Accounts Receivable

Financials | Accounts Receivable Aids | Receipt Voucher

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
  4. Project
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Customer Aids
  2. Chart of Accounts Aids
  3. Proforma Aids
  4. Project Aids

Notes:

• The customer should have a Delivery Receipt with Sales Invoice Record or Billing in order to create an Accounts Receivable. Instructions on how to create the following records can be found below:
  1. Delivery Receipt Aids
  2. Sales Invoice Aids
  3. Billing Aids

Accounts Receivable Record List

File:Accounts Receivable Record List.png

Accounts Receivable Record List

Adding Accounts Receivable

File:Adding Accounts Receivable.png

Adding Accounts Receivable

• 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 Supplier	•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.Project	•Assigned Project on a specific Accounting Line	•Project List in the Project Maintenance Module
13.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
14.Description	•Any remarks or Notes in the Account Line of the transaction	•Alphanumeric
15.Debit	•Debit Amount for the Transaction	•Number
16.Credit	•Credit Amount for the Transaction	•Number
17.Value Added Tax(VAT)	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
18.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

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
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project 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.

• For detailed steps on how to Add an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found here

Editing Accounts Receivable

File:Editing Accounts Receivable.png

Editing Accounts Receivable

• Editing 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 Supplier	•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.Project	•Assigned Project on a specific Accounting Line	•Project List in the Project Maintenance Module
13.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
14.Description	•Any remarks or Notes in the Account Line of the transaction	•Alphanumeric
15.Debit	•Debit Amount for the Transaction	•Number
16.Credit	•Credit Amount for the Transaction	•Number
17.Value Added Tax(VAT)	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
18.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

Notes:

• Auto generated Accounts Receivable can only be edited through its reference Delivery Receipt and Billing.

• 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.
  • 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.
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project 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.

• For detailed steps on how to Edit an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found here

Accounts Receivable Options

File:Accounts Receivable Options.png

Accounts Receivable Options

• For detailed steps on how to Import and Export an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found here

Accounts Receivable Importation Option

File:Accounts Receivable Importation Option.png

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 here

Accounts Receivable Record Option

File:Accounts Receivable Record Option.png

Accounts Receivable Record Option

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.

• 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 here

Accounts Receivable View Record

File:Accounts Receivable View Record.png

Accounts Receivable View Record

• For detailed steps on how to View an Accounts Receivable, you can visit the Accounts Receivable Job Aids which can be found here

Categories:

Modules
Financials	Accounts Receivable | Receipt Voucher | Financials
Sales	Delivery Receipt | Sales Invoice
Billing	Billing
Maintenance	Customer | Proforma | Project | Chart of Account | Tax
Job Aid Modules
Financials Aids	Accounts Receivable Aids | Receipt Voucher Aids
Sales Aids	Delivery Receipt Aids | Sales Invoice Aids
Billing Aids	Billing Aids
Maintenance Aids	Customer Aids | Proforma Aids | Project Aids | Chart of Accounts Aids | Tax Aids