Customers

Accounts Receivable

The Accounts Receivable module is designed to track money owed by customers as well as sales history.  Invoicing, cash receipts, and credits to accounts are entered in the A/R module or posted to the A/R module by other modules.  Customer aging reports, statements and invoices are all printed from A/R. Additionally, a large variety of sales history reports are generated from invoice data to analyze sales trends for items, date ranges, salespersons, and customers.

Transactions and Audit Trails

Once a transaction has been processed in the A/R module it cannot be changed.  Invoices, credit and debit memos become a permanent part of the customer’s account.  If a document is entered incorrectly, it can be adjusted with an offsetting entry.  For example, if an invoice should be $90 and was incorrectly entered for $100, a credit memo needs to be entered, processed and applied to the invoice.

This creates a tight audit trail that allows viewing of a customer’s account in detail to determine how the customer’s balance was arrived at.  All documents in the A/R module are applied to at least one other document.  In the case of invoices, they are simply applied to themselves.  Credit and debit memos can also be applied to themselves, which makes them unapplied and available to be used against an invoice.  The balance of an invoice is computed by adding the invoice total to the amounts of all other documents that are applied to the invoice. This is best demonstrated on the History tab of the Customer Account Inquiry screen.

Cash receipts can be applied to multiple documents; this allows a single check to pay multiple invoices.

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Enter/Edit Customers

When you need to enter a new customer or edit an existing one you will go to the Enter/Edit Customer screen.  It is here that customer data is entered and modified and information such as name, address, phone number as well as default terms, shipping methods and contact information are entered.  Additionally, the sales tax authority, options to create and print statements, email distribution setup for invoices and Statements, and finance charges are set on this screen.

AR > Customers >Enter Edit Customers

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Above is an example of a customer that has already been set up.  For the remainder of this section we will outline the functions of each setup box and how it affects TRX Enterprise™.

• Customer Template - Once you click "Add Customer", this field appears. Customer templates can be setup in the AR Special functions menu and they allow you to create different default sets for different types of customers. By pressing F9, you can chose between the templates that you have already set up.  Use of templates is optional. If you choose not to use them, you only have to tab through to start creating the customer.
• Customer Number - If you aren't creating a new customer, this field is used to search for an existing customer. If this is a new customer, it is either manually entered or auto-populated based on your AR Setup.
• Active - Check this box to make this an active customer.  Transactions may not be entered for inactive customers.

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• First Name - If the customer is an actual person, enter their first name
• Last Name - If the customer is an actual person, enter their last name
• Customer Type - Customer Type allows you to set defaults for FOB and AR Account, and you can use them to comprehensively track your sales. It is common to break out customers by wholesale vs. retail vs. employees, etc…
• Company - If the customer is a company, enter the company name

Note: A customer must have at least one name or a company name, but it is not mandatory for all three to be filled out.

• EIN/SSN - This is the taxpayer identification number of the customer
• Credit Limit - This is the limit of credit extended to the customer.  If the customer cannot have any credit, enter zero.  Leave this blank for unlimited credit.  If there is a default credit limit declared in AR Setup, it will automatically populate in.
• Price Level - Price levels are used with our Price Rules to create pricing based on a Tiered system.
• Customer Start Date - The date the Customer started working with you. Entering through defaults to today's date.
• Terms - These are the default terms to use on all orders and A/R documents (invoices, credit and debit memos). The terms on orders can be locked on the Order Entry setup to prevent Order Entry users from changing the terms to something other than what is entered here.
• Taxable - First there is a checkbox to denote if the customer is charged sales tax.  Enter a sales tax authority or Press F9 for list of options.  For more information, see the section on sales tax
• Tax Exempt Number - If the customer is exempt from sales tax, enter the tax exemption number here.  Uncheck the taxable checkbox.
• Exempt Date - The Date they qualify as Exempt
• AR Account - This is the default A/R GL account to use for all A/R documents (invoices, credit and debit memos).
• Default Ship to - This is the number of the contact to use as the default contact for all shipping. You need to enter the contacts before entering this field.
• Default Bill to - This is the contact to use as the default for all billing.  Enter the contacts before entering this field.
  
• POS Disc % - The default discount given for the Customer at POS.

Customer Entry/Query – Default Set Up

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• Territory - This is the sales territory where the customer should be assigned.  Sales reports can be printed by territory to determine the territories with most or least sales.
• Source - This is the source or the way in which first contact with the customer was made.  By tracking the source of customers, sales reports can be printed to determine which methods of customer attraction work best.
• Salesperson – If this customer has a default sales person attached to it you can declare it here.
• Preferred Shipping - This is a Ship Via code and is the customer has preferred method of shipping items from sales orders.  It is used as a default value on all sales orders for the customer.
• FOB - This is an FOB code and is used as a default value for all sales orders for this customer.
• Warehouse - This is a warehouse from the Inventory module.  It indicates the default warehouse for items on sales orders for this customer.
• Order Priority - This is the default priority level to assign to all sales orders for this customer.  Options are High, Medium, and Low.
• Accept POS Checks - Check this box to allow the acceptance of checks from this customer on the POS Sales screen. Uncheck this box to prevent check acceptance on the POS screen. (This does not prevent accepting checks as part of the cash receipts process in A/R)
• Special Tax Exemption - This is part of setting up our special tax function. It marks this customer as being eligible for exemption and only works in conjunction with our special tax feature.
• Print AR Statements - Check this box to allow the creation of statements for this customer’s account (some customers may not wish to receive statements).
• Suppress Invoices - Checking this box will prevent invoices for this customer from being included in order invoice printing.
• Allow Over shipping - Checking this box allows items from sales orders to be shipped in excess of the quantity ordered.
• Allow Partial Invoice on Order - This is the default value for sales orders entered for a customer.  Normally, orders are invoiced as they are shipped.  Restrict the invoicing process to provide only one invoice after shipping the entire order by unchecking this box.
• Print Price On Packing Slip – Some customers use the packing slip as a kind of Proforma invoice by having the prices print on the slip.
• EDI Invoice - Checking this will allow this Customer to be used with our EDI function.

Customer Entry/Query Finance Tab

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• Finance Charge - Check this box to calculate finance charges on statements for the customer.  Enter the percentage to be charged in the percent box this is a monthly charge so 1.5% = 18% a year.
• Finance Percent – The percent used when calculating Finance Charges.
• Last Finance Charge Date – This is the last date that a finance charge was calculated.
• Credit limit - This is the dollar value that the Customer could not exceed before their orders go on hold.
• AR Hold Days - This is the amount of days an invoice can be overdue before the Customer's account is put on hold.

Customer Entry/Query - User Defined

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The Misc. tab contains any user defined flex fields that may have been defined on the Order Entry Setup screen as well as Salespersons, Layers, and Invoice Terms & Conditions.  It also contains a customer specific field for terms and conditions on invoices.

• Salesperson - The salesperson you want partial credit for
• Comm % - The Commission percentage you want this Salesperson to have. The total of all salespersons can not equal over 100%.
• Flex Fields - Up to 5 flex fields can be defined.  The value entered in each field is determined by how the user wants the fields used or defined.
• Layering - If you are using the Customer Layering feature, you can use these fields to set which Chain, Franchise, Region, Area, etc. (Customer Layers are all user defined)
• Invoice T & C - There is fine print at the bottom of invoices.  A default value for this fine print is set up on Order Entry Setup.  A default value can be overridden for a specific customer by entering up to 500 characters in this field.  This value will print only on invoices for that customer.

It is possible to have multiple salespersons assigned to a customer. This feature must be turned on using the Order Entry setup screen. Each of the salespersons will then receive commission for sales orders to this customer. For each salesperson you indicate the percentage of the commission to be paid to the individual salesperson. This should not be confused with commission percent, which is used to calculate the commission on a sales order. In the above example, Ron Fox will receive 20% of the commissions on sales orders to this customer.  (Not a 20% commission) The actual percentage used to calculate commissions on orders is set on the Salesperson Entry/Query screen.

Customer Entry/Query - Alerts

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Customer alerts pop up when a customer number is entered on one of several screens. Alerts are a great way to remind users of specific issues regarding a customer.  For example an alert might let users know a customer only receives shipments on certain days of the week. An alert can be created to display a message indicating checks should not be accepted from the customer in POS. This can be used in addition on the Accept Checks on POS checkbox to help remind POS users that checks are not accepted from a customer.

• Display Sequence - This field will set the order the alerts are displayed in. It is a numeric field, so you would just put in 1, 2, 3, 4, etc. to set the order.
• Order Entry - When this is checked, the alert will show up when entering an Order under the ORD module.
• A/R Invoicing - When this is checked, the alert will show up when creating an Invoice.
• Cash Receipts - When this is checked, the alert will show up when entering Cash Receipts.
• POS - When this is checked, the alert will show up when entering POS Orders.
• Start and End Dates - Alerts can also be set to display only during a particular time frame. If the start and end dates are left blank, the alert is displayed at all times. 
• Color - The Color selection drop down allows you to change the background of the alert message.  More important alerts can be colored red
• Alert Message - This field is where you enter your Alert Message

Create as many alerts per customer as necessary. If more than one alert is to be displayed on a specific screen, the display sequence controls which alert is displayed first. Alerts will be displayed from lowest to highest display sequence.

Alerts can be up to 500 characters. Double-click on the Alert Message field to edit the entire message.

Customer Entry/Query – Notes

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The Notes tab on the Customer enter/query screen is where you can place notes that will travel with this customer. You will be able to see when they were created and from which department they originated. You can check the public box so that all may see them. However, if the notes are only for you, they will only show up when it is your user ID or the Enterprise user that is accessing the record. Certain reports will report the notes that are public.

Query Customers

The query customer screen may look like it is exactly the same as the Enter/Query customer screen. That is because it is, with a few major exceptions.  One of the major tenants of TRX enterprise is control, we spent copious amounts of time and effort establishing an audit trail and permissions set that would not let those that should not be making changes, make changes. This screen exemplifies that, it allows you to assign many users the ability to see customer data in the query screen, but a smaller subset will have the ability to change data by having access to the customer entry edit screen. You should notice the Pencil with a no access sign icon on the tool bar. If you have access to the customer Entry/query screen where changes can be made, you can press this icon and you will be taken to that green screen.  Those without permission will not. This screen has the exact same information as the Customer Edit/Query green screen.

Please see the Enter/Edit Customer section for details on the fields.

AR > Customers > Customer Query

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Print Customer Statements

Customer statements can be printed for any or all customers. The statement shows each outstanding document with a balance on the date of the statement. Also a user can choose to have deposits and credits print on customer statements. Statements for customers with a zero balance will not print.

AR > Customers > Print Customer Statements

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 To Print Customer Statements

1. Go to AR > Customers > Print Customer Statements
2. Enter the criteria for the statements to be printed.

• • Project Number – You can print by Project by entering a project number here. Leave blank to print all.
  • Start and End Customer – You can print one customer at a time, declare a range, or leave blank to print all
  • Starting and Ending Customer type – You can print statements by range of customer types, or leave blank to print all.
  • Statement Date – As of date of the statement. It can be printed "as of" any historical date and you will get a statement current as of that time period.
  • Sort Statement By – Defines how the statements should be ordered when printing batches (Customer name, number or Sales Person)
  • Sort Documents By – Defines how the individual documents on the statement will sort out (Document, Transaction Date)
  • Exclude Customers with a Credit Balance – If this box is checked and you are printing a range of customers, those with a credit balance will not print out.
  • Exclude credits from statement details and balances – If this box is checked and the customer has a credit on their account, it will not print on the report or be included in balances
  • Include Order Deposits in statement details – If this box is checked, a customer's deposits will be included on the statement

1. Click on the Print or save icons on the toolbar. 

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Print Invoices

The print Customer Invoice screen is a means of batch printing all of a customer's invoices by date range. 

AR > Customers > Print Invoices

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• Customers – Choose the customer that you would like to print invoices for. Use F9 to look one up.
• Start and End Date – You can print invoices for one day, declare a range, or leave blank to print all invoices
• Reprint Documents - If an Invoice(s) were previously printed and the user said "Yes" it/they had printed successfully, you will need to check this box to have the document(s) print.
• Include – the invoice types that you would like in your print run.  (Unpaid, Paid, All)

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AR Inquiry

The AR Inquiry is where you will find our blue query screens for Accounts Receivable. One of the basic tenants of TRX Enterprise is control, we allow for safe guards to make sure that those who should not be making changes are not making changes. One of the ways we do this is through query screens; these are screens that contain the exact same information as the regular entry/edit screens but can only be viewed and not edited.

