Accounts Receivable > Set Up AR Module Parameters > AR Module Setup

The General Information Page of the AR Module Setup function allows you to set up various general settings for your invoice transactions, period-end closing process, and decimal places.

To complete the different parameters in the General Information page of the AR Module Setup function, perform the following:

1.In the Period-End Closing section, select the settings for the period-end closing process for the accounts receivable module:

oCurrent Period

This field displays the current year and current period name. The default value is the first period of your current fiscal year. When you set up the AR module for the first time you may use the List box button to provide the appropriate fiscal year and period name. The system automatically updates the period name value whenever you perform the Period-End Closing function. The fiscal year value is also updated if the period that is being closed is the last period of the current fiscal year.

oUpdate Customer YTD Sales Amount when closing last period of the fiscal year

Mark this checkbox if you want the customers' year-to-date sales amounts to be automatically recalculated when performing Period-End Closing for the last period of the fiscal year.

2.In the Decimal Places area, specify the following:

For the Unit Cost and Unit Price, you cannot change the decimal place settings to a number lesser than the current decimal place setting. The system, however, will allow you to increase the decimal place setting. When you click the OK button to save your changes a message will be displayed warning you that the unit cost and unit price decimal settings can no longer be decreased once it is saved. Click the Yes button to proceed; otherwise, select the No button.

oUnit Cost

Click the Spinner button and choose the number of decimal places (0-4) that you want to appear in the unit cost fields of the inventory item and transaction records.

oUnit Price

Click the Spinner button and choose the number of decimal places (0-4) that you want to appear in the unit price fields of the inventory item and transaction records.

3.In the Default Values for New Inventory Type area,

oQuantity Decimal

Click the Spinner button and choose the number of decimal places (0-4) that you want to appear in the quantity fields of the inventory item and transaction records.

Notes:

•You must properly exit AccountMate and launch it again to effect the changes that you have made for the Unit Cost, Unit Price, and Quantity decimal place settings.

•The number of decimal places you define for the Quantity Decimal field will be used as the default on inventory item records. You can change these values in the specific records as necessary.

oCost Method

Set up the default cost method when creating new inventory type records that will be used in inventory valuation by clicking the List box button of the Cost Method field. You can choose between the Average, FIFO, LIFO, Lot Costing, Specific ID, and Standard methods; however, the LIFO method is unavailable when the Activate IFRS Features checkbox is marked in Company Setup.

4.In the Default Values for New Customer area, enter the following values or mark the checkbox that will become the default values or parameters when creating new customer records in the AR module:

oFOB

Enter in this field the F.O.B code that you want to assign as the default point at which the ownership of the shipped goods will pass to your customer. You may click the Lookup button to display the Search window where you can select an F.O.B code.

oPay Code

Enter in this field the default pay code for new customer records. You may click the Lookup button to display the Search window where you can select a pay code.

oShip Via

Enter in this field the ship via code that you want to assign as the default method of shipment for customer orders. You may click the Lookup button to display the Search window where you can select a ship via code.

Note: When you update or change the values in the Ship Via or F.O.B fields, AccountMate will automatically update the Ship Via and F.O.B fields in the SO Module Setup function.

oWarehouse

Enter in this field the default warehouse for new customer records. You may click the Lookup button to display the Search window where you can select a warehouse number. If you do not have the Inventory Control module, the only available warehouse is "MAIN".

oCredit Limit

Enter in this field the amount that will be provided as the default value in the Credit Limit field in the Settings page of the Customer Maintenance function when creating new customer records.

oYTD Start Date

Enter in this field the default date for the Year-To-Date Start Date field of the Customer Maintenance function for new customer records. The system will use the Year-To-Date Start Date value as basis to calculate the Year-To-Date sales amount shown in the customer record.

oRequire Customer PO #

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a new customer record. Marking this checkbox in the customer record configures AccountMate to require the user to assign customer purchase order numbers to certain transactions.

oCheck for Duplicate Customer PO #

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a new customer record. Marking this checkbox in the customer record configures AccountMate to verify whether the customer purchase order number assigned to a transaction has already been used for the customer's previous transactions.

oShow Notepad First in Transactions

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a customer record.

