sage mas 90 and 200 erp setting up accounts receivable

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Sage MAS 90 and 200 ERP

Setting Up Accounts Receivable

CERTIFIED STUDENT CURRICULUM

SAGE UNIVERSITY

Curriculum Version 13.0 MS9SARS13



NOTICE

This document and the Sage MAS 90 and 200 software may be used only in accordance with the accompanying SageMAS 900 and 200 End User License Agreement. You may not use, copy, modify, or transfer the Sage MAS 90 and 200software or this documentation except as expressly provided in the license agreement.

Visit our website at www.SageU.com, or call 1-800-944-4299 to learn about training classes that are added throughoutthe year.

Information in this document is intended solely as general information with respect to common business issues and isnot to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax andaccount related questions. THE INFORMATION HEREIN IS PROVIDED “AS IS” AND ALL WARRANTIES AREEXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OFMERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY

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03/2010



Sage MAS 90 and 200 Setting Up Accounts Receivable

Certified Student Course Curriculum - Version 13.0 Page iii Copyright © 2010 Sage Software, Inc. All rights reserved.

Contents

Welcome and Introduction..................................................... 1

Integration.............................................................................. 3

The Company ........................................................................ 4

Setting up Accounts Receivable ............................................. 5

What You Need ..................................................................... 6

Accounts Receivable Options................................................ 8

Divisions.............................................................................. 16

Bank Code Maintenance...................................................... 17

Terms Code Maintenance.................................................... 18

Sales Tax ............................................................................. 19Salesperson Maintenance .................................................... 25

Miscellaneous Item Maintenance ........................................ 28

Payment Type Maintenance ................................................ 33

Memo Manager Maintenance.............................................. 35

Converting from Another Accounts Receivable System..... 38

Lab....................................................................................... 39

Challenge Questions.............................................................. 41

Summary................................................................................ 42

Appendix A – Challenge Answers ....................................... 44

Appendix B – Accounts Receivable Setup Wizard ............ 45



Certified Student Course Curriculum - Version 13.0 Page 1Copyright © 2010 Sage Software, Inc. All rights reserved.

Lesson 1


Welcome and Introduction

10

Welcome to the Setting up Accounts Receivable training class. This course is

intended for individuals responsible for setting up and maintaining global settings for

Accounts Receivable.

This course is divided into discussions of concepts, activities, review, and a lab. The

curriculum is designed to be taught by a Sage Certified Trainer and is not intended for

use as a self study guide.

After completing the course, you will have an understanding of the steps necessaryfor setting up Accounts Receivable and how the decisions made during setup affect

processing in this module.

This class is intended to meet the following objectives:

• Learn how to define parameters for how Accounts Receivable operates

• Learn how to create divisions, bank codes, terms codes, item codes, and payment

terms

• Learn how to create and maintain sales tax information

• Learn how to create salespersons and customers

• Learn how to use the various utilities available in Accounts Receivable Utilities

Note: Information in this curriculum pertains to Sage MAS 90 and 200 ERP and

Sage MAS 90 and 200 Extended Enterprise Suite. Although these programs have

a common architecture, some features vary depending on the product implemented.

This training curriculum focuses on the features available in Sage MAS 90.




Page 2 Certified Student Course Curriculum - Version 13.0Copyright © 2010 Sage Software, Inc. All rights reserved.

Welcome and Introduction (continued)

0

How to Use This Curriculum

The following table describes the conventions used in this curriculum.

Obtaining the Software Requirements and Case Study Data

This curriculum was developed for use with the Sage MAS 90 software. You can

view the software requirements and download the case study data files used for

activities and labs in this class from the Sage University website. To view the

software requirements and obtain the case study data files, do the following:

1. Go to www.SageU.com.

2. Select Sage MAS 90 or Sage MAS 200 as the product line.

3. Click the Student Resources link.

4. Follow the instructions on the Sage MAS 90 and 200 Case Study Downloads

page.

Convention Explanation

Step numbers versus

activity numbers

Step numbers are not part of an activity and are

intended to provide you with the steps typically

used to complete a task. Activity numbers appear

in bold and are completed in class.

Italic font in an activity Items that are part of an activity and appear in an

italic font indicate you need to select a task or

perform a specific action to complete the step (for

example, click OK ).Courier font in an

activity

Items that are part of an activity and appear in a

courier font indicate information you should enter

(for example, at the Customer No. field, enter

01-ABS).

³ In a bulleted list, the key bullet style emphasizes

key information you should know regarding the

topic discussed.





Integration0

Accounts Receivable can operate on a stand-alone basis or it can integrate with other

modules. When integrated with the following modules, common information is

shared.

General Ledger

Accounts Receivable posts all journal entries to General Ledger following the

printing and updating of the Daily Transaction Register.

Bank Reconciliation

Payments received in Cash Receipts Entry post to Bank Reconciliation during the

update process.

Job Cost

Repetitive Invoice Entry and Invoice Data Entry request the job number for each

invoice entered when Accounts Receivable is integrated with Job Cost. You can enter the retention amount for each invoice, indicating the portion of the invoice to retain

from payment. The retention amount can post to a separate retention receivable

account.

Invoice Printing, Sales Journal, Cash Receipts Journal, Aged Invoice Report, Cash

Expectation Report, and Trial Balance Report all reflect the job number and retention

amount information.

Sales Order

Sales Order is an extension to Accounts Receivable and provides a comprehensive

two-step order processing system. Quotes, sales orders, and invoices are entered in

Sales Order and the results are tracked in Accounts Receivable. If Sales Order datafiles exist, Accounts Receivable is automatically integrated with Sales Order.