 The AR Inquiry menu has many of these screens grouped together for easy access:

• Customer Account Query
• Customer PO Query
• Invoice Query
• Credit/Debit Memo Query
• Cash Receipts Query
  

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Customer PO Query

Some users will elect to set the “Customer PO Required” option in the order module setup. When this is done every order will be required to have a customer’s PO attached to it. When a Customer calls, they may know their PO number. In this case, the Customer PO Query screen will allow you to quickly find their order.

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There are three ways to look up a customer’s order from this screen:

1. Enter the customers number – any purchase orders from this customer will be populated in the fields below
2. Enter the customer PO number – If you know the customers PO number you may type in the query field and a list of all PO is with that number and the customer will appear below.
3. Enter a customer number and PO number – If all information is known and entered, you will be presented with an exact match.

Once you know the customer PO and customer that you are looking for, you only need to double click on any of the three fields to be taken the document's query screen.

Invoice Query

• Invoice Number (Main tab)
• Date (Main tab)
• Customer (Main tab)
• Customer PO (Misc tab)
• Terms (Main tab)
• AR Account (Main tab)
• Tax Authority (Main tab)
• Order # (Main tab)
• Project Number (Main tab)
• Taker ID (Misc tab)
• Salesperson (Misc tab)
• Bill To (Misc tab)
• Ship To (Misc tab)

Invoice Inquiry – Profit tab

On the invoice inquiry screen you can get a mini-profit analysis of the order by going to the profit tab. Line item amounts and costs; margin amounts and percent; and if there was any shipping and tax included - all show in this little screen.  If there is a problem on your job commissions this is the place to look for answers.

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Miscellaneous Tab

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The miscellaneous tab will show any Comments that are on the order, the Ship To and Bill To addresses, the User ID that created the invoice, Branch (if turned on), Taker ID, Salesperson, Customer PO, and any flex fields from the order.

AR Inquiry – Notes

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The Notes tab on the Invoice inquiry screen is where you can place notes that will travel with this invoice. This is the only function that can be changed from within a blue query screen.  You will be able to see when they were created and from which department they originated.  You can check the public box so that all may see them, however if the notes are only for you they will only show up when it is your user ID or the Enterprise user that is accessing the record. Certain reports will report the notes that are public. 

Credit/Debit Memo Query

• Document (Main tab)
• Type (Main tab)
• Date (Main tab)
• Customer (Main tab)
• Customer PO (Main tab)
• Apply To (even though it is a dark gray field, we do allow you to enter a document number - Main tab)
• RMA Number (Main tab)
• RMA Order Number (Main tab)
• Tax Authority (Main tab)
• Net Amount (Main tab)
• Ship Amount/Cost (Main tab)
• Install Amount/Cost (Main tab)
• Bill To (Misc tab)
• Ship To (Misc tab)
• Terms (Misc tab)
• Comments (Misc tab)
• CDM Reason (Misc tab)
• Branch (if turned on, Misc tab)
• Project # (Misc tab)
• Taker ID (Misc tab)
• Salesperson (Misc tab)

Memo Query - Miscellaneous Tab

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The miscellaneous tab on the memo query screen will show information that is pertinent to the memos creation. 

• Bill to – The contact number of the Bill To address
• Ship to – The contact number of the Ship To address
• Discount Date – Discount date of the terms
• Due Date – Due date as defined by the terms
• Terms -  Terms of the memo or document the memo adjusted
• Comments – Any comments that were entered on the Memo
• User ID – The user ID that created the memo
• CDM Reason - The reason an RMA was created and required this Credit
• Project # - The Project # this Credit/Debit is applied to
• Taker ID - The taker ID taken either from the previous document you are applying the Credit/Debit to, or from the User's setup
• Salesperson - The salesperson effected by the Memo
• Project Advanced billing credit – If this check box is checked the memo will be affecting an advanced billing on a project. This is required if you are attempting to bring down the balance of an existing advance bill
• Project AIA Billing Credit - If this check box is checked the memo will be affecting an AIA Bill on a Project. This is required if you attempting to bring down the balance of an existing AIA Bill

 Memo Query - Notes

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The Notes tab on the Credit/Debit Memo Query screen is where you can place notes that will travel with this memo. This is the only function that can be changed from within a blue query screen. You will be able to see when they were created and from which department they originated. You can check the public box so that all may see them. However, if the notes are only for you, they will only show up when it is your user ID or the Enterprise user that is accessing the record. Certain reports will report the notes that are public.

Details – Qty and Prices

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The details section of the Memo Query will list the actual line items that are on the memo that you are researching. The line item and quantity are listed as a static field through the multiple tabs. The quantity and prices tab will list the GL accounts and description of the accounts that the Memo effects, whether the line was taxable, and the unit and extended price of the line item.

Details – Comments

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Through this screen you could view any comments that were entered on the line item and see if they were checked to print on the memo.

Memo Details – Costs

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If there were any costs associated with the memo that was created they will show on the costs tab. The costs will adjust based on your inventory cost setup - if you are using a LIFO inventory it will be the LIFO cost.

Memo Details - Commissions

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If commissions were affected by the memo you would be able to see how by viewing the commissions tab on the memo query.  The method of calculation is a default setup in AR setup.

Cash Receipt Query

Searchable fields on this screen include:

• Check #
• Check Date
• Customer
• Date
• Deposit Date
• Check Amount
• Bank
• Credits Applied
• Description
• Cash Applied (Even though it is a gray field, you can enter information for searches here)
• Userid (Even though it is a gray field, you can enter information for searches here)
• Terms

Any cash receipts matching your criteria will be displayed, one at a time.  Use the blue scroll icons on the navigation tool bar or the arrow keys on your keyboard to find a specific check. 

Transaction Processing

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Invoice Entry

The Accounts Receivable Invoice Entry screen allows creation of customer invoices for non-stocked inventory items or anything other than stocked inventory.  Entered invoices must be processed using the Process AR Transactions screen on the A/R Transactions submenu.  Examples of the use of the AR Invoices are the recurring invoices for leasing and payment plans

AR > Transaction Processing > Enter New Invoices

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To Enter an Invoice

1)    Go to AR > Transaction Processing > Enter New Invoices

2)    Enter the Invoice header information:

• Invoice Date - This is the date of the invoice.  All due dates and discount dates are computed using this date and the terms code that is selected.  This also controls the posting date to the General Ledger.  Press F9 to display a calendar to select the invoice date or tab through to select the current date.
• Invoice # - This is the number of the invoice.  Invoice numbering is automatic and this value is already entered in most cases.
• Customer - This is the customer number of the specific customer to invoice.  The user can press F9 to open the Customer Find window to search for the customer to invoice.  The customer selected will provide defaults for Terms, A/R account, and Salesperson.

• Customer PO - The user may use up to 30 characters representing the customer’s purchase order number, whether or not this is a required field is controlled through company setup.
• Terms - These are the terms used to calculate the due and discount dates of the invoice.  The dates are calculated based on the Invoice Date.  The default value is supplied from the customer information or press F9 to display a list of valid Terms.  These terms are defined in the AR > Special Functions Menu.
• A/R Account - This is the General Ledger account to debit for the total of the invoice.  Open the Account Find screen by pressing F9.  It will default to the customers default AR account.  Only General Ledger accounts designated as an A/R sub ledger account can be entered here.  If you are using the Branch Management System this AR account will define which branch the customer belongs and posts to.
• Tax Authority - This is the sales tax authority that has jurisdiction for this sale.  The tax table set up for the tax authority is then used to calculate the amount of sales tax for the invoice.  A list of valid Tax Authorities can be displayed by pressing F9.
• Salesperson - This is the salesperson that should receive commission for the sale.  Press F9 to display a list of active salespersons.  Only active salespersons can be entered.  This information will default into the field from customer set up.
• Disc Date - This is the result of a calculation using the Invoice Date and the terms code.  It represents the latest date the customer is allowed to take advantage of a cash discount, if any.
• Due Date - This is the result of a calculation using the Invoice Date and the terms code.  It represents the latest date the customer is allowed to pay the invoice in full.  If the invoice is not paid by this date, it is overdue and will display on aging reports.
• Taxable Amount - This is a calculated field showing the total amount of sales subject to sales tax on this invoice.
• Net Amount - This is the total of all items sold on the invoice.  This amount does not include sales tax.
• Ship amount – If there is a shipping charge that needs to enter to this invoice you can enter in the shipping amount box.
• Tax Amount - The amount of sales tax to collect and remit to the tax authority for this invoice.
• Total - This is the total amount of the invoice.  This is the amount the customer is expected to pay.

Note:  You will be taken to the miscellaneous screen as soon as you tab/enter through the shipping field.  As with all of TRX it is important that you use the Tab or enter button to navigate, do not use your mouse to click around. 

Miscellaneous Header Information

The Misc. tab of the invoice allows you to specify a Bill To and Ship to contact for the invoice as well as comments.

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• Bill to - This is the customer contact that should receive the invoice.  The customer’s default billing contact will be automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a billing contact in the customer set up screen n be entered.
• Ship To -This is the customer contact that will receive the goods or services specified on the invoice.  The customer’s default shipping contact will be automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a shipping contact in the customer setup screen can be entered.  The shipping contact tax authority will be the tax rate that the invoice is figured at.
• Comments - Enter any comments on the invoice up to 500 characters.

Notes

Each invoice can have notes entered.  The notes are to be used by TRX Enterprise users and are only printed on the Customer Aging report when requested. Each note, which can be up to 2000 characters, is saved with the date, time and user who entered the note. Notes are normally public, which means other users can see and read, but not change the note. Only the user who entered the note can change a note. If a note is not public, then only the user that entered the note can see the note.

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The notes tab of the Invoice Entry screen allows entry of notes about the invoice.  The notes tab of the Invoice Query screen can also be used to add and view notes on the invoice.

Invoice Detail

The detail lines of the invoice indicate what items or services were sold as well as the quantity, price, General Ledger accounts, UOM, Taxability and any discounts. Invoice totals are calculated from these lines.

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After entering the header information, the cursor will move to the first detail line. Enter as many line items as needed. As the user enters the lines, the invoice totals will automatically recalculate.  The user should click on the Save button on the toolbar when all lines have been entered.

• Qty -This is the quantity of the item or service. It will default to 1.
• Item -Enter a non-stocked inventory item or leave it blank. The Sales Account will need to be entered if the field is blank.
• Description -This is the item description. Enter up to 100 characters. An additional 500 characters can be entered on the comment section of the line if more space is needed.
• Sales Account -This is the General Ledger account to credit for the sale. Only General Ledger accounts designated as a sales account can be entered. Press F9 to open the Account Find screen.
• Unit - This is the unit of measure up to 10 characters.
• Discount - This is the dollar amount of any discount to apply to the unit price. If there are any price rules defined for the item that would affect this sale, they will automatically calculate a discount amount.
• Tax - A checkbox denoting if this item is subject to sales tax. If the item is a non-stocked inventory item, this will default in from the item.
• Unit Price -This is the unit price of the item/service being sold. If the item is a non-stocked inventory item, this is the item’s selling price.  The unit price is automatically adjusted for any price rules in affect for this sale.  The price can be changed to any value.  Changing the quantity or item will cause the price to be recalculated.

• Cost - This is the unit cost of the item being sold.  It is used to calculate the margin amount and margin percent. If a non-stocked inventory item is entered, the cost of the item at the Inventory default warehouse is used.  Otherwise a cost needs to be entered.
• Commission Calculation - This is the formula used to calculate the commission for this line item. Its default value is from the Order Entry setup screen. See the section on Calculations and Formulas for details on the different commission calculations.
• GM Modifier - This is used when using the Adjusted Gross Margin Commission Calculation. Normally it is left at zero. . See the section on Calculations and Formulas for details on the GM Modifier and how it is used.
• Commission % - This is the percentage to use when calculating the commission for this line item. It defaults to the commission percentage of the salesperson on the invoice.
• Comments - Up to 500 characters can be entered for a comment on each line item.
• Print On Invoice - Check this box, if the comment for the line item is to be printed on the invoice.

