AR1. Where would you have a customer go to select multi-batch processing in the AR module? What
Should you check for before changing the batch processing Method?
Windows: Options, Module Pref., then check multi batch mode, and save your changes.
You need to make sure they have no transactions in any batches.
DOS: Go to AR, Profile Maintenance, Constants Maintenance, Select “Y” on the user login line. This activates multiple users in transaction processing under different user names all in the same Ar transaction file.
AR2. In what AR file can the Module Preferences information located?
Windows: XXXARSYS.DBF
DOS: Arsystem.xxx
AR3. To copy the Billing Address to the Shipping Address in both Windows and DOS what would the correct steps be?
Windows: In AR, Options, Module Preferences select the duplicate address box
DOS: In AR, Profile Maintenance, Constants Maintenance select the skip Shipping Ship and set it to “Y”
AR4. What database file is the customer information, address, and setup located in?
Windows: XXXARMSD.DBF
DOS: Armasd.xxx
AR5. If you wanted a customer to have special terms for discounts charges what would you need to do?
Windows: The first thing that must be done is go to AR, Options, Codes, and select terms codes. To make a new code, type a two digit code where it says terms code and then set up your finance charge rate as well as discount rate table and gl account. You can have as many codes that you desire. Only one terms code can be saved on a customer record. The terms code is then used by the software to calculate finance charges, as well as discounts for the customer’s open items.
DOS: In AR, Profile Maintenance, Terms Codes Maintenance select add terms code. In the Terms Line input a two character code to represent the new terms code. The description is optional but helpful. Enter in a finance charge rate and days before finance charge is to be calculated. Also enter in your discount table. Be sure to enter a GL key. This is to be used in GL on the application interface table and directs postings for this kind of transaction to the proper GL accounts.
AR6. What is a transaction code, where do I set them up and how do they work?
Description: There are seven different types of transaction codes. They are designated by a number. The defaults are 20, 30, 40, 50, 60, 70, 90. These software will also allow more codes. They must begin with the first number of one of the seven defaults but can have the second number range from 1-9. This is useful if the client has multiple methods of creating a transaction. For example I might want to track cash payments with a type 40 and check payments with a type 41.
Windows: To set up a Transaction Code go to Options, Codes, Transaction.
DOS: To setup a transaction code in AR DOS got to AR, Profile Maintenance, Transaction Code Maintenance. Select Add and Add anew code in based upon the Description above and needs of the client.
AR7. Where do I go in AR to setup recurring customers? Why is this helpful?
Windows: Option, Codes, Recurring
DOS: AR, Profile Maintenance, Recurring Charge Maintenance
This Option allows the user to create a template transaction with a customer transaction code and amount with a frequency. It is useful when you have a customer that receives transactions on a recurring consistent basis and eliminates the user’s need of looking up the customer’s record over and over again.
AR8. Is it possible to create recurring transactions for a customer instead of a recurring customer?
No, The software requires both a Transaction code as well as a customer number
AR9. What is frequency on a recurring customer setup?
Frequency is used to generate transactions on a regular schedule.
AR10. What modules can AR integrate to?
Ar can integrate to General Ledger and Bank Reconciliation. A customer would like to integrate to Br so that his payments will post as deposits to there bank account.
AR11. What are the three options that AR uses to integrate to BR?
Integration Off: Accounts Receivable does not share data with Bank Reconciliation
Summary: All deposit transactions are processed as one consolidated deposit transaction in Bank Reconciliation.
Detail: Each deposit transaction is listed individually in Bank Reconciliation.
AR12. What is the recalculate master file in Windows and Correct Total Due in DOS for?
The recalculate master file or Correct Total Due is used when there is control report errors.
Windows: It will calculate the total due amount based upon the Xxxaropn.dbf and replace the total due amount that is in the ar_due field in the Xxxarmsd.dbf. If the open file is off it will still replace the master file’s amount. It cannot work the other direction.
DOS: In DOS it calculates the amount due in the Aropend.xxx and places that total in the Total Due field in the Armasd.xxx.
AR13. What is the first thing we recommend you do when troubleshooting your data files?
After making a cmssafe dir and\or ensuring there is a current backup reindex the data files.
AR14. Where is the option found for re-indexing data files?
Windows: Select File Maintenance from the Options
DOS: Select Profile Maintenance. Data Index File Maintenance, and Reindex Data files. Type the letter “P” for pack on all lines then save to begin the process.
AR15. Can you copy all or part of an established customer master file from one company to another?
No. You can only copy all of the customers from the AR master file to a different company.
