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Modules to Set Up Before Accounts Receivable Trade

P2 IFS IDEAS requires that the General Ledger module be set up before setting up the module.

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To set up the Accounts Receivable Trademodule, complete the steps in the following chart.

BUTTON

TO ACCESS FROM DROP-DOWN MENU:

USE THE FUNCTION TO:

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CustomerMaintenance in the Customer menu.

Set up entities, journals, and currency types, as applicable, for use in the ART module.

(none)

Period Control Dates in the Utilities menu.

Define the beginning and ending dates of entity's current processing period.

(none)

Print Format Design in the Utilities menu.

If writing invoices to bill customers, set up invoice format(s) to enable the system to print invoices.

(none)

Customer Maintenance in the Customermenu.

Define all customers used in the ART module.

Please refer to screen-by-screen instructions in the sections to follow for details on how to complete each screen.

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To perform monthly processing, complete the steps in the following chart.

BUTTON

TO ACCESS FROM DROP-DOWN MENU:

USE THE FUNCTION TO:

(none)

Period Control Dates in the Utilities menu.

Define the beginning and ending dates of entity's current processing period.

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Invoice Entry in the Transaction menu.

Enter transaction data.

(none)

Transaction Batch Validation in the Transactionmenu.

Validate data entered during the Invoice Entry process. Validation verifies that the entries contain fully qualified accounts and actual totals equal to control totals. Batches cannot be posted until they are validated.

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There are two ways to approve a transaction, both accessed through the Transaction menu:

  1. Invoice Entry (has a toolbar button)

  2. Transaction Approval (no toolbar button)

Approve transaction.

(none)

Manual Cash Receipt Processing:

Use this function for manual cash receipt processing. To access, click Manual Receipts from the Receipts menu.

Create an audit trail for manually prepared cash receipts using the manual cash receipt processing function.

(none)

Miscellaneous Receipt Processing

Use this function for miscellaneous cash receipt processing. To access, click Miscellaneous Receipts from the Receipts menu.

Create an audit trail for miscellaneous cash receipts using the Miscellaneous Cash Receipt Processing function.

(none)

On Account

Use this function for processing monies received on account. To access, click On Account Processing from the Receipts screen.

Create an audit trail for monies received on account using the On Account function.

(none)

Remove On-Account Application

Use this function for removing monies received on account. To access, click Remove On Account Application from the Receipts screen.

Create an audit trail for removing monies received on account using the Remove On-Account Application function.

(none)

Invoice Printing in the Correspondence menu.

Generate printed invoices.

(none)

Create Accounts Receivable Journal in the Journalize menu.

Journalize – i.e., transfer the current Accounts Receivable Trade data to the General Ledger system.


ART Month End Processing Procedures

To perform month end processing, refer to the chart below and use the function specified.

BUTTON

TO ACCESS FROM DROP-DOWN MENU:

USE THE FUNCTION TO:

(none)

Period Control Dates in the Utilities menu.

Define the beginning and ending dates of the entity's next processing period.


ART Year End Processing Procedures

To perform year-end processing, complete the first two steps on the chart below, as well as any other steps as dictated by business practices.

BUTTON

TO ACCESS FROM DROP-DOWN MENU:

USE THE FUNCTION FOR:

(none)

1. User Tables, then Accounting Periods in the Utilities menu.

Set up accounting periods for the next year.

(none)

2. Period Control Dates in the Utilities menu.

Define the beginning and ending dates of the entity's next processing period.

(none)

Invoice Purge in the Utilities menu.

Optional: Clears invoice files and associated receipt files. 

Note: The system will not purge invoices that are not yet paid.

(none)

C ustomer Purge in the Utilities menu.

Optional: Clears customers that are no longer in use.


Screen-by-Screen Instructions

The Accounts Receivable Trade module offers functions to support all activities required to perform accounts receivable trade processing. The chart below lists the six drop-down menu names and the functions that fall under each.

CUSTOMER

TRANSACTION

RECEIPTS

CORRESPONDENCE

JOURNALIZE

UTILITIES

Customer Maintenance

Customer Inquiry

Customer Reports        (Submenu):

Customer Analysis Report

Customer Listing Report (Customer Listing)

Customer Reconciliation Report

Customer Control (Submenu):

Customer Lock

Customer Fields Unlock

Customer Fields Log 


Invoice Entry

Miscellaneous Invoice (Miscellaneous Invoice Entry)

Recurring Invoice (Recurring Invoice Entry)

Auto Invoices

Transaction Batch Validation

Transaction Approval

Transaction Reports (Submenu):

Aged Open Receivables (Aged Open Receivables Report)

Account Distribution Analysis (Account Distribution Analysis Report)

AR Reconciliation Report

AR Reconciliation Period Report

Invoice Batch Report

Invoice/Reference Tracking Report

Value Added Tax Paid (VAT Paid Report)



Manual Receipts (Manual Cash Receipt Processing)

Miscellaneous Receipts (Miscellaneous Receipt Processing)

On Account Processing (On Account)

Remove On Account Application (Remove On-Account Application)

Void/Delete Cash Receipt (Void/Delete Receipts)

Receipt Reports (Submenu):

Cash Receipts Register (Print Cash Receipts Register)

Daily Cash Receipts (Daily Receipts Report)

Receipts Distribution Report

Cash Receipts (Cash Receipts Report)



Invoice Printing

Create Accounts Receivable Journal

User Tables (Submenu):

Countries

States

Postal Codes

Account Codes (Define a code and FQA for each offset type)

Bank Codes (Bank Code)

Customer Groups

Customer Types

User Definitions

Entity Maintenance

Period Control Dates

Print Format Design

Year End Utilities (Submenu):

(Paid) Invoice Purge

Customer Purge

Customer Audit Trail Purge

System Tables (Submenu):

Account Types

Check Handling Codes

Invoice Class

Invoice Line Status

Invoice Status

Term Codes (Terms Codes)

Transaction Types

Unit Of Measure Codes (Unit of Measure Setup)

AR Miscellaneous

UnLock Tables

Audit Reports (Submenu):

Customer Audit Trail

Customer Audit Report Purge

Invoice Audit Trail Report

Invoice Audit Trail Report Purge (Invoice Audit Trail Purge)


P2 IFS IDEAS also provides quick and easy access to commonly used functions by clicking on the associated buttons:

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Customer Maintenance

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Invoice Entry

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Customer Inquiry

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Create Accounts Receivable Journal


Export to Excel Feature

Some screens in this module may have an Export to Excel button  incorporated in the screen, or an Export to Excel icon  in the toolbar. The user can click on this button or icon to export the raw report data directly to an Excel spreadsheet, bypassing the report. This feature is useful as it allows clients to use Excel features (for example, pivot tables, etc.) to organize the data as desired.

