Note: With the customer name highlighted, the right-click provides access to some of the features available under the Options button without having to open the customer record.

Customer Options

Click the Customer Options button to display the drop list of features

 

Deposit On Account

Select Deposit On Account to open the data entry window to enter Date, Deposit Amount, Payment Method (and Check Number for payment by check), Notes, then click the OK button; click Yes to print a receipt if applicable. The Deposit on Account will show in the Credit Available field on the General screen of the customer record until an invoice is selected for payment and the credit on account is applied as a method of payment to the invoice.

View A/R Transactions

Select View A/R Transactions to open the window listing A/R Transactions.   The transactions are currently filtered to show "Open Invoices and Credits".  The change the viewing options, click the down arrow by Open Invoices and Credits.  You can choose This Fiscal Year to Date, Last Fiscal Year, This Fiscal Quarter to Date, Last Fiscal Quarter, Last Month, and Custom.  The top right corner will have 3 checkboxes:

1. Check the Show Deleted Transactions box to include any deleted transactions on the A/R Transactions list. Voided transactions are always displayed on the transaction list. Deleted transactions are hidden unless this box is checked. 
   
2. Check the Show Credit Applied box to display credits that have been used to pay an invoice. All payments and credits appear on the transaction list; however, the date and amount of the credit applied are hidden unless this box is checked.
   
3. Check the Show Non-A/R Payments to display payments made to the customer that were not generated from the customer’s account, i.e. a check written to the customer for something other than an A/R Refund check. 
   

There are six (6) buttons at the bottom that you can Edit, Delete, Void, Print, Find, or Close.

1. Click the Edit button to open the General Journal Entry screen of a highlighted transaction created on the service counter to view that invoice or edit a deposit on account; an invoice; or a credit created from within the customer’s account. If any of these transactions have been applied to (a credit or deposit on account) or have been paid (an invoice), the transaction can only be viewed, not edited.
   
2. Click the Delete button to reverse a transaction and remove it from the transaction list. To display deleted transactions, check the Show Deleted Transactions box.
   
3. Click the Void button to reverse a transaction and leave the voided transaction displayed on the transaction list. 

1. Click the Print button to print the AR transactions list.  
   

Note: Right-click on a Deposit on Account or an AR Credit Refund transaction and select Print from the drop list to print a receipt for the Deposit on Account or the AR Credit Refund.

1. Click the Find button below the A/R Transactions list box to open the Find A/R Records window to select search filters.  The search will only view items that are in the "Show" window on the transaction screen.  To view by "This Fiscal Year to Date", choose the down arrow to "This Fiscal Year to Date", then click the Find button to use the search filters. 
   
2. By entering the Transaction Number to display that specific transaction on the A/R Transactions list. All transactions -- an invoice, a deposit on account, or a payment -- have a transaction number assigned to them so they can be searched. 
   
3. By entering the Invoice Number to display that specific invoice on the A/R Transactions list or a Check Number to display that check that was written to this customer. To view a check written to a customer, check the Show Non-A/R Payments box. 
   
4. Enter a Credit search criteria (equals, is greater than, etc.) with a dollar amount for that criteria ($500.00) to display credits for that customer on the A/R Transactions list. 
   
5. Enter a Payment search criteria (equals, is less than, etc.) with a dollar amount for that criteria ($100.00) to display payment from that customer on the A/R Transactions list.
   
6. Enter Memo Contains criteria to display transactions with that particular memo wording on the A/R Transactions list.
   
7. Click the OK button to apply the filters and display the Find results on the A/R Transactions list.
   

Pay A/R Invoice

1. Select Pay A/R invoices to open the Cash Drawer window with the list of invoices to pay and select an invoice to pay.  Click in the Pay column for invoices to be paid.  The Credit Amount, Invoice Count of selected invoices to be paid, and the Net Amount to Pay will display above the list.
   
2. Click the Edit Payment Amount button with the invoice to be edited highlighted and enter the Amount to be paid in the active entry field and click OK.  The Balance Due for this invoice will appear in the text box above. 
   
3. Click the AutoPay Open Invoices button to open the Automatic Payment window and enter the Amount Paid. The system will allocate the payment to open invoices in order of oldest invoice first. AutoPay cannot apply a payment higher than the total amount due. If the amount is higher, enter the payment as a deposit on account and then pay the open invoices using the credit available. 
   

1. Click the Unselect All button to unselect all the invoices. 
   
2. Click the Next button to open the A/R Payment window.
   

1. Edit the Amount to Post to enter more than one method of payment to pay the selected invoice. To pay only a part of an invoice, click the Back button and click the Edit Payment Amount button to select the amount of the invoice to pay. 
   