Costs and Commissions

Costs and commissions are entered on their respective tabs.  If the item is a non-stocked inventory, the cost is taken from the warehouse information on the item.  The default warehouse identified on the Inventory Setup screen is used to determine the warehouse.  If the item is non-inventory item, a cost needs to be entered.  The margins are then calculated based on the unit price and cost.

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The commission is calculated based on the default commission calculation formula on the Order Entry setup screen.  The percentage used is taken from the salespersons information.  Calculate the commission differently by changing the Commission Calculation Drop down list of the Commissions tab.

Debit Credit Memo Entry

Debit and credit memos allow adjustment to the balance of an invoice and ultimately the customer’s account balance.  It also provides an audit trail that shows modifications made to invoices and accounts.

AR > Process Transactions > Debit/Credit Memo Entry

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Credit memos are issued to reduce the balance of an invoice.  If there is no open invoice on a customer’s account, a credit memo that can be issued and applied later to an invoice through the cash receipts screen (see the zero dollar check information in the cash receipts section).

Debit memos are used to increase the balance of an invoice or customer account.  These are not used as often as credit memos.  Typically, if an invoice is used to charge a customer for other miscellaneous charges, an invoice is used.  Debits can be applied to open invoices or simply entered as an open debit memo that is later paid through a cash receipt.

Entering credit and debit memos -header information

Go to AR > AR Transaction Processing > Debit/Credit Memo Entry

Enter the credit or debit memo information as described in the table below.  Debit and credit memo entry is similar to entering invoices with one notable exception.  The user will enter the total amount of the credit or debit that gets discounted as part of the header information.  The detail lines must add up to this total or the document will not be saved

• Type - Choose either a debit or credit memo.
• Date - This is the date of the document.  It also controls the date of the change to the customer’s account for aging purposes and controls the date of the posting to the General Ledger.
• Document - This is the number of the document.  If the A/R Setup is set to automatically number documents, this field is automatically filled in and is skipped.
• Customer - This is the customer number of the customer’s account being modified with the debit or credit.
• Apply To - For credit memos, this is the invoice or debit memo to apply the credit against.  For debit memos, this is the invoice or credit memo to apply the debit against.  This field can be left blank to enter an open credit or debit memo, which is then later applied to an invoice or is paid via cash receipt.

Note: Only processed documents can be entered here.  If an invoice is entered and not yet processed, no credit or debit can be applied against it.

• RMA Number - Use this field to enter a credit memo for a customer RMA.  Enter the RMA number, press tab and the credit memo will be filled in automatically based on the information in the RMA number.  Only RMA’s that are created from sales orders can be used.  Use F9 for a list of RMA's that are for that customer.
• A/R Account - This is the General Ledger account to debit for the total of the invoice.  Press F9 to open the Account Find screen.  It will default to the customers default AR account.  Only General Ledger accounts designated as an A/R sub ledger account can be entered here.
• Tax Authority - This is the sales tax authority that has jurisdiction for this sale.  The tax table set up for the tax authority is then used to calculate the amount of sales tax for the invoice.  The user can press F9 to display a list of valid Tax Authorities.
• Customer PO - This is the customer’s purchase order number, if any
• Net Amount - This is the amount of the credit memo.  The detail lines of the credit must add up to this amount.
• Shipping - If any of the credit memos are for shipping charges enter them here.  When the document is processed, this amount will be posted to the Freight Account identified on the Order Entry setup screen.  This amount is added to the Net Amount for the total of the credit memo.
• Shipping cost - If there is a shipping cost that is getting reversed with the shipping charge you can enter it here and it will update the appropriate GL accounts.
• Tax - Check the box if the shipping is taxable.
• Tax Amount -  The tax amount that is being reversed
• Total – Total of the Credit or Debit memo that is being created

• Taxable Amount – the amount of the Credit/Debit memo that is Taxable
• Undistributed amount – comparison of the Memo amount entered in the header information to the total of the amount entered into the line detail section.  This amount has to be zero for the Memo to be saved and processed.
• Finance charge – If this credit memo is a finance charge you will need to check the finance charge box. 
• Pay commissions – If a commission needs to be adjusted due to this memo you will check this check box.

Click on the Save icon on the toolbar and process the credit memo using the Process AR Transactions screen

Note:  You will be taken to the miscellaneous screen as soon as you tab/enter through the shipping field.  As with all of TRX it is important that you use the Tab or enter button to navigate, do not use your mouse to click around.

Miscellaneous Header Information

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The Misc. tab of the document allows you to specify a Bill To, Ship To, Salesperson, Terms and if applicable, Project # for the document and if it should be applied to an Advanced Project Billing as well as comments.

• Bill to - This is the customer contact that should receive the document.  The customer’s default billing contact is automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a billing contact can be entered.
• Ship To - This is the customer contact that will receive the goods or services specified on the document.  The customer’s default shipping contact is automatically entered.  Press F9 to search for other contacts for this customer.  Only contacts designated as a shipping contact can be entered. 
• Salesperson - This is the salesperson that should receive a commission for the document.  The user can press F9 to display a list of active salespeople.  Only active salespersons can be entered.
• Comments - Enter any comments on the invoice up to 500 characters.
• Project # - If the Memo is to be applied to a project this box is used to specify which project that would be.  This does not affect any advanced billings on the project.

• Apply Projects Advance Billing credit – check if this memo will be applied to a project’s advance bill

Notes

Each credit or debit memo can have notes entered.  The notes are to be used by TRX Enterprise users and are only printed on the Customer Aging report when requested.  Each note, which can be up to 2000 characters, is recorded with the date, time and user who entered the note.  Notes are normally public, which means other users can see and read, but not change the note.  Only the user who entered the note can edit a note.  If a note is not public, then only the user that entered the note can see the note.

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The notes tab of the Debit/Credit Memo Entry screen allows you to enter notes about the document.  Use the notes tab of the Debit/Credit Memo Query screen to add and view notes on the document.

Debit and Credit Memo Detail

The detail lines of the credit or debit memo indicate what items or services are being credited or debited as well as the Quantity, Price, General Ledger accounts, and any discounts.  Document totals are then calculated from these lines.

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After entering the header information, the cursor will move to the first detail line.  Enter as many line items as needed.  The document totals will automatically recalculate as lines are entered.  When all lines have been entered, click on the Save button on the toolbar

• Qty - This is the quantity of the item or service.  It will default to 1.
• Item - Enter a non-stocked inventory item or leave it blank.  The Sales Account will need to be entered if quantity is blank.
• Description - This is the item description.  Enter up to 100 characters.  An additional 500 characters can be entered on the comment section of the line.
• Sales Account - This is the General Ledger account to be affected by the credit or debit.  Only General Ledger accounts designated as a sales account can be entered.  You can Press F9 to open the Account Find screen.
• Tax - A checkbox denoting if this item is subject to sales tax, if the item is a non-stocked inventory item, this will default in from the item.
• Unit Price - This is the unit price of the item/service being sold.  If the item is a non-stocked inventory item, this is the item’s selling price.  The price can be changed to any value.

Note:  Price rules have no effect on credit or debit memos.

• Cost - This is the unit cost of the item.  It is used to calculate the margin amount and margin percent.  If a non-stocked inventory item was entered, the cost of the item at the Inventory default warehouse is used.  Otherwise a cost needs to be entered.
• Commission Calculation - This is the formula to use to calculate the commission for this line item.  Its default value is from the Order Entry setup screen.  See the section on Calculations and Formulas for details on the different commission calculations.

• GM Modifier - This is used when using the Adjusted Gross Margin Commission Calculation.  Normally it is left at zero.  See the section on Calculations and Formulas for details on the GM Modifier and how it is used.
• Commission % - This is the percentage to use when calculating the commission for this line item.  It defaults to the commission percent of the salesperson on the invoice.
• Comments - The user can enter up to 500 characters for a comment on each line item.
• Print - Check this box, if the comment for the line item is to be printed on the invoice.

Debit Credit Memo Details – Comments

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Through this screen you can add any comments to the line item and check them to print on the memo.  Many times if you have a lengthy description that does not completely fit in the description field, you can continue it on the comments line and mark the comments line to print on Memo.

Debit Credit Memo Details – Costs

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If there were any costs associated with the memo that was created they will show on the costs tab.  The cost basis will adjust based on your inventory cost basis, if you are using a LIFO inventory it will be the LIFO cost.

Debit Credit Memo Details – Commissions

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If commissions were to be affected by the memo you would be able to alter the modifiers on this screen.  The method of calculation is a default setup in AR setup and will default into the screen but can be edited.

Process AR Transactions

The A/R module, like all other financial modules of TRX Enterprise, processes data entry in batch mode.  After all of the entries have been made on the respective entry screens, the documents are processed.  The documents are not available elsewhere in TRX Enterprise™ until they are processed.  Unprocessed documents do not post and may be edited and deleted at will.  Documents cannot be modified or deleted once processed.

AR > Transaction Processing > Process AR Transactions

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To Process AR Documents

Go to AR > Transaction Processing > Process AR Transactions

Enter the parameters that you would like to process

• Starting Document - This is the first document number of the first document to be processed.  Leave blank to select any document number.
• Ending Document - This is the last document to be processed.
• Starting Customer - This is the first customer to process documents for the current run.  Leave blank to use all customers.
• End Customer - This is the last customer to process documents for the current run.
• Document Type - Choose to process Invoices, Debit or Credit memos or choose to process all 3 types of documents at once.

• User ID -Use this field to process only those documents entered by a specific user.  Leave blank to process documents from any user.
• Process recurring invoice – This Check box will allow you to process any recurring invoices that are due or be coming due in the time declared in the menu option below it.
• Use Recurring Invoice Due within the next __ days – This field allow you to call for processing any invoice that will be coming due in the amount of days that you declare.

Click on the Process button.  A report is displayed that can be printed and checked for accuracy before answering Yes to process the transactions.  Remember, once processed, documents cannot be changed.

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Print Invoice

All A/R documents, invoices, debit and credit memos, are printed using the Print Invoices screen.  Once an invoice has been printed, it is marked as having been printed.  This prevents invoices from being printed more than once, unless a reprint is necessary

AR > Transaction Processing > Print Invoice

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To Print A/R Documents

Go to AR > Transaction Processing > Print Invoices

Enter the criteria for the documents to print.

• Starting Document - This is the first document number of the first document to be printed.  Leave blank to select any document number.
• Ending Document - This is the last document to be printed.
• Document Type - Choose to print Invoices, Debit or Credit memos or print all 3 types of documents.
• Order Documents By - Allows sorting of the printed documents by invoice number or order number.
• A/R Subledger - Choose to print only those documents that posted to a specific A/R account or choose all to print documents posting to any A/R sub ledger.

• Userid - Use this field to print only those documents entered and processed by a specific user.  Leave blank to print documents from any user.
• Order Number - Use this field to print invoices created for a specific sales order.  All invoices generated for the sales order will be printed.
• Paper Selection - Choose to print the invoices on blank paper or a pre- printed form.  (Note: Email option is not functional yet, currently being implanted)
• Reprint - If the documents have been previously printed, check this box in order to reprint them.  Leave this unchecked to print all unprinted documents that meet the other criteria you have entered.
• Invoice Copies - The number of copies to print when printing invoices.  If you use a custom invoice that prints multiple copies, this should be left at 1.
• Preview - Check this box to preview invoices on the screen when printing them.  Unchecking this box sends the invoices directly to the printer.
• Printer - This is the print on which to print the invoices.  Leave it blank to use the default printer of the PC from which documents are printing.

Click on the print or save icon on the toolbar to print.

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Reverse – This option will only reverse the invoice and open up the items so that they may be invoiced again.

Reverse and Re-bill with Taxes – This will reverse the current invoice and re-bill it with taxes without having to rma all the items back into inventory.

Reverse and Re-bill without Taxes – This will reverse the current invoice and re-bill it without taxes.

• Original invoice – this the field where you declare which invoice will need to be reversed

• Transaction Date – this will default to the invoice transaction date unless the invoice was created in a period that is now closed.  You cannot reverse and invoice from a closed period, you will have to re-open that period.

