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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.