When Sales Order is used in conjunction with Inventory Management, you can track

and maintain inventory at the same time sales are recorded. Sales Order serves as a

link between Accounts Receivable and Inventory Management.





The Company0

Superior Bicycles, Inc. (SB1) is a wholesale distributor of bicycles and accessories.

• Customers are primarily value-added resellers (VARs) and small retail stores

• Mountain and recreational bikes, replacement parts, and accessories are sold

• Services such as maintenance and repair of bicycle equipment are offered

• Much of SB1’s revenue is generated through advertising

• Many of its customers are on credit terms and receive both invoices and

statements at month end

Activity

If you are not currently logged on to Sage MAS 90 and the SB1 company, log on to

the program and the company now.

1. From the Sage Software program group, select Sage MAS 90 > MAS 90 Desktop.

2. Enter RMD as the user and click OK .

3. If the Status Bar does not display the company as SB1, click the company name

and select SB1 in the MAS 90 Select Company window.

4. If the Status Bar does not display the module as Accounts Receivable, click the

module name and select Accounts Receivable in the Switch to Module window.

5. Verify the accounting date for Accounts Receivable is 04/30/10. If this date needs

to change, click the date on the Status Bar to access the MAS 90 Change

Accounting Date task.





What You Need

Before using Accounts Receivable for a new company, you must complete the

Accounts Receivable system startup process. Before beginning the system startup

process, you should have the following:

• Your general ledger chart of accounts

• A list of states, counties, and local areas in which you sell and collect sales tax and

their tax rates

• A list of standard payment terms offered to your customers

• A list of your customers, including addresses and phone numbers

• A list of payments and payment types

• A list of sales persons

• All open invoices at the time of installation

Accounts Receivable Setup Wizard

The Accounts Receivable Setup Wizard automatically advances you through specific

setup options including defining if commission and finance charges are calculated

and the current period and fiscal year. These options allow you to customize the

system for your company. Specific setup tasks are also available on the Accounts

Receivable Setup menu after the wizard is completed.

The diagram on the following page illustrates these steps.

Note: The Accounts Receivable Setup Wizard is not used in class because Accounts

Receivable is already set up. Refer to Appendix B for information on using the

Accounts Receivable Setup Wizard.



Certified Student Course Curriculum - Version 13.0 Page 7 Copyright © 2010 Sage Software, Inc. All rights reserved.


Setting up Accounts Receivable (continued)

0

Steps for Setting Up Accounts Receivable

The figure below illustrates the steps taken when setting up Accounts Receivable.These steps are listed in the order you should perform them.

Figure 1

Enter

Company

Code

Enter

Accounting

Date

Complete the

Accounts

Receivable

Setup Wizard

Division Code

Maintenance

Bank Code

Maintenance

Terms Code

Maintenance

Sales Tax Code

Maintenance**

Sales Tax

Schedule

Maintenance**

Sales Tax

Account

Maintenance

Sales Tax Class

Maintenance**

Salesperson

Maintenance

Payment Type

Maintenance

*Optional

**Tasks are located on the Setup

menu in Library Master

Define Accounts

Receivable

Options

Miscellaneous

Item

Maintenance

Customer

Maintenance

Enter Open

Invoices

Set Up Repetitive

Invoice

Templates

Daily Processing

Memo Manager

Maintenance*





Accounts Receivable Options0

Use Accounts Receivable Options on the Setup menu to customize Accounts

Receivable to fit your company’s needs. The Accounts Receivable Options window

contains six tabs: Main, Additional, Credit, Entry, Printing, and History.

Main Tab

Use the Main tab to define key information for such areas as divisions, current period

and fiscal year, sales tax, and integration.

Figure 2

• Divisions are used for reporting purposes and default posting accounts.

- You can assign a division to a specific general ledger account segment for

automatic posting to divisional sales accounts.

• If you select to expand the customer number, a warning message displaysindicating the change cannot be undone.

• When expanding the customer number, it is important to understand that all

graphical reports and forms including fields throughout Sage MAS 90 are

automatically changed to accommodate the number of characters.

- Non-graphical forms such as those in Job Cost or Work Order do not support

the expanded field length and only show the first 7 characters.

Determines if sales tax is calculated and

tracked in Accounts Receivable.

Determines if divisions are used when creating

customers and when posting transactions.

Determines how and

what information

posts to General

Ledger.

Select a subaccount segment to override when defining

accounts in Division Maintenance.

Select this check box

to expand the

customer number

from 7 characters to

20 characters.





Accounts Receivable Options (continued)

0

Additional Tab

Use the Additional tab to define aging information, commissions, and financecharges.

Figure 3

Open Item or Balance Forward

The Open Item or Balance Forward field determines how open invoice balances are

tracked for a customer.

• Open Item: When entering cash receipts, you can apply the payment to a specific

invoice and the invoice detail remains in the system.

• Balance Forward: During period-end processing, open invoice balances are

converted to one balance. When entering cash receipts, the payment is applied to

the total amount due for the customer, not to individual invoices. Invoice detail is

not retained in the system.

• Mixed: Allows you to determine on a customer-by-customer basis in Customer

Maintenance if they are Balance Forward or Open Item.

Aging Category for Calculation

The Aging Category for Calculation field determines how to add finance charges to

customers whose invoices have an outstanding balance. The field name changes to

Days Past Due for Calculation if Invoice Date is selected at the Age Invoices By field.

Determines how open invoices are tracked and

reported.

Fields in

this section

determine

how

commission

is handled.

Fields in this section determine how to

calculate finance charges.






0

Credit Tab

Use the Credit tab to determine when and how credit limits are checked and warningmessages display.

