Invoicing and Accounts Receivable Kristy Thompson [email protected] 913-384-0880.

Invoicing and Accounts Receivable

Kristy [email protected]

913-384-0880

Invoicing and Accounts Receivable2

• Invoicing• Credit/Rebill• Payments & Discounts• Adjustments• Statements & Late Charges• Close Period• Aging• General Ledger• Imaging

Session Objective


• New Features in Version 5 for Invoicing– Option to enforce invoice date is in current accounting

period – Add option to suppress invoice printing for specific

conditions – including Cash, Inter-Company, Intra-Company, Zero Priced Invoices

– Ability to reprint a group of invoices, based on user-selectable parameters

– Add configuration settings for minimum and maximum invoice numbers

– New invoice break options – including Description, Ship Address, Destination, FreightFOB, Freight Mode, Rail BOL

Invoicing - Apex 5 New Features


Session Objective



Credit/Rebill–Multiple Invoice Mode

• After posting invoices, if changes need to be made to one or more invoices, you will use the Credit/Rebill module to make those changes.

• Multiple Invoice Mode will allow changes to more than one invoice.



• Once you select the customer, the invoices for that customer will be displayed.

• Each invoice that shows as available can be modified with the Credit/Rebill process.



• Select which invoices you wish to modify, then click the Wizard icon to begin the process.



• Choose whether you are crediting the invoices only, or if you are crediting and rebilling the invoices with changes.



• You can choose different dates than the current date, if you desire.

• You can also have a different credit date than the rebill date if you desire.

• Click Next to proceed.



• Create additional descriptions to appear on your Credit/Rebill invoices if desired.

• Click Next to continue.



• Decide whether you want your invoices and journals printed to the printer or to the screen first.

• If you are printing to the printer, you can also select to pause printing in between invoices and journals, to change paper, if necessary.




• The Wizard will prepare the selected tickets for modification.




• The Multi-Ticket Changes program is displayed for editing rebill tickets. To change a detail, you will need to first mark the associated checkbox in order to activate the detail field. You may then select or enter the desired change information for that field.



• After pressing "Apply Changes", a summary of the results is displayed.

• Click Exit to continue the wizard.



• The Wizard will return, allowing you to go back previous step(s), return to Edit Tickets, print the Ticket Edit report, Cancel or Finish.

• Click Finish to complete.



1. The Journals for the Credit part of the process will be created.

2. The Invoice(s) for the Credit part of the process will be created.

3. The Invoice register for Credit Invoices will be created.

4. The Journals for the Rebill part of the process will be created.

5. The Invoice(s) for the Rebill part of the process will be created.

6. The Invoice register for Rebill Invoices will be created.



• The Wizard will show all tasks completed.• Click Close to return to the original Credit/Rebill

module window.



• New Features in Version 5 for Credit/Rebill– Option to add Source of error (reason for performing

Credit/Rebill) for reporting– Option to process multiple Credit/Rebills and postpone

posting to the end of the batch – Option to Credit/Rebill multiple invoices in one process


Session Objective


Apex Office System20

Payments & Discounts

• Payments and early payment discounts are entered and applied in the payments module.



• Click the + sign to enter a new payment record.• Fill out the top portion with the payment received

information.

• Apply the payment (and discount, if available) using the bottom portion.

• Remember to save the payment transaction before continuing.



• Discounts are entered for each customer.


Discounts


Discounts By Level


Discounts By Qty Break

• Additional discounts not previously configured can be applied at payment time, if desired.


Non-Configured Discounts

• Payments and discounts must be posted before considered “applied” in the system.

• Payment posting journals can be directly printed, or previewed on the screen first.


Post Payments

• After clicking the lightening bolt, the system will confirm you wish to begin the Payment Posting process.

• The system will also display a completed message when successfully completed.


Post Payments


Post Payments

• You can turn off all posting journals via System Configuration.

• Or you can turn off specific journals in the Post Payments program. Under File>>Select Journals.


Session Objective


• The ability to do multiple adjustments is now available. You can also post adjustments by user.

• Click on the wizard to create multiple adjustments.


Multiple Adjustments



Click on the down arrow and choose a customer.

Choose invoice(s) to adjust.

Click on Next.



Choose the item(s) to credit on the left. Click on the down arrow and choose item from the invoice.

Choose the item(s) to debit on the right. Click on the down arrow and choose item to debit.

Click on Next.



Preview the adjustments to make sure they are correct. Click on Next.

The next screen is your

confirmation that the adjustments

have been created. This example is

for group 1 since I am logged in as

user 1.Next user who logs in and

creates adjustments they will have

their own group. This allows users

to post their own adjustments

instead of all adjustments. Click on

Finish.



If you would like to do more adjustments you click on wizard and complete the process. Each different

wizard process will show up on this screen as different groups.

