DNA/AR
– ACCOUNTS RECEIVABLE
The accounts receivable module interacts
with order entry, job costing, general ledger and sales analysis modules as
required. Invoicing information usually is captured from the order entry,
point of sale and job cost modules and miscellaneous invoicing functions. Hand
written invoices can also be entered as a post-billing function. As invoices
are processed and cash receipts are entered, all applicable files are updated,
including the general ledger. Only the update to the sales analysis module
requires a separate function to be run. The customer master file shares a
common name and address file with the Accounts Payable and Payroll modules so
that name, address and contact information need only be entered in one of the
modules to be reflected in them all.
No end of period processing is required. All
reports are prepared based upon the fiscal date of the transaction - ie.
Invoice, payment, and adjustment.
The cash receipt function permits applying
payments to the oldest until all cash is applied, to specify the invoice being
paid, or to display all outstanding invoices and mark those that are being
paid. If unsure what invoices are paid or in the case of overpayment, a credit
on account may be generated. In the case of short payments, the difference may
be written off, or the invoice paid in full and a new debit memo generated for
the amount of short payment. Routines exist to post non-customer cash (monies
received that are not from a customer - eg GST refunds). Credits may be applied
to offset existing invoices and may be moved between customers. Deposits may be
taken and noted as a separate item to be applied to invoices later. If invoices
have been issued to branch operations and payments are made by head office,
ageing reports may be produced for the consolidated credit liability, and cash
may be applied to the individual branch invoices using the corporate
identifier.
Direct deposit information may be processed
to handle pre-authorized debits and invoices automatically charged to a credit
card. Cash receipt information may also be imported from a bank lockbox and
applied to outstanding invoices to eliminate the need to key the receipt
information.
Accounts Receivable statements may be
printed, faxed or e-mailed to the recipient. The aged analysis can be printed
in whatever time segments are meaningful to your company. Deposits and
uncollectibles may be reported in a separate column or a separate line to
protect the credit line for financing purposes.
Data may be posted to the GL control account
in detail or in summary. Audit reports of all transactions and changes allow
for reconciling the sub ledger to the general ledger control. Aged receivable
reports may be created for any combination of time periods and may be
summarized by customer, or printed showing entry and/or payment details. An
aged cash collected report assists in cash management planning along with an
average payment day report.
Inquiry functions permit the drill down of
summary information to the specific invoice information.
All reports may be exported to a text file
for further manipulation by utility software. Eg., easily allow a spreadsheet
utility to provide graphical presentation of the information.