Figure 4

Credit Limit Checking

The Credit Limit Checking field determines if credit limit checking is performed and

if the customer’s credit limit or aging balance is used to determine when the Credit

Limit Exceeded warning displays.

• Select None if you do not want to check the customer’s credit limit when entering

transactions.

• Select Customer’s Credit Limit Only to have the system compare the customer’s

current open invoice balance to the customer’s credit limit or a specified amount.

If the open invoice balance exceeds the credit limit or amount defined, a warning

displays.

- At the Margin for Customer’s Credit Limit Exceeded Warning field, you canenter a credit limit margin.

- If a margin is entered, the customer’s current open invoice balance is

compared to their credit limit, if the difference falls within the margin entered,

the credit limit warning displays.






0

• Select Aging Category Only to have the system compare the customer’s aged

invoice balance to the customer’s credit limit or a specific amount you specify. If

the aged invoice balance exceeds the credit limit or amount defined, the credit

limit warning displays.

- At the Aging Category for Credit Limit Exceeded Warning field, you

determine which aging categories are used when comparing to the customer’s

credit limit or specified amount. For example, if you select 90+ Days, the

system calculates the total aging balance for all aging categories up to and

including the 90+ days aging category.

- The options available are based on the aging categories defined on the

Additional tab.

- At the Aging Category Balance Exceeds Amount field, you can enter an

amount to compare to the aged invoice balance calculated for the customer. If the amount exceeds the amount entered, the credit limit warning displays.

• Select Both to have the system compare both the current open invoice balance and

aged invoice balance to the customer’s credit limit.

- You can define both a margin and determine the aging category to use if Both

is selected at Credit Limit Checking field.

- The system displays a warning if any of the conditions discussed for the

Aging Category Only and Customer’s Credit Limit Only options are met.

Automatically Recalculate Aging

The selection made at the Automatically Recalculate Aging field determines how and

if the customer’s aged invoice balances are recalculated before checking their credit

limit.

• If Never is selected, the aging information is not recalculated before the credit

limit is checked.

• If Always is selected, the aging information is recalculated each time the system

checks the customer’s credit limit.

• If By Number of Days is selected, the system only recalculates the aging

information if the number of days entered at the Number of Days to Recalculate

Aging field is greater than the number of days since the last time the aginginformation was recalculated for a customer.

Note: The date the aging information was last recalculated for a customer is

maintained in the AR_Customer file.






0

Entry Tab

Use the Entry Tab to determine if batch processing is used in Invoice Data Entry andCash Receipts Entry and to determine the next available number for invoices,

deposits, and customers.

Figure 5

³ Enabling batch processing for Invoice Data Entry and Cash Receipts Entry allows

you to create batches of transactions for updating purposes.

- Batches can post one at a time, allowing different posting dates, or all together

using the same posting date for all batches.

• If the Require Deposit Amount check box is selected, you are required to enter a

total cash and credit card deposit amount in Cash Receipts Entry.

- The deposit amounts are compared to the total cash and credit card

transactions entered. If there is a difference, a warning message displays.

- Clear the Require Deposit Amount check box to have the system calculate the

total deposit amount based on the transactions entered.

Enter a default bank code to use in Cash

Receipts Entry.

If selected, you can

optionally create the

customer ID using a

number incremented

automatically by the

system.

Enter the next

available invoice

number and deposit

number. You can

manually enter the

invoice and deposit

number whenentering transactions.






0

• Select the Allow Credit Cards check box to enter credit card receipts in Cash

Receipts Entry.

- If the Allow Credit Cards and Require Deposit Amount check boxes areselected, you are also required to enter a total credit card deposit amount in

Cash Receipts Entry.

- You must have this check box selected to receive credit card payments in

Sales Order.

Printing Tab

Use the Printing Tab to determine how journals print and if you are required to print

invoices and statements.

Figure 6

• If the Print Invoices or Print Statements check boxes are cleared, you are not

required to print invoices or statements.

- Regardless of the selection, you can always print invoices and statements

using the Invoice Printing and Statement Printing tasks.






0

History Tab

Use the History tab to determine how long to retain historical information for customers and transactions.

Figure 7

Retain In Detail

The Retain In Detail field determines if invoice history is retained in detail or

summary.

• Yes: Select Yes to have the ability to drill down to view invoice information,

reprint invoices, and print detailed invoice reports.

• Summary: Select Summary to retain information regarding the original invoice

amount and payment terms. Detailed information such as the items or services

purchased are not retained.

• No: Select No if you do not want to retain detailed or summary invoice history.

Determines if changes

to the customer in

Customer Maintenance

are tracked. The

options available

include: None, All,

Deletions, Additions,

and Changes.

Determines how long to retain cash receipts history and the type of history retained. You can selected to retain historyfor all transactions or only a specific transaction type. For example, you can select to retain only check history.

Determines how long to retain sales history for customers and salespersons. You can

also select to retain sales tax and freight information.






0

Activity

1. From the Setup menu, select Accounts Receivable Options.2. Click the Additional tab.

3. Select the Retain Temporary Customers with Paid Invoices check box.

4. Click the Credit tab.

5. Select Both at the Credit Limit Checking field and enter 50.00 as the margin.

6. Select By Number of Days at the Automatically Recalculate Aging field. Accept

the default number of days.

7. Click the Entry tab and select the Enable check box for Invoice Data Entry.

8. Click the Printing tab and select the Print Tax Journal in Detail check box.9. Click the History tab.

10. At the Customer Changes to Track field, select All .

11. Enter 5 as the number of years to retain customer and salesperson history.

12. Click Accept to save the information and close the window.





Divisions0

You can use divisions to represent branches or profit centers within a company. They

are used to group sales, cost of goods sold, and customer and receivable transactions

for reporting. Accounts Receivable uses division information when determining

general ledger postings.

