Entering Beginning Balance

Enter all the unpaid/open documents for all the customers that do not have a zero balance, using : Sales Entry and Editing (Task 1) - see below for instructions.
Even the customers that have a negative balance (credit balance) have to be entered. The information is also entered in Sales Entry and Editing (Task 1).
Pick a cut-off date and enter all open invoices as of that date.
Enter all the invoices for one customer at a time. (Enter Customers alphabetically)
- Enter each invoice separately.
- Enter a total balance (on line number 08) only if:
  - A customer has many open invoices on account.
  - The customer pays lump sums on account, instead of specifying which invoices are being paid.

Sales Entry and Editing (Task 1)

Accounts Receivable (Module 2)
- Sales Entry & Editing. (Task 1)
  - Enter New Sales Record (Sub-task 1)
    - FIRST SCREEN:
      - Line 01.Invoice #: Up to 6 numbers. Use the original invoice number. (NEVER use zeroes for an invoice number.)
      - Can not have duplicate document numbers (invoice, credit memo, finance charge or debit memo).
      - The computer automatically checks for duplicate invoice numbers. The system prompts to check for duplicate credit or debit memos (see below).
      - Line 02. Inv Date: Defaults to today's date. Type in original invoice date.
      - Line 03. Due Date: Defaults to today's date. Type in original invoice due date.
      - Line 04. Division #: Defaults to 01.
      - Line 05. Sale Type: Defaults to #1: Sale.
        
        Available Sale Types (appear in a pop-up box)
        
        1 - Sale
        
        3 - Credit Memo
        
        4 - Finance Chg
        
        5 - Debit Memo
        
        The sales type Must be changed if entering a credit memo, finance charge, or debit memo. If the sale type is 3 - Credit Memo - all the amounts are automatically negative. Do not enter a negative sign.
        
        After the sales type in entered, the cursor goes to the bottom of the screen. The prompt line asks: "Check for duplicate credit memo or debit memo? N" The computer automatically checks for duplicate invoice numbers. Because this takes time to check, the option is given to check now for duplicates.
      - Line 06. Customer #: Customer numbers must already be built in the Customer Master File (Task 17).
        
        Type in customer number, or press TAB to search by customer name.
      - 07. Salesman#: If there is a salesperson number set up in the Customer Master File, that number will default in automatically at this field. But it may be changed.
        
        If there isn't a salesperson # in the customer master file, one must be entered now.
        
        Salesperson numbers must already be built in the Salesperson/Technician File (OE Module, Task 20).
      - Line 08. Sale Amt: Type in the total amount of the invoice.
      - Line 09. Other Amt: Press Enter
      - Line 10. Sales Tax: Press Enter
      - Line 11. Non-Tax Amt: Press Enter
      - Line 12. Freight Amt: Press Enter
      - Line 13. Disc. allow: Use for prompt payment discount only.
        
        This is not subtracted from the invoice amount.
        
        When the customer's payment is entered into: Cash Receipts Entry and Editing (Sub-task 2), the discount will appear. At that time a decision can be made whether to allow the discount or not.
        
        If a percent discount was entered into the customer master file, the computer calculates the percent into a $ amount automatically. It is calculated on the "sale" amount and the "other" amount of the invoice.
      - Line 14. Tax discount: If any portion of the “Discount Allowed”, entered in field 13, should be allocated to tax.
      - Line 15. Apply to:
        
        Invoices, debit memos, and finance charges are automatically applied to themselves.
        
        Credit Memo - If it is known (open and unpaid) which invoice the credit memo is going to be applied to, then type in the invoice #. (The amount of the invoice must be as much as or more than the credit memo.)
        
        If it is not known which invoice the credit memo is going to be applied to, apply it to 0. It can be applied at another time.
      - Line 16. Tax Flag: Default is what is set in the Customer Master File, available Tax Flags in table that appears:
        
        T: Taxable
        
        R: Resale
        
        I: Ind Proc
        
        S: Interstate
        
        G: Government
        
        E: Export
        
        U: Institute
        
        L: Labor
        
        N: Exempt
        
        Note: If this is a resale customer, but they bought the items on this invoice for their own use and tax was charged, then change the tax flag to T for taxable.
      - Line 17. Cost Amt: Optional
      - Line 18. #/payments: Used for dating payments.
        
        Number of payments the customer gets to make on this invoice.
        
        Example: If the invoice is for $100.00 and the customer is allowed to make 10 payments, the invoice will print on the Aged Trial Balance report as 10 separate invoices for $10.00 dollars each. They will be aged 30 days apart.
        
        Each of the master files will only have the one invoice for $100.00.
      - Line 19. Order #: Press the ENTER key. This is the order # that comes from the O/E Module when using point of sale. Not applicable for entering beginning AR balances
      - Line 20. Department: Type in the department # from the table displayed - 1 or 2 digits. Department numbers must already be built.
      - Press the ENTER key for the rest of the fields, except 29, on the front screen.
      - Field 29, Term: Select the payment term from the list that appears.
    - SECOND SCREEN:
      - The second screen is called the "Distribution Screen". This screen is where the proper General Ledger accounts numbers are distributed to lines: #8- Sale amt, and #9- Other amt. Use the G/L account number for Accounts Receivable Trade. Lines #10- State tax, and #12- Freight amt, are automatically distributed to the correct G/L account numbers. The top part of the screen displays the amount to be distributed.
      - The cursor will be at Income amount. The total amount to be distributed will appear under the cursor. Press Enter.
      - The cursor will now be at the Cost amount field. Press Enter

IF A CUSTOMER HAS A PARTIAL PAYMENT AGAINST AN INVOICE THAT MAKES UP A CUSTOMER'S BEGINNING BALANCE:

Enter the invoice for the total.
Enter the partial payment as a credit memo. For the document # of the credit memo, use the original invoice # with a 3 in front of it. (3 stands for credit memo) EXAMPLE: Invoice #10000 for $100.00. Partial payment credit memo #310000 for $40.00.
Apply the credit memo (#31000) to the invoice (#10000).

VERIFY ENTRIES:

Accounts Receivable (Module 2)
- Sales Entry and Editing (Task 1)
  - Print Selected Sales Records (Sub-task 4)

Print the edit list and check for correctness, if changes need to be made, go to Change Existing Sales Records (Sub-task 2). When all invoices are entered correctly, Post.

POST THE INVOICES:

Accounts Receivable (Module 2)
- Sales Entry and Editing (Task 1)
  - Post Selected Sales Records (Sub-task 5)

Information will be posted to the following files:

Customer Master File
A/R Open Items
Sales History
Distribution History
Batch Control