Help:AR1-Initial Setup AR Clearing
The File Pull-Down Menu is used to set-up and maintain the various files used by this module, to run various utility programs, or to purge historical data from your system. Following are the functions on this pull-down menu:
A/R Account File This menu option is used to set up and/or edit the A/R Account File. This program can maintain up to 99 different Accounts Receivable Account files which can be used if each dependent branch needs its own A/R Account. This option is used to set up the general ledger account number interface for your Accounts Receivable Subsidiary Ledger(s). This file also contains the Clearing Account G/L Number for the A/R Clearing Account which pertains to each A/R Account, if you choose to use separate clearing accounts for each A/R Account.
Customer Name File This option is used to setup, edit, and print information from your Customer Name file. The Accounts Receivable Manager can maintain up to 999,999 different customers and you can edit this Customer Name File during the billing process. The Customer Name File can be accessed by Customer Name, by Customer Number, or by SCAC Code. Reports and labels can also be printed in each of these sort orders.
Billing Code Table This menu option is used to edit or print the Billing Code Table. The Billing Code Table can also be edited during the billing process.
Rate Schedules This menu option is used to edit and print the rate schedules. Rate schedules are used to determine a billing rate when that rate varies based upon the shipment's weight, mileage, discount or density. These schedules can only be maintained by this option.
A/R Files Maintenance This menu option will open a sub-menu with options that allow you to Rebuild the A/R Master File, purge historical entries from the A/R Master File, Invoice Detail File and A/R Journal Files, or to re-index the accounts receivable files.
IMPORTANT: BEFORE you perform any purging process, you should do a complete backup of all IBS data files. If you happen to make an error in the purging process, then this backup will be the only way you will be able to restore the erroneously purged records.
The options available on the A/R Files Maintenance sub-menu are:
Rebuild A/R Master File This option enables you to rebuild the A/R Master File. This program will ensure that the link between the A/R Master and A/R Detail Files is secure and that the summary amounts billed and paid are accurate.
[[Purge A/R Master File > By Last Date]] This option will remove historical entries from the A/R Master File which have a last activity date that is on or before the cut-off date entered. This option will not remove any A/R files which have an outstanding balance due.
[[Purge A/R Master File > By A/R Numbers]] This option will remove historical entries from the A/R Master File for a specified A/R Number or range of A/R Numbers. This option will not remove any A/R files which have an outstanding balance due.
Purge Invoice File This option will remove historical invoices from the Invoice Control File. The Invoice Control File maintains the information needed to reprint invoices. Please note that the system will not allow you to remove any invoice from the system until it has been printed.
Purge Journals > Billing Sales Journal This option is used to remove historical entries from the Billing Sales Journal.
Purge Journals > A/R Cash Applied Journal This option is used to remove historical entries from the A/R Cash Applied Journal.
Re-Index Files The data files should be re-indexed periodically. The TopSpeed file driver which these programs use is self-maintaining. However, it is good to periodically check the structural integrity of your data files. This program option will re-index these files as well as remove any deleted records.
Invoice Formats This menu option opens a sub-menu with the following two options:
Invoices This option is used to add, edit, or delete user-definable billing invoice formats. Two invoice formats are included with the IBS system. One invoice format will print on regular paper and the other will print on a short invoice form. You can use these as patterns if you wish to design your own unique invoice format(s). The system will allow up to 99 invoice formats.
Summary Invoices This option is used to add, edit or delete user-definable formats for Summary Invoices. Summary invoices are invoices which contain the billing for multiple files billed to the same customer. Some customers, especially Military Bases, prefer this type of invoice for certain contracts. The system will allow up to 99 summary invoice formats.
Initial A/R Setup This menu option will open a sub-menu with the following two options:
A/R Billing File This option is used to set-up the outstanding A/R invoices that currently exist on your former accounting system at the time you convert to the IBS Accounting System. This option does not post any financial transactions and must not be used after you are fully converted to IBS. NOTE: This option may be used for file maintenance, if necessary, but only after consultation with our technical support staff.
A/R Clearing File This option is used for cash that was deposited prior to the date of your conversion to the IBS Accounting System which had not yet been distributed to the appropriate A/R accounts. If all of your cash deposits have already been applied to the appropriate A/R accounts, then you will not need to use this option. NOTE: This option may be used for file maintenance, if necessary, but only after consultation with our technical support staff.
File Redirection File This option is used to edit the file which tells the program the location of the data files. In the IBS system, programs do not have to reside in the same location as the data files.
Passwords This option is used to edit the Password file. New passwords can be added, existing passwords can have their permissions modified, or existing passwords can be deleted. Any user must have a password before he/she can use this program.
Log On This option enables the user to "log-on" to this module using another password.
Print Setup This option is used to select the Default Printer.
Exit Press this button to exit this module and return to the Main IBS Menu.
