Abc accounting 11. 0 Reference Guide
Paying Bills by Serial Number (I)
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- Navigate this page:
- Inventory Posted Fields (I)
- Inventory Rebate Tracking (I)
- Generating a Series of Inventory Codes (I)
- Data Management Utilities for Inventory (I)
- ACCOUNTS RECEIVABLE INVOICE/ORDER EDIT HELP
- ACCOUNTS RECEIVABLE INVOICE/ORDER FILE HELP
- HELPS FOR THE ABC PROGRAM EXPLANATION
- ACCOUNTS RECEIVABLE INVOICE/ORDER LOAD HELP
- ACCOUNTS RECEIVABLE INVOICE/ORDER REPORTS HELP
- M/R Screen - Customer Invoice
- M/R Screen - Customer Code
| Paying Bills by Serial Number (I)
1. The item must be set up on the Inventory (I) screen with a Y in the Track Serial # field, close to the bottom right-hand corner of the screen. 2. When the item is entered into the computer on the Bill Entry (B) screen, a unique serial # needs to be assigned to each one purchased. 3. The Terms for the Bill must have a Y in the Pay by S/N field. 4. On the Check Writing (/) screen, choose Option 1. Press Alt+T twice. Once to display individual bills and again to display the individual serial # items on bills that are marked to be paid by Serial #. The cost of serial # items that have been sold, but not paid for, will display in the Due Column. 5. To select for payment, all serial # items on A/R invoices and all due bills, press + on the top line of the checkwriting screen. To select ALL serial # items, invoiced or not, and all open bills, press * on the top line. To select by vendor, press + or * on the line that has the vendor's name. To select by A/P bill, press + or * on the line that has the bill number. To select individual serial# items, press + or * on the item line. 6. When you are finished with your selections, press F5 and then choose Option 3 to generate the check(s). Inventory Posted Fields (I) The following fields are restricted and are maintained by the computer: Post Date, Month-to-date Buy Amount, Prior Buy Amount, Month-to-date Sell Amount, Prior Sell Amount, Month-to-date Sell Cost, Month-to-date Buy Quantity, Prior Buy Quantity, Month-to-date Sell Quantity, Prior Sell Quantity, Month-to-date Sample Quantity, Prior Sample Quantity, Sample Quantity 1 Year Ago, Sample Quantity 2 Years Ago, Sell Quantity 1 Year Ago and Sell Quantity 2 Years Ago. These fields are updated upon entry of a receivable invoice or a payable invoice. The Post Date tells when the last transaction was posted, and indicates which month is represented in the month-to-date figures. Inventory Rebate Tracking (I) The Inventory (I) screen has accommodations for tracking rebates given to customers after they purchased a rebate item. The tracking of rebates ties in with the tracking of serial numbers; therefore, you must track serial numbers on all items on which you want to give rebates. A rebate item gets set up on the Inventory (I) screen just like any other serial numbered inventory item, using a Y in the Track Serial# field. A separate record must then be set up in the Inventory (I) screen for the rebate itself, also using a Y in the Track Serial# field. The Item Code for a rebate must be the Item Code of the rebate item with one of the following characters attached on the end, which specifies this item as a rebate: Ampersand (&), Asterisk (*), or Dollar Sign ($). The Item Description should also specify that this is a rebate. You may enter the amount of the rebate in the List Price field as a negative figure. When you enter an invoice for a rebate item, you will need to enter the serial number as well. The computer will automatically take this serial number out of stock so that you cannott invoice the same serial number twice. To give the rebate to the customer, you must enter the rebate on the Receivable Invoice (R) screen. This may be done on the original invoice AFTER the invoice has been saved, or it may be entered on a separate invoice if the rebate is sent in after the original purchase. Either way, enter the Item Code for the rebate as you had set it up in the Inventory (I) screen. Enter