3. CUSTOMER'S BILLING & PAYMENTS WITH DAC EASY SCREEN 3-1: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING M A I N M E N U 1. FILE UTILITIES 2. GENERAL LEDGER 3. ACCOUNTS RECEIVABLE 4. ACCOUNTS PAYABLE 5. PURCHASE ORDERS 6. BILLING 7. INVENTORY 8. REPORTS 9. FORECASTING 10. END PERIOD ROUTINES 11. FILE CREATION AND MAINTENANCE 99. EXIT TO DOS ENTER YOUR SELECTION: \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION:". To me, it shows that the system is expecting me to enter my selection from the main menu. Next, I want to tell the system that I want to go into Accounts Receivable routines. TYPE: 3 PRESS: [<-'] AND THE SYSTEM WILL: load the routine for me. SCREEN 3-2: Load the routine for me /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE 1. ENTER CASH RECEIPTS AND 5. ENTER INVOICES AND TRANSACTIONS TRANSACTIONS 2. GENERATE FINANCE CHARGES 6. ENTER CHECKS TO PRINT 3. PRINT JOURNAL 7. PRINT CHECKS 4. POST 8. PRINT JOURNALS 9. POST 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the " ENTER YOUR SELECTION :". To me, it shows that I have to make another selection from the accounts receivable menu to work with. Next, I want to start working with option no.1, ie. enter cash receipts and transactions. TYPE: 1 PRESS: [<-'] AND THE SYSTEM WILL: load process no. 1 for me. Comments / Questions: 3.1. ACCOUNTS RECEIVABLE DAILY ROUTINES The accounts receivable daily routines is divided into 4 operations. It is important that you follow the sequence of the operation to ensure a smooth flow of the program. 3.1.1. BILLING SYSTEM TRANSACTIONS Many of the transactions which affect the balance of the customers will be done thru the BILLING system, this routine will enter directly customer payments, charges to the customer not relative to inventory items, and miscellaneous debits and credits. SCREEN 3-3: Load process No. 1 for me /-----------------------------------------------------------------------------\ ACCOUNTS RECEIVABLE TRANSACTION # (I=Invoice) CUSTOMER CODE NAME CODE (K=Check ): INVOICE No. TRANSACTION DATE (D=Debit ) REF./CHECK No. DUE DATE (C=Credit ) DISCOUNT DATE D I S T R I B U T I O N ACCOUNT # ACCOUNT NAME DEBITS CREDITS REC. --------- -------------------- ------------ ------------ ----- \-----------------------------------------------------------------------------/ Look at the screen, and find the "ACCOUNTS RECEIVABLE TRANSACTION #". To me, it shows that the system is asking me to enter the transaction #. If I am working on a new accounts receivable, I only need to press the return key and the system will automatically assigned the next available number. Next, I want to enter a new accounts receivable. PRESS: [<-'] AND THE SYSTEM WILL: Automatically assigned a new available number. Comments / Questions: 3.2. TRANSACTION POSSIBILITIES The only time you would enter a transaction number is for an inquiry, cancel or modification. In this case, the system will ask "DO YOU WANT TO EDIT?( Y/N)". If you want to modify a previously entered cash receipts and transaction, enter Y. If you enter N,the system will ask "DO YOU WANT TO CANCEL? (Y/N)". If you enter Y the entire cash receipts and transaction will be canceled. If you enter N, the screen will clear and the cursor will be positioned for another purchase order. SCREEN 3-4: Automatically assigned a new available number /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING CUSTOMER CODE NAME CODE (K=Check ): INVOICE No. TRANSACTION DATE (D=Debit ) REF./CHECK No. DUE DATE (C=Credit ) DISCOUNT DATE D I S T R I B U T I O N ACCOUNT # ACCOUNT NAME DEBITS CREDITS REC. --------- -------------------- ------------ ------------ ----- \-----------------------------------------------------------------------------/ Look at the screen, and find the "CUSTOMER CODE". To me, it shows that the system is asking me for the customer code. TYPE: 01 PRESS: [<-'] AND THE SYSTEM WILL: Bring up the name of the existing customer found in the customer file. Comments / Questions: 3.3. APPROPRIATE COMMAND (CODE) SELECTION You have to fill in the information in the appropriate field when ask by the system. For code, Enter I if you have an invoice which did not go through BILLING system .K when a customer makes payment. Use D or C when there are miscellaneous debits or credits to the customer account. For example the "hot check" charge will be a debit. 3.3.1. EXECUTION OF ENTRIES After every entry, you have to press return key to execute it. Information such as due date and discount date will be automatically displayed since we have entered that information in the customer file. 3.3.1.1. MAIN MENU DISPLAY After entering all the information we have to strike [Esc] key to finish off with the routine and the system will bring up the main menu. SCREEN 3-5: Bring up the name of the existing customer /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE 1. ENTER CASH RECEIPTS AND 5. ENTER INVOICES AND TRANSACTIONS TRANSACTIONS 2. GENERATE FINANCE CHARGES 6. ENTER CHECKS TO PRINT 3. PRINT JOURNAL 7. PRINT CHECKS 4. POST 8. PRINT JOURNALS 9. POST 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the " ENTER YOUR SELECTION". To me, it shows that in order for me to go into the next operation of the accounts receivable routine, I have to specify my choice by entering my selection number from the menu. Next, I want to select operation no. 2, ie. generate finance charges. TYPE: 2 PRESS: [<-'] AND THE SYSTEM WILL: load this operation for