• Tax Authority – that is the tax authority that was used on the original invoice.

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The center of the reverse invoice screen will show the amounts of the invoices that you are changing.  The document will fill in from the original invoice you entered above, as well as the date and the original tax authority.  You will have the option of including shipping charges in the reversal by checking the check box.  To the right of the field there will be a net, shipping tax and total amounts of the invoice.

The Reverse Invoice screen is a new addition to AR module this screen was created as an easy way to accomplish some complicated tasks.  This screen automates the process of reversing an invoice, reversing and rebilling with tax and reversing and rebilling without tax. 

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This is the line item detail for the invoice that you will be reversing.  You can place a check by each line item that you would like to reverse.

Enter/Query Recurring Invoice

Recurring invoices are those that are used to bill customers on a regular basis.  The invoice information only needs to be entered once and then when AR transactions are processed, any recurring invoices that need to be processed are included.  (Assuming they include recurring invoice box is checked)  You can specify when to start and stop a recurring invoice and the frequency with which it should be processed.  Recurring invoices should be processed at least once for every general ledger period.

AR > Enter/Query Recurring Invoices

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When entering a recurring invoice, do not enter an invoice number, as it will be generated automatically when it is processed.  Additionally, the invoice date, discount date and due dates are calculated when the recurring invoice is processed.  Recurring invoices will be dated the day on which they are processed.  The terms of the document will determine the discount and due dates based on the invoice date.  After processing a recurring invoice, the next date is automatically calculated based on the frequency.  Stocked inventory items cannot be invoiced as with AR invoices, only non-inventory or non-stocked items are allowed on the detail lines.  These are best used for lease and service contract billing.

To Enter A Recurring Invoice

1. Go to AR > Enter Recurring Invoice
2. Enter the invoice information.
   • Customer - This is the customer number of the specific customer to invoice.  Press F9 to open the Customer Find window to search for the customer to invoice.  The customer selected will provide default values for Terms, A/R account, and Salesperson.
   • Customer PO - Up to 30 characters representing the customer’s purchase order number, if any.
   • Salesperson - This is the salesperson that should receive commission for the sale.  Press F9 to display a list of active salespersons.  Only active salespeople can be entered.
   • Terms - These are the terms used to calculate the due and discount dates of the invoice.  The dates are calculated based on the Invoice Date.  The default value is supplied from the customer information.  The user can press F9 to display a list of valid Terms.
   • A/R Account - This is the General Ledger account to debit for the total of the invoice.  You can press F9 to open the Account Find screen.  It will default to the customers default AR account.  Only General Ledger accounts designated as an A/R subledger account can be entered here.
   • Tax Authority - This is the sales tax authority that has jurisdiction for this sale.  The tax table set up for the tax authority is then used to calculate the amount of sales tax for the invoice.  Press F9 to display a list of valid Tax Authorities.
   • Frequency - This indicates how often a recurring invoice should be processed and applied to the customer’s account.
   • Starts Date - This is the first date on which the recurring invoice should be processed.  It must be today’s date or later
   • End Date - This is the last date to process the recurring invoice.  It must be later than the start date.
   • Next Date - This is the next date the invoice should be processed.  It defaults to the start date so the invoice can be processed immediately.
   • Bill to - This is the customer contact that should receive the document.  The customer’s default billing contact will be automatically entered or press F9 to search for other contacts for this customer.  Only contacts designated as a billing contact can be entered.
   • Ship To - This is the customer contact that will receive the goods or services specified on the document.  The customer’s default shipping contact will be automatically entered or press F9 to search for other contacts for this customer.  Only contacts designated as a shipping contact can be entered.
3. Click on Save.  Use the Process AR Transactions screen to process recurring entries.

 Note:  The following calculated items show on the footer of the invoice screen.  These are not entered directly by the user.

• Taxable Amount - This is a calculated field showing the total amount of sales subject to sales tax on this invoice.
• Net Amount - This is the total of all items sold on the invoice.  This amount does not include sales tax.
• Tax Amount - The amount of sales tax to collect and remit to the tax authority for this invoice.
• Total Invoice - This is the total amount of the invoice.  This is the amount the customer is expected to pay.

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Recurring Invoice Detail Information

• QTY - This is the quantity of the item or service.  It will default to 1.
• Item - Enter a non-stocked inventory item or leave it blank.  If you leave it blank, you will need to enter the Sales Account.
• Description - This is the item description.  Enter up to 100 characters.  An additional 500 characters can be entered on the comment section of the line.
• Sales Account - This is the General Ledger account to be affected by the credit or debit.  Only General Ledger accounts designated as a sales account can be entered.  Press F9 to open the Account Find screen.
• Discount - This is the dollar amount of any discount to apply to the unit price.
• Tax - A checkbox denoting if this item is subject to sales tax.  If the item is a non-stocked inventory item, this will default in from the item.
• Unit Price - This is the unit price of the item/service being sold.  If the item is a non-stocked inventory item, this is the item’s selling price.  The price can be changed to any value.  Price rules have no effect on recurring invoices.

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The comments are where you can enter any verbiage that you would like to display in the comments section.

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• Cost - This is the unit cost of the item.  It is used to calculate the margin amount and margin percent.  If a non-stocked inventory item, the cost of the item at the Inventory default warehouse is used.  Otherwise a cost needs to be entered. 
• Print - Check this box, if the comment for the line item is to be printed on the invoice.

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• Commission Calculation - This is the formula to use to calculate the commission for this line item.  Its default value is from the Order Entry setup screen.  See the section on Calculations and Formulas for details on the different commission calculations.
• GM Modifier - This is used when using the Adjust Gross Margin Commission Calculation.  Normally it is left at zero.  See the section on Calculations and Formulas for details on the GM Modifier and how it is used.
• Commission % - This is the percentage to use when calculating the commission for this line item.  It defaults to the commission percent of the salesperson on the invoice.
• Comments - The user can enter up to 500 characters for a comment on each line item.

Recurring Invoice History

The history of recurring invoices can be viewed by clicking on the H icon on the toolbar.  This will display the usage of the invoice.  A double click on the invoice will open the Invoice Inquiry screen to view the details of the invoice.

All recurring invoices and the usage of each can be viewed on the Log tab

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Deposits

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Enter Customer Deposits

Deposits for sales orders can be received at any time using the Enter Customer Deposits screen.  The sales order must have already been entered and processed.  When a deposit is processed, a non-A/R cash receipt is made via the Banking Module.  The General Ledger entries for deposits are posted to the General Ledger via the Banking module.

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• The cash account is indicated by the bank account used when making the deposit entry.
• The A/R Setup screen specifies the customer deposits account.
• The A/R account is dictated by the A/R account on the invoice.

Deposits are used automatically when the sales order is invoiced.  During the invoicing process, a cash receipt entry is made and applied to the invoice.  The amount of the cash receipt is the greatest of either the invoice amount or deposit amount.  If the deposit is not used completely on the invoice, the balance of the deposit is saved and used on subsequent invoices for the sales order.

Note:  If a deposit has been taken on an order, the order cannot be completed via the will call function in POS.  It must be shipped and invoiced using the Sales Order module.

The cash receipt entry is modified to use the A/R and deposits accounts rather than the normal General Ledger accounts.  A cash receipt entry is used to apply deposits instead of credit memos because credit memos will affect sales figures and the use of deposits should have no affect on sales.  Deposits can be transferred to other sales orders.  A new deposit is made for the new sales order when the original deposit is transferred from the old sales order.  No General Ledger entries or cash deposits are made.  Only the balance of the deposit is transferred.  This allows a deposit for one order to be used for the balance on a 2^nd sales order.

To Enter a Deposit for a Sales Order

Go to AR > Deposits > Enter Customer Deposits.

Enter the information about the deposit.

• Date - This is the date of the receipt of the deposit.  It also identifies the date of posting to the General Ledger via the Banking module.
• Bank - This is the bank account where the funds are deposited.  It also controls the cash account for the General Ledger entries.  Press F9 for a list of bank accounts.  The default bank account setup on the A/R setup screen is used by default.
• Order # - This is the sales order number that receives the deposit.  The user can press F9 for a list of all open sales orders.
• Terms - The Terms indicate the form of payment.  Only cash check, or credit card type terms are allowed.
• Check # - This is the number of the check being received from the customer.
• Deposit Amount - This is the total dollar amount of the deposit.

Click on the process button on the toolbar.  Deposits are an exception to normal processing and are not processed in batch mode.

Note:  Deposits can be viewed for a customer on the Customer Account Inquiry screen as well as the Deposits tab of the Order Query screen.

Order Query Screen

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Customer Account Inquiry

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If verification of the deposit receipt is needed we have the Print Receipts tab on the Deposit screen. 

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The Print Deposit Receipt reports come in three Different Flavors and each can show or hide back orders.  Truth be known they are the same report with a different header but for various reasons one client or another had to have it a certain way.

• Order Acknowledgement Report
• Invoice
• Deposit Report

Note: The deposit receipts invoice is not an AR invoice or official document.  It will not show up in an audit trail and creating one does not take the place of creating a regular AR document.

Deposit Receipt - Invoice

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Deposit Receipt - Receipt

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Deposit Receipt - Order Acknowledgement Report

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Transfer Deposits

Deposits can be transferred to another sales order from the same customer or to the customer’s account in the form of unapplied cash.  Once it is unapplied cash, it can be applied to any open document by entering a zero dollar check on the Cash Receipts Entry screen.

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Transfer Types

1. To Order - Transfers from one Order to another
2. To Account - *This will NOT create a credit document* Transfers amount to the Customers account. It will be available for refunds and transfers to other orders, but 
3. To Credit - Transfers amount to an open Credit on the Customers Account. 

To Transfer a Deposit To Order

1. Go to AR > Deposits | Transfer Deposits tab
2. Choose "To Order" from the transfer type Dropdown
3. Enter the sales order you are transferring to
4. Press enter.  This will display all of the outstanding deposits for the Customers account
5. Enter the transfer amount next to the documents you want to draw from.
6. Click on the Process icon on the toolbar.

To Transfer a Deposit to Account

1. Go to AR > Deposits > Transfer Deposits.
2. Choose "To Account" from the transfer type dropdown
3. Enter the transfer amount next to the documents you want to draw from.
4. Click on the Process icon on the toolbar.

*NOTE: To Account does not create a Credit document. That is now "To Credit"

To Transfer a Deposit to Credit

1. Go to AR > Deposits > Transfer Deposits.
2. Choose "To Credit" from the transfer type dropdown
3. Enter the transfer amount next to the documents you want to draw from.
4. Click on the Process icon on the toolbar.

Deposit Reports

To get a listing of all deposits for a given time period you can use the order deposits report.

AR > Deposits > Order Deposits Report

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• Starting and Ending Customers – enter the starting and ending customer numbers.  You can print for a single customer, print a range of customers or leave blank to print all.
• Starting and Ending Date – enter a date range or choose one from the pull down menu
• Deposit status – Choose if you would like to see all deposits, just closed deposits or just open deposits
• Sort By – How would you like the report to sort; by transaction date, order number or customer?

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Cash Receipts

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Entering Cash Receipts

In its simplest form, a cash receipt is posting the receipt of a check to pay an invoice on a customer’s account.  A cash receipt should be entered when you receive any money from a customer outside of a Sales Order deposit or the POS module.  If the customer has no balance or the check does not stipulate which invoices are to be paid, the cash receipt can still be entered and it will become a credit on the customer’s account in the form of unapplied cash.  The decision to accept unapplied cash from a customer will vary based on your business practices.  You will also use this screen to apply unused credit memos to outstanding invoices.  This is called a zero dollar check.  After entering cash receipts, they must be processed using the Process Cash Receipts screen.  If the amount of the check does not match the amount of the invoice(s) being paid, there are several options.  A payoff document can be created that generates either a credit or debit memo and uses the balance of the check.  If the check amount is less than the invoice(s) being paid, the difference can be applied as a discount or allowance.

