Insure the Sales and Billing subsystem have been closed

• Insure that all subsystems that feed receivable items or payments to the Accounts Receivable subsystem have been closed for the period.

Insure all Deposits have been posted

• From your desk top, use F7 to go to the Accounts Receivable subsystem.
• Go to Deposits by executing option 3 on the relevant company.
• Post any deposits not posted by executing option 1 for those deposits. (Only deposits on or before the closing date must be posted.
• Return to the A/R subsystem list of companies by using F3.

Insure all Item Sets are balanced and posted

• From your desk top, use F7 to go to the Accounts Receivable subsystem.
• Go to Item sets by executing option I on the relevant company.
• Insure that the Amount of each Item Set in the Accounts Receivable System is the same value as the corresponding billing set in the Sales Order or Billing System. If the values of the sets do not balance between the two systems, see the instructions for Balancing Invoice Sets Between A/R and Sales or Billing.
• Post any Item Sets not posted by executing option 1 for those sets. (Only sets containing items having transaction dates on or before the closing date must be posted).
• Return to the A/R subsystem list of companies by using F3.

Close the month and print month end reports

• Do not close the month until the Item Sets in the Accounts Receivable System are balanced with the Invoice Sets in the Sales Order System
• Go to closing dates by executing Option 1 for the relevant company.
• Execute Option 1 on the Closing Date to be closed. The following A/R Close Request should be displayed.

• If you wish to apply item offsets, use option "Y", else use option "N". Executing item offsets will do two things. First it will total all items having the same document number or first reference number and if the total balance of the matched items is zero, it will automatically offset all of the items involved. Second, if all of the open items for a customer as of the closing date total to zero (resulting in the customer getting a zero balance statement), the system will automatically offset all of the items involved. In either case, the items will be offset to the Offset G/L Account found on the Company Values Table.
• If you wish to apply service charges, use option "Y", else use option "N". Service charges will be applied and a new Item Set will be created and posted for the charges generated.
• If you wish to print month end reports, use option "Y", else use option "N". If you request monthend reports, the following display should appear.

A/R Month End Reports

This display is used to select the reports that are to be printed as part of the month end close. There is no requirement that any of these reports be printed. They are available for individual audit purposes.

These reports may be printed at any time either before or after the close of a period. The period does not have to be closed to request the reports. If you request the reports prior to the end of a period, the reports will reflect the values period to date. If you request the reports anytime after a period is closed the reports will reflect the values through the end of that period.

If reports have been printed for the end of a period and then the period was reopened and adjustments made, these reports need to be run again to insure that a current version is printed.

Print A/R Aging: "Y" or "N". Executing the aging will display the "Enter Aging Criteria" prompt for the entry of values that control how the aging is derived and printed.

Print Receivable Set Summary: "Y" or "N". The "Receivable Set Summary" report is a list of Item Sets listing the summary amounts posted to this period. It prints the total amount added to A/R for the period and can be used as part of the audit trail. Click here for example of report

Print Bank Deposit Summary: "Y" or "N". The "Bank Deposit Summary" report is a list of Bank Deposits and their total amounts posted to this period. It prints the total amounts applied and adjustments made to A/R for the period and can be used as part of the audit trail. Click here for example of report

Print Period Payment Summary: "Y" or "N". The "Period Payment Summary" report is a list of customer payments and their total amounts posted to this period. It prints the total amounts applied and adjustments made to A/R for the period.Non A/R amounts are printed at the beginning of the report. Click here for example of report

Print A/R Summary Journal: "Y" or "N". The "A/R Summary Journal" report is a list by General Ledger Account Number of all Journal Entry summary amounts posted to each General Ledger Account for the period. It prints the total amounts for each General Ledger Account. Click here for example of report

Print A/R Detail Journal: "Y" or "N". The "A/R Detail Journal" report is a list by General Ledger Account Number of all Journal Entry summary amounts posted to each General Ledger Account for the period. On this report each Journal Entry amount is detailed by recievable item to which it applies. It prints the total amounts for each General Ledger Account and Journal Entry Amount. This can produce a very large report and should only be used when necessary. Click here for example of report

Print Customer Statements: "Y" or "N". This option should only be used when running statements by cycle is not used. This option will print customer statements as of the date of the period being closed.

Output Queue: Enter the name of the output queue to which the reports are to be directed. If nothing is entered, the reports will be directed to the default queue associated with the user's job.

