Accounts Receivable
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7. ACCOUNTS RECEIVABLE
Accounts Receivable are the income of the business, the money owed us by our customers for goods and services they have received from us. The AR section lets you enter and edit information about Clients Client Branches Shipments (to customers) Invoices (Payments from Customers) Depending on your level of permission, you may not be able to access the AR section nor may you be able to do more than view (read) some sections or reports. This description is for the person with full access.
SCREENS SHOTS SHOWN MAY BE FROM VARIOUS DRAFTS; WHAT YOU SEE ON THE SCREEN MAY DIFFER. DIFFERENT BROWSERS MAY HAVE DIFFERENT SHAPED BUTTONS OR SCREEN LAYOUTS.
Accessing A/R
Figure 7-2: The Accounts Receivable start screen. Icons may not all be visible to all users.
Figure 7-3 You can also access the AR areas through the pop-out side menu, shown below. The side menu can be set to pop-out or to remain on screen at all times. This is set in the pERP Preferences [link needed].
COMMENTS AND SUGGESTIONS FOR IMPROVING THIS DOCUMENTATION ARE INVITED.
The instructions and images given in the A/R documentation assume that you have full access permissions.
Customers and Branches
pERP is set up to handle dealers with multiple stores. Oakville Widgit Group for example is a customer, with branch stores in Mississauga, Oakville, Orangeville, etc. Some important information is stored at the branch level, so if you don't see something in a customer record that you think belongs, be sure to check the branch records as well.
- It is expected that invoicing will go to the head office, and shipping to a main warehouse, but other arrangements are possible.
- Shipping and billing addresses are at the branch level to provide for shipping/billing to the individual branch.
- A single store is considered to be a customer with one branch.
TIPS & TRICKS:
- When viewing a client, click cancel to return to the client list.
- When viewing a client branch, clicking cancel will take you to the client branch list.
- If you want to jump from the client branch back to the client, simply click the CLIENT NAME at the top of the branch page.
Working With Clients
In pERP, the terms Client and Customer are used interchangeably. pERP does not contain a Point of Sale (POS) application so the customer will most likely not be an end-use consumer.
Most work with customers is done through the Clients List page. To enter the Clients List, either click on the icon (shown below) or open the side menu and select Clients.
The Clients icon.
The Clients section opens with a client list similar to that below. Your screen may be different and may show more customers, depending on the settings on the search bar and in your preferences.
Figure 7-5 The Client list may not look exactly as above.
NOTE: We are using the words Client and Customer interchangeably.
If you have entered this section and want to get out -
- Click the back button on your browser OR
- Select another icon from the top menu OR
- Click on a link in the side menu OR
- Click the Cancel button in the bottom left corner
From this screen, you can perform a number of tasks related to Clients, depending on your level of access.
Search, Sort, and Filter the Client List
This function is available to all staff with read privileges in the A/R section.
The search bar controls the records shown on the screen. From left to right, the controls and their function are:
<< - Jump to the first screen of records
< - Go to the preceding screen
[ ] - Search box. Enter letters or numbers and click the Search button.
[ 5 ] - Select the number of records per screen (default is set in preferences)
> - Go to the next screen
>> - Jump to the last screen
The records can be sorted by Client Code or by Client Name by clicking on the header under the search box. If sorted ascending (numbers followed by ABC), a little down-pointing triangle (v) will show by the header; if the sort is descending (ZYX...followed by numbers), a little up-pointing triangle will show beside the header. Just click again to re-sort.
Client records can be filtered in various ways.
- The Client List search bar has an alphabet filter that pulls out only items in the list beginning with the selected letter. To turn off an alphabet selection, click the ALL button at the far right of the alphabet list.
- Use any of the filter fields on the bar (filter by Status or by Sales Area)
For detailed instructions on how to use the search bar to locate, page, filter, or sort client records, please see Using the Search Bar
Add a New Client
New Client records can be added by clicking the New Client button at the bottom left of the Clients List.
- New Client - begin the process of entering a new client.
- Cancel - Close the list and return to the Accounts Receivable screen.
If you do not see a "New Client" button on this page, it means that you do not have access for this function. If you require this access as part of your job, please contact your department manager.
For instructions on how to enter a new client record, click here
Copy Client Address Records
At any time, you can make a new copy of a client address card. You might have different addresses for different departments, for different branches, or just for different contacts within the same company (organization information will be the same, but names and phone numbers will be different).
Should you wish at this time to create additional address records for this client, follow the instructions at Copy Address.
Edit a Client Record
Existing client records can be edited if you have this level of access. You can change, add, or remove information.
If you do not have edit access, you will be able to view the client record but will be unable to change any field.
To edit a Client, either
- Click on the edit icon at the right side of the screen (if you do not have access, you will not see this icon)
- Click on the client number to the left of the client's name on the list (if you do not have access, the number will not be an active link)
Edit icon.
This will open the client record for editing. For instructions on how to edit a client record, click here
Change Client Status
(limited permission) Existing Clients cannot be deleted. A client who is no longer in business or who no longer purchases your product or service should be set to either Restricted or Disabled status. A former customer who comes back can be restored to active status.
- Note: Always check the list with status set to ALL before entering a new client. This will prevent you from adding the client a second time and confusing the hell out of everybody.
Working With Client Branches
Access the Client Branches List using
- the icon from the A/R main screen
- the side menu
Access a single client branch by clicking the Branches tab on the client record.
Figure 7-20 The Client Branch List search bar now has an alphabet filter that pulls out only items in the list beginning with the selected letter. To turn off an alphabet selection, click the ALL button at the far right of the alphabet list. For more information, see Getting Started.
TIPS & TRICKS:
- When viewing a client branch, clicking cancel will take you to the client branch list.
- If you want to jump from the client branch back to the client, simply click the CLIENT NAME at the top of the branch page.
Shipments
After an item is sold, it needs to be invoiced, paid, and shipped to the customer. There is some overlap between the Sales Orders application (Sales section) and the Accounts Receivable application (Shipping, Invoicing, and Payments). pERP makes it easy to move between sections.
A new shipment can be created in a number of different ways.
The Shipments List is the set of shipping records.
For details, see Sales Orders/Shipping
Invoices
Receipts
A/R Reports
When a receivable invoice is posted, an option (via checkbox) to automatically send the invoice to the client's billing email address if it's there. Don't give the option if there's no billing email.