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To track Accounts Receivable Trade history for a customer, or to invoice a customer, that customer must be created in P2 IFS IDEAS. Creating a customer record for every customer creates a complete audit trail that can be used for tracking and reporting purposes.

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  • Customer ID (Required) – To review an existing customer record, enter the Customer ID or use the Spyglass  button to search. To create a new customer record, click the new 

    Image Removed

    Image Addedbutton on the toolbar and enter a unique Customer ID. The Customer ID can be up to 15 characters long.This ID may also be system-generated, but the system-generated ID can be overridden.

  • Name (Required) –If reviewing an existing customer, the name will appear automatically. When creating a new customer record, enter the customer’s name. The name may be up to 50 characters long.

  • Abbreviation (Required) – If reviewing an existing customer, the Abbreviation will appear automatically. When creating a new customer, enter a customer Abbreviation. The Abbreviation may be up to 30 characters long. The Abbreviation may appear as Customer Short Name during journalization, based on system settings.

  • Status – Ensure the appropriate radio button is selected to indicate the status of the customer record. Options are Active and Inactive. Active is the default for all new customer records.

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  • Address 1-3 – Enter the customer’s physical address.

  • City –Enter the city for the customer’s physical address.

  • State –Click on the drop-down arrow and select an existing state abbreviation for the customer’s physical address, or type in a state abbreviation.

  • Country – Click on the drop-down arrow and select an existing country abbreviation for the customer’s physical address, or type in a country abbreviation.

  • Postal Code –Type in the postal code for the customer’s physical address, or click on the spyglass

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     and Image Added and select an existing postal code.

  • Contact – Enter the name of a point of contact at the customer’s physical address.

  • Telephone – Enter a telephone number for the customer’s physical address.

  • Fax – Enter a fax number for the customer’s physical address.

  • E-mail – Enter an e-mail for the customer.  

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  • Address 1-3 – Type in the customer’s miscellaneous address.

    • City –Enter the city for the customer’s miscellaneous address.

    • State –Click on the drop-down arrow and select an existing state abbreviation for the customer’s miscellaneous address, or type in a state abbreviation.

    • Country – Click on the drop-down arrow and select an existing country abbreviation for the customer’s miscellaneous address, or type in a country abbreviation.

    • Postal Code –Enter the postal code for the customer’s miscellaneous address, or click on the spyglass

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       and Image Added and select an existing postal code.

    • Contact – Enter the name of a point of contact at the customer’s miscellaneous address.

  • Telephone – Enter a telephone number for the customer’s miscellaneous address.

  • Fax – Enter a fax number for the customer’s miscellaneous address.

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  • Address 1-3 – Enter the customer’s mailing address.

  • City –Enter the customer’s city for the mailling mailing address.

    • State –Click on the drop-down arrow and select an existing state abbreviation for the customer’s mailing address, or type in a state abbreviation.

    • Country – Click on the drop-down arrow and select an existing country abbreviation for the customer’s mailing address, or type in a country abbreviation.

    • Postal Code –Enter the postal code for the customer’s mailing address, or click on the spyglass 

      Image Removed

      Image Added  and select an existing postal code.

    • Contact – Enter the name a point of contact at the customer’s mailing address.

    • Telephone – Enter a telephone number for the customer’s mailing address.

    • Fax – Enter a fax number for the customer’s mailing address. 

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  • Payment Type (Required) – Use the spyglass

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     to Image Added to select the default payment type for the customer. The spyglass will open the Payment Type Selection window. Select an option, and then click OK.

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  • Tax Type – If the Purchase Tax module is installed, complete this text box. Click the spyglass

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     button Image Added button to open the Tax Type Selection window. Select an option, and then click OK.

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  • Payment/Discount Terms – Click the spyglass

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     button Image Added button to open the Discount Terms Selection window. Select the appropriate terms, then click OK. The system will use the term selected to calculate due dates as well as discount amounts and eligibility dates. A general definition for each of these terms is contained in the chart on the next page.

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Payment/Discount Terms  Options

CODE

TERMS

DESCRIPTION OF TERMS

0

No Terms*

If this option or no option is selected, the system calculates the due date and invoice date to be the same.

1

10/25PROX*

Payment is due according to the invoice date and corresponding due dates as shown below:


Invoice Date                       Due Date

1 – 10                                     25th of same month

11 – 25                                   10th of next month

26 – EOM                               25th of next month

2

25I/10PROX*

Payment is due according to the invoice date and corresponding due date as shown below:


Invoice Date                       Due Date

1 – 15                                     25th of same month

16 – EOM                              10th of next month

3

NNPROX*

NN is the day of the month on which payment is due. When this option is selected, the Payment Days text box activates. Enter NN in that text box. For example, if a payment is due on the 25th of the month, enter 25 in the Payment Days text box.

4

NN Days Net*

Net payment is due NN days following the invoice date. When this option is selected, the Payment Days text box activates. Enter NN in that text box. For example, if a payment is due 30 days from the invoice date, you enter 30 in the Payment Days text box.

5

NN NN Disc Net Days

Net payment is due in NN days following the invoice date in order to qualify for the discount. When this option is selected, the Payment Days, Discount Days, and Discount % text boxes activate. Enter the appropriate number of days and the discount in those text boxes. For example, discount terms of a 5% discount for 10 days net 30 is entered as follows: Payment Days = 30; Discount Days = 10; Discount % = 5

6

End of Month*

Payment is due at end of the month.

*No discount available on these terms

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  • Group – Enter the user-defined group to which this customer belongs or use the spyglass 

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    Image Added button to search. A group can be used for customers that are similar.

  • Type – Enter the user-defined type into which this customer falls or use the spyglass

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     button Image Added button to search.