2. Select Date Paid and Time Paid by clicking the Select buttons and choosing from the calendar and/or drop list.
   
3. Click the Finish button and when prompted, click Yes to print a Receipt for the payment if applicable. 
   
4. Click the Close button to cancel the payment and return to the customer record screen.
   

Create New Invoice

1. From the Customer Options drop list, select Create New Invoice and complete the form using the tab key.
   

1. Select Create New Invoice to open the A/R Invoice form and enter the invoice amount, note, and edit the Invoice Date and/or Due Date by clicking Select and choosing from the calendars. Most customer A/R invoices are created by converting a repair order to an invoice and then charging the invoice to the customer’s A/R account. However, this feature can be used to set up beginning balances or for non-inventory sales such as a vehicle, used shop tool, etc.
   
2. Tab to the Disbursement window or click Add button in the lower-left corner After you enter a dollar amount for the invoice, you may enter a Note or continue to tab ahead to bring up the Disbursement window or select the Add button in the lower-left of the window to open the Disbursement window and disburse that invoice amount on the G/L. 
   
3. Enter the G/L account number or click the Select button to display the Chart of Accounts List. Start typing the G/L account number to activate a progressive search or scroll through the list to select your G/L account number. 
   
4. Highlight the G/L account to disburse to and click Select or double-click the account number.  When the G/L account number is selected, the Account Name will be populated. Verify the G/L account selected in the Account Name field is correct and the dollar amount in the Amount field is correct. Enter notes in the Memo field as needed.
   
5. Click the OK button to save and close the disbursement window and return to the A/R Invoice form. 
   
6. To make multiple disbursements to the G/L for a single invoice, select the first G/L account, edit the dollar amount to be allocated to that G/L account, and click OK. Click the Add button at the lower left of the A/P Invoice window to select the second disbursement G/L account number, edit the dollar amount, make a note in the memo field, and click OK. Repeat as needed until the Balance at the bottom is $0.00.
   
7. Click the Edit button to open the Disbursement window for editing the account, the amount disbursed, or the memo.
   
8. Click Delete to remove the disbursement completely.
   
9. Select  Select Save and Add Another to enter multiple A/R invoices for the same customer.  Save, Print and Add Another, Save and Close or Save, Print and close. 
   

Create New Credit

1. Select Create New Credit to open the A/R Credit form and enter the credit amount, note, and date by clicking Select and choosing from the calendar. Most customer A/R credits are created by crediting a customer on an invoice and then applying the credit to their account. However, this feature can be used to set up beginning balances or credits on account for non-inventory parts or labor like goodwill. 
   
2. After you enter a dollar amount for the credit, you may enter a Note or continue to tab ahead to bring up the Disbursement window or select the Add button in the lower-left of the window to open the Disbursement Window and disburse the credit amount.
   
3. Enter the G/L account number or click the Select button to display the Chart of Accounts List.  Start typing the G/L account number to activate a progressive search or scroll through the list to select your G/L account number.
   
4. When the G/L account number is selected, the Account Name will be populated.  Verify the G/L account selected in the Account Name field is correct and the dollar amount in the Amount field is correct.  Enter notes in the Memo field as needed.
   
5. Click the OK button to save and close the disbursement window and return to the A/R Credit form.
   
6. To make multiple disbursements to the G/L for a single credit, select the first G/L account, edit the dollar amount to be allocated to that G/L account, and click OK.  Click the Add button at the lower left of the A/R credit window to select the second disbursement G/L account number, edit the dollar amount, make a note in the memo field, and click OK.  Repeat as needed until the Balance at the bottom is $0.00.
   
7. Click the Edit button to open the Disbursement window for editing the account, the amount disbursed, or the memo.
   
8. Click Delete to remove the disbursement completely.
   
9. Click OK and select Save and Add Another, Save, Print and Add Another, Save and Close or Save, Print and Close.
   

Print A/R Statement

1. Select Print A/R Statement to open the Send Statements Filter window and select the date the statement should run through and check the Show Accounts Receivable Activity to print all account activity within the selected number of days using the spin buttons and click OK.      
   

Refund A/R Credit

1.  Select Refund A/R Credit to open the Credits Available window, select credits to refund by clicking in the Use column the credits to be refunded, click OK to select the A/R Refund Payment Method from the list, and click OK to open the Accounts Receivable Refund Disbursement window to edit the notes or the G/L account if applicable. Click OK and select to print as needed.
   

View and Edit Record Type

The First Name and Last Name will not be saved; the Contact Name will need to be entered if applicable.

View Event Log for this Customer

1. For future use - still in production.