me. Comments / Questions: 3.4. GENERATE FINANCE CHARGES In this routine you will be able to generate all finance charges you set up in the customer file. SCREEN 3-6: Load this operation for me /-----------------------------------------------------------------------------\ GENERATE FINANCE CHARGES WARNING: BEFORE YOU RUN THIS ROUTINE BE SURE YOU HAVE FILES BACKUP, ENTERED ALL INVOICES TRANSACTIONS AND POST THEM. DID YOU RUN THIS ROUTINE EARLIER IN THE CURRENT MONTH ? (Y/N) \-----------------------------------------------------------------------------/ Look at the screen, and find the "DID YOU RUN THIS ROUTINE EARLIER IN THE CURRENT MONTH? (Y/N)". To me, it shows that the system wants to know whether we had run this routine earlier in the current month. Next, I want to tell the system that I had not run it earlier in the current month. TYPE: N PRESS: [<-'] AND THE SYSTEM WILL: Come up with a message "DO YOU WANT TO RUN IT NOW? (Y/N)". Comments / Questions: 3.5. PROCESS TO GENERATE FINANCE CHARGES To begin the process to generate finance charges, I need to answer Y to the above question and the system will response by stating that it is now processing the operation. 3.5.1. ROUTINE FOR POSTING It is important that you post this only one time each month. Enter all the cash receipts and post all transactions in the billing and receivable systems before running this routine. You may cancel any customers finance charge automatically created by this routine by entering the transaction number and answer Y to the question to cancel it in routine 3.1.ie enter receipts and transaction. SCREEN 3-7: Come up with a message /-----------------------------------------------------------------------------\ DATE 05-04-86 TIME 02:02 DAC EASY ACCOUNTING ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE 1. ENTER CASH RECEIPTS AND 5. ENTER INVOICES AND TRANSACTIONS TRANSACTIONS 2. GENERATE FINANCE CHARGES 6. ENTER CHECKS TO PRINT 3. PRINT JOURNAL 7. PRINT CHECKS 4. POST 8. PRINT JOURNALS 9. POST 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION:". To me, it shows that I have to make a selection from the menu to proceed with accounts receivable routines. Next, I want to print journal. TYPE: 3 PRESS: [<-'] AND THE SYSTEM WILL: proceed with my option. Comments / Questions: 3.6. PRINTING A JOURNAL It is important that you print a journal which allows you to verify that the data entry is correct before you post the transactions. His report will also serve as the primary audit trail in the receivable system. SCREEN 3-8: Proceed with my option /-----------------------------------------------------------------------------\ DO YOU WANT TO PRINT JOURNAL NOW? (Y/N) \-----------------------------------------------------------------------------/ Look at the screen, and find the " DO YOU WANT TO PRINT JOURNAL NOW? (Y/N)". To me, it shows that the system wants to know whether we are ready to print the journal now. Next, I want to tell the system that I want to print the journal now. TYPE: Y PRESS: [<-'] AND THE SYSTEM WILL: print the journal SCREEN 3-9: Print the journal /-----------------------------------------------------------------------------\ DATE 05-04-86 TIME 02:14 DAC EASY ACCOUNTING ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE 1. ENTER CASH RECEIPTS AND 5. ENTER INVOICES AND TRANSACTIONS TRANSACTIONS 2. GENERATE FINANCE CHARGES 6. ENTER CHECKS TO PRINT 3. PRINT JOURNAL 7. PRINT CHECKS 4. POST 8. PRINT JOURNALS 9. POST 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION :". To me, it shows that I have to specify my choice by entering the next operation # in order to proceed. Next, I want to finish off the accounts receivable routines by posting the transaction. TYPE: 4 PRESS: [<-'] AND THE SYSTEM WILL: come up with the last operation. Comments / Questions: 3.7. PURPOSES FOR THE POSTING PROCESS This posting process will update the balance of the customers, create the open invoice, and prepare the summary transactions for the general ledger journal file. SCREEN 3-10: Come up with the last operation /-----------------------------------------------------------------------------\ POST A/R TRANSACTIONS WARNING: BEFORE YOU RUN THIS ROUTINE BE SURE YOU HAVE PRINTED THE JOURNAL AND FILES BACKUP TO PREVENT ANY POWER OR HARDWARE FAILURE. DO YOU WANT TO CONTINUE? (Y/N): \-----------------------------------------------------------------------------/ Look at the screen, and find the "DO YOU WANT TO CONTINUE? (Y?N):" To me, it shows that the system is asking me whether I want to continue posting. Next, I want to tell the system that I want to continue, since I have printed the journal and have my files back up. TYPE: Y PRESS: [<-'] AND THE SYSTEM WILL: continue with the posting. SCREEN 3-11: Continue with the posting /-----------------------------------------------------------------------------\ POST A/R TRANSACTIONS WARNING: BEFORE YOU RUN THIS ROUTINE BE SURE YOU HAVE PRINTED THE JOURNAL AND FILES BACKUP TO PREVENT ANY POWER OR HARDWARE FAILURE. DO YOU WANT TO CONTINUE? (Y/N): Y BE SURE PRINTER IS ON-LINE AND PRESS TO BEGIN \-----------------------------------------------------------------------------/ Look at the screen, and find the "BE SURE PRINTER IS ON LINE AND PRESS TO BEGIN". To me, it shows that the system is asking me to align the paper and to press return key when I am ready, to begin the posting. Next, I want to do posting. PRESS: [<-'] AND THE SYSTEM WILL: start this routine.