AR > Cash Receipts > Enter Cash Receipts

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To Receive a cash receipt

Go to AR > Cash Receipts > Enter Cash Receipts

Fill out the screen header information

Cash Receipts Detail

• Apply To - There will be a list of open documents that are on the bottom of the screen.  Double clicking on one of those documents will move it to the "apply to" field.  This is the document that the cash receipt will be applied to.
• Balance Due – the balance due of the items that you have chosen to apply the cash to.
• Due date – The system will supply this date, it is the date the invoice is due to be paid, it will control aging
• Disc Date – The discount date from the invoice, this date is based off of the customers terms
• Discount – amount that you can enter as a discount, this field will allow an invoice that more than the cash receipts to be cleared out by putting the difference in the discount filed
• Allowance - amount you can enter as an allowance.  If the cash receipt is more than the invoice and you would like to just apply it and forget about it then you put the difference in the allowance field.
• Cash applied – this is how much of the cash receipt that is being applied to the invoice, this can be changed by the user.
• Total Applied – system field that calculates the line item total

Deposit Receipts Report

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There are times when you will just need to reverse a cash receipt and others when a bank does not honor a check.  (NSF Checks)  In either case you must enter the reversal on the customer’s account so those invoices that were paid by the cash receipt are re-opened.  In cases of NSF checks you will have an option of capturing the bank charge or applying your own refund charge directly on this screen.

Note: NSF Checks are also noted on the Credit History tab of the Account Inquiry screen.

AR > Cash Receipts > Reverse Cash Receipts

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To Enter a Reverse Cash Receipt

1. Go to AR > Cash Receipts > Reverse Cash Receipts. 
2. Customer - enter the number of the customer whose cash receipt you need to reverse has.
3. Check – Press F9 for a list of checks from this customer to reverse.  All of the documents paid with the check are displayed in the Cash Applied To section.  The documents the check originally paid cannot be changed; they are displayed for reference only.
4. Date Received – This is a system field that will populate with the date of the original check.
5. Reverse Date - Enter the date of the transaction.  This can be the date you received the check back from the bank or the date the bank rejected the check.  It controls the date of change on the customer’s account and the entries to the General Ledger.
6. Check date - A drill down field that displays the date of the check.
7. Deposit Date, Check Amount, Deposit Amount and Credits Applied – are all system fields that will
8. Bank - Chose the bank to reverse the cash Receipt from.
9. Description - The description will use NSF CK and the check number by default but can be changed.
10. NSF Check – This is a check box to signify that the reversal is a NSF check.  A popup box will appear asking if you would like to “Enter a Service Charge Amount” when this box is checked.
11. Press the Process Check Reversal Icon to process.

Once the NSF Checks are processed any invoices paid by the offending check are reopened and ready for payment once again.  They will also re-appear on the aging report as of the date of the NSF entry.  The invoices will be aged from their original invoice date, not the date of the NSF entry.  Unapplied cash is removed from the account.

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AR Adjustments

The Account Adjustments screen is used to apply open credit memos and unapplied cash to invoices or debit memos.  The same functionality is also available as part of the cash receipts entry.  The Account Adjustments screen is different in that it only allows applying the credit or unapplied cash to open invoices or debit memos without any other entries.

AR > Adjustments

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There are no General Ledger entries made, as the balance of the Accounts Receivables will not change.  Using the Account Adjustments screen makes quick application of credits easy and simple.  If the user has access to print customer statements, a button on the toolbar can be used to easily print the statement of the customer for whom the adjustment is being made.

To use the Account Adjustments screen.

Go to AR > Adjustments.

1. Customer Number - The account you wish to adjust.  You can press F9 to search for customers.  You can only adjust the accounts of customers who have both open invoices and open credits.
2.  Date - The date of the adjustment the system will use today’s date as a default.
3. Open Invoices - Click on the invoice you wish to apply the credit to.  Use the white search boxes at the top of each column to search for specific invoices.  Enter the search criteria in the field above the column to be searched.  For example, if a document search is needed for a particular day, enter the date in the box above the Date column.  Press Enter.  All transactions matching the criteria are shown.  You can use a combination of columns and criteria to narrow down the search by repeating the above steps.  Blank out the box above columns that are not part of the search criteria.
4. Open Credits - Click on the credit you wish to use.  Credits can be searched in the same manner as the invoices described above
   Note: The amount of the adjustment will be the lesser of the invoice or the credit.  You cannot change the amount that is applied.
5. Click on the Process Icon on the toolbar.  No reports are printed and the adjustment cannot be undone.

Refunds

Refunds to a customer can be performed using the Customer Refund screen on the AR menu.  Refunds can be issued to a customer when the customer’s account has a credit balance or there are un-used sales order deposits.  The Customer Refund screen has several options as to how the money is to be refunded to the customer.  The amount of the refund can be any dollar amount up to the credit balance on the customer’s account.

AR > Refunds

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When a refund is to be issued to a customer, an entry is made on the Customer Refunds tab on the customer’s account inquiry screen. 

• Customer - Enter the customer number and each of the customer’s open credits and un-used deposits is displayed.
• Open credits and Deposits - Enter the amount of refund for each of the open documents.  Then choose to issue the refund to the customer’s credit card or via A/P check by choosing the appropriate terms.

Note: If the customer has any open invoices, debit memos, or sales orders, a warning is displayed.  In many cases you would not refund money to a customer if they have open invoices that need to be paid or sales orders which will generate invoices.

• Refund All - You may choose to issue a refund for all open credits and un-unused deposits by simply clicking on the Refund All button. 
• Clear all – To clear all refund amounts and start over you only need to press the clear all icon.
• Terms – There are multiple terms to choose from.  If the refund is to be by A/P check, you may choose the check run date by double-clicking on the check run field that appears when you enter the check run option and choose from a list of check runs.

When all of the information is correct, click on the process button on the toolbar.

Note: If you have chosen to issue the refund as a check, a vendor is created from the customer data and a new A/P voucher is created and placed on the check run shown on the screen.  The vendor number will not necessarily be the same as the customer number.

Note:  If the refund is via credit card, a withdrawal (check) entry is made to the selected bank account.  Accounts receivable is debited and cash is credited for the amount of the refund via the Banking module.  The screen will also validate the credit card using the same method as the POS Sales screen.

If any part of a sales order deposit is being refunded, that amount is first converted from the deposit to unapplied cash.  A refund is entered on the customer’s account and is applied to each of the documents for which a refund amount was entered.  The G/L entries made are determined by the source of the refund.  If you are refunding a sales order deposit, the deposit is converted to unapplied cash which results in a credit to A/R and a debit to Customer Deposits.  If you are refunding unapplied cash or an open credit memo, there entries made are simple the credit to A/P and a debit to A/R

After a refund has been processed, the refunds can be views on the Account Inquiry screen on the Refunds tab. Refunds are also printed as part of the Account Activity report.

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Move Documents to Collections

Unpaid invoices are moved to the Collections sub module by means of the Move to Collections screen or directly from the customer inquiry screen.  The Move to Collections screen works on a macro level you can choose 3 different criteria to select how invoices are to be moved to the collections module.  Individually an invoice can be moved from the Customer account inquiry screen.  When an invoice is past do a Yellow link will appear asking if you would like to move this document to collections.  Once an invoice is placed in collections, it remains there until it is paid in full.  The invoice can be viewed in all other areas of TRX Enterprise and reprinted as well.

AR > Collections > Move Document to Collections

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• All overdue Documents – Choosing this option will move any overdue documents system wide into the collections sub module.
• Documents with Balances Greater than – Choosing this option will bring up a sub selection option that will allow you to enter what the minimum balance of an overdue document should be.
• Documents with a date between – This will bring up all overdue items with a due date between the dates that you enter in the dates sub selection menu that appears when choosing this option.

Unpaid Collections

The Unpaid collections screen is used to view and update information on invoices in the Collections sub module.  Scroll through the documents by using the Display Documents and Sort By fields at the top of the screen.  They control which documents can be scrolled through and in what order they will be displayed.  You will only see one document at a time for an overall picture you need to print the Delinquent Report from this report you can pinpoint the items that will need your attention and then use this screen to work the collection.

AR > Collections > Unpaid Collections

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Much of the information on the Unpaid Collections screen cannot be changed.  Changes are only allowed to the:

• Follow Up Date - indicates the next date customer contact is desired regarding the unpaid invoice.
• Cash Expected Date - date the customer has indicated for receipt of payment on the invoice.
• Delinquent code - used to represent the reason the invoice is late
• The Personal Info – Information entered on the Personal Info tab  

While viewing an invoice, reprint the invoice by clicking the report icon on the right of the toolbar.

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The user can choose to print a customer statement by clicking on the report icon to the left of Reprint invoice toolbar. 

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To Use the Unpaid Collections screen

1. Choose Unpaid Collections from the Collections submenu on the ARV menu.
2. Choose which documents to view from the Display Documents drop down list.
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3. Choose to sort the documents by document date or due date.
4. The documents will automatically be displayed one at a time.  Scroll through them to review them and make contact with the customer for information on payment.
5. Update the Follow up Date with the next invoice review date.  Press F9 to view a small calendar to select the date.
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6. Update the Cash Expected with the date of expected payment from the customer.  Press F9 to view a small calendar to select the date.
7. Enter the Delinquent code, if it is not already entered, to indicate a reason why the customer is paying the invoice late.
8. Use the Personal Info tab to make notes about the person who is the contact.  Often times, a friendly and personal touch with a person helps establish a better relationship, which may result in a faster payment.
9. Click on the save icon to save the changes.
10. Use the record navigation buttons on the tool bar to move on to the next invoice.

There are several tabs on the Unpaid Collections screen, which display more information on the customer.  Drill down to the Customer Account Inquiry screen by double-clicking on the customer name.

Document History

The Document History tab shows the history of the document being viewed.  Any payments or credits are shown here to indicate how the current balance of the document was obtained.

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Document Notes

This tab shows all notes entered for the invoice.  More notes can be entered here as well.  Notes can be printed on the Customer Aging report if requested.

Days To Pay

This indicates the Average Days to pay for the last six months.  This is the same information that is displayed on the Credit History tab of the Customer Account Inquiry screen.

Other Open Documents

This tab displays other unpaid documents for this customer.  The user can choose to display all open documents, just those in the Collections sub module or ones not yet in the Collections sub module.

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Delinquent Codes

Before you can use the collections module you must use the Delinquent codes screen to define the reasons customers do not pay an invoice.  These reasons will be applied to each collections instance and will follow through to the reporting.

AR > Collections > Delinquent Codes

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To Enter a Delinquent Code

• Go to AR > Collections >  Delinquent Codes
• Delinquent Code – can be up to 20 characters.  This will be used on the Unpaid Collections screen to indicate why an invoice is not being paid in a timely manner.
• Type - Most reasons for non-payment of invoices are due to a problem with the customer (Their fault) or a problem with the service or goods provided (Our Fault).  Use this field to indicate if the delinquent code represents a customer problem or if the fault lies with your organization
• Description - The delinquent code description can be up to 80 characters.
• Press the Save icon on the toolbar to commit the creation.

This process will create the delinquency types that you will use to categorize for management and reporting purposes.

Delinquent Report

The Delinquent report is used to view the documents in the Collections sub module grouped by Delinquent code.  This is helpful to identify the most common reason invoices are not being paid.  This helps to identify problems that can be corrected so future invoices can be paid in a timely manner.

The user can choose to print the report for documents that are currently in the Collections sub module or ones that have been paid.  Other criteria for the report include a customer number range, delinquent code range and A/R subledger.

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Commissions

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Adjust Commissions

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Commissions Report

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Update Commissions

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Post AR to GL

All general ledger entries made in the A/R module are posted in batch to the General Ledger.  When posting the A/R to the G/L a report prints indicating all of transactions that cause the entries and a summary page which shows the actual journal entry that will be made.  Post the A/R to the General Ledger as often as necessary.  Financial statements from the General Ledger will reflect the A/R entries only after the A/R has been posted to the General Ledger.

The user can choose to print just the posting report without actually posting the entries to the General Ledger by clicking on the Print icon on the toolbar.

