Accounts Receivable

Financials | Receipt Voucher | Sales Invoice

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

• The user should setup the following Maintenance Module in order to proceed on using the Accounts Receivable
  1. Customer
  2. Chart of Account
  3. Proforma

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

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

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:

• 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.
  • This can be seen in Chart of Account Maintenance Module.
• 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 Customers 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.

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.

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.

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

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

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.

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

• Using Cancel Button for cancelling multiple records

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.

• For batch creation, under Accounts Receivable menu, click options then choose Import Accounts Receivable button

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.