the Quantity as a positive figure and the Amount as a negative figure. When you enter the Quantity the computer will ask for the serial number. Enter the serial number of the item for which the rebate is being given. The computer will check to make sure than no rebate was given for this specific serial number before; it will not allow you to give more than one rebate for one item. The status and location of items with serial numbers may be viewed on the Inventory Serial # ('F) screen. Generating a Series of Inventory Codes (I) Sometimes you may have inventory codes to setup that begin the same and have a set of letters or numbers at the end to make them distinctive. For example, using the code PNRP (for Pens, Ritepoint) and adding the suffixes, WHT, BRN, BLK, GRN, YEL, GRY, ORG, BLU and RED to indicate the available colors. After the color code you want the suffixes RG, FN, TH, XF, XT to indicate the type of point available. 1. Enter the Item code PNRP. Enter the description PENS, RITEPOINT. 2. Press Alt+G. Enter the 1st suffixes, separated by commas: WHT,BRN,BLK,GRN,YEL,GRY,ORG,BLU,RED 3. Enter the 2nd suffixes separated by commas: RG,FN,TH,XF,XT 4. Type Y twice to confirm the first and second suffixes. 5. The computer generates 45 codes and descriptions, beginning with PNRPBLKFN and ending with PNRPYELXT. Any information entered with the original code in step # 1, such as G/L # and Sale Price will also be in each of the 45 records. Data Management Utilities for Inventory (I) Following are a few special keyboard functions you may need occasionally. Example: If the Item# is TEST, the 1st suffixes are A,B and the 2nd suffixes are 1,2,3, the computer will create the following item #'s; TESTA1, TESTA2, TESTA3, TESTB1, TESTB2 and TESTB3. ACCOUNTS RECEIVABLE INVOICE/ORDER FILE HELP HELPS FOR THE ABC PROGRAM EXPLANATION The Generally throughout the help screens a highlighted letter or the 1st letter of a highlighted phrase is a hot key: however, on the Shift+F1 screen, the highlighted Alt, Ctrl, and Shift keys will perform the function described. Mouse users may left click on these keys to perform the function described. Non-mouse users should simply press the keys listed. Some fields have more than one page of explanation. Page Down (PgDn) will scroll forward a page at a time. Page Up (PgUp) will scroll back a page at a time. To jump back to the menu page where the different options are listed, press the Left arrow. The Right arrow will return you to the page you were at before pressing the Left arrow key. Enter will jump you out of help and display the screen you were working in. From the F10 screen, Enter will usually take you back to the previous screen. Escape (Esc) will move back one menu page at a time.
F1 shows help for the field the cursor is on. Shift+F1 shows functions used in the screen you are currently in. F10 or right mouse click will exit help and take you back to the Selection screen. FIELD HELP EXPLANATION
F1 shows help for the field (or entry location) the cursor is on. When F1 is pressed, a message box with information on the current field appears. For example, if the cursor is on Name in the Customer (C) screen and F1 is pressed, information on how to enter a customer's name will appear in the message box. ACCOUNTS RECEIVABLE INVOICE/ORDER LOAD HELP
At this point the computer may give you additional choices. Up to 3 options will be available, if applicable. A C will clear ship quantities on the new record, along with serial numbers if there are any. A D will delete the original record (after confirmation). The delete option is not available if the original record is an invoice outside the current period. The third option, no special action, is selected by pressing Enter. Under this option, the computer will still clear any serial numbers, with their corresponding ship quantities, and notify you when this happens. After the computer makes the copy, you may make any changes you wish; then save the record. (The new record is already saved if you chose to delete the old one.)