Job Queue: Enter the name of the job queue from which the execution of the job is to be directed. If nothing is entered, the reports will be directed to the default queue associated with the user's job.

Enter Aging Criteria

This display is used to enter the criteria to be used for generating an aging report. There is no requirement that any of the agin be printed. It is available for individual audit purposes.

The aging may be printed at any time. The aging will always reflect the values through the effective date of the report. Transactions dated after the effective date of the report and Item Sets or Bank Deposit not posted will not be reflected on the report.

If an aging has been printed for the end of a period and then the period was reopened and adjustments made, the aging should be run again to insure the printed version is current.

When you have finished entering the aging criteria, press the "ENTER" key.

These values determine the formatting and sequencing of the report but do not limit the items that print on the report.

Effective Date: This date determines which transactions are include when generating the report. Transactions with dates after the effective date will be ignored.

Days Per Aging Period: This value determines the aging spread on the report. There are eight aging periods to the spread on the report. The first aging period always contains the items with the most future due dates. The last aging period always contains the items with the most past due dates. The other six columns contains items based on the number of Days Per Aging Period. If the the Days Per Aging Period is 7, then the other aging periods on the report will be 7 days apart based around the effective date.

Aging Period as Current: Enter a value from 1 to 8 in this field This value determines which of the eight periods of aging spread on the report is considered the current period. The current period contains items which are not past due as of the effective date and are within the number of days defined by the Days Per Aging Period value.

Age Credits: Enter a "Y" or "N". This value determines how items with credit balances are aged on the report. The effect of aging credits, in most cases, is to create aging balances which are more past due than than if credits are not aged.

When credits are not aged, they are accumulated for each account and prior to printing the account aging balances, these balances are reduced by applying the total credits to the oldest aging period balances for the customer. This results in the aging appearing more current. This is based on the assumption that the customer has not paid the oldest items because there are credits to cover them.

Report Sequence Code: Enter "$", "A", "N", "S" or 'T". This value determines the how the customer accounts on the report are sequenced. "$" will list the accounts in descending order by account balance. "A" will list the accounts in aphabetical order. "N" will list the accounts in account number order. "S" will group the accounts on the report by sales rep and then list the accounts in alphabetical order within the sales rep. "T" will group the accounts on the report by sales rep and then list the accounts in account number order within the sales rep.

Report Detail Code: Enter "D", "S", or 'T". This value determines the level of detail printed on the report. "D" produces a report which lists all of the unpaid items for each account printed on the report. "S" produces a report which prints only summary totals for each account without item detail. "T" produces a report which only shows total on the report. No customer summaries or items are printed.

Print Comments: Enter "Y" or 'N". This value determines the whether or not related comments are printed on the report. "Y" will print comments on the report and "N" will suppress the comments. Comments are printed related to Customer Credit, Receivable Items and related partial payments.

Aging Account Type: Enter "S" or "C". "S" indicates that the customer accounts used for the report should be accounts that are used for statements. This will produce an aging that matches statements. This options will normally produce a slightly larger report. "C" indicates that the credit customer accounts should be used.

Select: This lower section of options is used in combination with each other to limit the accounts or items that appear on the aging.

Past Due Period to Print: This option will allow you to limit the report to accounts that are one or more periods past due. The number of days per period is determined by Days Per Aging Period above. All accounts past due by the requested period or more are selected for the aging report.

Facility Number: When Receivable Items are imported or entered into the Accounts Receivable System, they may or may not contain a facility number or code. When a Facility Number is entered here, only items with a matching facility number are selected for the aging report.

Account Manager Code: When an Account Manager Code is entered here, only accounts with a matching Account Manager Code are selected for the aging report.

Account Class Code: When an Account Class Code is entered here, only accounts with a matching Account Class Code are selected for the aging report.

Account Sales Rep Code: When an Account Sales Rep Code is entered here, only accounts with a matching Account Sales Rep Code are selected for the aging report.

Statement Cycle Code: When an Statement Cycle Code is entered here, only accounts with a matching Statement Cycle Code are selected for the aging report.

Acct Days Per Aging Period: When a value is entered here, only accounts with a matching Acct Days Per Aging Period are selected for the aging report.

Minimum Balance: When a value is entered here, only accounts having a balance owed equal to or greater than this value are selected for the aging report.