  • Factor – Enter the factor to use for this customer or use the spyglass

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     button Image Added button to search. A factor is a third party used for invoicing, meaning the customer receiving the goods or services is not invoiced directly. This may occur with a subsidiary of a larger company or with a company that is part of a conglomerate.

  • Foreign – Check this box if the customer is not domestic. Recording this information is important for assigning tax rates.

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Most fields in the Customer Inquiry screen are read-only, except for those in the header that allow the user to search for certain customer record(s), and some fields in the tabs that allow the user to pull up certain information for customer record(s). The Customer Inquiry screen is meant to be an inquiry screen to pull up and display customer record information for reference. To make changes to any information displayed in the Customer Inquiry screen, make changes in the P2 IFS IDEAS screens from which these fields correspond.

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  • Entity (or Company) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity code for the desired customer, or click on the drop-down arrow and select one.

  • Currency – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency for the desired customer, or click the drop-down arrow and select one.

  • Customer ID – Enter a customer ID for the desired customer or use the spyglass

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     button Image Added button to search for one.

  • Invoice Balance – This is a system-generated field. When a customer is selected, the balance of all open invoices for the customer will display.

  • Advance Balance – This is a system-generated field. When a customer is selected, the balance of all unapplied advances for the customer will display.

  • On Account Balance – This is a system-generated field. When a customer is selected, the balance of all payments made on the customer’s account with the company will display.

  • Status – This field is system-generated. The Active or Inactive radio button in the Status box will be selected based on the status of the customer record.

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  • Invoice (Memo) No – Enter an Invoice (Memo) Number or click on the spyglass

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     button Image Added button to select an Invoice. 

  • Batch – The batch number for the invoice displays. 

  • Journal No – The journal number for the invoice displays, if any. If journalized, the Entity Number, GL journal ID, Journal Batch Number and Period Number of the journal will display.

  • Approved – This checkbox indicates the approval status of the invoice. A check mark indicates an approved invoice.

  • Description – A description of the invoice displays, if any.

  • Due Date – The invoice's due date displays. 

  • Ship Sender – The sender’s shipper information displays.

  • Ship Receiver – The receiver’s shipper information displays.

  • Payment Doc No, Date – If paid, the check number and date displays.

  • Discount  Amount – If there is a discount amount, it displays here.

  • Discount  Date – The date of the discount displays, if applicable. 

  • Invoice Status – The validation status of the invoice displays. 

  • Invoice Comments – Comments about the invoice display, if any. 

  • Customer Comments – Comments about the customer display, if any.

  • Total Amount Due – The total amount due for the customer displays in this field.

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The Defaults tab displays information entered in the Defaults tab of the Customer Maintenance screen. Image Removed

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  • Payment Type – The default payment type for the customer displays.

  • Tax Type – The default tax type for the customer displays.

  • Payment/Discount Terms – The default payment/discount terms display for the customer.  See the Payment/Discount Terms chart in the Customer Maintenance section for details.

  • Payment Days – The default payment days displays. See the Payment Days description under the Payment/Discount Terms chart in the Customer Maintenance section for details.

  • Discount Days – The default discount days displays. See the Discount Days description under the Payment/Discount Terms chart in the Customer Maintenance section for details.

  • Discount % - The default discount percent displays. See the Discount % description under the Payment/Discount Terms chart in the Customer Maintenance section for details.

  • AR Account – The default AR account for the customer displays. See the Payment/Discount Terms chart in the Customer Maintenance section for details.

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  • Entity (or Company) – If there is only one entity defined, its ID displays automatically. Otherwise, enter an entity ID or click on the drop-down arrow and select one.

  • All Entities (or All Companies) – Select the All Entities checkbox to include all entities in the report.

  • Currency – If there is only one currency defined for the selected entity, it will display automatically.  Otherwise, enter a valid currency abbreviation or click the drop-down arrow and select one. 

  • Year – Select the radio button for the desired option:  One Year, Multiple Years, or Range of Years. The selected radio button will activate the corresponding year entry field(s).

  • Year – This field will activate with selection of the One Year radio button or Multiple Years radio button.  Enter the desired year for the report.  If specifying multiple years for the report, press Tab after entering a year to move the desired year to the list box to the right. Use the <<Remove button to remove years incorrectly added to this list box.

  • Beginning Year – This field will activate with selection of the Range of Years radio button. Enter the beginning year for the year range to appear on the report.

  • Ending Year – This field will activate with selection of the Range of Years radio button. Enter the ending year for the year range to appear on the report.

  • Customer – Select the radio button for the desired option: One Customer, Multiple Customers, or Range of Customers.  The selected radio button will activate the corresponding customer ID entry field(s).

  • Customer ID – This field will activate with selection of the One Customer or Multiple Customers radio buttons. Enter the desired Customer ID or use the spyglass Image Modified button button to make a selection.  Press Tab to move the desired Customer ID to the list box to the right that contains selected customer IDs.  Use the <<Remove button to remove Customer IDs incorrectly added to the list box.

  • Beginning Customer ID – This field will activate with selection of the Range of Customers radio button. Enter the starting Customer ID for the customer ID range to appear for the report.

  • Ending Customer ID – This field will activate with selection of the Range of Customers radio button.  Enter the ending Customer ID for the customer ID range to appear on the report.

  • All Customers – Select this checkbox to add all customers in the system to the report.

  • Zero Suppress – Select this checkbox to suppress zero values for the report. This will prevent customers with balances equal to zero from appearing on the report.

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  • Entity (or Company) – If there is only one entity defined, its ID displays automatically.  Otherwise, enter a valid entity ID or click on the drop-down arrow and select one.

  • Currency – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow and select one. 

  • Customer ID – To generate the report for fewer than all customers, first clear (uncheck) the All Customers checkbox. This will activate this field so that the user may select one or multiple customers.Enter the desired customer ID(s) or use the spyglass

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     button Image Added button to make the desired selection(s). Then, click tab to add the customer ID to the list box to the right. If a customer ID is added by mistake, use the <<Remove button to remove the selection.

  • All Customers – Select this checkbox to generate the report for all customers in the system.

  • Period – Select the radio button to indicate which period(s) to use for the report.

    • One Period – Select this radio button to select a single period and year combination for the report.

    • Range of Periods – Select this radio button to select a range of periods and year for the report.

