Help:Common-Select Customer
The window titled Adding an A/R Master Record will appear if you pressed the [Insert] button on the Regular Billing window. This window is used to add a new accounts receivable file.
The window titled Changing an A/R Master Record will appear if you pressed the [Change] button on the Regular Billing window. This window is used to make changes to the highlighted accounts receivable file.
A/R Number: The A/R Number is a unique number assigned by the program to absolutely reference this file. It is an absolute linking field for the other files that depend on the A/R Master File record. The A/R Number is the only internally generated identification number which is automatically added by the program. You cannot edit this number.
File Number *: Enter the file number you have assigned to this shipment. This field is used for an externally generated identification number for this shipment. The Sort-Locator, File Number, and Alternate Key fields are all externally generated identification numbers which you assign and each of these fields may be used as a means to retrieve this file from the system. You may wish to use this field for the Van Line's Registration Number, the local Bill of Lading Number, etc. This is a required field.
IMPORTANT NOTE: If entering miscellaneous charges for a cyclical storage lot located in the Storage Manager module, then this File Number MUST be the Lot Number as assigned in the Storage Manager module. Using the Storage Lot Number as the File Number in A/R will ensure that these charges are included on this customer's monthly storage billing invoice which is processed in the Storage Manager module.
Shipper *: Enter the Shipper's Name in this field. This is a required field.
Status: This field will display the current status of this account. If this file has outstanding billing charges, its status will be "Current". If it has no outstanding billing charges, its status will be "Paid". This is an informational field only. You cannot edit the data in this field.
Last: The date displayed in this field represents the last date that any billing or cash was applied to this account. The Purge A/R Master File By Last Date process uses the date in this field to determine if an account should be purged from the system during that purge process.
There are several windows available for data entry (General, Current Charges, Billing History, Commission History, AR1 Notes, and DM1 Notes). Please note that when you select to [Insert] a new A/R account, only the General window will be available. You must complete the General information window and press the [Add] button to add this new account to the system in order to activate the other windows for the new account. After completing the General window, point your mouse cursor to the appropriate tab at the top of this window (Current Charges, Billing History, Commission History, AR1 Notes, or DM1 Notes) and left-click your mouse one time to select that window of information. NOTE: The DM1 Notes window contains notes which were added to this shipment in the Customer Service/Dispatch Manager module. These notes were then transferred to the Accounts Receivable Manager module when the billing charges for that shipment were transferred from Operations/Dispatch to A/R.
Following is an explanation of each of the available data windows:
General:
This window (tab) displays the historical shipment information contained in the A/R Master File. If you are using the Customer Service/Dispatch Manager module, then more of the actual shipment information is contained in its history file. This window enables you to add or edit general billing information for an account.
A/R Account *: Enter the A/R Account to which this file belongs. The name of the A/R Account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select A/R Account which displays the current A/R Accounts. This is a required field.
Sort-Locator *: This field will automatically default to the Shipper's Name; however, you may override this Sort-Locator, as needed. The Sort-Locator field will determine where this file will appear on an alphabetically sorted listing. For individuals, this is usually Last Name, First Name. For businesses, this is usually the Business Name. (e.g., Sort-Locator for Virginia Wolf would be Wolf, Virginia to sort Virginia Wolf's name under "W" in an alphabetical listing; Sort-Locator for Virginia Bearings Company would be Virginia Bearings Company to sort that company's name under "V" in an alphabetical listing). Also, the Sort-Locator field is one of several ways to access this file. This is a required field.
[ Rev ] Press this button to automatically reverse the name in the Sort-Locator field. For instance, Virginia Wolf will be reversed to Wolf, Virginia.
Branch *: Enter the Branch to which this file belongs. The name of the Branch will be displayed to the right of this field. There can be up to 99 branches maintained by the IBS System. This branch number adds additional information which is available to be printed on the user-definable invoice formats. Press the {?} to the right of this field to open a window titled Select Company Branch which displays the current branches. This is a required field.
Alternate Key: Enter an Alternate Key number for this shipment, if needed. This field is used for a secondary externally generated identification number for this shipment. The A/R Number is the only internally generated identification number added by the program. The Sort-Locator, File Number, and Alternate Key fields are all externally generated identification numbers which you assign and each of these fields may be used as a means to access this file on the system. You may wish to use this field for other ID numbers such as the GBL Number, Shipper's own identification number, etc. It merely provides another way to access this A/R file.
Origin City, ST: Enter the origin city and state of the shipper.
Load Date *: Enter the date on which this shipment was loaded. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time. This is a required field.