AR > Post AR to GL

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To Post A/R to G/L

1. Choose Post A/R to G/L from the ARV menu.  This will open the Post AR to GL screen.
2. Choose the period to post AR transactions from.  Only un-posted transactions that occur during that time period will be posted.
   The Start and End Dates must both be in the same period and that period must be an open period in the General Ledger.
3. Choose the G/L Post Date.  This will be the date of the journal entry in the General Ledger and will default to the ending date of the time period chosen.
   The G/L postdate must fall between the start and end date and it must be an open period in the General Ledger.
4. Choose the type of report.
5. Click on Post Transactions -- The posting report will be displayed (see the next page). Print the report for record keeping purposes. The report can be reprinted using the Reprint G/L posting on the Reports menu.
6. When prompted, click on Yes to post the transactions to the General Ledger.

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Customer Reports

TRX Enterprise has a variety of reports to help sort through the bevy of customer data that we collect.  Thanks to the powers of oracle and we can collect and store massive amounts of data on your customer’s transactions history.  This can quickly lead to information overload when attempting sort through for management purposes.  To help with this we have created many reports to help sort through and organize data for you.  They are located under their own subsection of reports.

• Customer Reports
  • Account Activity
  • Average Days to Pay
  • Customer Balances
  • Customer Labels
  • Customer Notes
  • Customer Master List
  • Customer Sales by Period
  • Customer Tax Authority
  • Customer with No Sale
  • Gross Profit by Customer
  • Top 10 Customers

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Account Activity

The Account Activity report can be used get a quick snapshot of what a single customer has done over a given period.  This report is great for trouble shooting account issues or deciding if a customer has done enough business with you to warrant a discount or better pricing.

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The account activity report lists all financial transactions by a customer or a project for a specified date range.  Invoices, credit memos, debit memos, cash receipts and NSF check entries are shown in chronological order and only transactions that fall within the date range are printed.  A beginning balance and ending balance are also shown for the customer for that chosen time period. 

Report Parameters include:

• Project – You may choose to see all transactions for a project only
• Starting and Ending Customers – You may chose a specific customer or build a list with the list builder function
• Starting and Ending Date – You may type in a report date or choose a quick date range from the pull down menu.
• Show Invoices Notes – Checking this box will include invoice notes on the report.

Example of Account Activity report

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Average Days to Pay

In the management of your company’s cash flow it is far more advantageous to be proactive than reactive.  A good litmus test to the stability of your cash flow is to follow the payment trends of your customers.  The average days to pay report will allow you to see how long it has taken your customers to pay you on average per invoice of over the last six months.  If you can spot a trend of your biggest customers taking longer to pay you may be able to foresee a general slowdown in your industry before it is obvious and in some cases too late and react accordingly.

AR > Customer Reports > Average Days to Pay

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The average days to pay report lists the average amount of time in days a customer has taken to pay invoices over the previous 6 months.  Only invoices that were actually paid in full are factored into this report.  If an invoice was partially paid, the length of time used in the average calculation is the difference between the invoice date and the date it was eventually paid in full.  In other words, partial payments do not count for this report

The Monthly Average at the end of the report is an average of the actual invoices, not an average of the averages printed on the report.

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In this example there were several invoices paid in full in august and again in October.  On average all the invoices in October had been open for 262 days.  However the at the time the invoices were paid in august they were open for an average of 76.50 days.  This is used to alert you that it is now taking A Flower to Keep longer to pay its bills and they may be experiencing cash flow issues that need to be taken into consideration.

Customer Balances

The Customer Balances report lists the balance due on a customer’s account as of a given date. 

AR > Customer Reports > Customer Balances

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• Starting and ending Customers - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.

Note: the custom list function is good for stratifying your customers into groups to manage them separately,  this will allow you to pull out problem customers and group them together in a report to “keep an eye” on them.  This falls under our management by exception philosophy. 

• Starting and ending balance – You can apply a starting and ending balance to cull the report down.  You may not be worried about customers who owe you one hundred dollars or less and really do not need them clouding up the report.
• Exclude customers with a zero balance -There is a checkbox to exclude customers with a zero balance, to further eliminate clutter.
• Only customers over credit limit – this will give a report that only lists those customers that are currently over their credit limit.
• Sort by – this report can be sorted by customers, name, or balance due.

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Customer Labels

The Customer Labels report will print contact and address information on sheeted labels stock.  There are several standard Avery label formats to choose from.  The user can choose to print all of the contacts or just the default contact information for each customer. 

AR > Customer Reports > Customer labels

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• Starting and Ending Customer - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.
• Active Customers Only – This is a check box that will limit the report to customers that are active or have the active attribute checked.
• Label Formats - Currently there are three label formats.
  • Avery #4014        4” x 1 7/16” (2 columns)
  • Avery #5962        4” x 1.33” (2 columns)
  • Avery #5160        1” x 2.63” (3 columns)
• Order By – This report can be ordered by customer name, salesperson or zip code.
  Contact to include – You may not want all to print labels for every contact a customer has, much like the card in your Roll-a-dex there can be many contacts per customer.  So you can use these check boxes to get what you need to print ion the report. 

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Note: The actual fields that show up in the address block can be controlled by setting up the “customer label” address template that is in the SYS > Address Templates menu.  

Customer Notes

The Customer Notes report can be used to print the notes that have been entered for customers on any of the Notes tabs in the A/R module.  Notes entered on documents such as debit and credit memos, customer orders, customer shipments, or the customer entry/query screen will print.  Check boxes allow the user to select which documents to print.  Choose to print the notes for a range of customers or specific customers and specify a date range for the notes.

AR > Customer Reports > Customer Notes 

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• Starting and Ending Customer - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.
• Starting and Ending Date – you can choose the date range that these notes were created in.  Every time a note gets created in an AR module the user and the date is recorded.  The pull down menu will give you a range of dates to speed typing.
• Include – these are the note sources from the AR menu, you can include or exclude based on what you check.

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Customer Master List

The Customer Master List will print out a list of customers and some pertinent information like their terms, salesperson and year to date sales information.  This report can be printed with or without contact information.  There are several options to sort the report by Name, Salesperson, Territory, and Customer Type.  This report can be used as a sales report as well as a general accounting report for reviewing customer accounts.

AR > Customer Reports > Customer Master List 

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• Starting and Ending Territory – This report can be pulled by a territory or a range of territories.
• Starting and ending customer types - This report can be pulled by customer type or range of customer types.
• Starting and ending customer – This report can also be pulled by a customer or range of customers
• Starting and ending Sales Rep -  This report can also be pulled by an individual Sales Rep or range of Sales Reps.
• Starting and Ending Customer Start Date - This report can be pulled by date range of the customers start date.

Note: this report can be pulled by any combination of these parameters you can leave blank any that you do not want to use and they will be ignored.

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Customer Sales by Period

The Customer Sales by Period report allows period-by-period comparison of customer sales.  The net of invoices is used; therefore the report does not include sales tax or shipping amounts.  The report prints the previous 2 years, showing the total net sales for each General Ledger period, with summary information for the customer.

Note: that the current General Ledger period is not part of this report.  Manufacturer Rebate invoices and Project Advanced Billing invoices are not included on this report.  Credit memos created as the result of advanced billings in projects are also excluded.

AR > Customer Reports > Customer Sales by Period 

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• Starting and Ending Customer - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.

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The summary data shows the average sales by period, sales for each of the 2 years as well as the average of the 2 years.  The Yearly Trend shows the percentage change between the two years.  Total sales for two years are shown.

Customer Tax Authorities

Every now and then you will need to review the default tax authorities for your customers.  This report was created to make this job easier.  It will list out all your customers their default tax authorities their city and state of location and their default ship to contact tax authority.

AR > Customer Reports > Customer Tax Authorities 

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• Starting and Ending Customer - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.
• Starting and Ending Tax Authority – You can also pull this report by tax authority or a range of tax authorities.
• Sort By -  This report can be sorted by either the customer or the tax authority.

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Customers with No Sale

The Customers with No Sale is a bit of a misnomer, what this report really is a great comparison tool for period-to-period sales for customer.  The periods in this report are variable and under your control and they will be compared to each other on a percentage basis. You set the parameters that will display from a wide variety of choices.

AR > Customer Reports > Customers with No Sale 

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• Starting and Ending Date - Choose a range of dates to be included in this report. 
• Starting and Ending Customers - Choose a range of customers to be included in this report. 
• Customer Type – Choose a Customer Type to only print customers set to that Customer Type

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Gross Profit by Customer

This report shows each invoice and the gross profit from each invoice by customer with subtotals for each customer.  This report is a sales report that is sorted by customer.

AR > Customer Reports > Gross Profit by Customer 

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• Starting and Ending Customer Start Date - This report can be pulled by date range of the customers start date.
• Starting and Ending Customer - Choose a range of customers to be included in this report.  This parameter has a list function that will allow you to create a custom list and save it.
• Include Credit Memos – Checking this box will include all credit memos
• Include Debit Memos – Checking this box will include all Debit memos
• Show Item Detail – You may get each invoice broken down to individual items if needed.  But note this can make the report lengthy and hard to read.
• Net - The invoice total minus any sales tax, shipping or Misc. charges.
• Amount -The invoice total amount this includes sales tax, shipping and misc. charges.
• Cost - The sum cost of all items on the invoice plus shipping cost, if any. 

Note: This report uses either standard, last, or calculated cost determined by Gross Margin Cost indicator in Order Entry Setup. 

• Profit - Net column minus Cost column
• Margin - A calculation for the profit margin percent. (1- (cost/(net)))*100). If the net is zero, this will be zero.
• Rebate - The sum of all manufacturers rebates for the items on this invoice.
• Net Cost - Cost column minus Rebate column
• Net Profit - Profit column plus Rebate column
• Net GPM   The net profit margin (1- (net_cost/net))*-100) - If the net cost is zero, this will be zero.

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Top Ten Customers

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Aging Reports

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Customer Aging

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Salesman Aging

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Overdue Invoices

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Project Aging

The project aging report is meant to give you a report on open balances of projects.

AR > Aging Reports > Project Aging 

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• Starting and Ending Project Number – this report can be printed by project or by Range of projects.
• Starting and Ending customer – This report can be printed by a single customer or a range of customers, leaving these fields blank will capture all customers.
• Aging Date – this is the as of date that the report should be based off of.
• Report Format – this report can be printed summary by project format or with the detail that makes up the aging.
• Aging Based on – Should the aging be based off of the invoice date or the due date.
• Include invoices after the aging date – check this box if you want to see overdue invoices included in the report
• Print Document Notes – checking this box will permit your documents notes that were created under the projects note tab to be printed on the report.
• Include terms – this will include the terms of the customer to be printed on the project
• Include Phone – checking this includes the customer contacts phone numbers on the report
• Sort by Total – this option will only appear if you choose the Aging summary version, if does not appear if you use the detail version.

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Cash Receipts

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Discounts & Interest

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Invoice Register

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Invoice Summary

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Project Sales Summary

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Sales Tax Report

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Sales Tax Summary Report

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Unit Sales by Month

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Top Ten Sales

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Salespersons Reports

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Category by Salesperson

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Gross Profit by Salesperson

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Salesperson Summary

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Export Reports

Export screens allow you to select which fields you want to export to a .csv file, where you can manipulate it with Excel. AR has two Exports: Invoice Export and Customer Data Export.

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Invoice Export

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Customer Data Export

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Accounts Receivable Special Functions

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A/R Definitions

Definition screens contain all the major setup for each module. You find the following tabs under A/R Definitions: Terms Codes, Customer Sources, CDM Reason Codes, Country Codes, Customer Types, Customer Contact Types, Customer Price Levels, Customer Layers, Invoice Customization

AR > A/R Special Functions > A/R Definitions

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Terms Codes Setup

Entering Terms Codes

The account receivable terms setup screen serves two functions for TRX.  First it will allow you to define the terms that are used in the AR and AP modules.  Terms codes are used on all accounts receivable and account payable documents to determine the length of time until the documents are overdue and specify if any discounts are allowed for early payment.  Each customer and vendor will have a default terms which are setup in the enter edit customer/vendor screen and they are used when entering sales orders, purchase orders or invoices. 

Secondly, it is here that you define the payment types that will be used in the POS module.  With POS systems most of your sales will not be from account holding customers.  The payment types the POS customers can use need to be defined and it here that it is done.