  • Begin Period – The Begin Period field activates when the Range of Periods radio button is selected. Enter a beginning period for the range of periods to appear on the report.

  • End Period – The End Period field activates when the Range of Periods radio button is selected. Enter an ending period for the range of periods to appear on the report.

  • Period – The Period field activates when the One Period radio button is selected. Enter the desired period for the report.

  • Year – The Year field will be active for either radio button selection. Enter the desired year for the report.

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Select Customer Lock from the Customer Control submenu in the Customer menu.

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  • Customer ID –Enter the desired Customer ID or use the spyglass Image Modified button button to make a selection.

  • Lock Customer – Select this checkbox to lock the specified customer’s record. If the Customer ID selected has already been locked, clearing the Lock Customer checkbox will remove the lock.

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Select Customer Lock from the Customer Control submenu in the Customer menu. Image Removed

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Click the spyglass  to choose and highlight the field(s) to unlock. Once selections have been made, click the save  button to save the changes. These fields will be activated for editing on the customer record.

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  • Entity (or Company) – If there is only one entity defined, its ID displays automatically. Otherwise, enter a valid entity or click on the drop-down arrow and select one.

  • Currency – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow to select one.

  • Batch  – To create a new batch, type in a batch number of up to 10 characters. To edit an existing batch, enter the desired batch number or use the spyglass

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     button Image Added button to make a selection.

    • Note: P2  IFS IDEAS groups batches by entity and currency type. A batch number may be used only once per entity/currency combination.

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  • Customer ID (Required) –Enter the desired Customer ID or use the spyglass

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     button Image Added button to make a selection.

  • Inv/Memo Type (Required)–Accept “I” for invoice as the default, enter a new code, or use the spyglass button to search for one.

  • Invoice No (Required)–Enter a new invoice number or use the spyglass

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     button Image Added button to search for one.  To edit a recurring invoice number, enter its invoice number including the appended sequence number. For example, enter 501.3 into the Invoice No text box on the Invoice Entry screen to edit the third invoice for recurring invoice 501. 

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  • For additional information about recurring invoice entry, see the Recurring Invoice Entry section.

Instead, edit individual invoices, referencing them by sequence number. When doing so, enter the full invoice number as well as the appended sequence number.

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  • Tax Option – Set to Line Level by default.

  • Tax Type –The tax type can be changed using the spyglass 

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    Image Added button.

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  • Tax Amount (Display-only) – This field will populate with the tax amount after a Tax Code is chosen.

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  • Invoice No (Required)–Enter a new invoice number. If editing an existing invoice, click on the spyglass

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     to Image Added to search. Select an existing invoice number to edit, and then click on the OK button.

  • Ledger ID (Required)–Enter a valid ledger ID for the ledger to which this invoice should be journalized, or use the drop-down list to select one. If only one ledger is defined, tab through this field, and the ledger ID will automatically display.

  • Reference No (Optional) –This text box can be used to enter an additional reference number for this invoice.

  • Invoice Date (Required)–Enter the date of the invoice, or tab through this field to prompt the current date to display. The following warning messages display if a date over one year old or in the future is entered:

    • The date entered is at least one year old. Do you wish to continue Y/N?

    • The date entered is in the future. Do you wish to continue Y/N?

    • Override a warning message by responding “Y” to continue.

  • Invoice Amount  (Required)–Enter the total of the invoice, including freight, taxes, and all other charges.  

  • Route To (Optional) –Enter the name of the person or department to which this invoice should go.

  • Receipt Date (Required)–The current date automatically displays as the default. Override the default by typing in another date.

  • Due Date (Required)–By default, the same date as the Invoice Date displays automatically in this field. Override the default by typing in another date.

  • Discount Date  (Optional) –Enter the discount date.

  • Discount Amount (Optional) – Enter a discount amount, if desired. 

  • Description (Optional) –Enter descriptive notes that pertain to the invoice. The description may be up to 50 characters.

  • Comments –Enter comments that pertain to the invoice. Comments may be up to 60 characters.

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  • Customer Name – Enter the customer’s name.

  • Address 1-3 – Enter the customer’s address.

  • City –Enter the city for the customer’s address.

  • State –Click on the drop-down arrow and select an existing state abbreviation for the customer, or type in a state abbreviation.

  • Country – Click on the drop-down arrow and select an existing country abbreviation for the customer, or type in a country abbreviation. The country abbreviation must exist in the Country table. Create the Country table using the User Tables function of the Utilities menu. 

  • Postal Code –Type in the postal code for the customer, or click on the spyglass

    Image Removed

    Image Added and select an existing postal code.

  • Contact – Enter a contact name for a person at the customer.

  • Telephone – Enter a telephone number for the customer.

  • Fax – Enter a fax number for the customer.

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Use Recurring Invoice Entry to simplify the processing of a recurring item that is billed periodically in equal amounts. This function allows users to make a template for the recurring invoice. Once the initial entry is made using Recurring Invoice Entry, P2 IFS IDEAS sets up future invoices for the recurring item automatically. Access these future invoices to process them for payment using Invoice Entry.

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  • Entity (or Company) (Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid Entity ID or click on the drop-down arrow and select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow and select one.

  • Customer ID – Enter a valid customer ID or use the spyglass 

    Image Removed

    Image Added button to search for one.

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  • Recurring Invoice  No (Required) –Enter an invoice number of up to 20 characters.

  • Total Obligation Amount (Required) –Enter the total amount of the obligation. For example, if the obligation is12 payments of $100.00 each, enter $1,200.00 in the text box.

  • Number of Payments (Required) –Enter the number of payments over which to spread the obligation.  As in our example, if the total obligation is $1,200.00 spread over 12 months, enter 12 in the text box.

  • Starting Invoice Date (Required) –Enter the date of the first invoice.

  • Frequency of Payments (Required) –Enter the frequency or click on the spyglass

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    Image Added  to search. Frequency options are Day, Week, Month, and Year.  Additionally, users could use 1-92 to designate invoices that should be sent a set number of days apart. To use this option, simply type in the desired number of days between invoices in the Frequency of Payments field.

  • Individual Payment Amount (Display Only)–This field is system-populated. Once Total Obligation Amount and Number of Payments are entered, the system will calculate the amount billed with each invoice.

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  • Line No (Display Only)–Sequential line numbers are generated by the system. As each new line is entered, the next line number in sequence is assigned.

