This chapter contains the following topics:
Printing a List of A/R Accounts
An accounts receivable account is a current asset account in your General Ledger summarizing the amount of money owed to your business by those to whom you have sold goods or services.
All accounts are included in Valid G/L Accounts, but some accounts are also included separately. A/R accounts fall into this category. This ensures that references to assets will be associated only with accounts intended for that purpose. In addition, it lets you associate comments with any A/R account.
The Passport Business Solutions Accounts Receivable provides for an unlimited number of accounts receivable accounts. You may enter as many as your business needs.
You can set up multiple A/R accounts and then assign each customer to one of those accounts. All postings (Invoices, cash receipts, and finance charges) for a customer will debit or credit the A/R account associated with that customer.
Select
A/R accounts from the Master information menu.
Graphical Mode
The following screen appears:
The list box displays up to 6 accounts at a time. You may sort the accounts by account number in ascending or descending order. Only column names in red may be sorted. To select or change the sort field direction, click on the column name or the arrow to the right of the column name or use the View options.
To locate an account, start typing the number or use the arrow keys, <PgDn>/<PgUp>, and <Home>/<End> keys to find the account. The <F1> and <SF1> keys function the same as the up/down arrow keys.
Accounts that display in the list box are available for changes or deletion. The fields for the selected account display in the lower part of the screen.
When an account is found, you may select the <Enter> key or Edit button to start editing.
You have the following options with the buttons and keyboard equivalents:
| Button | Keyboard | Description |
|---|---|---|
|
New |
Alt+n |
For entering a new account |
|
Edit |
Alt+e |
For editing an existing account |
|
Save |
Alt+s |
For saving a new account or for saving the changes to an existing account |
|
Save/New |
Alt+w |
This is a combination of the Save and New buttons |
|
Delete |
Alt+d |
To delete an account. An A/R account cannot be deleted if it has been entered in A/R Control information as a default A/R account, or if it has been entered as the A/R account for a customer. There are also other checks made. If you cannot delete an A/R account for some reason, the software will tell you whyDeleting Customers |
|
Cancel |
Alt+c |
To cancel adding or editing an account. Your entry will not be saved and the record will revert back to its previous state |
|
Exit |
Alt+x |
To exit the window and return to the menu |
Menu Selections
There are several menu selections that are common to every screen and some that are unique to a screen. See the System documentation for a description of the common menu selections. The Print menu selection is unique to this screen and it allows you to print a list of A/R accounts. See Printing a List of A/R Accounts
For general users, the menu selections can and may be restricted based on the assigned menu.
Character Mode
From this screen you can work with both new and existing A/R accounts.
Enter the following information:
Options
Enter the A/R account number. If the account you enter does not already exist in Valid G/L Accounts, you may add it here.
|
<F1> |
For the next A/R account |
|
<SF1> |
For the previous A/R account |
|
Format |
Your standard account number format, as defined in Company information |
|
Example |
Press <F1> to view an existing account |
Description
If this account already exists in Valid G/L Accounts, its description displays. If not, enter the description, and the account is automatically added to the Valid G/L Accounts.
|
Format |
30 characters |
|
Example |
(Account is already on file) |
Enter any comments about the A/R account. Although called comments rather than notes, this field uses the Passport Business Solutions text editing function. Editing in graphical mode uses windows standards.
For editing in character mode, refer to the Using Notes section of the Use of Function Keys, Toolbar and Menus chapter in the System User documentation for details of text editing usage.
|
Format |
10 lines of 65 characters each |
|
Example |
Type Primary A/R account for sales |
Character Mode
Field number to change ?
Options
Make any needed changes. Press <Enter> to continue. For an existing entry you may also use one of the options:
|
<F1> |
For the next A/R account on file |
|
<SF1> |
For the previous A/R account |
|
<F3> |
To delete this account. An A/R account cannot be deleted if it has been entered in A/R Control information as a default A/R account, or if it has been entered as the A/R account for a customer. There are also other checks made. If you cannot delete an A/R account for some reason, the software will tell you why. |
|
Example |
In order to provide test data for use in later chapters, enter the remaining A/R accounts shown on the report at the end of this chapter. |
You may view an A/R Accounts List example in the Sample Reports appendix.
Select
A/R accounts from the Reports, general menu.
Graphical Mode
The following screen appears:
Character Mode
The following screen appears:
Enter the following information:
Ending account #
Options
Enter the starting and ending account numbers, or use the option:
|
<F2> |
For the First starting account or Last ending account |
|
Format |
Your standard account number format, as defined in Company information |
|
Example |
Type <F2>for each field |
Check this box (enter Y) to have comments printed on the list.
|
Format |
Graphical: Check box where checked is Yes and unchecked is No. The default is unchecked Character: One letter, either Y or N. The default is N. |
|
Example |
Check the box or type Y |
Make any needed changes. Select OK or press <Enter> to print the A/R Accounts List.