Help:AR1-Edit AR Clearing
The window titled Adding an A/R Clearing Entry enables you to add a new entry to the A/R Clearing Account File. The window titled Changing an A/R Clearing Entry enables you to change the highlighted entry in the A/R Clearing Account File. The window titled Deleting an A/R Clearing Entry enables you to delete the highlighted entry from the A/R Clearing Account File.
IMPORTANT NOTE: This program does NOT post any financial transactions to the general ledger. It posts only to the Accounts Receivable Clearing File. Therefore, this A/R Initial Setup program should only be used by new IBS users to input their initial set up amounts when converting to the IBS System. This A/R Initial Setup program should not be used in any other instance unless you are instructed to do so by a member of Direct Systems' Technical Support Staff.
Bank Number *: Enter the number of the bank account into which this amount was deposited. The name of the account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select Bank Account which displays the bank accounts which have been set up in the Bank Account Manager module. This is a required field.
Deposit Number *: Enter the deposit number on which this amount was recorded in the Bank Account Manager module. This is a required field.
Deposit Date *: Enter the date on which this amount was deposited into the bank. 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. Description *: Enter the name of the person/company from whom this payment was received. This is a required field. Amount *: Enter the amount of the payment which was deposited. This is a required field.
A/R Account *: Enter the A/R Account of the file or files to which this amount is to be applied. 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 existing A/R Accounts. The Clearing G/L Number and name will be automatically retrieved from this A/R Account file and displayed in the next fields on this window. This is a required field. Clearing G/L Number: This number is automatically retrieved from the A/R Account File for the A/R Account you selected above. You cannot edit the data in this field.
Access Type: The Access Type will determine how the Apply A/R Cash process will locate the proper file to which this cash needs to be applied. Point your mouse cursor to the Radio Button of the desired Access Type and left-click your mouse one time to select that type.
File Number - The File Number is not an absolute and unique key. It can be searched for manually during the Apply A/R Cash process.
Sort Locator - The Sort-Locator is not an absolute and unique key. It can be searched for manually during the Apply A/R Cash process.
Customer Number - The Customer Number not an absolute and unique key. It can be searched for manually during the Apply A/R Cash process. This is usually used for Statement checks.
Invoice Number - The Invoice Number is an absolute and unique key field. If the Invoice Number is known, then the Apply A/R Cash process can automatically locate the proper file when this amount is selected to be applied by referencing the Invoice Control file.
A/R Number - The A/R Number is an absolute and unique key field. If the A/R Number is known, then the Apply A/R Cash process can automatically locate the proper file when this amount is selected to be applied.
Key (Alternate) - The Alternate Key is not an absolute and unique key. It can be searched for manually during the Apply A/R Cash process.
Shipment # - The Shipment # is transferred to the A/R file during the transfer of billing charges from the Customer Service/Dispatch Manager module. This option will be operational only if there are A/R entries which have been transferred from the Customer Service/Dispatch Manager module.
Access Number *: Enter the number which corresponds to the Access Type you entered above. This is a required field. Amount Applied: Enter the amount that has already been applied to the A/R. During initial setup, this amount is normally $0.00.
[ Add ] This button will be available if you pressed the [Insert] button on the previous Setup A/R Clearing Account File window. Press this button to add this new entry to the A/R Clearing Account File.
[ Save ] This button will be available if you pressed the [Change] button on the previous Setup A/R Clearing Account File window. Press this button to save any changes made to this entry in the A/R Clearing Account File.
[ Delete ] This button will be available if you pressed the [Delete] button on the previous Setup A/R Clearing Account File window. Press this button to confirm your desire to delete this entry from the A/R Clearing Account File.
[ Cancel ] Press this button to close this window and return to the previous window without saving any changes. 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.
