Set Accounts Receivable Options

Field Name

Type / Max Length

Action / Description

Payment application method

Select C to use the customer's check date to determine the customer's eligibility for a discount or select D to use the date you deposit the customer's check.

This date works in conjunction with the payment terms, which you set up in the Terms Codes Maintenance (TER) program, and select for each customer in the Customer Maintenance (CM) program.

The Cash Receipts Entry (RCE) program uses this discount eligibility date.

Enter a number of days to extend the customer's eligibility to receive a cash discount based on the terms code assigned in the Customer Maintenance (CM) program. This grace period allows for mail or processing delays.

The Cash Receipts Entry (RCE) program uses this option to determine if the invoice is still eligible for a discount, even though the login date is after the discount date. The program adds the number of grace period days to the discount date when it calculates the discount due. Thus if the grace period is 2 days and the AR terms is NET 30, then you will give the discount if payment is entered on the 31st or 32nd day.

Write-off limit in cash entry

Set the maximum amount that a clerk can write off invoices with the Cash Receipts Entry (RCE) program. If a write-off transaction exceeds this limit, the Cash Receipts Entry program will not allow the transaction.

If this number is set to zero, no one can make any write-offs in the Cash Receipts Entry program. If it is set to 999999999999.99, you can write off any amount in this program.

Adjustment limit in cash entry

Set the maximum amount that a clerk can write off invoices with the Cash Receipts Entry (RCE) program. If a write-off transaction exceeds this limit, the Cash Receipts Entry program will not allow the transaction.

If this number is set to zero, no one can make any write-offs in the Cash Receipts Entry program. If it is set to 999999999999.99, you can write off any amount in this program.

Write-off limit for AR adjustments

Set the maximum amount a clerk can write off invoices in the AR Adjustments Entry (RB) program. If a write-off transaction exceeds this limit, the AR Adjustments Entry program will not allow the transaction.

If this number is set to zero, no one can make any write-offs in the AR Adjustments Entry program. If it is set to 999999999999.99, you can write off any amount.

Separate invoice numbering?

Select to assign different numbers to invoices and sales orders or leave blank to use the same numbers for invoices and sales orders.

If you select, the AR Invoice Register (RR) program assigns numbers based on parameters set for invoice numbers in the Numbering System Setup (XOC) program.

If you leave blank, each invoice will have the same number as its associated sales order for easier tracking. The invoice number will be built from the order number plus the 3-character shipment number plus a 3-character transaction number. For example, suppose your sales order number is 000214123, your invoice number will be 000214123001  001, which is the order number + the shipment number + a transaction number. Therefore, the length of the order number cannot exceed 9.

Age on invoice or due date

Select I to age invoices on invoice date or select D to age invoices on due date. You should select D if you are using progress payments.

The Customer Credit Maintenance (CCM), Customer Credit Inquiry (CCQ), Customer Service Inquiry (CSI), and Invoice Transaction Inquiry (RIQ) programs use this method as their default aging method.

The AR Inquiry (RA), Statement Print (RS), and AR Aged Trial Balance Report (RT) programs also use this default aging method unless you override it with the Select to age on I=Invoice or D=Due date Program option.

Print company name on invoices?

Select if you want to print your company name and address on printed invoices or leave blank if you do not.

If you select, the name and address of the branch entered in the Branch Maintenance (TBM) program prints if:

• You print or reprint an invoice with the Invoice Print (RP) program.

AND

• You did not enter the name of a graphic file in the Header image name field for the invoice document in the Document Output Parameters Maintenance (TDOC) program.

This option has no affect when you output document copies from the Invoice Print Queue (RPPM) program.

Note
Click Mfg branch or Branch settings to set this option for your branch.

Print company name on statements?

Optional

Select if you want to print your company name and address on statements or leave blank if you do not.

If you select, the name and address of the branch entered in the Branch Maintenance (TBM) program prints if:

• You print or reprint an invoice with the Statement Print (RS) program.

AND

• You did not enter the name of a graphic file in the Header image name field for the invoice document in the Document Output Parameters Maintenance (TDOC) program.

This option has no affect when you output document copies from the Statement Print Queue (RSPM) program.

Note
Click Mfg branch or Branch settings to set this option for your branch.