AR > AR Special Functions > Terms Setup

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To start entering terms you will position your curser in the terms box on the first open line in the terms setup screen

• Terms – this is the code that will be used on all data entry screens.  You should create this code as something that is easily remembered and intuitive, so as to avoid having to look up the terms code every time you need to use it.
• Description – Create a brief description of the terms.
• Terms Day – This is the number of days until the document is due and your aging starts.  If the invoice is “due on” a certain day of the month the terms day should be zero.

Note: In AR Setup you choose if your aging starts on the invoice date or the due date.

• Discount days - On some terms you will give a discount if the amount is received before a discounted time period.  In this field you will designate what that time period is.
• Discount percent – On those terms that have a discount this field will define what that discount is.  (10.00 would represent a ten percent discount).
• Due On – Some terms will be represented by a due on date; an example would be due on the 15^th of the month.  In this field you will put the date of the month that the invoice would be due.
• Min Pay Period      
• Type – Terms Type is crucial for the POS screen as it will affect how it is entered and what happens with overpayments and Invoices. Credit Used is also required to use "Apply Credits" in the Deposit screen:
  • Cash – cash is receiving cash directly from the customer. This will allow them to pay more than the total to get Cash back
  • Check – a check is used to pay for a transaction. It will require a check number.
  • Credit Card – transaction was paid with credit card. It will require a CC number and expiration date
  • On Account – For Terms like Net 30. This will create an open document on the Customer Account
  • Deposit Used – a deposit was used to pay for transaction
  • Credit Used – a Credit was used to pay for transaction. One of these is required for using the "Apply Credits" tab under AR>Deposits and Paying with Credits in POS
  • Debit Card – transaction was paid with Debit card. It will require a Debit Card number.
  • Gift Card – a Gift Card is used to pay for a transaction. It will require a Gift Card number number.
  • Other – This can be used for transactions that don't fall under the other types. It will go to the number field for entry, but it is not required.

Return to Terms

Customer Source Setup

Customer Source identifies the method of first contact with a customer or sales prospect.  Use as many sources as necessary to define the ways in which contact was made with customers.  Sales reports can then be used to identify the sources that generate the most customers and sales.

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Customer source is simply a source code, up to 10 characters and a 60-character description.

1. Type source code
2. Type description
3. Press save/F10

Country Code Setup

The use of country codes is optional in TRX Enterprise ™.  However once a country code is used in an address it must always be used in an address.  The country code is generally a three digit alpha code used to identify a country in a mailing address.  These country code correlations must be defined in TRX and that is done in the Country Code Setup Screen. 

In this screen you simply type the country code and then the country name next to it.

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Note:  It is highly recommended that you use the USPS country code-naming conventions.  They can be found at United States Postal Service website USPS.com. 

To Create a Customer Template

• Choose Customer Templates from the A/R Special Functions submenu on the ARV menu.
• Enter up to 10 characters for a template name to represent the template.  If a template with this name already exists it will be displayed.
• Enter or change the fields of the template.  If a user leaves a field blank, when the template is used on the Customer Entry/Query screen, the user will need to supply the information.
• All fields do not need to be completed for a template only the relevant fields for the type of customer created are necessary.

To Change a Customer Template

• Choose Customer Templates from the A/R Special Functions submenu on the ARV menu.
• Enter the template name (or press F9 for a list of existing templates) and press enter.  The template will be displayed.
• Enter or change the relevant fields

To Delete a Customer Template

• Choose Customer Templates from the A/R Special Functions submenu on the ARV menu.
• Enter the template name and press enter.  The template will be displayed.
• Click on the delete icon on the toolbar.

Customer Type

You have the ability to group customers together by using customer types.  The customer type will play heavily into sales reporting and into price rules.  One example would be separating customers by retail and wholesale types; you could then create price rules for lower wholesale prices and track profitability of customer segments on sales reports.  Also, if manufacturer rebates are used which require manufacturers to be set up as a customer; it is advantageous to create a type for manufacturers.  This segmentation of your customers will give you greater control over your reporting and more flexibility in your metrics. 

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AR > AR Special Functions > Customer Types

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1. Define and enter the customer type, up to 10 characters (we advise keeping under four)
2. Add a description of the customer type, up to 60 characters
3. Define the default FOB, this is optional
4. Define the default AR account for the customer type, can be changed

Note:  Always use price 1, the price two options is outdated and being retired.

Customer Contact Types

Customer Price Levels

AR Setup

The A/R Setup screen is divided into 3 tabs.  The first defines the General Ledger accounts used by the A/R module, the 2^nd allows you to define groupings for the aging reports and the 3^rd tab is used to set beginning document numbers.

AR > AR Special Functions > AR Setup

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Default setups

• Default A/R Account - Default A/R account to use when setting up customer types and new customers.  The A/R account can be changed for each customer.
• General Ledger Cash Account - This is the General Ledger account to use for cash in this account.
• Sales Discount Account - General Ledger account to debit for discounts taken during cash receipts.  A discount is given when a customer pays an invoice early such as in 2%, 10 days, net 30.
• Cash Receipt Allowance Account - General Ledger account to debit for allowances taken during cash receipts.  An allowance is given when the customer short pays an invoice by a small amount not worth trying to recover and marking the invoice paid in full is desired.  In many cases, the Sales Discount and Allowance account are the same General Ledger account.
• Customer Deposits Account - General Ledger account to credit when taking a deposit on a sales order.  Cash is debited.  When the invoice for the order is created, this account is debited and the A/R account is credited.
• Default Payoff document Sales Account - Payoff documents are credits and debits created on the fly during cash receipts to close out an invoice.  These are used instead of sales discounts or allowances.  This is the account to post the amounts to.
• NSF Service Charge Account – the default account that gets used when NSF charges are applied at the reverse cash receipts screen.
• Default Bank for Cash Receipts - This is the default bank account to use when making a cash receipt.  You can change the bank account when making cash receipts
• Default Finance Charge – the default monthly finance charge that gets applied to customer aging when the customer statement is printed.
• Finance Customer Type – This customer type will interact with the finance tab in customer setup when creating finance company invoice copies
• Default Terms - These are the default terms that will be used for new customers.  
• Invoice Copies - The number of copies to print when printing invoices, users can change it when they use the Print Invoices menu option.  If you use a custom invoice that prints multiple copies, this should be left at 1.
• Preview - Check this box to preview invoices on the screen when printing them.  Un-checking this box sends the invoices directly to the printer.
• Printer - This is the printer on which to print the invoices.  Leave it blank to use the default printer of the PC from which documents are printing.  Users can change printers when they use the Print Invoices menu option.
• Salesperson for cash receipts payoff doc – You can declare a salesperson that will get the credit for cash receipts payoffs.  Ideally this will be one that is not on any commission so that the extra charges will have no effect.

Check Boxes

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• Force Selection of Customer Type - Requires a Customer Type when creating Customers
• Force Entering a Reason Code in CRM/DBM entry - Requires a Reason Code in CRM/DBM entry
• Group Customer Statements by Billing Contact – When this box is checked customer Group Customer statements will be sorted and printed by the billing contact that was on the order.
• Roll up finance charges of Statements to a single line – If this box is checked all finance charges from past months will roll up into a single charge amount
• Create price rule for last price paid – Creates a price rule automatically each time an invoice is processed.  The price rule is a customer/item type and specifies actual price.  The price being that of the last invoice for the customer/item.  The process is date sensitive and looks at the invoice date to determine if an invoice is actually that latest invoice.  Credit & Debit memos have no effect.  By creating a price rule of customer/item, quotes, orders, POS Sales, and A/R invoices will always use the last price paid for a customer.  No price rule is created for the POS cash customer.
• Pay commissions on Debit and Credit Memos – If this box is checked sales people will get commissions on all debit and credit memos (with the exception of those created in cash receipts)
• Pay commissions on Debit and Credit Memos in Cash Receipts - If checked salespeople will get commissions on credit and debit memes that are created in cash receipts

Aging Tab

The Aging tab of the A/R setup screen allows you to define the number of days overdue for each column of the aging reports.  There are five columns and you must cover all possible days.  An example is shown on the next page.  You may also provide a title for each of your groupings.

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There is an option to use either the invoice or due date of documents when calculating the number of days overdue for a document.  This is used as a default on the reports and users can choose either option when selecting an aging report.  The aging summary that is displayed as part of the Customer Inquiry screen uses this option to calculate days overdue.

Numbering Tab

On the Numbering tab, you specify the next numbers to use for each of the different types of documents in the A/R module, invoices, credit and debit memos, new customers and refunds.  There is an option to automatically number each type of document and it is highly recommended to automatically number documents.  If the user chooses not to automatically number documents, the user needs to make sure there are no duplicates when manually entering documents.  TRX Enterprise will not process documents with duplicate numbers.

• The choice of automatic or manual numbering for customers and the next customer is handled on this tab.
• The batch number is used to number General Ledger posting batches. These will always be automatically numbered.

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It is not advisable to start numbering all five reports at one.  We recommend:

Refunds -1    -     Customers – 1000   -   Credit memos – 10000   -     Debit memos – 50000

Invoices 100000

By spreading the numbers out you will help avoid the confusion that will occur at times when all form numbers run together.

Customer Layering

Here, you can setup your Customer layers. These will become the fields on your Customer records. Examples are Chain, Franchise, Legacy Location, etc. For complete Customer Layering setup, see Customer Layering under AR Concepts.

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• Layer 1-7 Title - This will be the name of the field on your Customer record
• Required Checkbox - This will require that the field is entered on every Customer record

Zero Dollar Cash Receipts

There will be cases when credit memos are created and posted to a customer’s account.  Those Credit memos can be applied to invoices or account balances through zero dollar cash receipts.  The zero dollar cash receipt will serve to apply open balances to invoices or clear items off the customer account and statement.

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Creating a Zero Dollar cash Receipt

In the example above the customer had a $128.40 credit on their account and also had an invoice #7793 for $128.40.  Both of these documents were displaying on the customer account and statement even though the total would have been the same with them or without them.  The procedure to apply them together to cancel one out and update the balance of the other is to create a zero dollar Cash Receipt.  You will fill out the cash receipt screen as normal except the amount of the receipt will be zero dollars.  When choosing the items that you need to post together you will always choose the negative amount first.  You will not be able to choose a positive amount without a negative amount chosen.  Then choose the documents that you will be posting that amount against.  The cash receipt will close any documents that need to be closed and update the rest.   

Discounts and Allowances

Discounts

Depending on company business practices, a discount or allowance may be used when the customer’s check is less than the invoice being paid.  Typically, if the customer’s terms allowed for an early payment discount, the difference would be put in the discount column.  This will then post to the Sales Discount account in the General Ledger.  If there was no early payment discount, post only the amount of the check and leave the invoice balance open for further payment or post the shortage to the allowance column, which will post it to the Allowance account in the General Ledger

AR > Cash Receipts > Enter Cash Receipts

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1. To utilize the discount function you will first have to enter your cash receipt as normal, making sure there is a check amount applied to the check amount box.  Continue as normal until you get to the “Apply to” field in the middle of the screen.
2. You can either double click on the invoice from the open invoice section of the screen or type in the invoice and all of its information will populate in automatically.  It will also apply the full amount to the check and leave the remaining in the unapplied balance field for later use. 
3. Notice in the example above the cash receipt is for $12.00 but the invoice is for $16.05, in this scenario the difference would be discount that the customer is claiming.  To handle this you apply the $4.05 to discount amount filed on the Discounts tab.  The total applied field will now recalculate to $16.05.  This would credit out the whole invoice.
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4. After completing the cash receipt it can be saved for processing by pressing the F10 button or save icon. Image Removed

Allowances

Every now and then (and hopefully not too often) a customer will short pay you on an invoice and you will choose to just write it off.  The following procedure will allow you “write off” the differences and close the invoice off the customer account.

AR > Cash Receipts > Enter Cash Receipts

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Giving an allowance or write off

1. To write off the balance of your invoice in the cash receipt screen you will have to enter your cash receipt as normal, making sure there is a check amount applied to the check amount box.  Continue as normal until you get to the “Apply to” field in the middle of the screen.
2. You can either double click on the invoice from the open invoice section of the screen or type in the invoice and all of its information will populate in automatically.  It will also apply the full amount to the check and leave the remaining in the unapplied balance field for later use or editing.
3. If a customer short pays you and you choose not to let the balance ride and write off the invoice you will have to add the unpaid amount into the “allowance” section of the discount tab.  The total applied will now reflect the change and equal the balance due on the invoice.
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4. After completing the cash receipt it can be saved for processing by pressing the F10 button or save icon. 

