Difference between revisions of "Accounts Receivable"

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[[Category:Financials]]
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[[Category:Sales]]
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[[Category:Sales Reports]]

Revision as of 13:18, 6 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 Expected Values
1. Voucher No. •Voucher Reference number generated upon creation •Alphanumeric(Auto-Generated)
2.Customers •Name of Customer •Customer List provided in the Customer  Maintenance Module
3.Tax Identification Number(TIN) •TIN of the Customer •Number(Auto-Generated base from Customer's Profile)
4.Terms Days on completing the sale •Number(Auto-Generated base from the

Customer's Profile)

5.Address •Address of the Customer •Alphanumeric(Auto-Generated base from the Customer's Profile)
6.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
7.Transaction Date •Date when the Payable Transaction was created •Date
8.Due Date •Due date of Payable Transaction •Date
9.Invoice No •Invoice number reference for the transaction •Alphanumeric
10.Reference No •Reference No for the transaction •Number
11.Notes •Other Remarks on the Transaction •Alphanumeric
12.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
13.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric
14.Debit •Debit Amount for the Transaction •Number
15.Credit •Credit Amount for the Transaction •Number
16.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick
17.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module

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 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.


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

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 Required (Y/N)
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 Y
2. Transaction Date Manual entry of Transaction Date of Accounts Receivable *Numeric

*Dash (-), Backslash (/)

*Other special characters not mentioned Y
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 Y
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 Y
5. Invoice No. Manual entry of Accounts Receivable Invoice No. *Alphanumeric

*Underscore (_), Dash (-)

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

*Underscore (_), Dash (-)

*Other special characters not mentioned N
7. Notes Manual entry of Accounts Receivable Notes *Alphanumeric

*Underscore (_), Dash (-)

*Other special characters not mentioned N
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 Y
9. Description Manual entry of Account Description *Alphanumeric

*Special Characters

*None N
10. Debit Manual entry of Debit amount *Numeric *Any input excepts numbers Y
11. Credit Manual entry of Credit amount *Numeric *Any input excepts numbers Y
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