Manual AR Documents

Purpose

Manual AR Documents are used for assessing a customer account miscellaneous type Charges and Credits that are not directly inventory related. Charges like bad check fees, fees for late payments, or any number of reasons for assessing a charge to a customer account. Credits provided for customer loyalty, rebate programs, freight refunds, etc. can also be entered in this single interface.

Creating the Document

1. In the main menu, click the "New" button to begin a new deposit.
2. Select a document type. This is a drop down field. The user can select Charge (default) or Credit.
3. Select a customer. This is the customer for whom you are entering the document. You can simply type your search variables in this field to search for your customer.
4. Select a reason. This field is a drop down field that contains a listing of reason codes created by the user. Reason codes can be created for various charges and/or credits. Reason codes may exist for customer rebates, bad check fees, freight charges, miscellaneous credits, etc. Reason codes are defined in General Ledger Reason Maintenance.
5. Optional: Select the payment terms offered to the Customer. This value is defaulted from the customer account, but the user can change the value and select from the drop down menu.
6. Select the profit center. This value represents the general ledger profit center that will be associated to the profit & loss account that is tied to the reason code associated to this document.
7. Optional: Set a document date. This is defaulted to today’s date, but can be modified by the user.
8. Set an amount. This field is editable by the user when creating the document, but is not editable once the document/record is posted to the general ledger.  This value should be entered as a positive number when the document is a Charge, but it should be entered as a negative when the document is a Credit.
9. Optional: Press the "Save" button to save your progress. This step is only necessary if you plan to save your work to be completed at a later time.
10. Optional: You can "Print" or "Email" the document at this time, or later.
11. To complete the document, press "Post This Document".
12. Posting the document will establish the Credit, or Charge, on the customer account. The document will now show up in all AR areas associated to the customer. All entries will also be completed in the general ledger.
13. You can now exit the screen or start over at step 1 to create another document.