The AR Setup section is used to set up the current Accounting Period and General Ledger Account Numbers for Accounts Receivable and Point of Sale.

1. The Current Period is the current accounting period. This will automatically be changed when you run the "End of Period Accounts Receivable Roll" (6.11.5) and the "Balance Forward Roll" (6.11.4) in ACCOUNTS RECEIVABLE. The accounting period is listed as the last two digits of the year and the two-digit month. (Example:  9905 = May 1999)

You will need to enter the General Ledger Account numbers for the following items: Accounts Receivable, Cash (bank account you deposit customer payments and cash sales), Payment Discount, Taxable Sales, Non-Taxable Sales, Cost of Goods, Inventory, Credit Returns, Warranty Returns, Sales Tax (liability account for accrued state sales tax), Freight (outgoing freight account), Restocking Fee, In Store Use, Service Charge, and Consignment Inventory Account.

General Ledger Accounts entered in “Manufacturer Entry and Review” in INVENTORY (5.1.11.1) takes precedence over those entered in this section.

2.     Accounts Receivable - Enter the Accounts Receivable Account Number. Enter <?> for Chart of Account Lookup.

3.     Cash - Enter the Cash Account Number. Enter <?> for Chart of Account Lookup.

4.     Payment Discount - Enter the Payment Discount Account Number. Enter <?> for Chart of Account Lookup.

5.     Taxable Sales - Enter the Taxable Sales Account Number. Enter <?> for Chart of Account Lookup.

6.     Non-Taxable Sales - Enter the Non-Taxable Sales Account Number. Enter <?> for Chart of Account Lookup.

7.     Cost of Goods - Enter the Cost of Goods Account Number. Enter <?> for Chart of Account Lookup.

8.     Inventory - Enter the Inventory Account Number. Enter <?> for Chart of Account Lookup.

9.     Credit Returns Inventory - Enter the Inventory Credit Account Number. Enter <?> for Chart of Account Lookup.

10.    Warranty Returns Inv - Enter the Inventory Warranty Account Number. Enter <?> for Chart of Account Lookup.

11.    Sales Tax - Enter the Sales Tax Account Number. Enter <?> for Chart of Account Lookup.

12.    Freight - Enter the Freight Account Number. Enter <?> for Chart of Account Lookup.

13.    Restocking Fee - Enter the Restocking Fee Account Number. Enter <?> for Chart of Account Lookup.

14.    In Store Use - Enter the In Store Use Account Number. Enter <?> for Chart of Account Lookup.

15.    Service Charge - Enter the Service Charge Account Number. Enter <?> for Chart of Account Lookup.

16.    Consignment Inventory - Enter the Consignment Inventory Account Number. Enter <?> for Chart of Account Lookup.

17. You may choose to Post Detail on Adjustments to the General Ledger. Each “Adjustment Entry” in ACCOUNTS RECEIVABLE (6.5.1) will create a line item detail in the “General Ledger Report” in GENERAL LEDGER (8.3.1), with the reference number and the customer name.

18. You can have the system automatically print a Cash Apply Session Report when changes are made in the Cash Apply session (6.4.1, 6.5.1 & 6.9).

19. The Post Last Buy Date Option allows you to either post the last buy date to the Billto Customer Number or the Shipto Customer Number. The last buy date will be recorded when you “Post Invoices to Accounting” in ACCOUNTS RECEIVABLE (6.3.3). The default is to update the Billto Customer.

20. You have the option of posting Paid Outs when Invoices are posted in “Post Invoices to Accounting” in ACCOUNTS RECEIVABLE (6.3.3). If turned on, the Paid Outs will also be listed in “Print Daily Sales Invoice Proof Report” in ACCOUNTS RECEIVABLE (6.3.2). And “Print Posted Invoice Report” in ACCOUNTS RECEIVABLE (6.3.7).

If this feature is set to Yes, you must also set “Post Paid Outs to General Ledger to Yes in “POS Defaults & Comments” (10.2.6.2, field 50).

21. You may enter a specific Payment on Account Cash Location for each Location. The General Ledger Bank Account is located at field 3. Entering a location will force the General Ledger Bank Account to use this location instead of the Customer’s servicing location when posting payments to the General Ledger in ACCOUNTS RECEIVABLE (6.4.3). If a General Ledger Bank Account is manually entered in “Payment Entry” in ACCOUNTS RECEIVABLE (6.4.1), that General Ledger Account and Location is used. The AR Setup used when posting is based on the Port Location.

22. If a Mandatory Sales Tax Code is used, you need to enter the Mandatory Sales Tax GL Account Number.  The account number must be setup in “Chart of Accounts Entry” in GENERAL LEDGER (8.4.1). Leave blank to use the regular Sales Tax GL Account Number.

23. You may allow a Non-AR payment to be entered in “Payment Entry” in ACCOUNTS RECEIVALBE (6.4.1, option <N>).

24. You may turn on the feature to Remove Customer from Hold in “Payment Entry” in ACCOUNTS RECEIVABLE (6.4.1). If turned on, a prompt will appear to remove the Customer from being On Hold when making a payment.

25. Check Credit Limit on COD. If enabled, all programs that perform Credit Limit Checking can also be setup to check the credit limit of COD customers.

If you are saving the set up entered, you may copy this to ALL Locations. Enter a <C> and press <ENTER> to copy the setup to ALL Locations.

26. Enter <Y> to enable the Check Credit Lim on QU & SP orders if you normally use credit limit checking and are using the "Vendor Drop Ship" process but it is not a required setup.

                                                                           

27. Print Bar Code on Deposit - Enter <Y> to Print a Bar Code representation of the Deposit Number on the First Page of the Deposit Slip and Report.

28. Deposit Bar Code Prefix - Enter Prefix to be Added to the Bar Code representation of the Deposit Number.

When changing these options, there is no need to update all other locations, as these are system-wide settings.

Note: If the feature is turned on, the <P>rint Deposit Slip option within Deposit Entry (6.4.7) will include a barcode representation of the deposit number at the top of the first page of the deposit slip.

29. Print Bar Code Pstd Pmt Rpt - Enter <Y> to Print a Bar Code of the Batch Number on the Posted Payment Report. Bar Code will print only when selecting a specific Batch Number.

30. Pst Pmt Rpt Bar Code Prefix - Enter Prefix to be Added to the Bar Code representation of the Payment Batch Number.

Additionally, there is a feature <PR>int Deposit Report, which will include the Source Reference and Source Date fields on the printout. If specified in the A/R Setup, a bar code of the deposit number will be included on that printout as well. The summary page will not be included in the Deposit Report.

The DEPOSIT file is also available for exporting to SQL.

31. Deposit Slip Version: Enter Deposit Slip Version. Valid entries are <1> and <2>.

Option <2> will print the deposit slip from Deposit Slip Entry (6.4.7 option <P>) to a new pre-printed deposit slip form. Please call Perfection Software Sales for ordering information.