  • FQA  Element ID (Required) –Enter the Element IDs for the FQA for each line in the grid. Depending on system settings, the number and type of Element IDs will differ from one company to the next.  Element IDs in this example include ENTITY, ACCOUNT, COSTCENTER, AFE, and BILLING, but your element IDs may differ.

  • Quantity (Optional) –Enter a quantity. P2  IFS IDEAS multiplies Quantity times Unit Price to yield the Extended Amount.

  • Unit of Measure (Optional)–Enter a unit of measure.

  • Unit Price (Required) –Enter a unit price. P2 IFS IDEAS multiplies Quantity times Unit Price to yield the Extended Amount. If no quantity was entered, the Extended Amount and Unit Price will be the same.

  • Extended Amount (Display Only)– P2 IFS IDEAS multiplies Quantity times Unit Price to yield the Extended Amount.  If no quantity is entered, the value in this field will match Unit Price.

  • Description (Required) –Enter a brief description for the line.

  • Tax Code (Optional) –This field will only display if the customer was set up to be billed for taxes in Customer Maintenance. Enter the tax code for this line item. Drop-down values (right-click and select Select from List to access) for this field are based on the entity and tax type selected in the Tax tab.

  • Tax Amount (Display Only) –This field will only display if the customer has been set up to be billed for taxes in Customer Maintenance. The Tax Amount displayed in the grid is calculated using the Tax Code.

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The Auto Invoices function allows users to import data into the P2 IFS IDEAS system from an ASCII file. The P2 IFS IDEAS system processes this information and generates invoices. In the process, the system updates all appropriate batch, invoice, and customer tables. 

...

  1. Create an ASCII file that contains information using the required file layout, described in the following section.

  2. Import the ASCII file into the P2 IFS IDEAS system using the Auto Invoices function. This process updates all appropriate batch, invoice, and customer tables.

  3. Validate and approve invoices using Transaction Batch Validation and Transaction Approval, as applicable.

While Auto Invoices does update P2 IFS IDEAS, it cannot create new entities (or companies), customers, currency codes, or tax codes. These items must exist in the system before executing the Auto Invoices process.

...

Note: The ASCII file must contain all fields in the table. A tab character must separate the fields. All fields are required unless noted as optional. If optional, leave the field blank, but the field must exist in the ASCII file. Enter all amounts with decimals but without commas. Amount fields must contain a figure. If the amount is zero, use 0.00.


ASCII File Layout

FIELD NAME

TYPE OF FIELD

MAX FIELD LENGTH

DESCRIPTION

EXAMPLE

Entity

Variable Character

14

Entity. Must exist prior to processing with Auto Invoices.

10

Currency Code

Variable character

5

Currency Code. Must exist prior to processing with Auto Invoices.

USD

Batch_Num

Variable Character

20

Batch Number. Must be unique.

 P2

 IFS recommends that a different set of batch numbers for auto invoices is established. This helps eliminate duplicate batches between manual and auto invoices.  For example, auto batch numbers might begin with “99999” or “A.”

24

Customer

Variable Character

15

Customer. Must exist in the

P2

IFS IDEAS system prior to executing the Auto Invoices function.

4

Invoice

Variable Character

20

Invoice Number.

A8

Inv_Type

Variable Character

1

Invoice Type. Types are:

  • I = Invoice

  • C = Credit Memo

  • D = Debit Memo

I

Inv_Amt

Money


Invoice Amount. If zero, use 0.00.

500.00

Invoice_Date

Datetime


Invoice Date.

8/12/98

Receipt_Date

Datetime


Receipt Date.

8/12/98

Due_Date

Datetime


Due Date.

9/12/98

Disc_Date

Variable Character

10

Discount Date (Optional).

9/02/98

Disc_Amt

Money


Discount Amount (Optional).

10.00

Ledger ID

Variable Character

20

Ledger Name.

GL

AR_Account

Variable Character

14

AR Account ID.

2110

Disc_Account

Variable Character

14

Discount Account ID (Optional).

2115

AR_FQA

Variable Character

60

Accounts Receivable Trade FQA.

10-2110-000-00-00000

GL_FQA

Variable Character

60

Distribution Line FQA.

10-5113-110-00-00000

DISC_FQA

Variable Character

60

Discount FQA (Optional).

10-2115-000-00-00000

GL_Desc

Variable Character

50

General Ledger FQA Description.

Paper

AR_Amount

Money


Accounts Receivable Trade Amount.

500.00

Line_Item_Qty

Float


Line Item Quantity.

1

Line_Item_Uprice

Money


Line Item Unit Price.

500.00

Pur_Amt

Money


Purchase Amount (Line_Item_Qty * Line_Item_Uprice).

500.00

Tax_Optrion

Variable Character

1

Tax Option. Options are:

  • I= Invoice

  • L = Line

  • N = None

I

Tax_Type

Variable Character

2

Tax Type. Types are:

  • V= VAT Tax

  • W = Withholding Tax

  • I = Incremental Tax

  • N = None

W

Tax_Code

Variable Character

10

Tax Code (Optional).

W1

Taxable_Amt

Money


Taxable Amount (Basis).

500.00

Tax_Amt

Money


Tax amount.  What is put in this field depends on the Tax Option selected, i.e.:

  • If taxing the auto invoice at the invoice level, distribute the tax amount evenly between all lines of the invoice. Therefore, enter the individual line’s portion of the tax amount in the Tax_Amt field of the ASCII file.

  • For auto invoice taxed at the line level, enter the tax amount for that line in the Tax_Amt field of the ASCII file. If the line is non-taxable, enter 0.00 in the field instead.

  • If the tax code and tax type are N, enter 0.00 in this field.

10.00

Inv_Desc

Variable Character

50

Invoice Description.

Supplies

Conversion

Small Integer


Conversion Flag (Foreign Currency).

N

Period

Small Integer


Invoice Period.

1

2. To import the ASCII file into P2 IFS IDEAS, click on the Import from File button. A pop-up window opens. Enter the file name of the ASCII file into the File name text box and click on the Open button.   

...

  • Entity (or Company) (Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity ID or click on the drop-down arrow and select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow and select one.

  •  Batch  – Enter the desired batch number to validate or use the spyglass 

    Image Removed

     button Image Added button to search/select one.