Division Maintenance

Use Division Maintenance on the Setup menu to define divisions. Every company

must define at least one division, even if the Accounts Receivable Divisions check

box is cleared in Accounts Receivable Options.

Figure 8

• If you selected the Accounts Receivable Divisions check box in Accounts

Receivable Options, assign a number from 00 to 99 as the division number.

³ You must assign each customer to a valid division code.

• Enter an account in each of the account fields to avoid missing or invalid general

ledger account errors when updating.

• The Post to field determines the subaccount segment value representing this

division in General Ledger. This is based on the subaccount segment selected at

the G/L Segment to Post A/R Sales field in Accounts Receivable Options.Default Division

• Division number 00 is predefined by the system.

• Companies with no divisions must enter the appropriate general ledger accounts

under division 00.





Bank Code Maintenance0

Use Bank Code Maintenance on the Setup menu to define up to 36 bank codes. The

general ledger cash account, bank ID number, and address are entered for each bank

code.

Figure 9

• The default bank code to use when entering transactions is defined in Accounts

Receivable Options.

³ Bank codes are defined just once for all modules within one company.

• You can create and maintain bank codes in Accounts Receivable, Accounts

Payable, Bank Reconciliation, and Payroll.

• Beginning balances for bank codes are entered only in Bank Reconciliation.

• The cash account number selected determines the general ledger posting for cash

receipts in Accounts Receivable.

• After a bank code is defined and the integration to Bank Reconciliation is

selected, any transactions attached to the bank code update to Bank

Reconciliation.





Terms Code Maintenance0

Use Terms Code Maintenance on the Setup menu to establish a file of common

payment terms offered to your customers. After creating the terms codes, you can

assign a default terms code to customers in Customer Maintenance.

Figure 10

• During invoice entry, discount amounts are calculated automatically and invoice

and discount due dates display based on the assigned terms code.

³ Although terms codes are assigned to customers in Customer Maintenance, you

can change them in Invoice Data Entry.

• You can add new codes automatically using such tasks as Invoice Data Entry and

Customer Maintenance.

• A default terms code of 00 is created for customers not assigned to a specific

terms code.

- You cannot delete the 00 terms code but you can modify the information.

• The Minimum Days Allowed field enables the proper calculation of the due date

and discount date when the Day of the Month check box is selected.

Activity

Add a new terms code.

1. From the Setup menu, select Terms Code Maintenance.

2. Add terms code 04 with a description of DUE ON THE 10TH, which requires

customers to pay invoices dated in one month by the 10th of the next month.

• Enter 10 in the Days Before Due field, select the Day of the Month check box,

and enter 10 in the Minimum Days Allowed field.

3. Click Accept to save the information and close the window.





Sales Tax0

You can define sales tax information for use in Accounts Receivable and Sales Order,

allowing the calculation of sales tax on invoices and sales orders.

• Four tasks are used when defining sales tax information:- Sales Tax Class Maintenance, Sales Tax Code Maintenance, and Sales Tax

Schedule Maintenance are located on the Setup menu in Library Master and

affect all companies.

- Sales Tax Account Maintenance is located on the Setup menu in Accounts

Receivable and the Main menu in Common Information. Its settings affect

only the current active company.

Note: Sales tax is only calculated on invoices if you selected the Sales Tax Reporting

check box in Accounts Receivable Options.

Sales Tax Class MaintenanceUse Sales Tax Class Maintenance on the Library Master Setup menu to define sales

tax classes. You determine the rate calculated for each tax class when defining the

sales tax codes in Sales Tax Code Maintenance. Sales tax classes are assigned to sales

codes, inventory items, and vendors.

Figure 11

• The Taxable, Non Taxable, and Taxable Freight tax classes are automatically

predefined and you cannot delete them.

³ Each item code, inventory item, and miscellaneous charge is assigned to a salestax class.

• You can change the tax class when entering invoices in Accounts Receivable and

Sales Order.

Note: If modifications are made to tax classes, use Sales Tax Calculation on the

Accounts Receivable Utilities menu to recalculate sales tax on unposted invoices,

repetitive invoices, sales orders, and sales order invoices.





Sales Tax (continued)

0

TF Tax Class

• The TF tax class is used to calculate sales tax on freight amounts.

³ You cannot assign this tax class to item codes, inventory items, or miscellaneous

charge items.

• If freight is entered on an invoice, the system automatically calculates sales tax

using the rate defined for the TF tax class in Sales Tax Code Maintenance.

Sales Tax Code Maintenance

Sales tax codes represent each state, county, or local jurisdiction to which you report

sales tax information. Use Sales Tax Code Maintenance on the Library Master Setup

menu to define the individual tax codes and to determine the rates used for each sales

tax class.

Figure 12

• Sales, purchases, and sales taxes collected are tracked for reporting purposes for

each sales tax code.

³ Tax codes are assigned to tax schedules, which determine the overall sales taxamount calculated on an invoice.

Note: If modifications are made to tax codes, use Sales Tax Calculation on the

Accounts Receivable Utilities menu to recalculate sales tax on invoices, repetitive

invoices, sales orders, and sales order invoices.






0

Tax on Tax

• If the Tax on Tax check box is selected, the amount calculated for the selected tax

code is taxable by another tax code. For example, in Canada, the sales tax amountcalculated for specific jurisdictions is taxable by another taxing jurisdiction.

• After selecting the check box, you must enter a tax class at the Tax Class field. A

rate is assigned to this class when defining new tax codes.

³ Tax classes defined in Sales Tax Class Maintenance in Library Master are not

available for selection at the Tax Class field.

