Each User in The Business Edge has the ability to contour the System individually to match the way they work. It is important to note that each User can change these options at any time.
Last time we covered Order Entry Flags and today we will cover Accounts Receivable Flags.
HOW DO I GET TO THE FLAGS?
There are two ways to get to your Accounts Receivable User Flags:
Select the Accounts Receivable System from the Main Menu. Press F1 for Help and select F3 for the Related Flags.
Press F1 anywhere in the System and select F4 User Flags. When you select F4, you will see a list of each of the Main Menu items. Select 3. Accounts Receivable.
The Flags are listed as follows:
Deposit-Invoice Sequence By
When you are entering a Deposit in Cash Receipts you have the ability to Sequence your Customer’s open invoices By Invoice Number, Invoice Date or Due Date. We default this Flag to sequence by Invoice Number. You may want to change this for a couple of reasons.
If your Order Number and Invoice Number are the same, your Invoices would not be listed chronologically by date unless you sequence them by Invoice Date or Due Date.
OR
If you offer different payment terms to one Customer you may want to sequence their Invoices by Due Date so they are in chronological order by Due Date.
If you would like to change it simply press Spacebar to get the drop down list, highlight your preference and press Enter. You also have the ability to change this flags on they fly while you are entering the Deposit.
Deposit-Pay Customer Invoices?
When you are entering a Deposit you have the option of applying the check to the Customer’s Invoices right away or just entering the check information and applying the check to the specific invoices at a later time. The default is set to Yes as most Users prefer to enter the Check and then immediately apply the check to the Invoices their Customer is paying. If you answer No here you can come back to the Deposit at a later time and Press F3 to pay the Invoices.
Deposit Stop at Customer?
When entering a Deposit you can select a Customer by typing in their Name, Account Number and/or Invoice Number. Some Users prefer to simply type in the Invoice Number that is being paid and skip the Customer selection. This is a great shortcut if you many of your Customers pay single invoices. If you answer Yes you will stop at the Customer Prompt. If you answer No you will stop at the Invoice Number Prompt.
Deposit Stop at Invoice #
This Flag works in conjunction with the Flag above. If you answer Yes here the prompt will stop at Invoice Number when you are entering a Customers check. If you answered Yes to the previous Flag and Yes here the Prompt will stop at Customer and then Invoice #. When you enter an Invoice Number the System will Pay the Invoice you entered.
Deposit Ignore Check Amount in Auto Pay?
If you have Customer’s that pay on oldest invoices instead of specific invoices and you would like the system to automatically pay the old invoices up to the check amount you should answer No to this Flag. You can then press F6 Pay All Invoices and Invoices will be paid from the first one on the screen down until the Balance Left to Apply is zero. If you are doing this you would want to sequence the Invoices by Invoice Date or Due Date.
If you answer Yes the system will allow you use F5 or F6 to apply more money than you have available in your Balance Left to Apply. You may want to answer Yes to this question if you often have Credits to apply to Invoices. You would then be able to apply Credit Memo’s and Invoices in any order using the F5 key. Another application would be if you want to Pay an Invoice in full and write off the balance using F5.
Show G/L Summary in Sales Journal?
Some Companies like to see a General Ledger Summary of all of the Invoices included on a Sales Journal. If you answer Yes to this Flag you will automatically get a General Ledger Summary as a separate report at the end of the Sales Journal.
Show G/L Summary in Cash Journal?
You can also get a General Ledger Summary when you print the Deposit Report By Date Range or Deposit Report by Deposit Number. This General Ledger Summary would show all of the General Ledger Accounts affected by the Deposits on that particular report.
Information to Show in Customer Scroll Box
When you do a partial lookup of a Customer either by typing in part of their Name or Spacebar and Enter to show all Customer’s you can select what kind of information you would like to see in the Scrolling Window. Your choices are: Code and Name, Name and Primary Billing Address, Name and Primary Shipping Address or Code, Name, Billing City, State, Zip. Press Spacebar to see the drop down list where you can highlight your preference and press enter.
If you have selected Name & Primary Billing Address or Name & Primary Shipping Address and you use the Find Feature the System will search for Telephone and Fax Numbers in addition to the information included in the scrolling window.
Default Number of Copies on Invoice
If you normally print multiple copies of Invoices you can set this flag so you do not have to type in the quantity each time. The default setting for this Flag is 1.
Calendar YTD Type
When you are viewing your Customers financial history you have the option of displaying their Year to Date figures by Calendar Year, Rolling Year or Fiscal Year. Calendar Year starts at zero on January 1. Rolling Year always shows you the previous 12 months regardless of the date. Fiscal Year starts at zero on the first day of your new fiscal year. The default for this Flag is Calendar Year.
Second Column During Financial Inquiry
When you view the Financial Inquiry Function key in Customer Inquiry the System will present Year to Date and Month to Date figures representing Charges, Payments and either Cost or Credits. You can select Cost or Credits. The system default is Cost. If you would like to change this simply press Spacebar, highlight your preference and press Enter.
Decimal Places to show in Balance Inquiry
When looking at the Balance Inquiry Fkey in Customer Inquiry the System defaults with showing all dollar figures with two decimal points. You can select the number of decimal places you would like to see by typing it in here. If the screen is crowded due to larger numbers it is easy to change it to zero and just view whole dollar figures.
F4=Aging Flags
In addition to the flags described above there are a series of Flags relating to the Aged Analysis Report. These Flags can be accessed by pressing F4 while in the Accounts Receivable Flags. These Aging Flags allow Users to contour the Aging to fit their Company requirements. The standard default is to Print Customer Code, Name and Telephone Number. The more information you print on an Aging, the longer the report will be. You can also make changes to these flags on the fly while you are selecting the report