To edit the adjustments, go into the Adjustments screen.



A screen will display if there are multiple adjustment groups. Choose which group of adjustments to edit. Or

choose Create new group for ‘JWS APEX USER’ and the “regular” adjustments screen will be available to

enter “regular” adjustments.



If a specific group is chosen, the Adjustments

screen will be filtered by that group and the

adjustments in that group will be available for

editing.

• The Adjustment Edit Report can be run to display those adjustments entered, but not yet posted, in the system.


Adjustment Edit Report

• As with all tickets, invoices and payments, adjustments must be posted to be considered “applied” in the system.


Post Adjustments

This is the Post Adjustments screen if there are not

multiple adjustments to post.

This is the Post Adjustments screen if there are multiple

adjustments to post. Select which group to post.

• As with all tickets, invoices and payments, posting adjustments will produce posting journals to illustrate what accounts have been posted to.

• A completion screen will be displayed when successfully completed.


Post Adjustments


Post Adjustments


• Or you can turn off specific journals in the Post Adjustments program. Under File>>Select Journals.


Apply Open Items

• Apply Open Items can be used to match currently unapplied credit and debits to another.

• Select the customer and click the Wizard icon.


Apply Open Items

• Select which open items are to be matched with which other open items, then click Next.


Apply Open Items

• Verify the current selections are as desired and click Next.


Apply Open Items

• Choose a date for these transactions and type a description, if desired. Keep default G/L Accounts or update as necessary then click Next.


Apply Open Items

• Click Finish to complete the Apply Open Items Wizard.

• As with all tickets, invoices and payments, applying open items will produce posting journals to illustrate what accounts have been posted to.

• A completion screen will be displayed when successfully completed.


Apply Open Items


Apply Open Items


• Or you can turn off specific journals in the Apply Open Items program. Under File>>Select Journals.


• New Features in Version 5 for Adjustments– Ability to create Adjustments by group.– Ability to Post Adjustments by group.

Adjustments New Features


Session Objective



Late Charges


Late Charges

• The amount or percentage the system will use for determining Late Charges is entered on the Terms tab in the customer record.


Late Charges

• Late Charges are consider an Adjustment in Apex.• They can be viewed in the Adjustment module and

through the Adjustment Edit Report.• Late Charges can be applied at multiple time

intervals (Monthly, Quarterly, Yearly).• Late Charges are generated every time the Generate

Late Charges process is run, regardless of the frequency.

• Late Charges must be posted (Post Adjustments) before they will appear on the customer statement.

• Statements are typically run once a month immediately following generating late charges.


Statements

• You can choose to filter which customers are processed during any statement creation cycle from the Advanced tab on the Statement screen.


Statements


Statements

• You can also filter which customers are to receive a statement on the Options tab in the customer record.


Statements

• To create Statements, click the lightening bolt icon (Print or Preview).

• Click Yes at the confirmation window, if you wish to continue.


Statements

• After previewing statements, (if using preview mode), you can choose to print now or not.


Statements


Session Objective



Close Period


• All open (in-process) posting processes must be completed before executing the Close Period module.

• Statements for the current period should be generated prior to closing the period.

• Closed periods can be re-opened if necessary.• Single items in a closed period can be re-opened, if

necessary.

Close Period

• As with most other posting processes, you can choose to preview or automatically print the posting journals by clicking the appropriate icon.


Close Period

• If you choose to close a period earlier than it’s ending date, Apex will request a confirmation to this effect. (Not recommended)

• All transaction after the close will need to be on the next period, regardless of actual date.


Close Period

• When posting is completed, the journals will be displayed or printed and the system will show a confirmation window.


Close Period


Session Objective


• There are 2 Aging reports you can view/print in Apex.– Summary– Detailed


Aging

• The Summary Aging Report shows one summary line for each customer containing totals for each column.


Summary Aging Report

• The Detail Aging Report shows one line for each open item for each customer.

• Every item that was open at the beginning of the period will appear on the Detail Aging Report.


Detail Aging Report


Session Objective


• Specify in System Configuration, which items you wish to image.


Imaging

• Most of the time, you can simply double-click the image and preview or print directly from your file explorer window.

• As for Tickets and Invoices, Apexwill use an image, if it exists, toreprint from the Inquiry Screen.


Imaging


Please Complete Your Evaluation

• Be sure to circle the session you are evaluating on the back of your card– Bulk Materials– BLK-007– Apex 5 Invoicing & Accounts Receivable

• All breakout session materials can be accessed at:www.commandalkon.com/cc2012/update/index.htm

• Thank You!

http://www.commandalkon.com/cc2010/update/index.htm

Invoicing and Accounts Receivable Kristy Thompson [email protected] 913-384-0880.

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Transcript of Invoicing and Accounts Receivable Kristy Thompson [email protected] 913-384-0880.