Activity

Add a new tax code for Sacramento County.

1. From the Library Master Setup menu, select Sales Tax Code Maintenance.

2. Enter CA SAC as the tax code, SACRAMENTO as the description, and SAC for the

short description.

3. Enter .50 as the sales tax rate for taxable items and freight is not taxable.

4. Accept the information and close the window.






0

Sales Tax Schedule Maintenance

Use Sales Tax Schedule Maintenance on the Library Master Setup menu to group taxcodes together that make up a total sales tax rate. For example, a tax schedule might

include state and county sales tax.

Figure 13

• You can assign a default tax schedule to customer addresses, which is used to

calculate tax automatically during Invoice Data Entry.

- When entering transactions, you can change the tax schedule assigned to a

customer or vendor.

³ The sequence in which the tax codes are entered is very important because of tax

on tax calculations and the establishment of the primary tax code.

- The order they appear on the list determines when they are calculated.

- The first tax code entered becomes the primary tax code.

Note: If modifications are made to tax classes, use the Sales Tax Calculation task on

the Accounts Receivable Utilities menu to recalculate sales tax on invoices, repetitive

invoices, sales orders, and sales order invoices.






0

ZIP XRef and State XRef Buttons

• Click ZIP XRef to cross reference the selected sales tax schedule to specific ZIP

Codes entered in ZIP Code Maintenance in Library Master. This automaticallyassigns the selected tax schedule during data entry.

- For example, if you enter a ZIP Code assigned to a tax schedule in Customer

Maintenance, the sales tax schedule is automatically assigned to the customer.

- You can add ZIP Codes not defined in ZIP Code Maintenance.

- If the same ZIP Code is assigned to multiple tax schedules, you are prompted

for the correct tax schedule during data entry.

Note: ZIP XRef is also used with third-party tax processing software.

• Click State XRef to cross reference the selected sales tax schedule to specific

states. This works the same as discussed above.

- You cannot assign the same state to multiple sales tax schedules.

- This task is available only if e-Business Manger is installed.

Activity

1. From the Library Master Setup menu, select Sales Tax Schedule Maintenance.

2. Enter CA SAC as the tax schedule and SACRAMENTO as the description.

3. Select both the CA and CA SAC tax codes. Accept the information and close the

window.






0

Sales Tax Account Maintenance

Use Sales Tax Account Maintenance on the Accounts Receivable Setup menu or Common Information Main menu to define the sales tax account and to view

summarized tax information.

Figure 14

• If adjustments are made to the accumulated amounts displayed, an adjustment

entry is reflected on the Sales Tax Report.

- The revised amount prints on the Sales Tax Report with a notation.

• Click Sales to view total nontaxable and taxable sales and freight amounts as of a

date you define.

Activity

1. From the Accounts Receivable Setup menu, select Sales Tax Account

Maintenance.

2. Click the Sales Tax Code Lookup button and select the CA SAC sales tax code.

3. Enter 477-38225 as the registration number and 207-00-000 as the account

at the A/R Sales Tax Account field.

4. Accept the information and close the window.





Salesperson Maintenance0

Use Salesperson Maintenance on the Setup menu to define information regarding

each salesperson in your company. This task is available only if you selected the

Salesperson Commission Reporting check box in Accounts Receivable Options.

Main Tab

Use the Main tab to define information such as the salesperson’s address, telephone

number, e-mail address, sales manager, and commission rate.

Figure 15

• Options for calculating and tracking commissions are entered in Accounts

Receivable Options.

• A salesperson number and commission rate are assigned to each salesperson. The

first two characters of the salesperson number indicate the division the

salesperson is assigned.

• You can assign a default salesperson to each customer in Customer Maintenance;however, you can change the default salesperson when entering transactions in

Invoice Data Entry.

• You can link salespersons to vendors, employees, or account numbers for

commission tracking and payment if the Update Commissions to Other Modules

check box is selected in Accounts Receivable Options.

- Click Link to establish these links.





Salesperson Maintenance (continued)

0

History Tab

Use the History tab to track sales and commission information for the current, previous, and future years.

Figure 16

• Click the Fix button to modify the information displayed in each column. The Fix

button is not available when comparing current and previous year totals.

- You must have the appropriate security event override to modify the totals.

- Commissions manually adjusted in Commission Edit Maintenance on the

Period End menu do not update this History tab. You must also manually

adjust the commission amount here to reflect the change.

Click the Switch View

button to view

comparisons between the

current year and previous

year profit and

commission totals. This

information is only

available if you selected

to retain salesperson

history.





Salesperson Maintenance (continued)

0

Activity

1. From the Setup menu, select Salesperson Maintenance.2. Add Mary Allen as a new salesperson to division 01. The salesperson number is

01-0900.

• Her address is as follows: 123 E. Main St. – Apt 12, Anaheim, CA,

92814, (714) 285-5896.

• The commission rate is 8 percent and the e-mail address is

[email protected].

• Link her to Payroll by clicking the Link button. Choose employee as the link

type, herself as the employee, and enter 03 as the earnings code.

3. Click Accept and close the window.





Miscellaneous Item Maintenance0

Use Miscellaneous Item Maintenance on the Setup menu in Accounts Receivable or

on the Common Information Main menu to identify and track miscellaneous products

or services sold and purchased. This task is used primarily if Sales Order or Purchase

Order and Inventory Management are not activated for the selected company.

Note: Items created through this task in Accounts Receivable are also available in

Common Information and any other module containing the same task.

Figure 17

• During Invoice Data Entry, item codes are used to automatically display such

information as the description, price, and cost for each item sold.

• The item code determines the posting to General Ledger for the sale of this item

code when invoices are updated.