Consignee: Enter the consignee's name. The consignee is the person who is authorized to sign for the shipment at the destination address. This person may or may not be the actual shipper of the goods. In some cases the shipper will designate another person, such as a family member, to receive the goods at the destination address.
Destination City, ST: Enter the destination city and state of the shipper.
Delivered: Enter the date on which this shipment was delivered. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Miles: Enter the mileage of this shipment. This field can be used for automatic input in the Billing Codes and as a selector field in the Rate Schedule.
Discount: Enter the discount % of this shipment. Enter 10% as 10.00. This field can be used for automatic input in the Billing Codes and as a selector field in the Rate Schedule.
Density: Enter the density of this shipment if it is an overseas shipment. This field can be used as a selector field in the Rate Schedule.
Bill To *: Enter the number of the person or company who is responsible for paying for this shipment. In the IBS System, we will frequently refer to this person or company as the Customer. The customer's name will be displayed to the right of this field. This number will be used by the Accounts Receivable Manager to track who is responsible for the payment of the charges on this shipment and when it is paid. Press the {?} to the right of this field to open a window titled Select an IBS Customer which displays a list of the current Customers and Accounts. This Select an IBS Customer window may also be used to set up a new customer in the IBS System. NOTE: The "Bill To" Customers and Accounts share the same data file in the IBS System (AR1D02.TPS). This is a required field.
Account: Enter the number of the person or National Account which is responsible for generating this shipment. The Account's name will be displayed to the right of this field. This Account will be the same as the Customer number if the Account is paying you directly for this shipment. It will be a different number if another third party is paying for this shipment as is the case with your Van Line shipments. The Van Line is the Customer since it will pay you for servicing this shipment, but the National Account is the Account on this shipment since one of its employees was being moved. This number will be used by the Accounts Receivable Manager to track the revenue generated by your various company accounts. Press the {?} to the right of this field to open a window titled Select an Account which displays a list of the current Accounts and Customers. This Select an Account window may also be used to set up a new account in the IBS System. (NOTE: Customers and Accounts share the same data file in the IBS System.)
Sales Agent: Enter the number of the Commission Agent who is responsible for selling this shipment. The Agent's name will be displayed to the right of this field. This number is found in the Commission Agent Master File. Press the {?} to the right of this field to open a window titled Select Sales Agent which displays all of the existing Commission Agents.
This number can be used as the basis for the Commission Agent number when commissions are paid to an agent in the billing charges section of the IBS System. For additional information on this subject, please refer to the Commission Codes Only section of Update Billing Code.
Driver: Enter the number of the Commission Agent who is responsible for hauling this shipment. The Agent's name will be displayed to the right of this field. This number is found in the Commission Agent Master File. Press the {?} to the right of this field to open a window titled Select Driver which displays all of the existing Commission Agents
This number can be used as the basis for the Commission Agent number when commissions are paid to an agent in the billing charges section of the IBS System. For additional information on this subject, please refer to the Commission Codes Only section of Update Billing Code.
Shipment Source: This is a user-definable selection field which is used to identify the source of this shipment. It might be a Cold Call, Referral, Military Call-in, National Account, etc. The description of the Shipment Source will be displayed to the right of this field. This field can be used by the Accounts Receivable revenue reports to determine the revenue obtained by various sources of shipments. Press the {?} to the right of this field to open a window titled Select Choice which displays a listing of the Shipment Sources which currently exist in your system.
Shipment Type: This is a user-definable selection field which is used to classify the type of shipment. The description of the Shipment Type will be displayed to the right of this field. This is used by the Accounts Receivable Manager for analyzing revenue by the type of shipment. Press the {?} to the right of this field to open a window titled Select Choice which displays a listing of the Shipment Types which currently exist in your system.
Shipment Sub-Type: This is a user-definable selection field which is used to further classify each type of shipment. The description of the Shipment Sub-Type will be displayed to the right of this field. For example, the Shipment Source could be a Cold Call, the Shipment Type could be an Interstate shipment, and the Shipment Sub-Type could be COD. This is used by the Accounts Receivable Manager for analyzing revenue by the sub-type of shipment. Press the {?} to the right of this field to open a window titled Select Choice which displays a listing of the Shipment Sub-Types which currently exist in your system.
Booker, OA, Hauler, DA, and SIT Agent: These six fields are for the various Agency numbers for the different companies which are responsible for different segments of the shipment. These fields are six-character long alpha-numeric fields and are used for informational purposes only. These fields can be used as the basis for the Commission Agent number when commissions are paid to an agent in the Billing Charges section of this program if they are entered as Numbers only.