AR16. The Collection Report provides information related to the current status of collection activity and financial history for each customer. TRUE
AR17. What GL and AR activity is created by a Customer Charge (Type 20 or 2x):
A Customer Charge debits the customer master record, increasing the total owed by the customer.
This transaction category includes all customer charges that are posted from the Accounts Receivable module.
AR18. For a Customer Charge is the General Ledger Accounts Receivable account credited or debited? ___Debited_____ because it increases the balance due to the account.
AR19. Payment Correction (Type 30 or 3x): A Payment Correction debits the customer master record and the General Ledger Accounts Receivable account, increasing the total owed by the customer.
AR20. A Transaction code of (30 or 3x) is used for what purpose?
reverse a payment that was posted.
AR21. Does a Payment Correction reinstate the invoices that were paid or partially paid by the incorrect payment? Why or why not?
NO
WHY? The Aged Analysis Report still shows that the payment was applied to them. The type 3 transaction remains in the open item file with an amount remaining to be paid. When the correct payment is posted, it is applied to the type 3 transaction, not the original charge transaction.
AR22. What is the GL and AR activity for a Payment (Type 40 or 4x)?
A payment credits the customer master record and the General Ledger Accounts Receivable account, decreasing the amount owed by the customer.
AR23. In what ways can a payment transaction post to effect the total due of the customer?
A type 4 payment can be applied to specific invoices by entering the invoice numbers selecting an invoice using the Lookup tool or can be left without an applied invoice. The software will then automatically apply the payment to the oldest outstanding debit based transaction.
AR24.
In what order are payments applied to debit based transactions if the payment is
not applied to a specific invoice?
1. The oldest type 9 finance charge followed by the next oldest, and so on, until all type 9's are paid off.
2. The oldest type 3 payment correction followed by the next oldest, and so on, until all type 3's are paid off.
3. The oldest type 2 customer charge followed by the next oldest, and so on, until all type 2's are paid off.
The oldest type 1 invoice followed by the next oldest, and so
on, until all type 1's are paid off.
AR25. What happens if an account has a credit posted to it that exceeds the total amount due of the invoice’s amount remaining?
The amount remaining of the posted credit stays in the open item file and is automatically applied to the next debit posted. It continues to apply to the debits as they are posted until the credit is exhausted.
AR26. What GL and AR activity is created by an Unapplied Payment (Type 60 or 6x)?
An unapplied payment credits the customer master record and the General Ledger Accounts Receivable account, decreasing the amount owed by the customer.
AR27. How does a user activate an Unapplied Payment?
To activate and apply an unapplied payment, use the code prefix without a suffix, a 6 (six) for a transaction code.
AR28. When Applying an Unapplied Payment what are the options given in applying that payment?
You have the option of specifying a debit transaction to apply the payment to. You also can have the activated payment applied to the oldest outstanding debit transaction. The software will then follow the same procedure it has for applying a Payment transaction that was not applied to an outstanding debit.
AR29. Does a type 60 transaction reduce the amount remaining or customer account?
An Unapplied Payment does not reduce the amount remaining of any debit transaction. Instead, it remains in the open item file with an amount remaining to be credited until you activate and apply it.
AR30. How can you customer credit an account without applying the credit to a debit transaction?
Use a type 70_”unapplied credit” if you or your customer does not want to apply the credit to a specific debit.
AR31. What GL and AR activity is created by an Unapplied Credit (Type 70 or 7x)?
This type of transaction credits the customer master record and the General Ledger Accounts Receivable account, decreasing the amount owed by the customer.
AR32. What GL and AR activity is created by a Finance Charge (Type 90 or 9x)?
A Finance Charge will debit the customer master record and the General Ledger Accounts Receivable account, increasing the amount owed by the customer.
AR33. There are two ways to calculate Finance Charges. What are the steps for DOS and Windows?
Use a _______ Type 90 Finance Charge_______ to record manually-calculated finance charges.
Have the software calculate Finance Charges based on the Terms Codes on each Customer Master record.
Windows: To have the Finance Charges auto-calculated select the Transactions menu in AR and then click on Calculate Finance Charges. To enter manually calculated Finance Charges go to the Transactions menu, enter transactions and select a customer number and enter the Transaction Code of (90 or 9x) and enter the amount of the calculated charge. Print edit report and then post.
AR34. Explain 4 functions that a Salesperson Code might be used for:
1. Establish settings that control the activity of each salesperson. These settings specify whether each salesperson can perform certain activities such as override a price or void a transaction.
2. Place limits on the dollar amounts acceptable for certain payment types.
3. Provide a means of keeping track of each person's sales. These figures are useful for salesperson performance analysis, sales commission calculation, bonus evaluations, and sales contest judging.