Additional Options Sales tax Setup & use Page 87 ACCOUNTS RECEIVABLE INVOICE/ORDER REPORTS HELP
Print the invoice. This command can be used for any saved invoice, paid or unpaid, from any time period. ACCOUNTS RECEIVABLE INVOICE/ORDER TOOLS HELP Additional Options
Additional Options Continued {Ctrl+R}pointer3=1023+1049-1023/"6"=1070&"'"&0=0&"O"=1003& "OO111"gotoP18{Enter}
This macro is normally run by pressing F4; then O. An order on the Purchase Order (O) screen can be created from the ORDERLIST with the cursor on a chosen line. Items with that vendor and anything below the chosen line without an asterisk will be placed on the Purchase ORDERLIST. It uses Report # 1-11. When you have a saved order on the screen, press Alt+0 to combine another existing order to the order on the screen. The message "Enter order # to combine with this order" appears at the bottom of the screen. Type the order # that you want to combine with the current order and press Enter.
Both orders MUST be for the same customer and there must be enough room on the order for the items from both orders. If you enter the order # of the currently loaded order, the computer will duplicate all existing lines, making the order twice as long. NOTE: Alt+0 deletes the copied order but does not save the combined order. Setup for Partsmart importing on 0
Field 0 Field 1 Transfer file: PARTS c:.out
Mnf Translate: Partsmart Mnf ABC Mnf prefix Example: KOH KH
M/R Screen - Customer Invoice # This is a number from 1 to 999999. The computer automa- tically sets it to the next available number. To view or edit a previous invoice, order or quote, enter the reference number for that invoice, order or quote.
Since Customer Invoice/Order/Quote # is used to sequence the invoices, orders or quotes on the customer statements and other reports, it should be in chronological order by date of entry. Invoice numbers from a later financial period must all have a larger number than those from a previous period. M/R Screen - Customer Code This code references the Customer (C) screen. The computer will load the customer, display the name and address, and set Customer Type, Salesman, Tax Status, Terms, Ship Via and Ship-To. If terms are specified, it will calculate Due Date and Discount Date.
M/R Screen - Slip # This is an information field. It may be used to record the manual invoice numbers when entering manual invoices. This number appears on the Customer Statement.
This is carried across from the Customer (C) screen, but may be changed here. By entering a salesman code here, the total of the sale will be posted to the Salesman (S) screen when the invoice is saved.
This is the invoice date. It is automatically set to the system date at the time the invoice is entered. Customer aging and finance charge calculations are based on this date, as well as some sales reports. If you post sales to General Ledger with Report # 3-27, A/R SALES BY G/L#, the Entry Date determines to which G/L period the invoice is posted. This is automatically set from the (The old E option for exempt will still work if you have an E tax code set up for 0% tax.) If you collect tax or track sales for more than one tax jurisdiction, you can enter multiple codes in this field. Press M for more on Shortcut: if this field already has one or more tax codes, you can make the order/invoice tax-exempt by just entering a backslash. This will attach a backslash to This is set from the Customer (C) screen but may be changed here. Enter the ship- ping method for this invoice.
This is an information field. It will appear on the printed invoice/order. This field is used in the Invoice mode.
If an Order was entered for this customer, the Order number may be entered here and the items will be carried across with quantities in the Order field. Then you only need to enter the Ship quantities and save the invoice. Use If you are in Order Check mode, enter the Order # here for the order you are checking. The computer will automatically load the order. Enter the Item #s and Ship Quantities.
This is set from the Terms field on the Customer (C) screen but may be changed on the invoice/order. It is used to calculate Due Date, Discount Date and Discount Amount, and will appear on the printed invoice/order. This date is printed on the invoice and on some A/R reports. It may be calculated from Terms or entered manually. Finance charges are calculated from the Due Date.
The Due Date affects finance charge calculation. It can be used to increase the Days Till Charge or to decrease the Free Days. This field prints on the invoice and on some A/R reports. It may be calculated from Terms or entered manually.
This field is used to set Discount Earned on the Deposit (D) screen when the invoice is paid. This field prints on the invoice and on some A/R reports. It may be calculated from Terms or entered manually.