Allow credit card entry in cash entry

Optional

Select to allow an AR clerk to enter credit card numbers in the Cash Receipts Entry (RCE) program or leave blank to restrict clerks from entering credit card numbers.

If you do not select this option, the AR clerk can enter ON FILE to retrieve the customer's card from Credit Maintenance (CCM) program and encrypt it, displaying only the last 4 digits.

Include misc charges in terms disc calc?

Optional

Select to set the default for the Include misc charges in disc calc? field in the Terms Codes Maintenance (TER) and AR Terms Code Maintenance (RTER) programs to selected or leave blank if you do not want that field selected.

Select if you want the terms discount to apply to miscellaneous charges as well as the amount of the order or leave blank if you do not.

Include freight in terms discount calc?

Optional

Select to set the default for the Include freight in disc calc? field in the Terms Codes Maintenance (TER) and AR Terms Code Maintenance (RTER) programs to selected or leave blank if you do not want that field selected.

Select if you want the terms discount to apply to freight charges as well as the amount of the order or leave blank if you do not.

Default org for cash receipts

Optional

Select the organization code that you want the Cash Receipts Entry (RCE) program to use for any customer that does not have an organization selected in the Sales org code field in the Customer Maintenance (CM) program.

Note
Click Mfg branch or Branch settings to set this option for your branch.

Cash receipts warning message active?

Optional

Select if you want to display a warning message if the invoice balance, after applying a payment, is less than or equal to the write-off limit or leave blank if you do not.

AR discount override allowed

Optional

Select how you want to control discount adjustments:

AR Discount % tolerance  

Conditional

If you selected P for the AR discount override option, enter the percentage.

AR Invoicing revenue branch

Required

Select the branch to use when revenue is posted by the AR Invoice Register (RR) program:

• H Shipping branch
  Use the shipping branch.

• S Sales branch
  Use the sales branch.

Repetitive billing category required?

Optional

Select if you want the repetitive billing category to be the order line item or leave blank if you want each repetitive billing item on a separate order line. If you select, you must enter a category for every item. If you leave blank, the category is optional and can be used to group items to a single order line.

Use qty to calculate RBS billing amount?

Optional

Select if you want the quantity (specified in Repetitive Billing Maintenance) used in the billing calculation or leave blank.

Clear unused deposits for closed order?

Optional

Select if you want unapplied deposits removed from orders that are otherwise closed when the AR Invoice Register (RR) is updated or leave blank.

Field Name

Type / Max Length

Action / Description

AR aging category 1 - 6

Required
4 numeric

Enter the maximum number of days for each aging category.

Invoices that are less than or equal to this age are totaled in this category. Aging is based on your setting for the Age on I=invoice or D=Due date? option. The system always ages on-account payments, deposits, adjustments, and payments with the invoices to which they are applied.

You can set the first category as -1 to include invoices due in the future. You should set the last category as 9999 if you want to include all invoices. You can leave categories blank. For example, if you want only 4 categories, you can leave 5 and 6 blank and set 4 to 9999.

The Customer Credit Maintenance (CCM), Customer Credit Inquiry (CCQ), and Customer Service Inquiry (CSI) programs use the aging categories you specify as their default aging categories.

The AR Inquiry (RA), Invoice Transaction Inquiry (RIQ), Statement Print (RS), and AR Aged Trial Balance Report (RT) programs also use these default aging categories unless you override them in their Program options.

Aging category title 1 - 6

Required
15 alphanumeric

Enter field labels for the aging categories you entered above. Examples are Future, 1-30 days, 31-60 days, 61-90 days, 91-120 days, and Over 120 days.

To

Do This

Change an option

Move the cursor to the field and make the change

Display additional options

Click Other info.

Print these options

Click Print. See Print an Inquiry.

Enter overrides for your manufacturing branch

Click Mfg branch. See Set Accounts Receivable Options for your Manufacturing Branch.

Enter overrides for your login branch

Click Branch settings. See Set Accounts Receivable Options for Your Login Branch.

Accept these options and exit

Click OK.

Exit without changing these options

Click Cancel.

To

Do This

Display a category of options

Highlight the line and click Select or double-click the line.

Exit the program

Click Exit.