Difference between revisions of "Accounts Receivable"

 
(24 intermediate revisions by the same user not shown)
Line 1: Line 1:
 
<div style="text-align: center;">
 
<div style="text-align: center;">
[[Financials]] | [[Accounts Receivable Aids]] | [[Credit Voucher]] | [[Receipt Voucher]]
+
[[Financials]] | [[Receipt Voucher]] | [[Sales Invoice]]
 
</div>
 
</div>
 
==Accounts Receivable==
 
==Accounts Receivable==
 
Allows the user to create a transaction for the balance due to a firm for goods and services delivered or used but not yet paid for by customers.
 
Allows the user to create a transaction for the balance due to a firm for goods and services delivered or used but not yet paid for by customers.
 +
=====Requirements before using Accounts Receivable=====
  
 +
*The user should setup the following [[Maintenance]] Module in order to proceed on using the [[Accounts Receivable]]
 +
*#[[Customer]]
 +
*#[[Chart of Account]]
 +
*#[[Proforma]]
 +
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Accounts Receivable Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Description
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''UNPAID'''
 +
| style="" |If the Accounts Receivable has been created
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''POSTED'''
 +
| style="" |If the Accounts Receivable is Posted and ready to receive its payment
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''WITH PARTIAL PAYMENT'''
 +
| style="" |If the Accounts Receivable is Paid Partially
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''PAID'''
 +
| style="" |If the Accounts Receivable is completely Paid
 +
|-
 +
|'''CANCELLED'''
 +
|If the Accounts Receivable is cancelled
 +
|}
 +
<br />
 
=====Accounts Receivable Record List=====
 
=====Accounts Receivable Record List=====
[[File:Accounts Receivable Record List.png|center|thumb|Accounts Receivable Record List]]
+
[[File:Financials - Accounts Receivable - Record List.png|border|center|1500x1500px]]
 
+
<br />
 
=====Adding Accounts Receivable=====
 
=====Adding Accounts Receivable=====
[[File:Adding Accounts Receivable.png|center|thumb|863x863px|Adding Accounts Receivable]]
 
<br />
 
  
*'''Adding Accounts Receivable Information'''
+
#Click [[Accounts Receivable]] under Financials menu
 +
#Under Accounts Receivable Screen, Click Add Accounts Receivable
 +
#Fill up the necessary fields in the Header Section
 +
#Fill up the necessary fields in the Accounting Details then '''Click Save. Note: Fields with * are require fields'''
  
 +
[[File:Financials - Accounts Receivable - Add.png|border|center|1500x1500px]]
 +
<br />
 
{| class="wikitable"
 
{| class="wikitable"
!Field
+
|+Adding Accounts Receivable Information
!Description
+
!'''Field'''
!Expected Values
+
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Fields?'''
 +
|-
 +
|1. Voucher No.
 +
|<span style="color: rgb(34, 34, 34)">•Voucher Reference number generated upon creation</span>
 +
|<span style="color: rgb(34, 34, 34)">•Alphanumeric(Auto-Generated)</span>
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|1.[[Customers]]
+
|2.[[Customer]]
 
|•Name of Customer
 
|•Name of Customer
 
|•Customer List provided in the Customer  Maintenance Module
 
|•Customer List provided in the Customer  Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|3.Tax Identification Number(TIN)
 +
|<span style="color: rgb(34, 34, 34)">•TIN of the Customer</span>
 +
|<span style="color: rgb(34, 34, 34)">•Number(Auto-Generated base from Customer's Profile)</span>
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|2.[[Proforma]]
+
|4.Terms
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•</span>Days on completing the sale
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Number(Auto-Generated base from the</span>
 +
<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">Customer's</span> <span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">P</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">rofile)</span>
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|5.Address
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Address of the Customer</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Alphanumeric(Auto-Generated base from the Customer's Profile)</span>
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|6.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|3.Transaction Date
+
|7.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|4.Due Date
+
|8.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|5.Invoice No
+
|9.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|6.Reference No
+
|10.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
|•Number
+
|•Alphanumeric
 +
| style="vertical-align:middle;text-align:center;" |Special Characters
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|7.Notes
+
|11.Notes
 
|•Other Remarks on the Transaction
 
|•Other Remarks on the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|8.[[Chart of Account|Account]]
+
|12.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|9.Debit
+
|13.Description
 +
|•Any remarks or Notes in the Account Line of the transaction
 +
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|14.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|10.Credit
+
|15.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|16.Value Added Tax(VAT)
 +
|•VAT to be applied in the amount on the accounting details in the transaction
 +
|•Tick/Untick
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|17.[[Tax]]
 +
|•Type of Tax to be applied when the VAT is ticked
 +
|•Tax List provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|}
 
|}
  
 
Notes:
 
Notes:
  
*Accounts Receivable Transactions are auto-generated when it is created from [[Delivery Receipt]] and it has a [[Sales Invoice]] in it.
+
*Accounts Receivable Transactions are auto-generated when it is created from [[Billing]] and [[Delivery Receipt]] with [[Sales Invoice]] in it.
  
