Accounts Receivable Online
Functions
This document is meant to introduce concepts for the BASIS Accounts Receivable System (ARS). It covers on-line screens, validations and processes for creating, tracking and receipting external invoices.
ARS (Accounts Receivable System) is a BASIS application that is used to create and track external customer invoices and apply receipts to those invoices. External customers are businesses, corporations, other universities or individuals that purchase goods and services from University of Arkansas departments. The ARS application does not include student billings or internal invoices.
Please enter new key fields
AROINV 2 TEST University Invoice - INV 06/23/04 15:08
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/23/2004
Action: V ID: UA10000109 Customer: 100162-01-001
Status: O Tax Code: Washington County Child Support
Contact BU: AVCB Tax ID: Attention: Alex Canfield
Name: Cheryl Canfield 280 N. College Suite 302
Phone: 479/575-7046 County Court House
Fayetteville, AR 72701
Rev. Dist. (1 of 2) Account: 90410004
CCC: 0102 01090-44-0000 Category: Other Pr: Amount: 1250.00
Item Total: 2500.00 S&H: Tax: Invoice Total: 2,500.00
______________________________ Item 1 of 1 __________________________________
Desc: Testing new invoicing system. Item Tax Code: S
Unit of Measure: YD
Quantity: 25.000
Price: 100.00
Item $: 2500.00
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode PCust NxtIt AInvI Save CComm RDist
|
PF12 Distribution Screen is shown below:
Revenue Distribution for Invoice # UA10000109
Press ENTER or PF3 to return to the INV screen; PF4 to decode
Co. Cost Center Description Category Pr
0102 01090-44-0000 Other
Acct: 90410004 Amt: 1250.00
0102 02030-61-0000 Maint
61533340 1250.00
|
The following sections describe the INV (University Invoice) function:
| View | {V} |
| Add | {A} |
| Copy | {C} |
| Review | {R} |
| Withdraw | {W} |
1. The Customer field must contain a valid customer number that is on the vendor file or be proposed while creating the invoice by using PF6. Only customers with 2 line addresses are allowed.
2. The Tax Code field can be blank or one of the following valid codes:
RS - resale items (taxes will be collected when resold)
EP - exempt from taxes
PR - purchase reimbursement
A "blank" results in a calculation of sales tax based on the Fayetteville tax rate.
3. The Contact BU field is required and defaults to the BU of the user but is modifiable.
4. The Tax ID field is free form and required when the Tax Code is RS (resale item) or EP (exempt purchase).
5. The Attention field is an optional field where the user can enter the name of the contact person.
6. The Name field is required and defaults to the name of the user entering the invoice but is modifiable.
7. The Phone field is required and must be in the following format: 999/999-9999 or 999/999-999x9999. If a department user enters a four digit extension, it will be automatically formatted with a 479 area code and 575 prefix.
8. The Account field is required and must contain a valid type 4 (revenue) or 5(expense) account code.
9. The CCC field is required and must be valid and active. If only one cost center is needed for distribution, enter that cost center in the CCC field. If more than one cost center is needed, the first cost center will be entered in the CCC field and additional cost centers can be entered after pressing PF12. The cost center entered in the CCC field will be listed first on the PF12 screen.The maximum number of cost centers that can be used is 10 (04XX cost centers cannot be mixed with other cost centers).
10. The Category field is required and must be valid for the cost center. The category class must be the same as the account code type. For example, if the account code is type 5 (expenditure), the category must be an expenditure category. If the account code is type 4, the category must be a revenue category. 11. The Pr field is optional. This field is used to track different projects within a cost center and is free form. 12. The Amount field must be numeric. This is the amount of revenue or negative expense that is posted to the cost center. If there are additional cost centers, they are entered on the PF12 screen.13. The S&H field is for shipping and handling charges. This field is optional and must be numeric if used.
14. The Description field is required. A warning will be given if the text is in either all lower or all upper case. No more than 10 total lines of description can be entered for all items. For example, if 5 lines of description are entered for item 1 and 4 lines of description for Item 2, then only 1 line of description will be allowed for Item 3.
15. The Item Tax Code allows the user to enter a tax exempt code per item, if applicable. It relates to each item and is different from the Tax Code field (relates to the invoice as a whole). This field can be one of the following:Blank - Subject to sales tax
D - Prescription drugs
S - Feed, seed, or fertilizer
F - Farm machinery
N - Item for resale
G - Gasoline
E - Educational material
O - Other exempt items
16. The Unit of Measure field must contain valid values or be blank (indicates that no quantity or unit price will be used, only the extended price). Valid values are listed when the PF1 key is used (there are too many values to be listed here).