SCAC: Enter the SCAC code if this is a military shipment.
Actual Weight: Enter the Actual Weight for this shipment. This field can be used for automatic input in the Billing Codes.
Billing Weight: Enter the Billing Weight for this shipment. This field can be used for automatic input in the Billing Codes and as a selector field in the Rate Schedule.
Linehaul: Enter the amount of linehaul on this shipment.
Reference: Enter the reference or Purchase Order number for this shipment, if applicable.
Comment: This field can be used to place a comment on this file or as an additional field if needed. NOTE: This field can be printed on the user-definable invoice formats.
Job Number: The Job Number is used to track the revenues and direct expenses on every shipment. The Job Cost file is maintained in the IBS Accounting System. Press the {?} to the right of this field to open a window titled Select Job Number which displays all the jobs which currently exist on your system. You may also use this Select Job Number window to establish a job number for this shipment. This Job Number field is placed at the bottom of this window since it will transfer all of the above information into the Job Cost Master File if a new job is established.
[ From Storage ] Press this button to open a window titled Select Storage Lot which displays all the existing storage lots found in the Storage Manager module. If this is to be an invoice for initial or final billing for the Storage Lot, then selecting the Storage Lot by pressing this button can save you data entry time. All the existing data which is in the Storage Master File will be placed into the A/R Master File for you by selecting the proper Storage Lot. NOTE: This button will only be active if the [Insert] button was pressed on the Initial Setup of A/R File to add a new file to the system. This button will NOT be available if you are "changing" an existing A/R file.
[ Add ] Press this button to add this new account to the A/R Master and Detail files. NOTE: The [Add] button will only be available on the window titled Adding an A/R Master Record.
[ Save ] Press this button to save any changes made to GENERAL window for this A/R account. NOTE: The [Save] button will only be available on the window titled Changing an A/R Master Record. Also, this [Save] button will NOT save charges added on the Current Charges window --- you MUST use the [Record Current Charges] button on the Current Charges window to make the system add those charges to the A/R account.
[ Cancel ] Press this button to ignore the information entered on this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
Current Charges:
This window (tab) is used to add charges to this accounts receivable file and you can also print an invoice for any charges added by the Regular Billing Process. Please note, however, that this Current Charges window is available in the Regular Billing Process only. In the Apply Cash to A/R Process, you will instead have a window (tab) titled Apply Cash which also allows you to add charges to an accounts receivable file. However, in the Apply Cash to A/R Process, you will not be able to print an invoice for charges added by the Apply Cash Process. [Ö] Print Invoice: The system will automatically place a check mark in this field because the system assumes you will want to print an invoice for the charges you are adding to this account. However, if you do not want to print an invoice for these charges, then point your mouse cursor to this box and left-click your mouse one time to remove the check mark from this box.
Invoice numbers are assigned by the program automatically. They are unique whole integers starting with 1 and ending with 999,999,999. They are used by the system to uniquely identify each invoice and link the detail entries to it.
Regular Format: Enter the number of the user-defined Invoice Format to be used for this file. The description of the format selected will be displayed to the right of this field. Up to 99 different Invoice Formats can be defined in the system. Press the {?} to the right of this field to open a window titled Select Invoice Format which displays a list of the currently available Invoice Formats.
[Ö] Summary Invoice: Point your mouse cursor to this box and left-click your mouse one time to check this box if you wish to print a Summary Invoice for this customer. 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.
Summary Format: Enter the number of the user-defined Summary Invoice Format to be used for this file. The description of the Summary Invoice Format selected will be displayed to the right of this field. Up to 99 different Summary Invoice Formats can be defined in the system. Press the {?} to the right of this field to open a window titled Select Summary Invoice Format which displays a list of the currently available Summary Invoice Formats.
Billing Date *: Enter the appropriate billing date for the billing charges you are about to enter. (The system will automatically default to Today's Date for this field; however, you may override this date as needed.) NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time. This is a required field.
Posting Month/Year *: This field will automatically default to the Posting Month/Year which corresponds to the Billing Date entered in the previous field; however, you may override this field with a different Posting Month/Year if desired. The system will record this transaction in this Posting Month/Year in your general ledger financial records. The revenue for these billing charges will be posted to the General Ledger Master and History files for the Posting Month/Year specified in this field. This is a required field.
[Ö] Apply Discount: Point your mouse cursor to this box and left-click your mouse one time to check this box if you wish to have the Discount Percentage which is in the A/R Master File Record (see General window) to be applied automatically on each of the Billing Detail Lines. Leave this box blank (un-checked) if you wish to have the Discount Percentage remain at 0.00. (NOTE: The system will automatically put a check mark in this field so you will have to remove the check mark if you do not wish the system to apply the discount to these charges.)
