Accounts Receivable

Overview

This document will cover the Accounts Receivable process in Savance Enterprise. This includes generating, reviewing and sending invoices, receiving payments into the system, as well as generating and sending finance charges and statements.

Invoicing

In this section we will cover how to monitor invoiceable orders, invoice the orders and send invoices.

First, find the accounts receivable overview, following this path: Accounting -> Accounting Manager -> Accounts Receivable. To find your way back to the account manager from the AR dashboard, you can click the overview button at any time.

• Open invoicing tab

  

• A list of all invoiceable orders will appear automatically

• Sort invoicing queue by Date Invoiceable by clicking Date Invoiceable column header

  

• In most cases, you will sort by oldest first

  

• If desired, you can sort by customer name, order #, or a bevy of other criterion in the search Releases screen

  

• Click the link that will take you to the invoicing tab of the order shipper

  

• Review the invoice

  

• When satisfied click the invoice button

  

• At this time, the invoice is generated both from an accounting perspective as well as a document perspective. Review the section on Sending Invoices below for more information.

• If you need to get clarification from the salesperson on something you see before invoicing, you can navigate back to the invoicing tab in the AR manager and you will notice that entry will be color coded as yellow to indicate that it has been reviewed but not yet invoiced

  

• Once invoiced, you will notice it will be marked invoiced at the top of the invoicing screen and your invoice will be queue to send via email, fax, EDI or queued to be printed

  

Things to Check Before Invoicing

Invoice Date & Terms

• Find the Invoice Status tab and set Invoiced Date accordingly. This drives Due, based on the terms set per account

  

Sending Invoices

• Delivery methods are set per account in the manage accounts screen

• When you invoice the order, note the Delivery Methods section of the invoicing tab will pull the delivery methods defaults for the customer account you are invoicing

  

• You can manually override the default by checking whatever box you’d like for the delivery method on this individual invoice

  

• You will likely be set up for the Queue to Send box to be checked by default (Setting: Admin -> Warehouses -> Warehouse Settings -> Queue to Send). This means that when you click the invoice button, the invoice document won’t be printed/faxed/emailed immediately and can be batched.

  

• Once you press the invoice button, the invoice will be queued to email, fax, edi or print via the send documents section in the accounting manager

• If you want to print a copy of the invoice immediately, you can uncheck the Queue to Send box & check the Prompt For Printer For Invoice box. When you click the invoice button, you will be prompted to choose a printer and number of copies you want printed.

Send Documents

• Find Send Documents in Accounting Manager

  

• Open Invoices Tab

  

• Choose method (Print, E-mail OR Fax)

  

• Choose Printer

  

• Check the boxes of invoices you wish to print

  

• Click Process

  

• Invoices will now print. Follow the same exact process for emailed and faxed invoices

Common Scenarios Encountered While Invoicing

Freight Added at the Order Level

NOTE: If you enter freight as a line item at the order level it is a placeholder for estimated freight to be assessed on the invoice. It allows you to inform the customer that freight will be charged accordingly but is not automatically added to the invoice.

• Go the invoice tab in the shipper of the order you are looking to invoice

• You will notice ***Est Freight On Order*** in the upper right hand corner of the screen

  

• Toggle to the Transactions/Lots Grid as needed if you don’t see this screen

  

• You will note that an Order Amount Applied & Shipper Cost Applied will be added to the grid. Cost will be automatically calculated against whatever margin was added at the order level for the freight line item.

  

• If you need to add more freight than was added in the freight line item on the order, you will need to add an additional Freight line item in the Transactions/Lots grid

• Expand the Freight row by clicking the “+” button

  

• There will be an additional row below the Freight line item that appears

  

• Expand the new row by clicking the “*” button

  

• A third row will appear in which you will type the part number, sell & cost

  

• You will notice that the master freight row in the grid will adjust to sum the total of all the freight line items. The Invoice Summary will also reflect the freight total accordingly.