 
*Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
*Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
Line 69: Line 186:
 
**This can be seen in [[Proforma]] Maintenance Module
 
**This can be seen in [[Proforma]] Maintenance Module
 
*Customer should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
*Customer should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
**This can be seen in [[Customers]] Maintenance Module
+
**This can be seen in [[Customer]] Maintenance Module
 +
*Tax should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Tax]] Maintenance Module
 +
**This will be only available in the transaction when the VAT column is checked.
 +
 
 +
<br />
 +
=====<span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Viewing Accounts Receivable</span>=====
  
*For detailed steps on how to Add an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found  [[Accounts Receivable Aids|here]]
+
#Click [[Accounts Receivable]] under Financials Menu
 +
#Select an Accounts Receivable record that needs to view its details. Click the drop-down arrow then click View.
 +
#The user has an option to Tag a [[Profit Center]] or to edit the record upon viewing it.
  
=====Editing Accounts Receivable=====
 
[[File:Editing Accounts Receivable.png|center|thumb|864x864px|Editing Accounts Receivable]]
 
 
<br />
 
<br />
 +
[[File:Financials - Accounts Receivable - View.png|border|center|1500x1500px]]
 +
<br />
 +
=====<span class="mw-headline" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;">Editing Accounts Receivable</span>=====
  
*'''Editing Accounts Receivable Information'''
+
#Click [[Accounts Receivable]] under Financials Menu
 +
#Select the Accounts Receivable that needs to update its details. Click the drop-down arrow then click Edit.
 +
#Update the necessary information then click '''Save.'''
  
 +
[[File:Financials - Accounts Receivable - Edit.png|border|center|1530x1530px]]
 
{| class="wikitable"
 
{| class="wikitable"
!Field
+
|+Editing Accounts Receivable Information
!Description
+
!'''Field'''
!Expected Values
+
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Fields?'''
 
|-
 
|-
|1.[[Customers]]
+
|1. Voucher No.
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Voucher Reference number generated upon creation</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Alphanumeric(Auto-Generated)</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|2.[[Customer]]
 
|•Name of Customer
 
|•Name of Customer
 
|•Customer List provided in the Customer  Maintenance Module
 
|•Customer List provided in the Customer  Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|2.[[Proforma]]
+
|3.Tax Identification Number(TIN)
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•TIN of the Customer</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Number(Auto-Generated base from Customer's Profile)</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|4.Terms
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•</span>Days on completing the sale
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Number(Auto-Generated base from the</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">Customer's</span> <span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">P</span><span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">rofile)</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|5.Address
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Address of the Customer</span>
 +
|<span class="ve-pasteProtect" style="color: rgb(34, 34, 34)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(34, 34, 34)&quot;}">•Alphanumeric(Auto-Generated base from the Customer's Profile)</span>
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|6.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|3.Transaction Date
+
|7.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|4.Due Date
+
|8.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|5.Invoice No
+
|9.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|6.Reference No
+
|10.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
|•Number
+
|•Alphanumeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|7.Notes
+
|11.Notes
 
|•Other Remarks on the Transaction
 
|•Other Remarks on the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|8.[[Chart of Account|Account]]
+
|12.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|13.Description
 +
|•Any remarks or Notes in the Account Line of the transaction
 +
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|9.Debit
+
|14.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|10.Credit
+
|15.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
|•Number
+
|•Numeric
|}
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|16.Value Added Tax(VAT)
 +
|•VAT to be applied in the amount on the accounting details in the transaction
 +
|•Tick/Untick
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|17.[[Tax]]
 +
|•Type of Tax to be applied when the VAT is ticked
 +
|•Tax List provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|}Notes:
 +
 
 +
*Auto-Generated Accounts Receivable can only be edited through its [[Sales Invoice]]
 +
**To edit the total amount of the receivable, the delivery receipt should also be edited by cancelling the Sales Invoice and reverting its [[Delivery Receipt]] to prepared.
 +
 