17. The Quantity field must be numeric and is required when the Unit of Measure field is populated.
18. The Price field must be numeric and is required when the Unit of Measure field and the Quantity field are used.
19. The maximum number of items for each invoice is 10.
20. The Handling Code field embedded in the PF4 optional information window, is required and must be one of the following:
M - Print 1 copy & mail centrally
1R - Print 1 copy & return to originator
2R - Print 2 copies & return
3R - Print 3 copies & return
X - Do not print.
21. The Related Invoice field embedded in the PF4 optional information window is used when an invoice is entered that is replacing a canceled invoice. If used, it must be a valid invoice number.
22. A Comment field is available to enter additional information if needed.
23. Negative amounts are allowed on individual items but the total invoice amount and cost center distributions cannot be negative.
24. When proposing a vendor with PF6, the Name field, Zip field, and either the Addr lines or City field and State field are required. This information routes to the Vendor Maintenance person. The vendor must be added before the invoice is approved.
25. The ID field is an identifier of a receivable of a specific type. For AR type receivables it is a unique eight digit system generated invoice number preceded by either UA or RA. UA identifies general U of A receivables while RA identifies Reasearch Accounting invoices (cost centers 04XX). For TA type receivables, the ID is the TA number.
26. Initiator and approver can be the same on research and sponsered invoices.
INV is used to create external invoices by departments. Once the invoice is completed, it is automatically submitted to the TARGET chain for approval.
Invoices that use sponsored cost centers (company 04XX) will be assigned an invoice number with a prefix of "RA". All other invoices will be assigned a prefix of "UA". The Treasurer's Office approves non-sponsored invoices and the responsible accountant for the cost center approves sponsored invoices.
After approval, the invoice is printed centrally at Computing Services, delivered to the Treasurer's and either mailed by the Treasurer's office or sent to departments to mail if attachments to the invoice are required.
Invoice: RA10000040 displayed; please enter new key fields
AROIXW 1 TEST Invoice Cancel or Write-Off - IXW 11/03/04 13:52
Command: Action: V Type: AR ID: RA10000040 Line: 1 Date: 11/03/2004
-------------------------------------------------------------------------------
Action: V ID: RA10000040 05/14/2004 Customer: 100166-01-001
Arkansas State Employee Association
Invoice amount: 1,000.00 Attention:
Paid amount: 9513 State Street
Little Rock, AR 72203
Contact BU: PHYS
Name: Stephen Fort Turner
Phone: 479/575-6281 Sold To:
Status: X Cancelled
Comment:
Need to cancel
Closed, cancelled or written off 10/21/2004 16:01
by POLLYP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR
|
The following sections describe the IXW (Invoice Cancel or Write-Off) function:
| View | {V} |
| Update | {U} |
1. Invoices with a status of "O" (open) with no payments cannot be closed "C" but can be cancelled "X" or written-off "X".
2. Invoices with a status of "O" (open) with payments cannot be closed or cancelled but can be written-off.
3. Invoices with a status of "C" (closed) cannot be re-opened, written-off, or cancelled.
4. Invoices with a status of "X" (cancelled) cannot be reopened or closed but can be written-off.
5. Invoices with a status of "W" (written-off) cannot be reopened or closed. An invoice can be cancelled if no payment has been applied but not if a payment has been applied.
6. This function is restricted for use by the Treasurer's Office only. There is no TARGET routing for approval.
IXW is used to change the status of external invoices. They can be reopened, closed, cancelled, or written-off depending on the activity associated with the invoice.
