Setup Accounts Receivable

Use this screen to set up A/R information for your business. The Setup Accounts Receivable screen has been divided into several categories, each containing important settings. Select the category on the left side of the screen, and the settings for that section will appear on the right.

Keep in mind that not all sections may apply to your business. In addition, the sections in the setup list may be hidden based on the features included with your license and/or general options not chosen.

When checked, the A/R features of the application will be enabled. Uncheck to hide these features and any others dependent upon accounts receivable capabilites. You must close and re-open the software to have these changes take effect.

Select what payment terms you would like to apply to new sales invoices that are created. This setting can be overridden manually, or the terms may be automatically selected based on a customer's template. This setting is optional.

Default values can be used to ensure accurate data entry. For example, you can ensure that the default terms is not changed by securing the Update Invoice/Transaction Terms resource in the Security Administrator program.

Select which shipping method you would like to apply to new sales invoices that are created. This setting can be overridden manually. This setting is optional.

Select the method to use to determine the default salesperson on new sales invoices that are created.

Customer Salesperson

The salesperson from the customer record is used. If blank, no default salesperson is entered.

The current login employee is used, if that employee is also a salesperson. Otherwise, no default salesperson is entered.

Employee, if no Salesperson

The salesperson from the customer record is used. If blank, the current login employee is used.

When checked, ManageMore will allow the user to select a different price level on an invoice. This will affect item sale prices on the invoice. Otherwise, the price level will be determined by the customer's class code, and cannot be changed.

When checked, ManageMore will allow the user to change the date of a new invoice to a future or past date. If unchecked, all invoices will be created using the current system date.

Use caution when changing the date on an invoice. If you change the date to one prior to month-end closing, you may need to rerun your month-end accounting procedures to prevent any discrepancies in your books. You may wish to close periods to prevent transactions from being posted to periods which are already closed.

When checked, ManageMore will allow the user to lower the unit price of any item on an invoice below its lowest selling price as defined in Supertrack inventory.

When checked, ManageMore will allow the user to make changes to an invoice that is automatically created, such as an invoice from an industry-related sale. This feature is only useful if an industry module is currently used for creating invoices, otherwise the setting will have no effect.

When checked, the program will not allow the user to complete an invoice until a salesperson's initials are entered in the "Rep" field.

When checked, the program will place the cursor on the "Rep" field first when creating a new invoice. This option is especially useful for point of sale establishments, that normally wish to skip the customer/address fields, but do use those fields occasionally.

If your company never uses the customer/address fields, they can be hidden on the form.

When checked, the program will assign the customer salesperson to all invoices generated during the billing/statement process.

When checked, any invoice created in the program with a customer account present will post to the location to which the customer belongs, rather than the location logged in at the time of the transaction. The invoice will then appear on reports for the customer's location.

When checked, the program will display a warning message if the quantity of an item that you enter on an invoice is more than the actual quantity on hand in your inventory.

When checked, the program will allow the user to enter SKUs used for trade-ins and items with negative quantities on the same transaction as positive quantities.

Using the trade-in option will override an important control in the program which prevents returns of items not invoiced.

Allows the user to click on the Taxes hyperlink on an invoice and manually change tax amounts.

Allows the entry of any serial or lot number on an invoice. No inventory of serial numbers will be kept or referenced if this box is checked.

Select the primary payment method to use in the program. If completed, this value will be prefilled on new customer payments.

Select the default method to use to apply payments to invoices when entering customer payments. This method may be overridden on individual payments. Select from the following two options:

FIFO	(First In, First Out). If there is more than one outstanding invoice, the amount of the payment will be applied first to the oldest unpaid invoice. Then any remaining amount will be applied to the next oldest invoice, etc.

Specific Invoice

This option allows you to choose which unpaid invoices you wish to credit with the payment. Selecting this option enables the use of the outstanding invoices list and allows you to place check marks on those invoices where you want to apply the payment.