• The sales tax class selected determines if sales tax is calculated when the item is

sold.

• For items or services sold in quantities, you can display a unit of measure on the

customer's invoice. The user is also prompted for a quantity in Invoice Data Entry.

• Select the Calculate Commission on Sales check box to calculate commission on

this item code when entering transactions in Accounts Receivable.

If Bill of Materials is activated, this section displays options for determining if the item code is

available in Bill of Materials, define the miscellaneous charge selected as a setup charge, and define

a unit of measure.

If selected, the item is

available when

entering transactions

in Accounts

Receivable. You can

also determine if sales

post based on the

division assigned tothe customer.

You can associate

an image with a

miscellaneous

item at the Image

field. Only image

filed with an

extension of

.bmp, .jpg, or .gif

are accepted.

Determines if the

item code is

available when

entering purchase

orders in Purchase

Order. If the

Allow Use in

Purchase Order

check box is

selected, you can

also determine if

the item is

included in theallocation of

landed cost and a

vendor item code.

Determines if the item

code is available when

entering sales orders in

Sales Order. If the

Allow Use in Sales

Order check box is

selected, you can also

determine if trade

discounts apply, if you

can drop ship the item,

and if returns are

allowed.





Miscellaneous Item Maintenance (continued)

0

Item Type

The item type selected at the Item Type field determines the information entered for the item code. The options available include: Miscellaneous, Charge, and Comment.

• For both Miscellaneous and Charge, you can define a unit price and unit cost.

• You can define a sales, cost of goods sold, inventory, and purchases account on

the Accounts tab for items assigned to the Miscellaneous item type.

• For the Charge item type, you cannot enter a unit of measure for item codes

assigned to this type and you can only define a sales account and purchases

account on the Accounts tab.

• Select Comment as the item type to enter a comment that you can add to an

invoice. For example, you can enter a comment for warranty information or care

instructions.

- If Comment is selected, the Main tab changes to include a Comment Text file.

- You can enter a maximum of 2048 characters as the comment.

- You cannot define posting accounts or view sales history for items assigned to

the Comment item type.

Standard Item Codes

There are two standard item codes automatically created: C and M. These item codes

are used to enter a one-time comment or miscellaneous item when entering an invoice

in Invoice Data Entry.

• You cannot define information for these item codes in Miscellaneous Item

Maintenance and you cannot delete them.

• To enter a one-time comment or miscellaneous item on an invoice, enter C or M at

the Item Code field in Invoice Data Entry.

- If you enter M at the Item Code field, you can enter an amount and a

description. You cannot enter a cost.

• Information for these item codes is not tracked in Miscellaneous Item

Maintenance.






0

Accounts Tab

Use the Accounts tab to define posting accounts for the item code. The fieldsavailable are based on the item type and selections made in Accounts Receivable

Options.

Note: This tab is available only for item codes assigned to the Miscellaneous or

Charge item type.

Figure 18

• The Cost of Goods Account and Inventory Account fields are only available if the

Cost of Goods check box is selected in Accounts Receivable Options.

• If you selected to post sales by division, the appropriate subaccount segment

value is replaced with the value defined for the division assigned to the customer

in Division Maintenance.

- For example, if Location is the subaccount segment to override and NRT isassigned as the value for division 01 in Division Maintenance, all sales for

customers assigned to the 01 division post to the 400-00-NRT sales account.






0

History Tab

Use the History tab to view sales history for the selected item code. Informationincludes the quantity sold, quantity returned, sales, cost of goods sold, and profit. You

can view information for the current, previous, and any future fiscal years created.

Note: This tab is available only for item codes assigned to the Miscellaneous or

Charge item type.

Figure 19

• Select the Quantities option to view information such as the quantity sold,

customer quantity returned, net quantity sold, quantity received, vendor quantity

returned, net quantity returned, and quantity issued.

• Select Sales to view information such as the net quantity sold, sales dollars, cost

of sales, profit, and profit percentage.

• Select Receipts to view information such as the net quantity received, cost of

goods, quantity issued, and issue cost.

Click the Compare PY button to view comparisons between the current year and previous year

information. The information is only available based on the number of years you selected to retain

history in Accounts Receivable Options.

Select the appropriate

option to viewquantity, sales, or

receipt information.






0

Activity

Add a new item code.1. From the Setup menu, select Miscellaneous Item Maintenance.

2. Enter item code HELMET and select Miscellaneous as the item type.

3. Enter BIKE HELMET as the description and enter the remaining information as

displayed in the figure below.

Figure 20

4. Click the Accounts tab.

5. Enter 400-00-000 as the sales account.

6. Verify the information entered and click Accept .

7. Close the window.





Payment Type Maintenance0

Use Payment Type Maintenance on the Setup menu to create and modify payment

types such as credit cards, checks, and cash. The payment types defined are used

when recording deposits on sales orders and invoices in Sales Order.

Figure 21

• A default payment type of CHECK is created automatically and you cannot delete

this payment type. CHECK is also assigned to new customers by default.

• The asset account number defined is debited when the payment posts in Sales

Order.

Credit Card Information

• The default transaction method selected determines how to handle the transfer of

funds when recording credit card deposits and payments in Sales Order.

• The accrual account is used to post the estimated accrued expense associated with

accepting a credit card for payment. This expense is accrued during the sales

journal update process and posts to the account entered at the Accrual Account

field.

• The merchant ID is your ID with the credit card company. This information does

not display when receiving credit card deposits.

• The discount percentage rate, transaction fee, and authorization term are assigned

by the merchant bank.

• Credit card expenses equal the discount percentage plus the per transaction fee.