  

• Once satisfied that freight was properly assessed, invoice the order

  

Freight was not assessed at the order level but needs to be added to the invoice

• In the case that you need to add freight to an invoice that wasn’t entered as a line item (estimated) at the order level you will take the same process as described above to enter the line item in the Lots/Transactions grid in the Freight row

• Expand the Freight Row by clicking the “+” button and enter the part number, amount & cost

  

• Click Invoice

  

• After you have invoiced, the freight line item you added at the invoice level will be added to the order retroactively

  

You need to add a miscellaneous or service charge

• Follow the exact same process you did for freight but do so in the proper Misc Charges OR Service Charges row in the Lots/Transactions grid

  

OR

***Assumptions for Lot Billing: A lot price line item was properly added at the time of converting the order AND material has been marked as delivered in the case of a Direct/Drop-Shipped order

• Expand the Lot Price section in the Transactions/Lots view in the invoicing screen

  

• Enter the desired invoiced amount in the amount cell per lot price (There will typically be one lot per MFG)

  

• You will notice that the individual lot price costs will automatically change based on what you are invoicing. Shipper and order amount applied and shipper/order cost applied will calculate accordingly

  

• Click Invoice

  

• If you don’t invoice the total amount of the lot, you will be able to invoice the remaining amounts in subsequent releases however you will be required to invoice the remaining amount on the final release.

The order is Direct (drop-shipped)

• If the order is marked as direct at the order level, you will take the same process to invoice it as any other invoiceable order

  • The only caveat is that you may need to work with someone else in the accounting or warehouse department to ensure that the material is marked as delivered in Savance Enterprise prior to invoicing

• Assuming the direct shipment is marked as delivered, it will show up in your invoicing tab in the accounting manager as normal to be invoiced

• If you need to mark the material as delivered yourself, follow the process below

• Click Open to bring up the object browser

• Search by PO#

  

• Double click or click Open to open the PO

  

• Click the Status Tab

• Double click the receiver

• Verify the amount of items you are being billed for is consistent with the quantity ordered

• Click Fill All Items Deliver All Items

  

• If you are being invoiced for fewer than were ordered, you can manually type that amount in qty delivered box

  

• Click Post Delivered

• You are now ready to invoice the order

There was a deposit applied at the time of converting the order

• In the case that the salesperson/order writer accepted and applied a deposit at the order level, the deposit line will turn red in the balance due section of the invoicing tab

  

• You will also notice in the Order Summary section of the invoicing tab the amount paid will reflect the deposit amount and the balance due will reflect the order total less the deposit amount

  

• At the time of invoicing, the deposit will auto apply by default, but you can un-apply the deposit as needed

Receiving Money

• Open Receive Money Screen

  

• Search for the customer that is paying

  

• If you are having trouble finding the customer search by invoice number by clicking binoculars icon next to the customer search window

  

• Enter invoice number & click search

  

• Be sure that the correct warehouse is selected (the warehouse the invoice was originated from)

  

• Once you have entered the proper search criteria to find the single invoice or group of invoices you are going to receive money on you will see them populate in the invoices screen

  

• At this point, enter the amount of money that you are receiving

• Enter the method of payment you are receiving

• Enter the date received

• Enter the Check No. if applicable (Check No. window will only be present if you select check for payment method)

• Enter the deposit account

  

• Select the invoice(s) this payment is being received against by checking the box next to said invoice

  
  • The row will be color coded green if there are enough undisbursed funds from the Amount window to cover the invoice and pink if it is a partial payment.

• Click Post & New OR Post to finish receiving the payment. Post & New will re-set the Payment Information Filters and Post will just clear the invoice you are paying without clearing the filters. In other words if you click “Post”, you will stay on the same screen reviewing the remaining outstanding invoices for that customer.

