. 

Field 8.   Answer “Y” to enable this function.

Calculate Commission Due by Cash Receipt 

If you pay commissions on a cash receipt basis, this feature gives you the option of paying commissions based on fully paid invoices or as partial payments are received.

Field 9.                Select “F” for fully paid or “P” for partially paid.

If you set this flag to “P” then the default will be to include partial payments from A/R Open Item file when you calculate the commission. 

If you set this flag to “F” then the default will be to include only fully paid invoices when you calculate commissions. 

Whether your default is “P” or “F”, you have another chance when you run the Sales Commissions Due Report to decide during the calculation process. This flag simply serves as a default value for calculation.