Order Entry setup points for Commissions

ORD > Order Entry Special Functions > Order Entry Setup

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• Multiple Salesperson – With TRX you can have multiple salespersons receive commissions on a sales order.  This feature has two important caveats that must be understood before deciding to use.
  • First and most important at the current time this feature is not supported in the POS or Projects module it is only for order entry.  You can have it turned on and use commissions in POS and Projects, but the advanced, split commission feature is not available.
  • A line item on an order will only have one commission percent applied to it.  That percent will figure the total commission that is to be paid out for that line.  The multi-commission option will then split that total commission by a pre-defined percentage per salesperson.

Example: There is a ten percent commission on a one hundred dollar order.  The total commission would then be 10 dollars.  Salesperson A gets 60% or 6 dollars and Salesperson B gets 40% or 4 dollars.  In split commissions the total percent of the salespeople must always equal one hundred percent.

• House Salesperson – Most users will use the house salesperson as a salesperson that does not receive commission or a salesperson that has a zero percent commission rate.
• Update Cost from Inventory when invoicing - At first glance this may not seem to effect commissions in any way, however a good salesperson will always know exactly how much they are making on a sale.  If your commission percent is based off of margins and this box is checked you must be prepared to explain how the cost of the item suddenly changed from the time the salesperson sold the item to the time it was invoiced.
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• Default Commission Calculation – This box in AR setup will let you decide how you want to calculate your commission amounts on the sales order.  The commission amounts are figured on a line item basis and not on the order total.  Above are the options available to you.

Important note:  This is a default value; this will be over written if you use an item specific commission rate from the Item commission setup screen.  There is a hierarchy that will be covered a little later.

• Default Commission Percent – The default commission percent is the lowest priority of commission.  In the event that there is not a default commission calculation or an individual Item Commission the default commission rate will be applied.  It is a last resort option.
• Commission on Shipping – Check this box if it is your practice to pay out commission on shipping charges.

AR Setup screen entries for Commissions

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• Pay commissions on Debit and Credit Memos – If this box is checked sales people will get commissions or commission reductions on all debit and credit memos (with the exception of those created in cash receipts) 
• Pay commissions on Debit and Credit Memos in Cash Receipts - If checked salespeople will get commissions on credit and debit memes that are created in cash receipts.  

We separate cash receipt debit and credit memos from regular debit and credit memos.  More often than not the debits and credits from cash receipts are due to write offs and therefor some do not want them classified as regular memos for commission purposes.

POS Setup Screen Commission Setup Entries

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Use customers default sales person – This check box will define if you use the customers default sales person or if you use the register user as the salesperson of commission record.

• If unchecked the register user becomes the salesperson of record instead of the customers default salesperson.

Sales Person Set Up for Commissions

Part of setting up commissions is setting up the sales person.  In sales person set up you will control the percent of commission the sales person will get from a line item for both regular and drop ship orders.  To do this you need to go to the Order Menu under sales person entry Query.

ORD > Salesperson and Commissions > Salesperson entry/query 

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To start entering a salesperson you should place your cursor on an open Salesperson Number box or press the insert record icon Image Removed to create an open field. 

• Salespersons Number – The sales person number can be an alpha or numeric code that will represent the salesperson on all AR entry fields. 
• First & Last Name – This will be the real first or last name of the sales person and it will populate into the description box whenever you use the salesperson code.

Pressing tab or enter after typing the last name will take you to the commission tab.  The “active” check box will default to the checked position.  Un-checking this box will cause the salespersons code not to be available when you use the F9 button for a list of variables for salespersons fields...

• Accrual Account – Here you will place the default commission accrual account, this account is usually a cost of goods sold expense account for commissions
• Expense account – This is the expense account for commissions and quite often is the same as the accrual account.

Note: The Accrual and Expense accounts will default in from the order entry setup screen; if they are not set up there they should be setup at this time.  They can be changed if needed.

• Commission percent – This is where you would add the commission percent for regular orders for that salesperson.
• D/S Commission percent – You have the option of setting a separate commission rate for drop ship orders.

Note: 10.0000 would represent a ten percent commission. 

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After adding your commissions and entering you will be taken to the contacts tab.  Here you will enter:

• Phone – the salespersons phone number
• Fax -  the salespersons fax
• Email address – The salespersons email address.

The next tab you will run into is the buyer XREF; it is here that you can assign a default buyer to a salesperson.  On a drop ship or gen PO order there is a PO details tab.  On that tab a buyer is declared.  If you would like a buyer to default in to that field for a salesperson this is where you would set that up.  A buyer is required in the PO screen, and it can be changed if needed.

• Buyer – Buyers must be setup in purchasing special functions ahead of time, in the buyer field you can type in the buyer code or press the f9 for a list of options. 

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After the buyer X-ref you will be directed to the POS tab this is where you can set up a salesperson’s POS permissions. 

• Password – Some will elect to have their POS systems password protected, this allows for tighter user tracking when multiple people are using the same register.  Individual passwords for POS are set up and stored here.
• Max Discount – You have the ability to set individual max discounts for each POS user.  In this field enter the discount that you would like to give the salesperson.
• Cash Out – Give this user the permission to handle register cash outs
• Close register – Here you can give the user permissions required to close the register.
• Accept Returns -  Checking this box gives permissions to accept returns

The last two tabs that you will need to fill out for the salesperson are the comments and the Invoice comments tabs.

• Comments – Here you can enter comments about the sales person.
• Invoice Comments - If the salesperson would like personalized comments to print on Invoices they can add them here.

Commissions Calculations in POS

You can also assign commissions to POS orders.  Unlike sales orders you cannot use the multi-commission function of TRX, but there are ways to create multi-commissions on an order.  Aside from the multi-salesperson exclusion; commissions will work the same way in POS as they do in order entry.  The commission will be based off of the salesperson that is placed on the order.  You will not be able to view any commission information on a POS order as you can a sales order, but all POS transactions create sales orders that can be queried for viewing purposes.

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Depending on your TRX setup choices the Salesperson can be changed on a POS transaction.

Commissions on Projects

Projects like the POS module cannot use the advanced multiple salesperson commissions option.  There is a way around this that will be covered later.  You can still use the projects with the “multiple sales person” set up box checked, you will not however be able to split the project commission calculations through TRX.  To split project commissions you will need to use the dual salesperson code method explained later.

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Split Commissions

There are two basic ways to handle split commissions in TRX Enterprise.  For those who predominantly use the order entry screen we have a Multiple sales person function that you can turn on in AR > Special Functions > AR Setup.  You can have this turned on and still use Projects and POS but the Multiple Salesperson Function does not carry over into those modules.  For the users that would like multiple commissions on POS and Projects we suggest creating dual salespersons codes.  This method is a little more manual then the multi -salesperson function but is viable in POS and Projects.

Multiple Salespersons

It is possible to have multiple salespersons assigned to a customer.  This feature must be turned in the Order Entry setup screen by checking the, “Multiple Salespersons” tabs.  When this feature is turned on a tab is displayed in the Order Entry screen.  Each of the salespersons listed on this tab will then receive commission for sales orders to this customer.  For each salesperson you indicate the percentage of the total commission to be paid to the individual salesperson.  This should not be confused with commission percent, which is used to calculate the commission on a sales order.

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The Multi-Com tab will only become available when the “Multiple salespersons” box is checked in the Order entry setup.  You will enter an order as normal and a default salesperson will populate in.  Before processing the order if you would like to take advantage of the Multi-commission tab you will need to open and enter the sales people that will get commission on this order and the percentage of the commission they will get.  In the example above the order had a $18o.oo commission on it.  But Ron and Glen split that 80/20. 

Note: When using the Multi-commissions tab the salespeople’s percentages have to equal up to 100%.

On our Commissions report we will break the commission out by customer and salesperson.  So when you print out a commission report for Ron Fox you will only see his portion of this commission.  But if you print by customer you will see both salespeople and their commission percent.

Commission by Customers

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Commission by Sales Person

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Dual Sales Persons Codes

The alternative to using the multiple sales person option in Order entry set up is to create dual salespeople.  As an example: if user A runs the register and there are four salespeople in your organization.  To split commission between the register user and the sales person you could create a salesperson code that was user A and Sales person B together.  This would separate the sales on the commission reports for Salesperson A-B from the rest.  The register user would need to change the salesperson on the POS sales screen and management would be required to figure the split manually from the commission report totals but this will be quicker than running all orders manually and figuring the totals out.  This method is used by many users.

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The same order from the first example could have been run with salesperson code G/R which is the Glen Ron Split.  The commission report would have listed the sale under salesperson G/R for $180 commission.  The user would then have to calculate the 80/20 split manually.

Commission Reporting

Trx will calculate and total all commissions conveniently with a commission report.  Whether or not an order’s commission has been paid has to be updated by the user.  We do this so you may print a commission report for evaluation purposes, and then make any updates that may be needed, and reprint.  After a report is signed off on and paid out for a time period you may update the sales records that commissions have been paid.

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Adjust Commissions

TRX will give you the ability to review and adjust all commission transactions on screen or you may print out the report and then go on screen to make adjustments.  This screen should not be used often or for reference only.  If you find yourself using it regularly it is best to find out why.

AR > Commissions > Adjust Commissions

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• Display – On screen you have four display options:
  • All – this option will show all commission entries in any status.
  • Earned – shows all commissions on orders that are earned; Trx considers any processed order that has been invoiced to be an earned commission.
  • Due – Shows all commissions that are considered to have a status due; an order that has had its invoiced payment received.
  • Paid – Any invoices that have had a commission payment already made on it
• Sales Person/Document – You can query a specific salesperson or document by typing it into these boxes and pressing the enter key.

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• Document Type – What type of document this is; Invoice or Debit/Credit Memo
• Total commission – this field totals the commission it is a calculation field and cannot be directly changed, you will need to change the percentage or commission amount field to edit this.
• Comm. Amount – this field is a changeable field that represents the total amount of commission on the document
• Comm. Percent – changeable field that represent the percentage of the total commission.
• Date earned – The Invoice Date is the date that the commission is earned and shows in this field.
• Date Due – If AR has received and processed the payment for this invoice the date will populate in here.
• Date Paid – If you have used the “Update commission” screen to mark this invoice as paid it will show as paid here and display the date that you updated the record.
• Status -  the Status of the document in question

AR Sales Commission Report

The printing of the commission report will not update the commission status.  There are a few reports in TRX that will update records, most notable the finance charges updating the customer account in certain setups when the customer account report is printed.  This report does not do this so you are able to print the full report for viewing ease and then if needed make updates to the data and reprint.  Also you can have the commission report figure commissions with shipping and/or tax depending on your preference. 

AR > Commission > Commissions Report 

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• Starting/Ending Salesperson – the report can be calculated for a single salesperson or a range of salespeople.
• Commission Status:
  • Earned – select a date range to see all commissions for invoices that were created.
  • Due – Select a date range to see all invoices that were paid

*note – In order to see all “due” invoices you also have to have the “earned” box checked, it is a quirk in the report that says a commission cannot be due if it has not been earned.

• • Paid – Select a date range for all paid commissions.

• Sub-total by sales person – Checking this box will cause the report to subtotal by Salesperson.
• Subtotal by Customer – Checking this box will cause the report to add subtotals for customers.
• Include shipping/Tax – Commission amounts are figured off of invoice total of line items, some customers prefer to have the tax and shipping figure in commissions.  These check boxes allow you to decide.

Update Commissions

The TRX commission module will not update directly from the AP module.  In order to mark commissions as paid and update the report for next time you will have to do tell TRX to do so in the following screen.

AR > Commissions > Mark Commission as paid

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• Starting/Ending Salesperson - the update can be calculated for a single salesperson or a range of salespeople.
• Starting ending due date – the range of due commissions that you would like to update to paid
• Date paid – You choose the date that you would like to go into history as the paid date.
• Print Report First – If you would like to print a report before updating so that you have a record or you can verify that this is the correct update.