A/R Start-Up - SCS only

Utilities Menu -> Accounts Receivable Utilities -> A/R Start-Up

This program is intended for use by SCS only during the Start-Up Sequence prior to the cut-off date for conversion when your firm switches from your old system to Texada SRM.
This utility can be accessed from the Utilities menu for Accounts Receivable operations.

A/R Start up transactions can be captured in bulk using the Export/Import Std Data Files.
This utility can then be used to 'fine tune' sub-ledger data without impacting the G/L before the new company goes "live".
A Payment record can be deleted from the sub-ledger if it is has not yet been applied.

Once the invoices have been loaded and balanced to the General Ledger in SRM, do NOT use this program again as it can cause the A/R Sub-ledger to become out of balance with the A/R Control Account in the General Ledger.

The cut-off date for conversion will have been scheduled.
This will be the day your firm switches from the old system to the new software system.

Accounts Receivable invoices are NOT entered the same way BEFORE and AFTER conversion.

BEFORE cut-off date:
All unpaid invoices are entered directly into the Accounts Receivable sub-ledger using a special A/R Start-Up utility.
These invoices are NOT disbursed to a Revenue Account and are NOT posted to the General Ledger.

After balancing your opening entries, do NOT use A/R Start-Up for ANY reason, because this will cause the Accounts Receivable sub-ledger to become out-of-balance with the General Ledger.


AFTER cut-off date:
All invoices are entered using A/R Invoices and are disbursed to Revenue accounts and are posted to update the General Ledger.

ENTERING INVOICES BEFORE THE CUT-OFF DATE
For each customer, determine which invoices are outstanding and how much is owing on each invoice.
Enter these invoices by selecting A/R Start-Up.
The balance of all invoices owed by this customer is displayed at the bottom of the screen to help agree the customer invoice records with the correct ending balance.

CUSTOMER #
Enter the number which was setup in Customer Information for this customer or look it up in the Document Customer Search window.

Adding New Customers "on-the-fly":
 If the customer is not setup yet, click the ADD button in the Document Customer Search window to enter the new customer information.
After accepting the customer record, the cursor returns to A/R Start-Up to begin recording the outstanding invoices.


CUSTOMER BALANCE
The current customer account balance will display.
This is a running customer balance total of all invoices owing for this customer that can be used to help agree the customer invoice records with the final ending balance.

Account Details:
SEQ
The sequence number tracks the number of records for this customer.

DOCUMENT#
Type in the number of the outstanding invoice.

DOC DATE
Type in the date of the invoice.

AMOUNT OWING
Enter the amount which is outstanding on the invoice.
  • If the invoice has been partially paid, enter only the amount still owing.
  • To enter a credit invoice, type in the amount as negative.
  • To enter an unapplied payment, type in the amount as negative.
  • Only type in the payments that cannot be used up against any other invoice.

DUE DAYS
Accept the default days or type in the number of days until the invoice is due.
Refer to Terms Codes for details on setting discount and due defaults.

DUE DATE
The due date of the invoice will display.

DIS DAYS
Accept the terms setup for this customer in Customer Information or type in the correct discount days.

DISC DATE
The date when the discount expires will display.

DISC %
Accept the terms setup in Customer Information or type in the correct discount percentage.

C
Accept the currency setup in Customer Information or select it from the drop-down list.

DIV
Leave this field blank for Head Office (blank) division, or type in the division code that applies to this invoice, or select it from the drop-down list.
Aged A/R Reports can be generated by Division.

Finished ?
When the invoices have all been entered for this customer, click ACCEPT twice (once to accept the last line entry, and once to accept the customer).
Visually confirm that the Customer Balance is correct before proceeding with the next customer.

Correcting Mistakes:

To correct a mistake, first locate the incorrect invoice.
The invoices will be automatically re-organized by Invoice Date and then by Document#, regardless of how they have been typed in.

The incorrect invoice must be deleted, then re-added.
To do this, highlight the incorrect invoice, and press <F7> or click DELETE.
Confirmation that this invoice should be deleted is required.

The correct invoice can be re-entered.

Balancing the Accounts Receivable:

After entering all of the unpaid start-up invoices, verify that your manual Accounts Receivable totals equal the computer's Accounts Receivable totals.
To verify select Aged A/R Summary or Aged A/R Detail.

When prompted for Aging Date, use the cut-off date for conversion from your old system to the new SRM system.
Accept the defaults for the other prompts and click ACCEPT. At the end of the report, the Report Totals are printed. This is the sum of all unpaid invoices at the time of conversion.

The Report Totals from the Aged A/R Report should agree with your manual Accounts Receivable totals.
(Add up all the manual customer ledger cards to get this total.)

If the Report Totals does not agree, then determine which customer is incorrect.
Do this by checking your manual ledger cards against the Aged A/R Report. When the customer that needs to be fixed is identified, follow the instructions explained earlier for Correcting Mistakes.

Once the step above is completed, if your Opening G/L Account Balances have been loaded, check that the Aged A/R Report total agrees with the Opening Account Balance of the A/R Account in the General Ledger.
Use G/L Account Inquiry to confirm that they are the same total.

If your Opening G/L Account Balances have NOT yet been loaded, this is the starting total to be posted to the A/R Control account as part of the Opening G/L Account Balances, as explained in Miscellaneous Journals and post the balancing entry using Post Miscellaneous Journals.

Topic Keyword: ARAR90
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