Select an entry, or enter new keys
AROLIDC 1 TEST List Invoice Debits and Credits - LIDC 07/20/04 12:03
Command: Action: V Type: AR ID: UA10000051 Line: 1 Date: 07/20/2004
-------------------------------------------------------------------------------
List Invoice Debits and Credits for UA10000051 05/26/2004 $ 255.03
Carter's Taxi Service Status: O Open
Item Description or $ 255.03 Outstanding
Cmd Line D/C Receipt Date/Method/ID Amount Created By User
_ INV D Sales Tax 5.03
_ INV D Shipping and Handling 5.00
_ INV 1 D speech language therapy 70.00
_ INV 2 D Speech and hearing on Oc 60.00
_ INV 3 D SPEECH AND HEARING VISIT 60.00
_ INV 4 D T-SHIRTS FOR WINNING TEA 55.00
_ RCPT 5 C 06/17/04 X JE04-1234501 50.00 06/17/04 09:38 HEIDID
_ RCPT 6 C 06/17/04 X JE04-1234501 -50.00 06/17/04 11:06 HEIDID
Invoice Debits/Credits 1 thru 8 of 6 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt
|
The following sections describe the LIDC (List Invoice Debits and Credits) function:
Invoice information includes item line number, whether the entry is a debit or credit, item description, and amount. Receipt information includes item line number, whether a debit or credit, receipt date, method of receipt, receipt ID, amount, date and time created and the ID of the user that entered the receipt. Also, the date the invoice was created, the total amount of the invoice, the vendor name, invoice status, and outstanding amount of invoice is displayed.
The Type field defaults to AR (non-student accounts receivable) but can be changed to TA (travel receivable) in the future. The Date field defaults to the current date. The last digits of the invoice number can be entered in the ID field for UA invoices or RA and last digits for research accounting invoices. After Enter is pressed, the prefix and complete invoice number will be formatted and the invoice and receipt information will be displayed.The Line numbers, Item Descriptions, and Amounts relate to each item on the invoice. The Sales Tax and Shipping and Handling are not assigned a line number since they relate to the invoice as a whole. The Receipt Line numbers are assigned consecutively when they are posted starting with the next number after the last item line number. The D/C column indicates how the receivable was posted when the invoice was created and when the payment was received. The creation of an invoice is always a debit (establishes the receivable) and the receipt of a payment against the invoice is a credit (reduces the receivable).
The Receipt Date is the date posted.
The Method is the method of payment. The valid codes are as follows:
I - ISIS departmental receiptingX - transfer in via GJIM transaction.
The ID is a unique ID for a receipt based on the receivable type and method. The valid codes are as follows:
I - receipt number assigned by ISIS
X - GJIM document number.
The PF2key can be used to suspend to the invoice or receipt screen.
PF7 and PF8 can be used on INV to view the different items of the invoice. The different receipt amounts will be listed on the RCPT screen under Receipt Dispositions.
Select an entry, PF8 to page forward, or enter new keys
AROLIBS 1 TEST List Invs for a BU, Status, UA/RA, by Dt - LIBS 06/23/04 15:05
Command: Action: V Type: AR ID: UA Line: 1 Date: 06/23/2004
BU: AVCF Status: O
-------------------------------------------------------------------------------
List of invoices for BU: AVCF Asso Vice Chan Finan
Status: O Open Type: UA on or before: 06/23/2004
Date Invoice # Customer Amount Contact
_ 05/26/04 UA10000094 Canfield Concrete Company 5.42 Polly Parn
_ 05/26/04 UA10000076 Jimi Hendrix 325.13 Polly Parn
_ 05/26/04 UA10000070 U OF Michigan 541.88 Polly Parn
_ 05/26/04 UA10000068 University of Georgia 368.48 Polly Parn
_ 05/26/04 UA10000103 MADAME MEDUSA'S PAWN SHOP BOUTIQ 108.38 Polly Parn
_ 05/26/04 UA10000102 MARY POPPINS PENQUINS 27.09 Cheryl R C
_ 05/26/04 UA10000101 MARY POPPINS PENQUINS 27.09 Cheryl R C
_ 05/26/04 UA10000098 Jimi Hendrix 558.13 Polly Parn
_ 05/26/04 UA10000087 Global DocuGraphix 37.93 Polly Parn
_ 05/26/04 UA10000074 Jimi Hendrix 541.88 Cheryl R C
Invoices 1 thru 10 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd EMail
|
The following sections describe the LIBS (List Invoices for a BU, Status, UA/RA by Date function:
The Type field defaults to AR (non-student accounts receivable) but can be changed to TA (travel receivable) in the future. The Date field defaults to the current date. The prefix of the invoice number (either "UA" or "RA") must be entered in the ID field. The BU field is required and normally is the BU of the user but any BU can be entered. The PF1 help key is available to select a BU.
The Status field is required and valid values are as follows:
O - Open
C - Closed and fully recovered
X - Cancelled
W - Closed by writing off as uncollectable.