When checked, the program will allow the user to change the date of a new payment receipt to a future or past date.

Use caution when changing the date on a payment. If you change the date to one prior to month-end closing, you may need to rerun your month-end accounting procedures to prevent any discrepancies in your books. You may wish to close periods to prevent transactions from being posted to periods which are already closed.

When checked, any payment applied to a customer's account will post to the location to which the customer belongs, rather than the location logged in at the time the payment is entered. The payment will then appear on reports for the customer's location.

Automatically save credit card details on the customer record when payment taken

When checked, the program will record the credit card information (card number, type, expiration) for use on future payments.

If checked, the program fills the quantity to be refunded automatically from the original sales invoice. If unchecked, the transaction is filled with zero quantities, and the user must enter the quantity to be refunded.

If your customers normally return just one item per invoice, you will want to uncheck this option. Otherwise, if checked, you will need to zero out all items NOT being returned.

When checked, ManageMore will allow the user to create a refund transaction without an invoice number as a reference. This setting allows the issuing a manual refund. Allowing refunds without proof of purchase is considered risky for most businesses ... be careful when using this setting.

When checked, ManageMore will require that a Return Merchandise Authorization transaction be generated prior to a refund being created. This allows a pre-approval process for businesses with high volumes of returns.

When checked, RMAs are created with remaining quantity to be refunded already completed. If unchecked, the new RMA is created with zero quantities, to be completed by the user.

If your customers normally return just one item per invoice, you will want to uncheck this option. Otherwise, if checked, you will need to zero out all items NOT being returned.

Select the number of days for which an RMA is valid, and can be used to generate a refund transaction. After this period, the RMA cannot be used to create a refund. If zero is entered, Customer RMAs will not automatically expire.

Enter or select the default General Ledger account which will be debited for invoices and credited for payments and refunds. The account entered here is normally an asset account named "Accounts Receivable."

Enter or select the default General Ledger account which will be credited for taxes charged on invoices. This value may be overridden by individual Tax Code setup. The account entered here is normally a liability account.

Enter or select the General Ledger account which will be debited for amounts subtracted from invoices via the discount field. The account entered here is normally an expense account.

Enter or select the General Ledger account which will be credited for charges added to the freight field on invoices. The account entered here is normally a sales account.

Many of the data fields in the Supertrack inventory form can be hidden or omitted. Check the boxes that correspond to the fields you want to display. This way, you can customize the Supertrack inventory form to suit the needs of your business, or to simply make data entry easier.

Hiding a field where you have previously made an entry does NOT delete any data. However, it will prevent you from entering data in those fields on future Supertrack inventory items.

Note that any changes made here will also affect the Point of Sale, Sales Order, and Sales Quote windows.

This section allows you to set up a user-defined field for use on invoices. This field will appear on the invoice form, and it can be used for any purpose.

Enter the name of the customized field. This is the field name that will appear on the invoice form.

Use this field to determine the length in characters and the format of the custom field. The maximum length is 15 characters.

Check the box to require entry of the verification password to allow the event described. The verification password must be entered when prompted to accept the entry of the transaction.

Click this button to preview the selected form on-screen with the settings as displayed.

Print the company watermark image in the background of the document. The watermark image is set in the General section of this screen.

If checked the program will print the company logo on the upper left of the document. The company logo is set in the General section of this screen.

If checked, the program will print the company name and address on the upper left of the document. Leave this value unchecked for pre printed forms.

If checked, the program will not print any graphic items on the document. Select this option for pre printed forms.

Instructs the program to print a copy of an invoice once it has been completed. This is useful to prevent fraud.

The form to use when printing invoices. Choosing a form number displays its description to the right.

Select the printer to use when printing invoices on this workstation. If blank, ManageMore will print to the default printer.

If checked, allows the user to select a checkbox at the of the transaction that prints the transaction to a different printer using a different form type.

Choose this option and a duplicate receipt will print for the customer to sign when processing credit card transactions.