Payment methods

include: Credit Card,

Check, Cash on

Delivery, and Other.

Indicates the number

of days the pre-

authorization is valid.





Payment Type Maintenance (continued)

0

• At the Validation Code Length field, enter the length of the validation code sent to

the credit card server.

• Select the Allow Corporate Cards check box to accept corporate credit cards for the selected payment type.

Note: Refer to the Help system for additional information on defining credit card

information. Additional information for this task is discussed in the Sales Order

training class.

Activity

1. From the Setup menu, select Payment Type Maintenance.

2. Select the CCPAY payment type and modify the information as displayed in the

figure below.

Figure 22






Memo Manager Maintenance0

You can create memos for specific key items such as customers, invoices, and invoice

history.

• Use Memo Manager Maintenance on the Setup menu to control, by role, taskswhere memos are displayed for customers, invoices, and invoice history.

• This provides greater security and flexibility in controlling how and when a user

can access memos.

Note: Settings are also defined using Memo Manager Maintenance in Library Master.

Figure 23

Role

At the Role field, select the role for the memo options you are defining. The roles

available include a default selection for all users and any roles defined in RoleMaintenance.

• The Role field is only available if security is enabled.

• If security is not enabled, the settings defined are applied to all users accessing the

program.

³ If a user is assigned to multiple roles in the same company, the memo option is

selected from the role providing the least amount of restriction.

Lists the memo types

entered for the module

selected. The memo

types currently

available for

Accounts Receivable

are: Customer,

Invoice, and Invoice

History.

Click Copy to copy memo

settings from one security

role to another. You cannot

change the module or memo

type when copying

information.

The Module field defaults to Accounts Receivable. You cannot

change the module for this task in Accounts Receivable.





Memo Manager Maintenance (continued)

0

Task, Memo Options, and Auto Display

For each task listed, determine if the memos entered are displayed to the user, hiddenfrom the user, or if the user can maintain memos from the selected task.

• The Auto Display check box determines if memos automatically display when

accessing a task.

³ The actual memos displayed are determined when creating each memo.

Purge

Click Purge to purge memos from the company based on a selection criteria defined

in the Purge Memos window. For example, you can define a selection criteria that

purges memos with an expiration date less than 05/31/09.

Figure 24

You can create a

selection criteria based

on any or all of the

fields listed.

The options available at the Operand field include: All, Begins with, Ends with, Contains,

Less than, Greater than, Range, Equal to, and Not Equal to.

The Value fields available

are based on the operand

selected. For example, if

you select Range as the

operand, you must enter a

starting and ending value.





Memo Manager Maintenance (continued)

0

Activity

Define specific settings for the Default role in Memo Manager Maintenance.1. From the Setup menu, select Memo Manager Maintenance.

2. Select Customer as the memo type and Default as the role.

3. Select information as displayed in the figure below.

Figure 25






Converting from Another Accounts Receivable System0

When first setting up a company, you need to enter outstanding customer balances

from your previous accounting system. You need to enter any existing invoices, credit

memos, debit memos, and adjustments reflected in General Ledger before starting

daily processing.

The steps for entering and verifying information from an existing Accounts

Receivable system are listed below.

1. Gather all unpaid invoices as of your last closed accounting period.

2. Print a report of outstanding invoices or prepare an adding machine tape totaling

the invoices. This amount should equal the account balance for the accounts

receivable account in General Ledger.

3. Set the posting date to the last day of the last closed accounting period. This

period is your current period established in Accounts Receivable Options.

4. Using Invoice Data Entry, enter the unpaid invoices using their original invoice

dates. During the distribution process, post the entire distribution balance to your

accounts receivable general ledger account number.

Note: This is done because you posted these invoices already in a previous

accounting period.

5. From the Main menu, select to print the Sales Journal. The total on this report

should equal the balance of the accounts receivable account in General Ledger.

6. Update the invoices by printing and updating the Sales Journal.

7. Print the Trial Balance Report on the Reports menu. The total on this report

should equal the balance of the accounts receivable account in General Ledger.

8. Close the period in Period End Processing.

9. Verify the accounting date is the first day of the current accounting period.





Lab0

The purpose of this lab is to review the information learned in the previous topics and

to provide experience setting up Accounts Receivable. Page numbers are provided to

aid you in referring back to the appropriate topics. Complete all steps in this exercise

and accept all defaults unless otherwise instructed.

Tasks you will use

• Accounts Receivable Options

• Terms Code Maintenance

• Miscellaneous Item Maintenance

• Sales Tax Code Maintenance

• Sales Tax Schedule Maintenance

In this exercise, you will define settings using various tasks in the LAB company. If you are not in company LAB, switch to that company now. The accounting date is

04/30/10.

1. Make the following modifications in Accounts Receivable Options. (page 8)

• Select to retain temporary customers with paid invoices.

• Select to check the customers credit limit based on both the credit limit and

aged categories.

• Select to include open orders when checking the credit limit and enter 100.00

as the margin.

• Select to only include categories up to 90+ days past due.

• Select to always recalculate the customer’s aged invoice balances when

checking the credit limit.

• Select to print the Tax Journal in detail.

• Select to retain all changes made to a customer in Customer Maintenance.

• Customer and salesperson history is retained for five years.

2. Create a new terms code based on the information below. (page 18)

• The terms code is 04 and the description is DUE IN 10 DAYS.

• The full amount is due in 10 days from the invoice date and there is nodiscount.





Lab (continued)

0

3. Enter a new miscellaneous item code using the information below. (page 28)

• Enter SPTBIKE as the ID and SPORT BIKE as the description.

• Select Miscellaneous as the item type.

• Enter 1200.00 as the price and 620.00 as the cost.