Once the key fields are entered, the invoice Date, Invoice #, Customer name, invoice Amount, and Contact person will be displayed.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to INV when an invoice is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice list.
The PF12 can be used to email a copy of the invoice to the user.
Select an entry, or enter new keys
AROLIVS 1 DEMO List Invoices for a Vendor, Status by Dt - LIVS 11/19/04 11:53
Command: Action: V Type: AR ID: Line: 1 Date: 11/19/2004
Vendor (Customer): 133554-01-001 Status: O
-------------------------------------------------------------------------------
List of invoices for Customer: 133554 C A B Land Surveying
Status: O Open on or before: 11/19/2004
Date Invoice # Inv. Amount Paid BU Contact
_ 11/09/04 UA10000043 640.00 AVCB Cheryl Canfield
_ 11/05/04 UA10000034 108.13 AVCB Cheryl Canfield
_ 11/04/04 UA10000005 1,095.00 1,000.00 AVCB Cheryl Canfield
Invoices 1 thru 3 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt EMail
|
The following sections describe the LIVS (List Invoices for a Vendor, Status, by Date function:
The Status field is required and valid values are as follows:
O - Open
C - Closed and fully recovered
X - Cancelled
W - Closed by writing off as uncollectable.
Once the key fields are entered, the invoice Date, Invoice #, Invoice Amount, Paid amount, BU and Contact person will be displayed.
The PF2 is available to use for suspending to INV when an invoice is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice list.
The PF12 can be used to email a copy of the invoice to the user.
Select an entry, PF8 to page forward, or enter new keys
AROLTRS 1 TEST List Txns for a Requestor, Status, & cmd - LTRS 06/23/04 15:17
Command: Action: V Type: AR ID: UA10000109 Line: 1 TxnReqDt: 05/24/2004
Requestor: CANFIEL Txn Cmd: INV Status: P Thru: 06/23/2004
-------------------------------------------------------------------------------
List of transactions requested by: CANFIEL
in status: P (Pending) for cmd: INV requested from: 05/24/04 thru: 06/23/04
Action Num
Cmd --Requested--- --Status set-- - --------- ID of Entity --------- Comm
_ INV 05/25/04 16:21 05/25/04 16:21 A Invoice: RA10000108
_ INV 05/25/04 16:23 05/25/04 16:23 A Invoice: UA10000109
_ INV 05/25/04 16:26 05/25/04 16:26 A Invoice: UA10000111
_ INV 05/26/04 16:47 05/26/04 16:47 A Invoice: RA10000114
_ INV 05/26/04 16:51 05/26/04 16:51 A Invoice: UA10000115
_ INV 05/26/04 16:55 05/26/04 16:55 A Invoice: UA10000116
_ INV 06/01/04 14:28 06/01/04 14:28 A Invoice: UA10000121
_ INV 06/01/04 14:29 06/01/04 14:29 A Invoice: RA10000122
_ INV 06/01/04 14:30 06/01/04 14:30 A Invoice: UA10000123
_ INV 06/01/04 14:32 06/01/04 14:32 A Invoice: UA10000124
Transactions 1 thru 10 of 12 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Forwd
|
The following sections describe the LTRS (List Transactions for a Requestor, Status & Command) function:
The Thru date defaults to the current date and can be changed as long as it is greater than or equal to the TxnReqDt.
The Requestor field defaults to the user's ID but can be changed to any valid user ID.
The Txn Cmd field must be entered and is the command that was used to enter the transaction (INV).
