Accounts Receivable ARRECENT Help - Elliott Business Software



Recurring Sales Processing

Recurring Sales Processing

Application Overview

 

In addition to normal A/R activity, most companies have several receiv­ables, which are issued on a regular basis.

 

Recurring sales can recur in two different ways.  Either they are issued on a specific day of the month (possibly every two or every three months) or they are issued every so many days (possibly every 14 days or every 30 days).  These two types of recurrence are type M for monthly and type N for number of days.

 

Each recurring invoice has a starting date and an ending date.  The starting date is the date the first invoice is issued.  The ending date is the date of the last invoice.  In some cases, there will be a certain number of invoices at one amount and then more invoices at another amount.  Two recurring invoices could be set up with con­secutive date ranges to handle the change in invoice amount auto­matically.

 

Once the Recurring Sales file is set up, all that remains to be done is to post the recurring invoices to the A/R Transaction file on a regular basis.  These transactions are, in turn, posted to the A/R Open Item File, the same as the transactions entered through Sales & CR/DR Memo Processing.

 

Even if recurring invoices are not posted to the Sales & CR/DR Memo Processing file frequently enough, invoices will not be skipped by the application.  The recurring invoices posting program will create automatically as many sales transactions as needed to bring the invoices up to date.

Run Instructions

 

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

 

 

 

Recurring Sales Processing Entry Screen

 

 

 

The following options are available:

 

            *           Add sales invoices that are issued on a regular basis

            *           Make changes to the recurring transactions entered

            *           Delete transactions entered

            *           Print to screen, the recurring invoices presenting invoice amounts, descriptions, recurring ID code, 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.  Customer No

6 alphanumeric characters.

 

Enter the customer number of the customer to whom the invoice will be issued. The customer's name will be displayed automatically.

 

If you do not know the customer number of the customer you want, press the F7 key for customer search by number or press the F8 key for customer search by name.

2.  Recurring Id

4 alphanumeric characters.

 

This field defines the recurring invoices for a customer.

 

It is used to define one of several recurring invoices for a customer.

 

The default recurring ID is 1, so if you only have one recurring invoices for a customer, use this default.

 

Pressing the F1 key will bring up the next recurring invoice for this customer, in change and delete mode.

3.             Description

30 alphanumeric characters.

 

Enter a description of the recur­ring invoice.

 

For example, a recurring invoice might have a description: Membership Dues.

4.             Type Of Recurrence

1 alphanumeric character.

 

The valid values for this field are:

 

M             =              Monthly invoice

N              =              Number of days between invoices

 

If the invoice will always be issued on a certain day of the month, even if there will be more than one month between invoices, enter M.

 

If the invoice is issued every specified number of days (such as once every 30 days), then enter N.  There is no default for this field.  Once entered this field it can not be changed.

5.  Interval

3 numeric digits (999).

 

If M was entered above, enter the number of months between each invoice.  If the invoice is issued every month, enter 1. If the invoice is issued every other month, enter 2.

 

If N was entered above, enter the number of days between invoices.  If the invoice is issued every week, enter 7.  If the invoice is issued every other week, enter 14.

 

The default for this field is one (1).

6.  Starting Date

Enter a date in the standard date format.

 

Enter the date that the first invoice is to be issued.  If this is a type M recurring invoice, invoices will always be issued on the same day of the month as this date.

 

When this field has been entered, a description of when the invoice is issued will be displayed on the screen.  Take a look at this desc­ription to ensure that the data entered is correct.

 

This field defaults to the system date.

 

If this date is changed, the last invoice date will be set to zero.

7.  Ending-Date

Enter a date in the standard date format.

 

Enter the date that the last in­voice is to be made or the date after which no invoices should be made.  This date need not fall exactly on an invoice date.

8.  Sale Amt

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

 

Enter the sale amount.

9.  Misc Amt

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

 

Enter the miscellaneous charges for each invoice.

10.  Freight Amt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99).

 

Enter the freight amount for each invoice.

11.  Calculate Tax?

Y or N.

 

Enter whether tax should be calc­ulated on this invoice or not.

 

If the customer is taxable, this field defaults to Y.  Otherwise it defaults to N.

12.  Calculate Comm ?

Y or N.

 

Enter whether commission should be calculated on this invoice or not.

 

This field defaults to Y.

13. Terms Code

2 alphanumeric characters.

 

Enter the terms code to be used with this recurring invoice.

 

If you do not know the terms code, press F7 to search the terms code table.

14. Last Invoice Date

A date in the standard date format.

 

This field will be used by the package to keep track of the last invoice that was posted from this recurring invoice.

 

This field should be left blank when a new recurring invoice is entered in the add mode.

 

If for some reason, you wish to have the recurring invoice posting program skip an invoice or two, this can be done by setting this date to the date of the last invoice which should be skipped. This would cause the system to think that invoices had already been created up to this date, so it would skip them. 

 

If this date is changed, the starting date will be updated to a date one interval following this date.

 

 

 

Distribution Screen

 

The customer name and number and the description of the recurring invoice being entered or changed is displayed on this screen automatically.

 

Name

Type and Description

Account No

An account number in the standard account number format.

 

Enter the account to which the expense distribution will be made when the recurring invoice is posted to the Sales Transaction file.  The description of the account will be displayed.

 

In add mode, the F1 key may be used to automatically distribute the amounts to the A/R Setup defaults.

 

Pressing the F7 key will allow you to search for the account by number. Pressing the F8 key will allow you to search for the account by name.

Amount

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

 

Enter the amount, which is to be distributed to the account.

 

The total of all distribution amounts must be exactly the amount of the recurring invoice.