This field is used to set Discount Earned on the Deposit (D) screen when the invoice is paid. Notice that Due Date and Discount Date are set as soon as Terms are entered, but Discount Amount is not set until the invoice is saved. For this reason, you can enter the discount amount manually only if the terms do not specify it.
This code references the Names (N) screen. Ship-To names and addresses should be set up in the Names (N) screen and the Ship-To code should be entered on the Customer (C) screen. It is automatically carried across from the Customer (C) screen but may be changed here. Enter any information you want printed on the invoice/order and on the customer's statement where this invoice is listed.
Enter the date the items will be delivered to the customer. ABC SCHEDULING MODULE Entering or clearing this date can trigger or suspend automatic scheduling. See ABC JOB COSTING MODULE--This code references the Job (J) screen. If you are using Job Costing, enter the Job # to which this invoice applies. The computer will load the job and display the job name. Enter an N if you do NOT want finance charges to apply to this invoice. If the Late Charge field in the Customer (C) screen already contains an N, or if you don't use Report # 3-20, GENERATE FINANCE CHARGES, you don't need to enter anything here.
This is carried across from the Customer (C) screen, but may be changed here. It may restrict or allow access to restricted Inventory items. H Hold Order till all items are in stock.
Q Quoted prices remain when ship quantities are entered (on order or invoice). B The function of both H and Q above.
E Estimate. Quantities do not post to (C) or (I) screens. JOB COSTING: If order has a Job Number, it posts into Estimated Information on the ('D) screen. C Quantities won't post to Inventory or item costs to Job Costing.
+ Retains order when generated to an invoice with Report # 3-32. For more detailed information about these codes, press
H Hold this order till all Inventory items on it are in stock.
Q The quoted prices on this order remain the same. Prices will not change when ship quantities are filled in, such as when the order is changed to an invoice. (This does not apply to items with order quantity blank.) B Performs the functions of both H and Q.
E This is an estimate. Quantities will not be posted to the Customer (C) screen or the Customer Order field on the Inventory (I) screen. JOB COSTING: If the order contains a Job Number, it posts into the Estimated Information field on the Job Detail ('D) screen. C Prevents posting quantites to Inventory or item costs to Job Costing. This keeps sold items that are put on a contract and on Job Costing from being posted twice.
+ You MUST have a plus sign in the Bill code field if you want the computer to retain the order when it generates an invoice. Any other codes or combination of codes can be used to identify orders and perform multiple functions. Here are a few rules on combinations: (1) If you use C or E, put it first, as in EQ. (2) If you use B, H, or Q, put it last. (3) You can put a + anywhere, as long as you observe the previous rules. Examples: +1, 1+, E+, +Q, E+Q.
REPORT # 1-16: Bill codes B, H, and Q are used on regular Orders that are invoiced with this report, INVOICE ORDERS FROM STOCK. REPORT # 5-36: JOB ESTIMATES Use this report to print job estimates.
ABC JOB COSTING MODULE--You may enter the Reference # here from the Material Entry screen (M) that you want to invoice, and the items from the Material Entry screen (M) will be carried across with all the quantities and prices. You will then only need to enter the Customer Code to whom the invoice is being made, and all this information will be carried across from the Customer (C) screen. When the invoice is saved, the Invoice # is automatically placed back on the Material Entry screen (M). If a C is entered in the B)ill or C)ontract field on the Material screen (M), the posting to the Inventory (I) screen is not changed. B is entered automatically if there is not a C in B)ill or C)ontract on the Material screen, and cleared when there is a C in Bill Code on the Receivable Invoice (R) screen.
The operator may enter his intials here. This will identify the one who prepared the invoice, workorder or order. Enter an inventory item code, or a remark ending with a period (.). If you enter an item code, the computer will load the item, display the description and set the following defaults: Unit, List Price, Sell Price, Taxable, G/L# and Cost. Cost is not on the invoice screen, but is used by background posting to determine the sell cost.