• Enter EACH as the unit of measure.

• Commission is calculated on this item.

• The item is available in Accounts Receivable.

• Enter 400-00-000 as the sales account.

4. Verify tax codes for California and Orange County using the information

provided. (page 20)

• Use CA as the tax code for California and enter a 7.25% rate for the Taxable

tax class.

• Use CA OR as the tax code for Orange County and enter a .50% rate for the

Taxable tax class.

5. Verify the following tax schedules. (page 22)

• Enter CA as the ID for the California tax schedule. Include only the CA sales

tax code.

• Enter CA OR as the ID for the California/Orange County tax schedule.

Include both the CA and CA OR sales tax codes.





Challenge Questions

0

1. What task allows you to group customers together for reporting purposes?

________________________________________________________________

2. Why are divisions defined?

________________________________________________________________

3. Where do you determine if you are calculating and tracking commissions?

________________________________________________________________

4. In which module are sales tax classes defined?

________________________________________________________________





Summary

0

You have learned

• How to define parameters for how Accounts Receivable operates

• How to create divisions, bank codes, terms codes, sales codes, and payment terms

• How to create and maintain sales tax information

• How to create salespersons and customers

• How to use the various utilities available in Accounts Receivable Utilities

Additional Training Tools

The following training tools are available for additional training and are available for

purchase from your business partner:

• TakeCharge Accounting Tutorial (available on CD)

• Processing your Accounts Receivable training class





Appendix1

The following topics are included in this Appendix:

• Appendix A – Challenge Answers

• Appendix B – Accounts Receivable Setup Wizard





Appendix A – Challenge Answers

2

1. What task allows you to group customers together for reporting purposes?

Answer: Division Maintenance

2. Why are divisions defined?

Answer: To identify branches or profit centers for tracking sales and to assign the

general ledger posting accounts used when updating transactions entered in

Accounts Receivable.

3. Where do you determine if you are calculating and tracking commissions?

Answer: Accounts Receivable Options

4. In which module are sales tax classes defined?

Answer: Library Master





Appendix B – Accounts Receivable Setup Wizard

3

The Accounts Receivable Setup Wizard is designed to aid in the set up of Accounts

Receivable for a new company. The Accounts Receivable Setup Wizard provides you

with several options for defining information for divisions, commission, and financecharges.

• You cannot access tasks in Accounts Receivable without first completing the

Accounts Receivable Setup Wizard.

• To access the Accounts Receivable Setup Wizard, click Yes when prompted to set

up the module for a new company.

- Click No to return to the Desktop.

• The options available in this wizard are the same as discussed in the previous

lesson. Refer to the previous lesson for additional information on these options.

Use the following steps when defining information in the Accounts Receivable SetupWizard.

Note: The figures display information for a new company called AR1.

1. From the Welcome page, users can access detailed Help on how to set up

Accounts Receivable. This includes information on basic concepts and the steps

to complete when setting up Accounts Receivable for a new company.

Figure 26

• The Set Up Accounts Receivable for a New Company link is the only Help

available in the wizard.





Appendix B – Accounts Receivable Setup Wizard (continued)

4

2. Click Next. Use the Define Your Customer Configuration page to determine if

divisions are used, if the customer number is incremented, and if customers are set

up as Open Item or Balance Forward.

Figure 27

3. Click Next. Use the Set Customer Number Expansion Option page to determine if

you want to expand the customer number from 7 characters to 20 characters. It is

important to note that you cannot change this option once selected.

Figure 28





Appendix B - Accounts Receivable Setup Wizard (continued)

5

4. Click Next. Use the Define Invoice Aging Options page to define how to age

invoices and the aging categories.

Figure 29

• You can select to age invoices by due date or invoice date.

• The selection made at the Do you want to age invoices by days or by month

field, determines the information entered at the Aging Category fields.






6

5. Click Next. Use the Define Customer Credit Limit Checking page to determine

the method used when checking the customer’s credit limit.

Figure 30

• You can select to check the customer’s credit limit based on the current open

invoice balance, aged balance, or both.

• Select None if you do not want to check the customer’s credit limit when

entering invoices.

• After completing the wizard, you can define additional information such as a

margin in Accounts Receivable Options.






7

6. Click Next. Use the Define Salesperson Commission Reporting page to determine

if commission is calculated and if commission is paid on paid invoices only. You

can also determine if commission information is updated to other modules.

Figure 31

• Salesperson information is defined in Salesperson Maintenance. This includes

the commission rate and link information if you selected to post commission

information to other modules.






8

7. Click Next. Use the Define Finance Charges page to define information specific

to calculating finance charges on past due invoices.

Figure 32

• You can select to calculate finance charges based on a fixed amount or

percentage.

• The option selected determines the fields available. For example, you can only

define a minimum finance charge to apply amount if Percent is selected as the

method.






9

8. Click Next. Use the Configure Additional Options page to define such

information as the current fiscal year and period, if sales tax is calculated, the next

available invoice number, and if batches are entered in Invoice Data Entry and

Cash Receipts Entry.

Figure 33





10

9. Click Next. Use the Completing the Accounts Receivable Setup Wizard page to

review information regarding the selections made throughout the wizard.

Figure 34

• If any of the information is incorrect, click Back to return to the appropriate

pages in the wizard to make the changes.

• Printing the Wizard Listing is ideal if several people are responsible for

verifying the information entered before completing the setup process.

• If the Accounts Receivable Setup Wizard is cancelled at any point, the setup

process is not considered complete and any settings defined are ignored.

Note: You can modify selections made in the wizard using the appropriate tasks

on the Setup menu.

sage mas 90 and 200 erp setting up accounts receivable

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