  • All Batches – Select this checkbox to run the validation for all batches. If selected, any existing selection in the Batch field will clear.

  • Sort By –Select Invoice to sort the report by invoice number or Entry Sequence to sort by the order in the invoice was entered in the batch.

...

  • Entity (or Company) (Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity ID or use the drop-down arrow to select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically.  Otherwise, enter a valid currency abbreviation or click the drop-down arrow to select one.

  • Batch  – Enter the desired batch ID to validate or use the spyglass

    Image Removed

     button Image Added button to search. Once a valid batch number is selected, information automatically displays in the six fields at the top-right section of the header. These fields are display only.

  • Sort By –Select the Invoice radio button to sort by invoice number or the Entry Sequence to sort by the order in which the invoice was entered in the batch.

...

The Aged Open Receivables Report function allows users to generate a report of all invoices to assist in controlling and monitoring past due accounts. P2  IFS IDEAS sorts the report by customer. Options of invoices to include are: Approved, Unapproved, or Both.

For purposes of this report, P2 IFS IDEAS determines that an invoice is past due according to the latest date on which payment was expected. Any invoice not paid by this date shows on the aging schedule as past due. Any invoice not past due but which will be due in the current period shows in the Current column of this report. Any invoice due in future periods shows in the Amount and Balances fields but not in the Aging Schedule.

...

  • Entity (or Company)(Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity ID or click on the drop-down arrow to select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow to select one.

  • All Entities (or All Companies)– Select the checkbox to report on all entities. If this checkbox is selected, any entries in the Entity field will be cleared.

  • Customer – Use the fields in the Customer box to narrow the criteria of the report based on customer.

    • Customer ID – Enter one or more Customer IDs, then press Tab to add the customer to the report. If a customer ID is added in error, use the <<Remove button to make a correction. Users may also use the spyglass

      Image Removed

       button Image Added button to search.

    • All Customers – Use the All Customers checkbox to add all customers to the report.

    • Customer Group – Enter one or more Customer Groups, then press tab to add the group to the report. If a customer group is added in error, use the <<Remove button to make a correction. Users may also use the spyglass  

      Image Removed

      Image Added button to search.

    • All Customer Groups – Use the All Customer Groups checkbox to add all customers to the report.

  • AR Account – Use thefields in the AR Account box to add a subtotal based on AR account to the report.

    • Sub-Total by AR Account – Select this checkbox to add a subtotal line to the report showing the subtotal by AR Account. Selecting this checkbox will activate the other fields in the AR Account box.

    • AR Account – Enter one or more AR Accounts, then press Tab to add the selection to the report. If an AR Account is added in error, use the <<Remove button to make a correction. Users may also use the spyglass

      Image Removed

       button Image Added button to search.

    • All AR Accounts – Use the All AR Accounts checkbox to add all AR Accounts to the report.

  • Items – Select the checkbox next to the following options:

    • Approved – Select this checkbox to include Approved Invoices.

    • Unapproved – Select this checkbox to include Unapproved Invoices.

    • Advances – Select this checkbox to include Advances. 

  • Period – Make selections in the Period box to select the account period(s) for the report.

    • Current Period – Select the Current checkbox to generate the report for the current accounting period.

    • Period – Use the Period field to enter the desired period for the report.

    • Year – Use the Year field to enter the desired year for the report.

    • Period End Date – Enter the end date of the period. Any invoices entered after this date will not be included in this report.

...

The AR Account Distribution Analysis report allows users to create a report that provides a detailed analysis of the items that comprise specific FQA balances. P2 IFS IDEAS sums the entries to give the account balances and organizes the report by FQA number.

...

  • Entity (or Company) (Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity ID or click on the drop-down arrow to select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow to select one.

  • Summary/Detail – To view a summary report, use the Summary radio button. To view a detailed version of the report, use the Detail radio button. The default is Summary.

  • Customer – If desired, use the Customer section to narrow the report by customer.

    • Customer ID – Enter one or more customer IDs and press tab to add the selections to the report. Users may also use the spyglass

      Image Removed

       button Image Added button to search. If a customer is added to the report in error, use the <<Remove button to make a correction.

    • All Customers – Check the All Customers checkbox to generate the report for all customers.  All Customers is selected by default.

    • Sub-Total by Customer – Use the Sub-Total by Customer checkbox to add a sub-total line to the report for each customer.

  • Account – Use the Account section to choose a single or all AR accounts for the report.

    • Receivable Account - Use the drop-down list to choose a single Accounts Receivable account to use for the report.

    • All Receivable Accounts – Use the All Receivable Accounts checkbox to add all AR accounts to the report. This checkbox is selected by default.

  • Date Specified – Choose to add a single period to the report or a range of periods.

    • Begin Period – This field will activate when Range of Periods is selected. Enter the desired beginning period/date for the report.

    • End Period – This field will activate when Range of Periods is selected. Enter the desired ending period/date for the report.

    • Period – This field will activate when One Period is selected. Enter the desired period for the report.

    • Year – This field will activate when One Period is selected. Enter the accounting year for the report.

...

  • Entity (or Company)(Required) – If there is only one entity defined, it displays automatically. Otherwise, enter a valid entity ID or click on the drop-down arrow to select one.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, click the drop-down arrow and select the desired currency.

  • All Entities (or All Companies)– Select the checkbox to report on all entities. If this checkbox is selected, any entries in the entity field will be cleared.

  • Batch  – Select one of three options: One or Multiple Batch, Range of Batches, All Batches. Selecting All Batches generates a report with all batches for the entity and currency combination. No additional fields in this box will activate.

  • Batch Number – This field activates when One or Multiple Batch is selected. Enter the desired batch number(s) and press Tab to add the selection to the report. Users may also use the spyglassImage Modified button to search. If a batch is added in error, use the <<Remove button to make a correction.

  • Beginning Batch – This field activates when Range of Batches is selected. Enter the desired beginning batch number or use the Spyglass

    Image Removed

    Image Added button to search.

  • Ending Batch – This field activates when Range of Batches is selected. Enter the desired ending batch number or use the Spyglass

    Image Removed

    Image Added button to search.