5.In the Customer Statement area, provide the default value for the setting of the customer statement for new customer records:

oPrint Open Item

Choosing this option configures the system to show on the customer statement all sales invoices open as of the statement period.

oPrint Balance Forward

Choose this option if you want to configure the system to show on the customer statement one balance forward, rather than the individual open items outstanding from the prior statement period.

6.In the Customer Activity area, enter in the View Last Days' Activity field the number of days whose customer activity records you want to be displayed in the various functions' Activity page.

7.In the Track Revenue by area, select the method that you want the system to use in tracking sales revenue, sales return, sales discount, and cost of goods sold. You can track revenue codes in the following ways:

•Inventory

•Customer

•Salesperson

Note: If you choose to track revenue by inventory, the default revenue code when you create sales order and invoices is the revenue code set up in the inventory item’s record. You can overwrite the default revenue code for each line item in the sales order and/or invoice if you are given the access rights to edit revenue codes and the Allow Overwrite Revenue Code option in the inventory item’s record is activated.

Revenue codes are set up using the Revenue Code Maintenance function. In this function, you can pre-define the GL Account IDs to which the sales revenue, sales returns, sales discounts and cost of goods sold will be posted.

8.In the Item # Search in Transaction Functions area, select any of the following options:

oDisplay Item's On-hand Quantity in Transaction's Warehouse

Choose this option if you want to display in he On-hand Qty column in the Item # Search window the total on-hand quantity in the selected warehouse for a particular inventory item.

oDisplay Item's On-hand Quantity in All Warehouses

Choose this option if you want to display in he On-hand Qty column in the Item # Search window the total on-hand quantity all warehouses where the selected inventory item is stored.

9.Mark the Include Customer Open Credits in AR Aging checkbox in the Executive Summary area if you want the same parameter to the default in the Executive Summary report. Marking this checkbox configures the system to add in the customer's open credits when calculating the aging of receivables.

10.Mark the following checkboxes, if applicable:

oSuppress Inventory Settings Confirmation

Mark this checkbox if you do not want the system to display the Inventory Settings message box when you save a new inventory item record. The message box shows the settings you have chosen for the new inventory item.

oEnable Credit Card Processing

Mark this checkbox if you want to activate the credit card processing feature. When this checkbox is marked, the Credit Card Processing page becomes enabled where you can set the parameters for seamless use of the feature.

oSave Credit Card in Customer File

Mark this checkbox if you want the system to store in the customer records the credit card information provided when recording customer transactions.

oCheck Parent Customer Status

Mark the Check Parent Account Status checkbox if you want AccountMate to verify both the customer account's and its parent account's status before allowing the user to post transactions for the customer in the Sales Order and Accounts Receivable modules. These transactions include creation of sales orders/quotes, invoices, sales returns and shipments. You can still record receipts from customers though the customer account and the parent account are inactive.

oUse Multi-Currency

Mark this checkbox if your company is engaged in multi-currency transactions.

The Multi-Currency feature is a one-time setup; thus, you can no longer amend the multi-currency setting once you save it. Activating the feature for this company in the SO module will automatically activate it in the Accounts Receivable module and vice-versa.

11.In the Invoice Transaction Controls area, the values that you enter in the following fields will be used as the default values and settings when you create new invoices.

oAllow Non-Stock Items

Mark this checkbox if you allow non-stock items to be included in transactions recorded in the Accounts Receivable module.

oCheck Unit Cost

Mark this checkbox if you want AccountMate to verify the unit cost of non-stock items included in the transactions recorded in this module. This option is inaccessible if the Allow Non-Stock Items checkbox is unmarked.

oRevenue Code

Enter in this field the default revenue code to be used for non-stock items included in transactions recorded in this module. Alternatively, you may click the List box button to display all available revenue codes; then, click the revenue code to select.