The Status must be one of the following valid values:
| P - | Pending approval (may be "held" by a reviewer) |
| W - | Withdrawn by the requestor |
| R - | Rejected by a reviewer |
| E - | Transaction has been posted and is complete. |
Once the key fields in the banner have been entered, the list will display the Requested date and time, the Status set day and time, the Action used in the command to create the transaction , the ID of Entity (the invoice number), and the number of comments if any.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to INV when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
Select an entry, PF8 to page forward, or enter new keys
AROLTPR 1 TEST List Txns Pending Review by a desk - LTPR 06/23/04 15:42
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/23/2004
Reviewer Desk: RECEIVE
-------------------------------------------------------------------------------
List of pending transactions for Desk: RECEIVE in application PAYROLL
Action Num
Cmd ---Requested---- Requestor - --------- ID of Entity --------- Comm
_ INV 05/21/2004 10:05 TURNER A Invoice: RA10000096 1
_ INV 05/25/2004 16:18 POLLYP A Invoice: UA10000107
_ INV 05/25/2004 16:21 CANFIEL A Invoice: RA10000108
_ INV 05/25/2004 16:23 CANFIEL A Invoice: UA10000109
_ INV 05/25/2004 16:26 CANFIEL A Invoice: UA10000111
_ INV 05/26/2004 16:51 CANFIEL A Invoice: UA10000115
_ INV 05/26/2004 16:55 CANFIEL A Invoice: UA10000116
_ INV 05/27/2004 10:14 POLLYP A Invoice: UA10000120
_ INV 06/01/2004 14:28 CANFIEL A Invoice: UA10000121
_ INV 06/01/2004 14:29 CANFIEL A Invoice: RA10000122
Transactions 1 thru 10 of 14 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Forwd
|
The following sections describe the LTPR (List Transactions Pending Review by a desk) function:
The Date field defaults to the current date but can be changed.
The Reviewer Desk defaults to the user's desk but can be changed to any valid desk.
Once the key fields in the banner have been entered, the list will display the Requested date and time, the Requestor ID, the Action used in the command to create the transaction , the ID of Entity (the invoice number), and the number of comments if any.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to INV when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
Select an entry, PF8 to page forward, or enter new keys
AROLTIN 1 TEST List Txns by Invoice LTIN, 06/23/04 15:55
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/23/2004
-------------------------------------------------------------------------------
List of INV transactions starting with ID: UA10000109
Status
Invoice # ___Requested____ Requestor BU - Customer
_ UA10000109 05/25/2004 16:23 CANFIEL AVCB P Washington County Child Support
_ UA10000110 05/25/2004 16:24 POLLYP AVCF E R. U. Sure
_ UA10000111 05/25/2004 16:26 CANFIEL AVCF P Washington County Child Support
_ UA10000115 05/26/2004 16:51 CANFIEL UAPR P Washington County Child Support
_ UA10000116 05/26/2004 16:55 CANFIEL UAPR P Washington County Child Support
_ UA10000117 05/27/2004 08:48 POLLYP AVCF W R. U. Sure
_ UA10000119 05/27/2004 10:11 POLLYP AVCF P Baxter Diagnostics Inc.
_ UA10000120 05/27/2004 10:14 POLLYP AVCF P Baxter Diagnostics Inc.
_ UA10000121 06/01/2004 14:28 CANFIEL AVCF P MARY POPPINS PENQUINS
_ UA10000123 06/01/2004 14:30 CANFIEL AVCF P Washington County Child Support
Transactions 1 thru 10 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd
|
The following sections describe the LTIN (List Transactions by Invoice Number) function:
LTIN is used to view transactions by invoice number.
The Date field defaults to the current date but can be changed.
The ID field can be used as a starting point for the list of invoices to begin. The last digits of the invoice number can be entered and when Enter is pressed, the invoice will be formatted with the appropriate prefix. If the ID field is not populated, all invoices will be listed.
Once the key fields in the banner have been entered, the list will display the Invoice #, Requested date and time, the Requestor ID, the invoice BU, the invoice Status, and the Customer name.
The Status values are listed below:
P - Pending approval (may be "held" by a reviewer)
W - Withdrawn by the requestor
R - Rejected by a reviewer
E - Transaction has been posted and is complete.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to INV when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
RCPT 06/23/04 16:09
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/23/2004
Receipt Method: X ID: JE04-0000801
-------------------------------------------------------------------------------
Action: V Method: X Transfer ID: JE04-0000801
Date: 06/15/2004 Amount: 3,000.00 Status: F Fully applied
Invoice: UA10000098 Payor: Jimmi Hendrix
Note: Transfer from incorrect cost center.
Created: 06/16/2004 13:58 by POLLYP Updated: by
Receipt Dispositions 1 - 6 of 6 for $ 3,000.00
Cd _____ID_____ Amount Date/Time By ID Name
A UA10000081 600.00 06/16/04 14:02 POLLYP Polly Parnell
A UA10000080 600.00 06/16/04 14:02 POLLYP Polly Parnell
A UA10000079 500.00 06/16/04 14:02 POLLYP Polly Parnell
A UA10000077 500.00 06/16/04 14:03 POLLYP Polly Parnell
A UA10000099 515.00 06/16/04 14:03 POLLYP Polly Parnell
A UA10000098 285.00 06/16/04 14:03 POLLYP Polly Parnell
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR
|
The following sections describe the RCPT (University Receipt) function:
| View | {V} |
| Add | {A} | Update | {U} |
3. The Invoice number (or TA number for travel advances) must be valid.
4. The Payor must be an active vendor on the vendor file. 5. The Cd (receipt disposition code) indicates what was done with the receipt. Valid codes are as follows:A - applied to an outstanding receivable
X - transferred to another receivable account
R - refunded to the payor.