4. Password protection to prevent someone from performing unauthorized activities using someone else's Salesperson code.
AR35. What utility will correct any inconsistencies that may have occurred between the master file and the open item file?
Windows: Recalculating the master file in the Options, File Maintenance menu.
DOS: Correct Total Due Balances from the profile Maintenance Data Index File Maintenance Screens.
AR36. Name five things that can cause data corruption.
A power outage
Surging or inconsistent power supply
Hard drive disk space full.
Having a scandisk or disk doctor begin work during posting procedure.
Hardware failure
Win 95 with out vrdrupd.exe installed from our website.
AR37. Can I use the Salesperson Code settings that are in AR in the POS and OE modules instead of the POS or OE Salesperson Code settings?
NO
AR38. A customer is having statements that are not calculating the aging correctly. You have run the reports, and have determined that there is a problem with the data files. What is the file name and the field name in that file that the software uses to calculate the aging?
Windows: File: xxxaropn.dbf the field is the: Amount Remaining or AMTREM
DOS: File: Aropend.xxx the field is amount remaining at address # 62
AR39. Purge Open Items effects the data how?
The exact effect this has on your customer statements depends on whether you have Balance Forward or Open Item type Accounts Receivable Codes:.
Open Item accounts Purge Open Items purges open items with a zero balance.
Balance Forward accounts It compacts statement detail into a single balance forward.
AR40. If you have both types of codes how do you purge open items?
Run this option once for your Open Item type and once for your Balance Forward type.
Windows: Select the Period End Menu at the AR main menu and then select Purge Open Items.
DOS: In AR go to End of Period Processing and select Compact Statement Detail.
AR42. What reports and or procedures should be taken before Purging Open Items either in balance forward or open item accounts receivable?
Windows: Print statements before purging the open items.
DOS: Run compact statement detail immediately after printing customer statements.
AR43. If a customer purges their open item file before printing statements and is using an Open Item type AR Code what will show on the statements after the purge?
Any item with an amount remaining will print. Payment type line items will not appear on the statements because all payments post with an amount remaining of zero. If they had any payments that were posted within the date range of the purge there will also be a previous amount applied line on the statement that will refer to the purged payment.
AR44. If you purge before printing statements and your AR Code type is Balance Forward what would the result be?
Your next month's statements then show the balance forward and any charges or payments since the last statement.
AR45. Reset YTD Customer Totals -- explain this process and what YTD Customer totals are?
Each customer is associated with a distinct set of accumulators that collect and store year-to-date figures.
When the Customer Master Reports is printed, they show the net dollar amount of charges less payments and credits.
AR46. When is it necessary to use Reset YTD Customer Totals?
It is necessary to reset the accumulators to zero in order to start a new fiscal year.
AR47. How do I calculate finance charges on a customer?
Windows: I would go to transaction, calculate finance changes. The software then uses the terms code that is saved on the customer master record for calculating the finance charge.
DOS: I would go to Transaction Processing, Generate Transactions and select Finance Charges.
AR48. Name eight (8) AR reports:
Customer Quick List
Customer Labels
The Customer Master
Collection Report
Aged Analysis
Control Report
Customer Statements
Define the following:
AR49. The customer quick list report:
The Customer Quick List Includes the following information:
Customer number, Customer name, Customer phone number. Use this report any time you need a general list of customer names or numbers.
AR50. Customer Labels:
This option is used to create mailing labels for Accounts Receivable customers.
AR52. The Collection Report:
This report provides information related to the current status of collection activity
and financial history for each customer
AR53. The Aged Analysis Report:
This report shows the total due amount for each customer and detail history of items posted to the customer account. Amounts for each aging period also appear on this report.
AR57. The History Report:
This report prints details concerning all posted transactions. It prints invoices, charges, payments, payment corrections, unapplied payments, and unapplied credits.
AR58. When and how often can customer statements be printed?
Customer statements can be printed at any time during an accounting period. You can print statements for all customers, a range of customers or all customers with a specific AR code. Select the Skip Zero Balances check box to exclude customers with a balance of zero.
AR59. What .rp5 file is the customer statement located in for you to change or alter in Report Writer?
ARREPORT.RP5 – For Laser
ARREPDOT.RP5 – For Dot Matrix
AR60. Define the following statement formats:
Plain Statement:
Includes column headers so printing on plain paper creates a complete form. This format prints on Laser or Dot Matrix printers.
Statement: Does not print column headers. This format requires a pre-printed form to be complete with all the needed header and titles for data that the software telss the printer to print. It will print with either Laser or Dot Matrix printers.
Dot Matrix 42 Line:
Prints a short-form statement. If you select this and then print on a laser printer, the software defaults to the Plain Statement.