oTax Code

Enter in this field the default sales tax code to be used when non-stock items are included in transactions recorded in this module. Alternatively, you may click the List box button to display all available sales tax codes; then, click the sales tax code to select.

oAllow Different Tax Code per Line Item

Mark this checkbox to configure the system to allow different sales tax code for each line item included in a sales order or sales quote transaction.

oCalculate Freight Charge by Weight

Mark this checkbox if you want the system to calculate the freight charges based on the weight of the shipped items. The system will use the freight charge setting in the Freight Code Maintenance function to calculate the freight charges.

oFreight Code

Enter in this field the freight code that you want to assign as the default for new invoices. Alternatively, you may click the List box button to display all available freight codes; then, click the freight code to select.

oAllow to Exceed Credit Limit

Mark this checkbox if you want to accommodate your customers when you create their invoices even if they have reached their credit limit.

12.In the Track Commissionable Sales area, select how you want the system to track sales that are subject to sales commissions. You can select from either of the following options:

oBased on Inventory

Select this option if you want to track commissionable sales revenue based on the commission codes that are set up in the inventory item records.

oBased on SO/Invoice

Select this option if you want to track commissionable sales revenue based on the commission code that you provide when you create a sales order and/or an invoice.

13.Select the appropriate option you want to set in the Invoice Numbering section:

oAutomatic

Mark this checkbox if you want the system to apply the Next Invoice # value to the next invoice that you will create. This feature will also automatically update the value in the Next Invoice # field by one (1) each time an invoice is created.

oNext Invoice #

Enter in this field the number that the system will assign to the next invoice that you will create. This number will automatically be incremented by one (1) each time an invoice is created using the value in this field as the invoice number. You may reset the sequence of this number by changing the value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the invoice number each time an invoice is created. Selecting this option allows you to enter any numeric value as the invoice number.

14.In the Copy Options for Invoice Line Items area, select the information you want to include when you copy line item data from another invoice. You can select any or all of the following line item data:

•Item Description

•Discount %

•Unit Price

•Remark

15.In the Generate Invoice From SO Shipment area, select the method by which the system will create invoices for the unbilled shipments using the Generate Invoice From Shipment function. You can choose one or both of the following options:

•Group By Customer # and Ship Date

•Group By Customer # and Salesperson

Note: The Generate Invoice From SO Shipment feature is not applicable to customers for which the Generate Invoice during Shipment option is marked in the Settings page of the customer's maintenance record.

16.In the Payment Transaction Controls area, define the settings for the apply payment transactions:

oAutomatic

Mark this checkbox if you want the system to apply the Next Receipt # value to the next payment that you will record. This feature will also automatically update the value in the Next Receipt # field by one (1) each time a payment is recorded.

oNext Receipt #

Enter in this field the number that the system will assign to the next payment that you will record. This number will automatically be incremented by one (1) each time a payment is recorded using the value in this field as the receipt number. You may reset the sequence of the receipt number by changing this value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the receipt number each time a customer payment is recorded. Selecting this option allows you to enter any numeric value as the receipt number.

17.In the Current Customer Price Based On area, select one of the following options:

oLast Sales Order Price

Select this option if you want the selling price of the item to be the price that was used on the last sales order for the customer. Enter in the Expire After Days field the number of days you want this price to be in effect.

oLast Invoice Price

Select this option if you want the selling price of the item to be the price that was used on the last invoice price for the customer pricing. Enter in the Expire After Days field the number of days you want this price to be in effect.

Notes:

•This pricing option is available only if the Pricing Control module is installed and activated in the system.

•The current customer pricing option and expiry days you define in this function will be one of the options available in the Customer Price Group Maintenance function.

Q. I want the quantity of an item to have "2" decimal places. I changed the Quantity Decimal Setting in the AR Module Setup to "2". However, when I added a line item in the invoice, the quantity decimal places did not change. What did I miss?

A. You must change the quantity decimal setting in the inventory record to "2". Changes to the Quantity Decimal Setting in the SO/AR Module Setup only affect inventory records created after the change.

General Information Page

General Information Page

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