[ Add ] Press this button to open a window titled Edit Billing Charges which allows you to add billing codes (Billing, Commission, or Description codes) to this account.
[ Edit ] Press this button to open a window which will allows you to change the highlighted entry. The name of the window opened will depend upon the "type" of billing code which you are editing. If you select to edit a "Billing" code, then the window will be titled Edit Billing Line. If you select to edit a "Commission" code, then the window will be titled Edit Commission Line. If you select to edit a "Description" code, then the window will be titled Edit Description Line.
[ Delete ] Press this button to delete the highlighted entry. NOTE: This [Delete] button will immediately delete the highlighted billing entry.
[ Re-Number ] Press this button to re-number the lines displayed in this window in increments of 10 (e.g., 10, 20, 30, etc.). This will start the first line with 10 and increment each succeeding line by 10. This will enable the placement of additional charges between existing lines. The lines are displayed and recorded in Line Number order.
[ Record Current Charges ] Press this button to record the billing charges displayed in this window. Once you have chosen to [Record Current Charges], then the recorded charges can be viewed on the Billing History window. The Files Updated are:
A/R Master and Detail Files (AR1D04.TPS, AR1D05.TPS & AR1D06.TPS) Billing Sales Journal (AR1D09.TPS & AR1D12.TPS) Invoice Master and Detail Files (AR1D16.TPS & AR1D17.TPS) Batch Control File (GL1D09.TPS) *General Ledger Detail History (GL1D04.TPS)
- General Ledger YTD Amounts (GL1D02.TPS)
Job Cost Files (JM1D02.TPS & JM1D03.TPS) Vehicle Profitability Files (VM1D02.TPS & VM1D03.TPS) Commission Detail File (CM1D02.TPS)
* NOTE: The general ledger files will be updated automatically if you have selected the Auto-Posting option in the General Ledger Manager for this journal. Otherwise, the general ledger files will be updated when you run the Post Journals process for this journal.
IMPORTANT NOTE: You MUST use this [Record Current Charges] button to actually record (save) these charges to this account. The [Save] button which is visible on the line below the [Record Current Charges] button does NOT pertain to the Current Charges window and that [Save] button will NOT save any charges added on the Current Charges window.
Billing History:
This window (tab) displays the current billing and payment detail entries associated with this A/R account. Each Billing, Adjustment or Payment entry is listed separately, with the date on which it was entered. The balance due on this account is also displayed at the bottom of the window.
[ View ] Press this button to view the details for the highlighted billing, payment, or adjustment entry.
[ Refresh Totals ] Press this button to re-calculate the totals displayed at the bottom of this window.
Commission History:
This window displays the current commission detail entries associated with this A/R file. Each commission entry is listed separately, with the date on which it was entered. A record of these commissions is also maintained in the Commissions Manager Module.
[ View ] Press this button to view the details for the highlighted commission entry.
AR1 Notes:
The Accounts Receivable system allows the user to maintain miscellaneous notes on each account. The A/R Notes file is user-definable. Users can setup different types of notes (e.g., collection calls, survey calls, etc.). This AR1 Notes window is used to add new notes or to view/edit existing notes.
[ Insert ] Press this button to open a window titled Adding an A/R Note which will allow you to add a new note to the A/R Notes file for this account.
[ View/Edit ] Press this button to open a window titled Changing an A/R Note which will allow you to view and/or edit the highlighted note.
[ Print ] Press this button to print a listing of the A/R Notes on this account. For additional information see Printing Reports.
DM1 Notes:
In addition to our accounting modules, our company also offers a customer service, operations, and dispatch module named Customer Service/Dispatch Manager. Shipments can be billed in the Customer Service/Dispatch module and those charges can then be transferred to the Accounts Receivable Manager module to avoid the need for duplicate data entry. This window will display any notes that were added to this file in the Customer Service/Dispatch module and then transferred from that module to the Accounts Receivable Manager module. Please note that this DM1 Notes window will only be available on those files which were transferred into the Accounts Receivable Manager module from the Customer Service/Dispatch module.
[ Insert ] Press this button to open a window titled Adding a DM1 Note which will allow you to add a new note to the DM1 Notes file for this account.
[ View/Edit ] Press this button to open a window titled Changing a DM1 Note which will allow you to view and/or edit the highlighted note.
[ Print ] Press this button to print a listing of the DM1 Notes on this account. For additional information see Printing Reports.