The Sell Price is set to the List Price unless a Discount Level is specified in the Customer (C) screen or Quote (Q) screen, or Discount-Special on the Inventory (I) screen. A message will appear if the sell price is below the minimum markup, calculated from Cost in the Inventory (I) screen plus the Inventory Markup percentage from the Setup A/P and A/R (&) screen. If this message occurs, press Enter to accept the computer's suggested minimum price, or press C to force entry of the original price. If the item code is not found on the Inventory (I) screen, the computer will display a Lookup screen with the Inventory codes and items that immediately follow (in alphabetical order) the item code which you entered. If you want to set up a new item with the code you entered, press Alt+A. You will be taken to the Inventory screen where you should enter the description, G/L code and whatever other information you want. When you press F9 to save the record, you will be taken back to the Invoice and the information will have been entered on the Invoice for you.
Or you may use the Up and Down arrow keys and the Page Up or Page Down keys to find the right code on the Lookup screen. When the right code is found, highlight that item and press Enter to load that item instead of the code which you had entered first. If you don't wish to set up an item on the Inventory screen, simply press Enter after the Lookup screen is displayed. The computer inserts a period after the item code and the cursor moves to the next field.
If you press F5 while the Lookup screen is displayed, it disappears and the cursor is back at the item code field ready to try again. If you are in Order Checking, enter the Item # and Ship Quantity, and the computer will make sure it matches those on the Order.
Enter the quantity to ship to the customer. If you enter a ship quantity that is larger than the stock quantity of this item, and Automatic Ordering on the Setup A/P and A/R (&) screen is set to A, the computer will automatically enter the Stock Quantity in Ship and the remaining quantity in Order. Then when you save the invoice, you will be asked if you want to back order unshipped items.
When Automatic Ordering on the Setup A/R and A/P (&) screen is set to O for Optional, the Order quantities must be entered manually. If it is set to N, it will not allow back orders from invoices. If Automatic Ordering is enabled, a special case occurs when you sell a superseded item (an item having the New # field filled in on the Inventory screen). If only a partial quantity of the old item is in stock, the computer will split the quantity between the old and new item(s) to fill out the order.
Here's how to use this feature. On the R screen, follow the normal procedures for selling a superseded item: Enter the item #, press O to indicate you want to sell the old item, enter the ship quantity. If the ship quantity exceeds the stock quantity, the computer will automatically add replacement item(s), if available, to fill the total quantity. Any quantity left over will be back ordered on the last replacement item used. ABC SCHEDULING MODULE - Press F6 to view the schedule for this item. See The quantity the customer ordered may be entered here. ABC SCHEDULING MODULE - Enter load to allocate for this item. Press F6 to view the schedule for this item. See C Priced per 100 W Price & amount hidden D Egg: # of dozen/case + D Q Quantity & price hidden
G Priced per 100 gallons. N Line hidden: not printed M Priced per 1000 ^ Line hidden: not printed
O Price/ton:line won't print H Print hidden amount total T Price/ton: line prints J Job total since last total
# Price/each in case lots(x#) * Subtotal all above items % List price is a percent > Major Component w/Service
- Square footage (ll-ww) # Item # hidden / Prints N/C S0-S9 Schedule item
U Underline amount column = Weight in order and ship H0-H9 for one invoice
F Freight: no cash discount - Report # 3-32 description & Mix & Match discounts (&x) $ Line discount: not Terms ($x) B With price on items @ Non-taxed items below tax BN Items not listed The Unit is set from the Inventory (I) screen but may be changed manually. It is normally used to determine the unit upon which the list price is based. This field can be used to label your quantity field with any 2 or 3 letter code such as: yd, in, ton, bu, ft, lb. BK, BN and any other code that has a specially programmed function may not be used. There are 3 ways to enter a Unit Code. (1) You can set up a special inventory item with the unit you want to use. (2) You can enter a remark on the invoice, order or quote, instead of an item code, and enter the unit directly. (3) You can enter a unit directly with an existing item.
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