  • Date/Period/Year – Make selections in this section to narrow the report by date. There are two boxes of radio buttons, containing three options each. In the first box, select a date type: Accounting Period, Input Date, or Invoices Date. In the second box, select the date to be specified: One or Multiple Periods/Dates, Range of Periods/Dates, or All Periods/Dates. All Periods/Dates will add all periods or dates to the report. No additional fields will activate.

  • Beginning Period/Date – This field will activate when Range of Periods/Dates is selected. Enter the desired beginning period/date for the report.

  • Ending Period/Date – This field will activate when Range of Periods/Dates is selected. Enter the desired ending period/date for the report.

  • Period/Date – This field will activate when One or Multiple Periods/Dates is selected. Enter the desired period/date and press Tab to add the selection to the report. If a period/date was added to the report in error, use the <<Remove button to make a correction.

  • Year – This field will activate when One or Multiple Periods is selected. Enter the accounting year to use for the report.

  • Sort Order – Select an option by which the report will be sorted: Invoice or Entry Sequence. To sort the report by the invoice number, select the Invoice option. To sort the report by the order in which invoices were entered in the system, use the Entry Sequence option.

...

  • Entity (or Company)(Required) – If there is only one entity defined, it displays automatically. Otherwise, click on the drop-down arrow and select the desired entity code.

  • Currency (Required) – If there is only one currency defined for the selected entity, it will display automatically. Otherwise, click the drop-down arrow and select the desired currency.

  • All (Entities) – Select the checkbox to report on all entities. If this checkbox is selected, any entries in the Entity field will be cleared.

  • All (Currencies) – Select the checkbox to report on all currencies. If this checkbox is selected, any entries in the Currency field will be cleared.

  • Reference No – Select a bullet next to one of four options: One or Multiple Reference No, Range of Reference No, Empty Reference No, All Reference No. All Reference No will add all reference numbers to the report. Empty Reference No will generate a report with an empty reference number field. No additional fields will activate with these options.

  • Beginning Reference No – This field will activate when Range of Reference No is selected. Enter the desired beginning reference number or use the Spyglassbutton to search.

  • Ending Reference No – This field will activate when Range of Reference No is selected.  Enter the desired ending reference number or use the Spyglassbutton to search.

  • Reference No – Enter the desired reference number(s) and press tab to add the selections to the report. Users may also use the Spyglass buttonImage Modified to search. If a reference number was added to the report in error, use the Remove button to make a correction.

  • Customer – Select one of three options: One or Multiple Customers, Range of Customers, or All Customers. All customers will add all customers to the report. No additional fields will activate.

    • Customer ID – Enter the desired customer ID(s) and press tab to add the selections to the report. Users may also use the Spyglass

      Image Removed

      Image Added button to search. If a Customer ID was added to the report in error, use the <-Remove button to make a correction.

    • Beginning Customer ID – This field will activate when Range of Customers is selected. Enter the desired beginning customer ID or use the Spyglassbutton to search.

    • Ending Customer ID – This field will activate when Range of Customers is selected. Enter the desired ending customer ID or use the Spyglassbutton to search.

  • Sort Sequence –Sort the report by Customer ID, Customer Name, or Reference Number.

...

Once all selections have been made, click the Save button. P2 IFS IDEAS will process the Cash Receipt and generate a printable receipt in a Crystal Reports viewer. The receipt can then be printed and mailed or saved to be e-mailed.

...

Once all selections have been made, click the Save button. P2 IFS IDEAS will process the Cash Receipt and generate a printable receipt in a Crystal Reports viewer.  The receipt can then be printed and mailed or saved to be e-mailed.

...

Once all selections have been made, click the Save button. P2 IFS IDEAS will process the application of payment against the invoice selected and generate a printable receipt in a Crystal Reports viewer. The receipt can then be printed and mailed or saved to be e-mailed.

...

Once all selections have been made, click the Save button. P2  IFS IDEAS will process the removal of the payment application and generate a printable receipt in a Crystal Reports viewer. The receipt can then be printed and mailed or saved to be e-mailed.

...

Once all selections have been made, use the Execute button to process journalization. P2  IFS IDEAS will process the journalization and a report with the results of this process will generate in a Crystal Reports viewer.

...

The States utility allows users to create and edit the user-defined state abbreviations or codes in the States Table. This table works with drop-down lists and look-ups in the ART module.  

Note: P2 IFS IDEAS will have all U.S. states loaded at the time of installation.

...

  • Multi-Currency – Select the checkbox to enable the multi-currency option. Currencies that apply to the entity must be selected on the General tab.

  • Sum Cash Account – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each cash account when creating journals. Leaving this checkbox blank will allow the system to create one journal entry line for each line of detail in each cash account when creating journals.

  • Sum Sales – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each sales account when creating journals.

  • Sum Sales Offsets – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each sales offset account when creating journals.

  • Sum Receipts – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each receipt account when creating journals.

  • Sum Receipt  Offsets – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each receipt offset account when creating journals.

  • Sum Tax Lines – Select the checkbox to enable P2 IFS IDEAS to create only one journal entry line item for each tax account when creating journals.

  • Cash Basis – Reserved for future enhancement.

  • FQA  On-Line Validation – Select the checkbox so that P2 IFS IDEAS will validate, at the time of invoice line item entry, all FQAs. Otherwise, use the Transaction Batch Validation function to validate the FQA lines from invoices.

  • Separate Approval – Select the checkbox to require separate approval. When P2 IFS IDEAS is set up with separate approval enabled, Transaction Approval must be used to approve invoices instead of approving invoices by marking the Approved checkbox in Invoice Entry.

  • Intercompany – Select the checkbox to enable the Intercompany feature to allow one company to pay on behalf of another, and let the system automatically generate intercompany journal entries. If the Intercompany feature is activated, intercompany journals and transactions must be defined in the General Ledger module.

  • Journal by Customer –This option is specific to clients that interface to an SAP system and need to create AR journal batches with a single transaction per batch. During the journalization of AR transactions (Invoices, Receipts, Voids), are selected for journalization in bulk, but each journal batch only contains a single transaction.

...

·       Begin creating an invoice for the paying entity  using Invoice Entry . At the point of completing the Line subtab , P2 IFS IDEAS will allow entry of the receiving entity  into the grid, instead of only allowing the user to specify the default (paying) entity. Complete the Invoice Entry process. Validate and approve as usual.

...