 

The amount remaining to distribute is displayed at the bottom of the screen and will be automatically updated after each distribution is entered.  You will not be allowed to leave this screen until the amount remaining to distribute is zero.

 
Print Recurring Invoices List

 

Name

Type and Description

Starting Customer No

6 alphanumeric characters.

 

Enter the beginning of the cust­omer number range, which you wish to print on the report.

 

This field defaults to All.

Ending Customer No

6 alphanumeric characters.

 

This field is not entered if All was selected above.

 

Enter the end of the customer number range, which you wish to print on the report.

 

This field defaults to the start­ing customer number to facilitate printing the recurring invoices for a single customer.

 

 

 

 


  Date filled out ______ by _______         ADD   CHANGE   DELETE

 

                  RECURRING INVOICE PROCESSING FILE LOAD SHEET

 

      1)  Customer No    _ _ _ _ _ _

 

      2)  Recurring ID   _ _ _ _

 

      3)  Description    _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

 

      4)  Type of Recurrence  _   M = Monthly, N = Number of Days

 

      5)  Interval       _ _ _

 

      6)  Starting Date  _ _ / _ _ / _ _

 

      7)  Ending Date    _ _ / _ _ / _ _

 

      8)  Sale Amount    _ , _ _ _, _ _ _ . _ _

 

      9)  Misc Amount    _ _ _, _ _ _ . _ _

 

     10)  Freight Amount _ _, _ _ _ . _ _

 

     11)  Calculate Tax       Y=Yes   N=No

 

     12)  Calculate Comm      Y=Yes   N=No  

 

     13)  Terms Code     _ _

 

     14)  Last Invoice Date   _ _ / _ _ / _ _

 

Recurring Invoice Distributions

 

           Account No                                                Amount

 

 1.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 2.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 3.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 4.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 5.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 6.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 7.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 8.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 9.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

10.  _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _ - _ _ _ _ _ _ _ _         _ , _ _ _ , _ _ _ . _ _

 

 

 

 

 


 

Customer Search By Number

 

 

 

 

 

 

Recurring Sales Processing (Screen #1)

 

 

 


           

Recurring Sales Processing (Screen #2)

 

 

 

 

 

 

 

Recurring Sales List

 

 

 

 

 

Recurring Sales List

 

 

 

Run Date: Sep 25, 2001 - 11:09pm         Elliott Demonstration Company                                                     Page    1

                                                                                                                                    

                                              R E C U R R I N G   S A L E S   L I S T                                              

                                                                                                                                    

Printed For All Customers                                                                                                          

                                                                                                                                    

 Cust   Name                           Description                     Start-Date    Invoice-Amt     Misc-Amt     Frght-Amt Tax?   

  No    Rec-Id                         When-Inv                          End-Date  Last-Inv-Date      Terms                 Comm?  

                                                                                                                                   

000100  Williams John Q. Company       Maintenance                       03/15/89          50.00          .00           .00   Y    

        1                              Inv On The 15Th Of Every Month    03/15/90                  2/10 N/30                  Y    

                                                                                                                                    

                                 Account-No                  Description                  Amount                                   

                                 03100-00000-00000  Sales - Product Line A                 50.00                                   

                                                                                                                                   

                                       Membership Dues                   03/15/89         120.00          .00           .00   N    

        2                              Inv On The 15Th Of Every Month    04/15/90                  2/10 N/30                  N    

                                                                                                                                    

                                 Account-No                  Description                  Amount                                   

                                 03100-00000-00000  Sales - Product Line A                120.00                                   

                                                                                                                                   

000200  21ST Century Enterprises       Maintenance                       03/15/89          65.00          .00           .00   Y    

        1                              Inv On The 15Th Of Every Month    03/15/90       06/15/89   3/15 N/30                  Y     

                                                                                                                                   

                                 Account-No                  Description                  Amount                                    

                                 03100-00000-00000  Sales - Product Line A                 65.00                                   

                                                                                                                                    

000300  Brooks and Johnson, LTD.       Maintenance                       03/15/89          55.00          .00           .00   Y    

        1                              Inv On The 15Th Of Every Month    03/15/89       06/15/89   2/10 Due 15th              Y    

                                                                                                                                   

                                 Account-No                  Description                  Amount                                   

                                 03100-10000-00000  Sales - Product Line B                 55.00                                   

                                                                                                                                    

000400  Beverly Supply Company         Maintenance                       03/15/89          50.00          .00           .00   Y    

        1                              Inv On The 15Th Of Every Month    03/15/90       06/15/89   2/10 N/30                  Y    

                                                                                                                                   

                                 Account-No                  Description                  Amount                                   

                                 03100-00000-00000  Sales - Product Line A                 50.00                                   

                                                                                                                                    

                                                                                                                                   

           5  Recurring Invoices On File                                                                                           

 

 

 

 

 

 

 

 

 

Post Recurring Sales Transactions

Application Overview

 

The Post Recurring Sales Transactions application transfers all transactions that were previously created in Recurring Sales Processing into the sales transaction file.  You may then edit these transactions via Sales & CR/DR Memo Processing application under the A/R Processing pull down window.  After verifying the transactions, you may post using the Post Sales & CR/DR Memo Transactions under the A/R Processing pull down window.

 

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

 

Run Instructions

 

Select Post Recurring Sales Transactions from the pull down A/R Processing window.   The following screen will then be displayed:

 

 

 

Post Recurring Sales Transactions Entry Screen

 

 

 

 The following option is available:

 

            *           Post recurring sales 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 recurring Sales transactions or N to decline.

 

 

 

 

 

 

Post Recurring Sales Transactions

 

 

 

 

 



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