View A/R Master File
This window titled View A/R Master File displays all of the information found in the A/R Master File for the selected file. As you can see, this View A/R Master File window includes several different windows of data which can be accessed by selecting the various tabs at the top of this window. NOTE: All fields on the General window, Billing History window, and Commission History window are informational only and you cannot edit any of the information on any of these windows. The AR1 Notes window and DM1 Notes window (if available) do have some editing capabilities.
A/R Number: This field will display the A/R Number for this file. The A/R Number is the unique number which was 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.
File Number: This field contains the file number you assigned to 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. This field may be used for the Van Line's Registration Number, the local Bill of Lading Number, etc.
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: This field will display the Shipper's Name for the selected file.
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 different windows which may be viewed for each file (General, Billing History, Commission History, AR1 Notes, and DM1 Notes). Point your mouse cursor to the appropriate tab at the top of this window (General, 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. If the file you are viewing was not transferred from the Customer Service/Dispatch Manager module, then there will be no tab for DM1 notes.
Following is an explanation of each of the available data windows:
General:
This window 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.
A/R Account: This field displays 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.
Sort-Locator: This field displays the Sort-Locator for this file. 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.
Branch: This field displays 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.
Alternate Key: This field displays the Alternate Key number for this shipment, if applicable. 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: These fields display the origin city and state of the shipper.
Load Date: This field displays the date on which this shipment was loaded. Consignee: This field displays the consignee's name.
Destination City, ST: These fields display the destination city and state of the shipper.
Delivered: This field displays the date on which this shipment was delivered.
Miles: This field displays 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: This field displays the discount % of this shipment. This field can be used for automatic input in the Billing Codes and as a selector field in the Rate Schedule.
Density: This field displays 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: This field displays the number of the company or person 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. NOTE: The "Bill To" (Customers) and Accounts share the same data file in the IBS System (AR1D02.TPS).
Account: This field displays the number of the National Account or person who 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. NOTE: The "Bill To" (Customers) and Accounts share the same data file in the IBS System (AR1D02.TPS).
Sales Agent: This field displays 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.
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: This field displays 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.
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 field displays the Source of this shipment. 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.
Shipment Type: This field displays the Type of this shipment. 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.
Shipment Sub-Type: This field displays the Sub-Type of this shipment. 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.
Booker, OA, Hauler, DA, and SIT Agent: These six fields display 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: This field displays the SCAC code if this is a military shipment.
Actual Weight: This field displays the Actual Weight for this shipment. This field can be used for automatic input in the Billing Codes.
Billing Weight: This field displays 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: This field displays the amount of linehaul on this shipment.
Reference: This field displays the reference or Purchase Order number for this shipment, if applicable.
Comment: This field displays any comments or additional information on this file. The Comment field can also be used as an additional user-defined field, if needed. NOTE: This field can be printed on the user-definable invoice formats.
Job Number: This field displays the Job Number assigned to this file. Job Numbers are used to track the revenues and direct expenses on every shipment. The Job Cost file is maintained in the IBS Accounting System.
[ Print ] Press this button to open a window titled One A/R File Reports window which enables you to print three different reports for the selected A/R file (A/R Master Listing, Current Status Invoice, or Current Activity Statement). For additional information, please see One A/R File Reports Menu.
[ Close ] Press this button to close this window and return to the previous window.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
Billing History:
This window 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 on report printing, 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 Manager module and those charges can then be transferred to the Accounts Receivable Manager module to eliminate duplicate data entry. This window will display any notes that were added to this file in the Customer Service/Dispatch Manager 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 Manager 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 on report printing, please see Printing Reports.
