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Accounts Receivable
To access accounts receivable information, click on the A/R object that is located in the right pane of your screen under each Client object. Note that the A/R object will only appear if the user has been given the ability to post checks.
Clicking on the A/R object will open the A/R form in the right pane of your screen.
The A/R screen contains the record of payments, credits and adjustments for that client as well as the commands that allow you to apply those payments, adjustments and credits.
Fields
The A/R form contains the following fields:
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Balance: |
The client's outstanding balance.
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Credit Remaining:
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The amount remaining in the client's credit limit, obtained by subtracting the dollar amounts of that client's open invoices from the client's credit limit as specified on the Client screen.
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The A/R form also contains a grid with the following fields:
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Date: | Date of the transaction. This is the date that will appear on the Deposit Slip report.
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T (Type): |
This column lets you know the type of transaction. The possible types are:
I (Invoice): Either a "partial invoice" (will have the name of the phase billed on it) or a "balance invoice" for the remainder of the job.
A (Adjustment): An adjustment for an invoice.
P (Payment): A payment from the selected client.
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Job #: |
The job number. This is also the invoice number.
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Job/Note: |
This varies with the transaction type. For "I", the Job Name will appear here followed by the name of the invoiced phase if it is a partial invoice or the word "Balance" if it is a balance invoice. For "P", this field will be blank. For "A", the reason for the adjustment will appear here.
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Check #: |
This also varies with the transaction type. For "I", this field will be blank. For "P", the check number will appear here. For "A", this field will say "Adjustment".
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Balance: |
This column shows any outstanding balance on an invoice. This allows you to see the outstanding invoice amounts at a glance, rather than having to either run a report or go into post checks mode.
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Debit: |
The debit amount for debit ("I") transactions.
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Credit: |
The credit amount for credit ("P" and "A") transactions.
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Menu
To access the A/R menu box, you can either click on the A/R object then right click or right click anywhere in the grey box (including the grid) located on the A/R form.
The menu box contains the following commands:
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Details: |
The Details command on the A/R screen is used to see how payments/adjustments were applied, as well as to see which payments were applied to which invoices. To use, simply select the row on the A/R grid that you wish to see the details for, right click, then click Details.
Depending on the type of record you are viewing details for, you will get a screen that shows:
- I (Invoice): The payments and adjustments that have been applied to that invoice.
- A (Adjustment): The information regarding the invoice that the adjustment was applied to.
- P (Payment): The disbursement of the check - payments (P) that were applied to invoices, deposits (D) that have been tagged for currently open jobs/phases, and any remaining open credits (C) that have yet to be applied to any invoice balances.
Clicking the Reverse button works just like the Reverse command (see below).
Clicking Close will bring you back to the A/R screen.
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Reverse: |
If the user has been granted the Reverse A/R Transactions privilege on the User screen, the Reverse command can be used to reverse accounts receivable transactions. To reverse a transaction, simply select the row of the transaction that you wish to reverse, right click, then select the Reverse command. Note that, depending on the type of transaction that is being reversed, you will receive different messages.
When reversing a payment (P), you will receive a caution, "This will reopen any invoice this check has been applied to. Are you sure?" Select Yes and you will receive a message confirming that the payment has been reversed.
Please note that reversing a whole check from the A/R screen will cause @Quote Plus 32 to reverse ALL the payments to invoices made from that check, and reopen those invoices as necessary. If you wish to reverse an individual payment and not a whole check, you should select the payment on the check's Details screen and click Reverse there.
If you are reversing an adjustment (A), you will receive a caution, "Note the invoice will be reopened if necessary. Are you sure you wish to reverse the adjustment?" Select Yes and you will be advised that the adjustment has been successfully reversed.
When reversing an invoice (I) to which no payments or adjustments have been applied, you will receive a caution, "Are you sure you wish to reverse this invoice?" Select Yes and you will be advised that the invoice has been successfully reversed.
If you attempt to reverse an invoice (I) to which a payment or an adjustment has been applied, you will receive an error advising you that "Payments or adjustments have been applied to this invoice. It cannot be reversed." In order to reverse such an invoice, you must first reverse any applied payments/adjustments. To do this, click on the invoice you are attempting to reverse, right click, then click the Details command. You can the use Reverse button on the newly opened Details window to reverse each payment and adjustment individually. After reversing all payments and adjustments, click Close to return to the A/R screen. You can now reverse the invoice. Also, note that if a balance invoice exists for a job, you must reverse the balance invoice before you will be allowed to reverse a partial invoice.
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Post Checks: |
The Post Checks command opens a window in which you can post payments and credits. For more information on this, see Apply Payments and Apply Credits.
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Adjust: |
The Adjust command opens a window in which you can make adjustments. For detailed information regarding this feature, see Apply Adjustments.
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Misc Charge:
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This feature will be implemented in a future update of @Quote Plus 32.
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Reprint Invoice: |
The Reprint Invoice command will allow you to reprint an invoice when you click on an invoice (I) record. Note that reprints (unlike original invoices) will not show deposits, since they have already been applied as payments.
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