 +
=====<span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Printing Accounts Receivable</span>=====
 +
 
 +
#Click Financials then click <span class="ve-pasteProtect">Accounts Receivable</span>
 +
#Select the Accounts Receivable that needs to print its details. Click the Drop-down Arrow then press Print'''.'''
 +
 
 +
[[File:Financials - Accounts Receivable - Print.png|border|center|1500x1500px]]
 +
 
 +
=====<span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Posting Accounts Receivable</span>=====
 +
 
 +
#Click Financials then click <span class="ve-pasteProtect">Accounts Receivable</span>
 +
#Select the Accounts Receivable that needs to post its details. Click the drop-down arrow then click Post
 +
 
 +
[[File:Financials - Accounts Receivable - Post.png|border|center|1500x1500px]]
  
Notes:
+
=====<span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Unposting Accounts Receivable</span>=====
  
*Auto generated Accounts Receivable can only be edited through its reference [[Delivery Receipt]].
+
#Click Financials then click <span class="ve-pasteProtect">Accounts Receivable</span>
 +
#Select a Posted Accounts Receivable that needs to post its details. Click the drop-down arrow then click Unpost
  
*Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
+
[[File:Financials - Accounts Receivable - Unpost.png|border|center|1499x1499px]]
**This can be seen in [[Chart of Account]] Maintenance Module.
 
**Past Transactions with '''INACTIVE''' status prior to its deactivation can still be used.
 
*Proforma should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Proforma]] Maintenance Module
 
**Past Transactions with '''INACTIVE''' status prior to its deactivation can still be used.
 
*Customer should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Customers]] Maintenance Module
 
**Past Transactions with '''INACTIVE''' status prior to its deactivation can still be used.
 
  
*For detailed steps on how to Edit an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found [[Accounts Receivable Aids|here]]
+
=====<span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Receiving Payment in Accounts Receivable</span>=====
  
=====Accounts Receivable Options=====
+
#Click [[Accounts Receivable]] under Financials Menu
[[File:Accounts Receivable Options.png|center|thumb|Accounts Receivable Options]]
+
#Select a posted [[Accounts Receivable]] record that needs to receive payment. Click the drop-down arrow then click Receive Payment
 +
#Fill out the necessary fields in the header part.
 +
#Fill out the necessary fields in the accounting details then click Save. Note: Fields with * are require fields.
 +
#Go to [[Receipt Voucher]] and select the newly created Receipt Voucher then click Post.
  
*For detailed steps on how to Import and Export an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found  [[Accounts Receivable Aids|here]]
+
[[File:Financials - Accounts Receivable - Receive Payment.png|border|center|1621x1621px]]
 +
=====<span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Requisition_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Sales_Quotation_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Cancelling Accounts Receivable Record</span></span></span></span></span></span></span></span>=====
 +
Import Accounts Receivable can be canceled in two ways:
  
=====Accounts Receivable Importation Option=====
+
*Using drop-down arrow of a record can be used in single record cancellation
[[File:Accounts Receivable Importation Option.png|center|thumb|Accounts Receivable Importation Option]]
 
  
*For detailed steps on how to Import an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found  [[Accounts Receivable Aids|here]]
+
[[File:Financials - Accounts Receivable - Cancel1.png|border|center|1500x1500px]]
  
=====Accounts Receivable Record Option=====
+
*Using Cancel Button for cancelling multiple records
[[File:Accounts Receivable Record Option.png|center|thumb|Accounts Receivable Record Option]]Notes:
 
  
*The user can only Receive Payment the Accounts Receivable if the Receivable transaction has tag reference on it.
+
[[File:Financials - Accounts Receivable - Cancel2.png|border|center|1500x1500px]]
**Posted Receivable can also received payments but cannot be edited.
+
=====Importing and Exporting Accounts Receivable=====
  
*For detailed steps on how to View, Edit, Print, Post and Cancel an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found  [[Accounts Receivable Aids|here]]
+
#Under Accounts Receivable Screen, Click Options
 +
#Under Options, the user may Export or Import Accounts Receivable
 +
#*When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
  
=====Accounts Receivable View Record=====
+
[[File:Financials - Accounts Receivable - Export.png|border|center|1699x1699px]]
[[File:Accounts Receivable View Record.png|center|thumb|Accounts Receivable View Record]]
+
<br />
  
*For detailed steps on how to View an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found [[Accounts Receivable Aids|here]]
+
*For batch creation, under Accounts Receivable menu, click options then choose Import Accounts Receivable button
  
