Specifications

Chapter 3. “Go Live” Tracks
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1. A/R Invoice Posting
A/R invoice posting allows you to enter invoices and returns for customer accounts
after-the-fact. No printed ticket is produced by the computer. You can choose
either normal invoice posting or invoice posting with inventory group distribution.
The transactions will be updated to the customers’ accounts, the Totals File, and
the Sales Master File as each one is entered. The invoice date can be assigned
automatically using the current system date or be entered using
CHANGE DATE.
The discount date will be assigned according to the terms code for each customer.
You will enter the ticket subtotal and the sales tax will be calculated automatically
according to the tax code for each customer. You can also enter addons to each
ticket. No inventory is needed to post invoices, however one miscellaneous item
(99999999) must be set up to allow the program to work properly. Charge and
cash sales will be posted to the General Ledger during the day end process.
This option is good preparation for Point of Sale or Order Entry. The same files
are used and the day end procedure is the same. You could train on POS by
entering quotes, if you have an inventory file set up, thereby getting a feel for
POS. This is also a good method of balancing to your manual bookkeeping or
previous computer system.
Another similar option of invoice posting is to enter invoices with a group
distribution. “Group” refers to inventory groups or types of items. It is used to
track customer purchases by inventory group in a general sense.
You will also be entering cash receipts (customer payments) to the A/R accounts.
There are 2 ways of entering cash receipts--regular cash receipts where the
customer’s account is updated immediately as the payment entry is made or cash
receipts by batch where many customer payments are entered into a batch which
is checked for accuracy before posting it to the their accounts. These customer
payments are updated to the General Ledger no matter which method you use to
enter them.
Having the invoices and payments entered, statements can be printed at month
end or any time. You will also start getting sales analysis information by assigned
salesman, written by salesman, and sales tax (and addons if you are using A/R
invoice posting).
What needs to be done before going live?
G 1. All customers are entered including a cash customer (account 1.000). No
balances or agings are entered yet.
G 2. Enter 1 miscellaneous non-perpetual inventory item (99999999) in the
inventory files. This is for A/R invoice posting only.
G 3. The Variable File records must be set up (terms, sales tax information,
customer classes, assigned and written by salesman numbers/names, etc.).
G 4. Decide the go live date for A/R invoice posting. You will probably want to
do this at the end of a month, quarter, or year.