  

• This concludes the basic workflow of receiving money

Common Scenarios Encountered While Receiving Money

You are entering an underpayment for an invoice(s)

• In the case that you enter a payment that doesn’t cover the entire amount of an invoice or invoice(s) but you still want to apply the funds, take the same process described in the Receiving Money section above until you actually post the payment

• Click Post

  

• You will be prompted on how to handle the underpayment

  

• Select the desired radio button to leave as an underpayment OR write off the remaining balance

• If you chose to write off the remaining balance you will have the chance to choose a ledger account for this expense

  

• Click Accept

  

You are entering an overpayment for an invoice(s)

• In the case that you receive a check from your customer for more than they owe, follow the same process as described in the Receiving Money section above until you post the funds.

• Click Post

  

• You will be prompted on how you want to handle the overpayment

  

• To credit the customer’s account, select the relevant radio button and accept

  

• This will automatically create a credit for the customer's account

• To refund the customer, select the relevant radio button and accept

  

• You will be prompted to write a check to refund overpayment amount

• To write the remaining amount off, select the relevant radio button

  

• Choose the proper ledger account for the writeoff income and accept

  

Customer uses a credit towards an invoice

• If a customer sends a check for less than the invoice amount and requests that you apply a credit to the payment, follow the same process to receive money as is described above with one additional step

**BEFORE YOU CLICK POST

• Click the “..” next to the credit column

  

• Select the credit you’d like to apply

  

• Select the amount of the credit you’d like to apply

  

• To change the default amount (It will default to apply as much of the credit is needed to cover the remaining balance) double click the amount to use field and free type desired amount

• Click Ok

  

• Notice that the credit is now applied

  

• At this point you are ready to Post the payment

You need to forgive taxes

• Once you have found the invoice you are receiving money on as described above in the Receiving Money section, you can choose to forgive taxes

• Click the Show Invoice Details Columns

  

• Find the forgive column and check the box

  

• Taxes will now be forgiven for this invoice

Your customer asks you to apply a check only to invoices that are assessed against a job

• In the case that you receive a check and the customer only wants you to apply the money against a set of invoices for one job, you can filter based on job by choosing the customer and job in the payment information filters

  

• The relevant invoices will now appear

Statements

• Open the statements tab in Accounts Receivable

  

• Use drop-down menu to select who you would like to generate statements for

  

• Once you select the desired filter criteria, click Next in the bottom right hand corner of the screen

  

• You will see the screen below

  

• Select the criteria you want to generate statements based on

• Click Next

  

• A list of customers with statements will be created. Note that you can see Total Balance Due & Delivery Method per statement

  

• Notice your printing options in the lower left hand corner

  

• If you queue to print, you will follow the same process to send the statements in Send Documents as was explained previously in this document. The only difference is you will be in the Statements Tab of the Send Documents Screen

  

• If you print directly, your invoices will print immediately

  

Finance Charges

• There are site settings for finance charges (Admin -> Administrator -> Sites -> Accounting) that will need to be set for finance charges to work properly

• You can also change a setting on a per customer basis that controls whether a customer is eligible for finance charges (Accounts -> Manage Accounts -> Financial Terms -> Assess Finance Charges)

• Open Accounting Manager and click the Finance Charges button

  

• Choose the Assessment Date & how you want to generate the charges (Per Invoice vs. Customer Balance)

  

• Select the terms you would like to use when assessing the charges

  

• Choose Tax Code as needed

  

• Select the customers you’d like to generate the finances charges for by checking the box next to their name. You can expand the customer to view and select individual overdue invoices.

  

• Choose your print option

  

• Create Finance Invoices

  

Common scenarios encountered while generating finance charges

You want to assess less than the total finance charge:

• If you’d like to change the finance charge, click the “+” button next to the customer name to expand all the associated invoices

  

• Change the finance charge amount by double clicking the finance charge cell at the invoice level

• Notice that the total finance charge is less than the Finance Charge Due

  

You don’t want to generate invoices for finance charges, just a line item on customer’s next statement

• If you don’t want to generate invoices for the charges, but would rather just have the charge show up as a line item on the statement just choose these settings in the finance charges screen

  

• Print Options -> Don’t send at all

  

• Uncheck Queue Invoices to Send