 +
[[File:Financials - Accounts Receivable - Import.png|border|center|1500x1500px]]
 +
<br />
 
{| class="wikitable"
 
{| class="wikitable"
 +
|+Accounts Receivable Import Fields
 +
!'''Field'''
 +
!'''Description of Data Output'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required  Field?'''
 +
|-
 +
|1. Document Set
 +
|Manual entry of Document Set of Accounts Receivable (e.g., 1, 2, 3, A, B, C)
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Underscore (_)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |5
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|2. Transaction Date
 +
|Manual entry of Transaction Date of Accounts Receivable
 +
|*Numeric
 +
<nowiki>*</nowiki>Dash (-), Backslash (/)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|3. Due Date
 +
|Manual entry of Due Date of Accounts Receivable – must be based on Customer’s payment terms
 +
|*Numeric
 +
<nowiki>*</nowiki>Dash (-), Backslash (/)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|4. Customer Code
 +
|Manual entry of Customer code – must be based from Customer Data maintenance
 +
|*Numeric
 +
<nowiki>*</nowiki> Customer Code based from Customer maintenance
 +
| style="vertical-align:middle;text-align:center;" |Any input not mentioned  in the required inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|5. Invoice No.
 +
|Manual entry of Accounts Receivable Invoice No.
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|6. Reference No.
 +
|Manual entry of Accounts Receivable Reference No.
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|7. Notes
 +
|Manual entry of Accounts Receivable Notes
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|8. Account Code
 +
|Manual entry of Account Code – must be based from Chart of Accounts maintenance
 +
|*Numeric
 +
<nowiki>*</nowiki>Account Code based from Chart of Accounts maintenance
 +
| style="vertical-align:middle;text-align:center;" |Any input not mentioned  in the required inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|9. Description
 +
|Manual entry of Account Description
 +
|*Alphanumeric
 +
<nowiki>*</nowiki>Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|10. Debit
 +
|Manual entry of Debit amount
 +
|*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input excepts numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|11. Credit
 +
|Manual entry of Credit amount
 +
|*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input excepts numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|}
 +
 +
=====Accounts Receivable Record Option=====
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Actions Available base on Accounts Receivable Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |View
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Edit
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Post
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Receive Payment
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Cancel
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''UNPAID'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''POSTED'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''WITH PARTIAL PAYMENT'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''PAID'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''CANCELLED'''
 +
| style="vertical-align:middle;text-align:center;" |☑
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
| style="vertical-align:middle;text-align:center;" |
 +
|}
 +
 +
 +
Notes:
 +
 +
*The user can only Receive Payment the Accounts Receivable if the Receivable transaction has tag reference on it.
 +
**Posted Receivable can also received payments but cannot be edited.
 +
 +
{| class="wikitable" style="margin: auto;"
 
|+Categories:
 
|+Categories:
 
! colspan="2" |'''Modules'''
 
! colspan="2" |'''Modules'''
 
|-
 
|-
 
|Financials
 
|Financials
|[[Accounts Receivable]]<nowiki> | </nowiki>[[Credit Voucher]]<nowiki> | </nowiki>[[Receipt Voucher]]<nowiki> | </nowiki>[[Financials]]
+
|[[Financials]]<nowiki> | </nowiki>[[Accounts Receivable]]<nowiki> | </nowiki>[[Receipt Voucher]]
 
|-
 
|-
 
|Sales
 
|Sales
Line 177: Line 557:
 
|[[Customer]]<nowiki> | </nowiki>[[Proforma]]<nowiki> | </nowiki>[[Chart of Account]]<nowiki> | </nowiki>[[Tax]]
 
|[[Customer]]<nowiki> | </nowiki>[[Proforma]]<nowiki> | </nowiki>[[Chart of Account]]<nowiki> | </nowiki>[[Tax]]
 
|-
 
|-
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Job Aid Modules'''
+
! colspan="2" |'''Reports'''
|-
 
|Financials Aids
 
|[[Accounts Receivable Aids]]<nowiki> | </nowiki>[[Credit Voucher Aids]]<nowiki> | </nowiki>[[Receipt Voucher Aids]]
 
|-
 
|Sales Aids
 
|[[Delivery Receipt Aids]]<nowiki> | </nowiki>[[Sales Invoice Aids]]
 
 
|-
 
|-
|Maintenance Aids
+
|Financial Reports
|[[Customer Aids]]<nowiki> | </nowiki>[[Proforma Aids]]<nowiki> | </nowiki>[[Chart of Accounts Aids]]<nowiki> | </nowiki>[[Tax Aids]]
+
|[[Accounts Receivable Aging]]<nowiki> | </nowiki>[[AR Detailed Report]]<nowiki> | </nowiki>[[AR Transaction Report]]
 
|}
 
|}
 +
[[Category:Financials]]
 +
[[Category:Sales]]
 +
[[Category:Sales Reports]]
 +
[[Category:Billing]]
 +
[[Category:Tax Reports]]
 +
[[Category:Financial Statements]]