6. The ID must be one of the following depending on the disposition code:- if disposition code = A, then a valid receivable ID (invoice or TA number) plus line number
- if disposition code = X, then a GJIM document number for a transfer
- if disposition code = R, then an AP ID number for a refund.
7. The Amount field must be numeric.This function is used to create receipts to be applied to an invoice via an update. For example, payments against an invoice that have been recorded in GJIM by a JE against an invoice. It is also used to update an existing payment posted through ISIS or the RCPT function.
AROLRSD 1 TEST List Receipts for a Status by Date - LRSD 07/30/04 13:38
Command: Action: V Type: AR ID: Line: 1 Date: 05/30/2004
Receipt Status: U Method: ID:
-------------------------------------------------------------------------------
List Receipts for Status: U Unapplied
from Receipt Date: 05/30/2004
Date M Receipt ID Amount Invoice # Payor
_ 06/02/04 I 000000000138 334.40 UA10000019
_ 06/02/04 I 000000000139 10,000.00 UA10000020
_ 06/02/04 I 000000000141 3,157.00 UA10000049
Suspend to RCPT
Receipts 1 thru 3 of 3 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LRSD (List Receipts for a Status by Date) function:
Once the required fields in the banner are entered, Date, M (receipt method), Receipt ID , Amount (receipt), Invoice #, and Payor name will be displayed.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to RCPT when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
AROLRMI 1 TEST List Receipts for a Method by Receipt ID - LRMI 06/23/04 16:22
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/03/2004
Receipt Method: X ID:
-------------------------------------------------------------------------------
List Receipts for Method: X Transfer
from Receipt ID:
Receipt ID St Date Amount Invoice # Payor
_ JE04-0000101 F 05/31/04 100.00 UA10000018 Carter's Taxi Cab Company
_ JE04-0000201 P 06/07/04 500.00 Carter Taxi
_ JE04-0000301 F 06/07/04 599.00 UA10000018 Carter's Svc
_ JE04-0000401 F 06/15/04 150.00
_ JE04-0000801 F 06/15/04 3,000.00 UA10000098 Jimmi Hendrix
_ JE04-0000901 P 06/16/04 40,000.00 Enterprise car
_ JE04-1234501 F 06/17/04 50.00 UA10000051 U. Must Pay
_ JE04-1234502 F 05/01/04 334.40 UA10000019 Another Company
_ JE04-1234503 F 06/17/04 334.40 UA10000019 Another Company
_ JE04-1234504 F 06/17/04 50.00 NCO
Suspend to RCPT
Receipts 1 thru 10 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd
|
The following sections describe the LRMI (List Receipts for a Method by Receipt ID) function:
LRMI is used to view receipts by receipt method and receipt ID.
To view receipts on LRMI, a Receipt Method must be entered. The valid values are:
I - ISIS departmental receipting
X - Transfer in via GJIM transaction.
The ID (receipt ID) is not required and if left blank, the list will display all receipts for the specified Receipt Method. If the ID is known, it can be entered and the list will start with that ID.
The list will display Receipt ID, St (status), Date, Amount, Invoice # (if available), and Payor name.
The Receipt ID will be in the following formats and is based on the Receipt Method.
I - 000000000101 - ISIS generated
X - JE04-1234504 - BASIS generated through GJIM.
St (status)will be a one of the following:
U - unapplied
P - partially applied
F - fully applied.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to INV when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
AROLRDA 1 TEST List Receipts for a Date - LRDA 06/23/04 17:27
Command: Action: V Type: AR ID: UA10000109 Line: 1 Date: 06/17/2004
Receipt Method: I ID:
-------------------------------------------------------------------------------
List Receipts for Date: 06/17/2004
Amount Receipt ID Meth St Invoice # Payor
_ 50.00 JE04-1234501 X F UA10000051 U. Must Pay
_ 50.00 JE04-1234504 X F NCO
_ 334.40 JE04-1234503 X F UA10000019 Another Company
_ 1,500.00 JE04-1234506 X P T. Monk
Suspend to RCPT
Receipts 1 thru 4 of 4 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LRDA (List Receipts for a Date) function:
LRDA is used to view receipts for a specific date.
