ProcessingSales & CR/DR Memo ProcessingApplication 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
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
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 TransactionsApplication 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
Post Sales Cr/Dr Memo Transactions
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