Latest revision as of 10:24, 26 April 2022

Accounts Receivable

Allows the user to create a transaction for the balance due to a firm for goods and services delivered or used but not yet paid for by customers.

Requirements before using Accounts Receivable
Accounts Receivable Record Status
Status Description
UNPAID If the Accounts Receivable has been created
POSTED If the Accounts Receivable is Posted and ready to receive its payment
WITH PARTIAL PAYMENT If the Accounts Receivable is Paid Partially
PAID If the Accounts Receivable is completely Paid
CANCELLED If the Accounts Receivable is cancelled


Accounts Receivable Record List
Financials - Accounts Receivable - Record List.png


Adding Accounts Receivable
  1. Click Accounts Receivable under Financials menu
  2. Under Accounts Receivable Screen, Click Add Accounts Receivable
  3. Fill up the necessary fields in the Header Section
  4. Fill up the necessary fields in the Accounting Details then Click Save. Note: Fields with * are require fields
Financials - Accounts Receivable - Add.png


Adding Accounts Receivable Information
Field Description Allowed Inputs Restricted Inputs Character Limit Required Fields?
1. Voucher No. •Voucher Reference number generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List provided in the Customer  Maintenance Module N/A N/A Yes
3.Tax Identification Number(TIN) •TIN of the Customer •Number(Auto-Generated base from Customer's Profile) N/A N/A N/A
4.Terms Days on completing the sale •Number(Auto-Generated base from the

Customer's Profile)

N/A N/A N/A
5.Address •Address of the Customer •Alphanumeric(Auto-Generated base from the Customer's Profile) N/A N/A N/A
6.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
7.Transaction Date •Date when the Payable Transaction was created •Date picker provided by the system N/A N/A Yes
8.Due Date •Due date of Payable Transaction •Date picker provided by the system N/A N/A Yes
9.Invoice No •Invoice number reference for the transaction •Alphanumeric

•Special Characters

None 20 No
10.Reference No •Reference No for the transaction •Alphanumeric Special Characters 20 No
11.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
12.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module N/A N/A Yes
13.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric

•Special Characters

None 250 No
14.Debit •Debit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
15.Credit •Credit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
16.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
17.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A

Notes:

  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Proforma Maintenance Module
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Customer Maintenance Module
  • Tax should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Tax Maintenance Module
    • This will be only available in the transaction when the VAT column is checked.


Viewing Accounts Receivable
  1. Click Accounts Receivable under Financials Menu
  2. Select an Accounts Receivable record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to Tag a Profit Center or to edit the record upon viewing it.


Financials - Accounts Receivable - View.png


Editing Accounts Receivable
  1. Click Accounts Receivable under Financials Menu
  2. Select the Accounts Receivable that needs to update its details. Click the drop-down arrow then click Edit.
  3. Update the necessary information then click Save.
Financials - Accounts Receivable - Edit.png
Editing Accounts Receivable Information
Field Description Allowed Inputs Restricted Inputs Character Limit Required Fields?
1. Voucher No. •Voucher Reference number generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List provided in the Customer  Maintenance Module N/A N/A Yes
3.Tax Identification Number(TIN) •TIN of the Customer •Number(Auto-Generated base from Customer's Profile) N/A N/A N/A
4.Terms Days on completing the sale •Number(Auto-Generated base from theCustomer's Profile) N/A N/A N/A
5.Address •Address of the Customer •Alphanumeric(Auto-Generated base from the Customer's Profile) N/A N/A N/A
6.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
7.Transaction Date •Date when the Payable Transaction was created •Date picker provided by the system N/A N/A Yes
8.Due Date •Due date of Payable Transaction •Date picker provided by the system N/A N/A Yes
9.Invoice No •Invoice number reference for the transaction •Alphanumeric

•Special Characters

None 20 No
10.Reference No •Reference No for the transaction •Alphanumeric Special Characters 20 No
11.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
12.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module N/A N/A Yes
13.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric

•Special Characters

None 250 No
14.Debit •Debit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
15.Credit •Credit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
16.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
17.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A

Notes:

  • Auto-Generated Accounts Receivable can only be edited through its Sales Invoice
    • To edit the total amount of the receivable, the delivery receipt should also be edited by cancelling the Sales Invoice and reverting its Delivery Receipt to prepared.
Printing Accounts Receivable
  1. Click Financials then click Accounts Receivable
  2. Select the Accounts Receivable that needs to print its details. Click the Drop-down Arrow then press Print.
Financials - Accounts Receivable - Print.png
Posting Accounts Receivable
  1. Click Financials then click Accounts Receivable
  2. Select the Accounts Receivable that needs to post its details. Click the drop-down arrow then click Post
Financials - Accounts Receivable - Post.png
Unposting Accounts Receivable
  1. Click Financials then click Accounts Receivable
  2. Select a Posted Accounts Receivable that needs to post its details. Click the drop-down arrow then click Unpost
Financials - Accounts Receivable - Unpost.png
Receiving Payment in Accounts Receivable
  1. Click Accounts Receivable under Financials Menu
  2. Select a posted Accounts Receivable record that needs to receive payment. Click the drop-down arrow then click Receive Payment
  3. Fill out the necessary fields in the header part.
  4. Fill out the necessary fields in the accounting details then click Save. Note: Fields with * are require fields.
  5. Go to Receipt Voucher and select the newly created Receipt Voucher then click Post.
Financials - Accounts Receivable - Receive Payment.png
Cancelling Accounts Receivable Record

Import Accounts Receivable can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Financials - Accounts Receivable - Cancel1.png
  • Using Cancel Button for cancelling multiple records
Financials - Accounts Receivable - Cancel2.png
Importing and Exporting Accounts Receivable
  1. Under Accounts Receivable Screen, Click Options
  2. Under Options, the user may Export or Import Accounts Receivable
    • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
Financials - Accounts Receivable - Export.png


  • For batch creation, under Accounts Receivable menu, click options then choose Import Accounts Receivable button
Financials - Accounts Receivable - Import.png


Accounts Receivable Import Fields
Field Description of Data Output Allowed Inputs Input Restrictions Character Limit Required Field?
1. Document Set Manual entry of Document Set of Accounts Receivable (e.g., 1, 2, 3, A, B, C) *Alphanumeric

*Underscore (_)

Other special characters not mentioned 5 Yes
2. Transaction Date Manual entry of Transaction Date of Accounts Receivable *Numeric

*Dash (-), Backslash (/)

Other special characters not mentioned N/A Yes
3. Due Date Manual entry of Due Date of Accounts Receivable – must be based on Customer’s payment terms *Numeric

*Dash (-), Backslash (/)

Other special characters not mentioned N/A Yes
4. Customer Code Manual entry of Customer code – must be based from Customer Data maintenance *Numeric

* Customer Code based from Customer maintenance

Any input not mentioned  in the required inputs N/A Yes
5. Invoice No. Manual entry of Accounts Receivable Invoice No. *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 20 No
6. Reference No. Manual entry of Accounts Receivable Reference No. *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 20 No
7. Notes Manual entry of Accounts Receivable Notes *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 300 No
8. Account Code Manual entry of Account Code – must be based from Chart of Accounts maintenance *Numeric

*Account Code based from Chart of Accounts maintenance

Any input not mentioned  in the required inputs N/A Yes
9. Description Manual entry of Account Description *Alphanumeric

*Special Characters

None 250 No
10. Debit Manual entry of Debit amount *Numeric Any input excepts numbers 20 Yes
11. Credit Manual entry of Credit amount *Numeric Any input excepts numbers 20 Yes
Accounts Receivable Record Option
Actions Available base on Accounts Receivable Record Status
Status View Edit Post Receive Payment Cancel
UNPAID
POSTED
WITH PARTIAL PAYMENT
PAID
CANCELLED


Notes:

  • The user can only Receive Payment the Accounts Receivable if the Receivable transaction has tag reference on it.
    • Posted Receivable can also received payments but cannot be edited.
Categories:
Modules
Financials Financials | Accounts Receivable | Receipt Voucher
Sales Delivery Receipt | Sales Invoice
Maintenance Customer | Proforma | Chart of Account | Tax
Reports
Financial Reports Accounts Receivable Aging | AR Detailed Report | AR Transaction Report