The list displays the Amount, Receipt ID, Meth (method), St (status), Invoice # (if available), and Payor name.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to RCPT when a receipt amount is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the receipt list.
AROACTC 1 TEST Activity Code - ACTC 08/23/04 10:02
Command: Action: V Type: AR ID: Line: 1 Date: 08/23/2004
Activity Code: CALL
-------------------------------------------------------------------------------
Action: V Activity Type: RA
Activity Code: CALL
Code ------- Activity Description ------
CALL Reminder Call
COL1 Sent to collection agency
COL2 Sent to second collection agency
LET1 1st letter mailed
LET2 2nd letter mailed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode
|
The following sections describe the ACTC (Activity Code) function:
The ACTC function is used to create, update, delete and view activity codes that are associate with an invoice.
| View | {V} |
| Add | {A} | Update | {U} | Delete | {D} |
AROIA 1 TEST Invoice Activity - IA 08/23/04 12:05
Command: Action: V Type: AR ID: UA10000025 Line: 1 Date: 08/20/2004
Activity Code: CALL
-------------------------------------------------------------------------------
Action: V ID: UA10000025 04/29/2004 Springdale Rubber & Gasket Co.
Status: O Open Amount: 15,861.04
Activity: CALL Reminder Call
Activity Time: 08/20/2004 14:14
____________________________ Comment 1 of 1 __________________________
Comment:
Make first call on 8/27/04
Updated: 08/20/2004 14:14 By: CANFIEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR
|
The following sections describe the IA (Invoice Activity) function:
The IA function is used to create and view an activity code for an invoice. The invoice date, the vendor, status, invoice amount, activity time, and comment (if entered) are displayed. If this information has been updated, the date and user ID is also displayed.
| View | {V} |
| Add | {A} | Update | {U} | Delete | {D} |
The Activity Code field must contain a valid activity code.
The ID field must contain a valid receivable ID number.
Select an entry, or enter new keys
LAI 08/23/04 14:49
Command: Action: V Type: AR ID: UA10000025 Line: 1 Date: 08/23/2004
Activity Cd: LWD
-------------------------------------------------------------------------------
List Activities for UA10000025 Springdale Rubber & Gasket Co.
04/29/2004 Status: O Open $ 15,861.04
Activity
Cmd Code Activity Description Activity Time CreatedBy #Cmts
_ IA CALL Reminder Call 08/05/04 14:14 CANFIEL 1
_ IA LET1 1st letter mailed 08/15/99 18:06 CANFIEL 1
_ IA LET2 2nd letter mailed 08/25/04 14:08 CANFIEL 1
_ IA COL1 Sent to first collection agency 09/25/04 14:14 CANFIEL 1
Activities 1 thru 5 of 5 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LAI (List Activities for an Invoice):
The Activity Code, Activity Descriptions, Activity Time, user that created the activity code, and number of comments entered for each Activity Code, will be listed.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to IA when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.
Select an entry, or enter new keys
AROLIAT 1 TEST List Invoices with an Activity >= Time LIAT 08/23/04 16:08
Command: Action: V Type: AR ID: UA10000025 Line: 1 Date: 08/20/2004
Activity Cd: CALL
-------------------------------------------------------------------------------
List Invoices for Activity: LWD Lunch With Debtor
from Activity Date: 08/20/2004
_________________________ Invoice ________________________
Cmd Activity Time Number Customer Name Date Amount
_ IA 08/20/04 11:39 UA10000007 Wimberly; Sally 04/27/04 40.86
_ IA 08/20/04 14:14 UA10000025 Springdale Rubber & Gaske 04/29/04 15,861.04
Invoices 1 thru 2 of 2 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LIAT (List Invoice with an Activity >= Time) function:
After an Activity Code is specified in the banner and Enter is pressed, the list displays the Activity Time, Number,(either the invoice number or receipt ID), Customer Name, Invoice Date and Amount.
The PF1 help key is available to use in the banner fields.
The PF2 is available to use for suspending to IA when an invoice transaction is selected.
The PF5 key is available to restart the list.
The PF7 and PF8 keys are available to move backward and forward through the invoice transaction list.