·       Finally, perform journalization . Upon journalization, P2 IFS IDEAS creates appropriate intercompany transactions to offset receiving entity ’s amounts, i.e., the journalization process collects and journalizes the appropriate transactions for each entity.

...

  • User – Enter the username whose audit trail of customer additions, changes, and deletions should be purged, or select the All Users checkbox.

  • Type – Enter an activity type from the list below or use the SpyglassImage Modified button to make a selection. Users may also select the All Users checkbox.

    • 0 – Added

    • 1 – Changed

    • 2 – Deleted

    • 3 – Original

  • Modified Date Options –Select one of three options:  One or Multiple, Range, or All.  Selecting All will add all dates to the purge. No additional fields will activate.

    • Date –This field activates when One or Multiple is chosen. Enter a date, then press tab to add the selection to the purge.

    • Beginning Date –This field activates when Range is chosen. Enter a beginning date.

    • Ending Date – This field activates when Range is chosen. Enter an ending date.

  • Customer Options – Select one of three options:  One or Multiple, Range, or All.  Selecting All will add all customers to the purge. No additional fields will activate.

    • Customer ID –This field activates when One or Multiple is selected. Enter a Customer ID, then press tab to the selection to the purge. Users may also use the Spyglass

      Image Removed

      Image Added button to search.

    • Beginning Customer ID –This field activates when Range is selected. Enter a beginning Customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

    • Ending Customer ID – This field activates when Range is selected. Enter an ending Customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

Onceall entries have been made, click the Execute  button to begin the Customer Audit Trail Purge Process. The following message will display before P2 IFS IDEAS purges the customer audit trail:

...

Following is a list of all account types:

CODE

ACCOUNT TYPE DESCRIPTION

0

Cash Account

1

Receivable Account

2

Discount Account


Using the Account Types Utility

...

The following is a list of all check handling codes:

CODE

CHECK HANDLING DESCRIPTION

1

Normal

2

Special

3

Exceeds Limit

4

Negative Check Amount


Using the Check Handling Codes Utility

...

Following is a list of all invoice class codes:

CODE

INVOICE CLASS DESCRIPTION

C

Credit Memo

D

Debit Memo

I

Invoice


Using the Invoice Class Utility

...

Following are all invoice line status codes:

CODE

INVOICE CLASS DESCRIPTION

0

Valid

1

Validation Process Incomplete

2

Invalid Ledger

3

Invalid FQA

7

Invalid Tax FQA

8

Invalid Accrual FQA

9

Invalid Incremental Tax Payable FQA

 

Using the Invoice Line Status Utility

...

Following is a list of all invoice status codes:

CODE

INVOICE STATUS

0

Valid

1

Validation Process Incomplete

2

Line Item Invalid

4

Line Total Not Equal to Invoice Total

5

Batch Out of Balance

6

Invalid Accrual FQA


Using the Invoice Status Utility

...

Following are a list of all term codes:

CODE

PAYMENT TERM CODES

0

No Terms

1

10/25 PROX

2

25I/10 PROX

3

NNPROX

4

NN Days Net

5

NN NN Disc Days Net

6

End of Month


Using the Term Codes Utility

...

Following is a list of system-defined transaction type codes:

CODE

TRANSACTION TYPE CODE

DESCRIPTION

0

INV

Invoice

1

MCK

Manual check

2

MACK

Automated check

3

DRAFT

Bank draft

4

DISC

Discount Taken

5

WH

Tax withheld

6

CM

Credit Memo

7

DM

Debit Memo

8

MISC

Miscellaneous

9

ADV

Advance

10

ADVAPL

Advance applied

11

INCLADV

Invoice Closed ADV


Using the Transaction Types Utility

...

Following are a list of all term codes:

CODE

PAYMENT TERM CODES

0

No Terms

1

10/25 PROX

2

25I/10 PROX

3

NNPROX

4

NN Days Net

5

NN NN Disc Days Net

6

End of Month


Using the Unit of Measure Setup Utility

...

Use the AR Miscellaneous utility during the installation process. Contact P2 IFS IDEAS Support for more information. 

...

The following are valid ART Miscellaneous codes and their purpose. To use these codes, enter the ART code in the Code field. Then, enter a valid response in Field 1. Click the Savebutton to save changes and restart P2 IFS IDEAS. The respective changes should be applied to P2 IFS IDEAS the next time it is opened.

ART MISCELLANEOUS CODES

MODULE

PURPOSE

VALID RESPONSES

RESULT

tax_invoices

ART

Allows taxes to be applied to invoices.

Y

N


qs_art_multicc

ART

Allows for receipts and invoices to have mixed currency.

Y

NULL



UnLock Tables

The UnLock Tables utility allows users to unlock invoice tables, receipts tables or all tables in the Accounts Receivable module or in the Purchase Taxes module, if it is installed.

...

  • Print – Choose to run the customer audit trail or the customer change audit trail by selecting the appropriate radio button. 

  • User – By default, the audit trail report will be generated for all users.  If desired, enter a specific user for the report.

  • Type – By default, the audit trail report will be generated for all types of activity. If desired, enter a specific activity type or use the Spyglass

    Image Removed

    Image Added button to search. The activity types are:

    • 0 – Added

    • 1 – Changed

    • 2 – Deleted

  • Modified Date Options – Select one of three options: One or Multiple, Range, or All. The default is All, which will provide a report of all activity dates not yet purged. Selecting all will not activate any additional fields.

    • Date –This field activates when One or Multiple is selected. Enter a date, then press Tab to add the selected date to the report.

    • Beginning Date –This field activates when Range is selected. Enter a beginning date.

    • Ending Date –This field activates when Range is selected. Enter an ending date.

  • Customer Options – Select one of three options: One or Multiple, Range, or All. The default will provide a report of all customers with non-purged activity.

    • Customer ID – This field activates when One or Multiple is selected. Enter a customer ID and press tab to add the customer to the report. Users may also use the Spyglass

      Image Removed

      Image Added button to search.

    • Beginning Customer ID – This field activates when Range is selected. Enter the beginning customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

    • Ending Customer ID –This field activates when Range is selected. Enter the ending customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

  • Detail Audit Trail – Allows the user to add additional fields of data to the report.

    • Use the Spyglass

      Image Removed

      Image Added button to choose additional fields to appear on the report.

    • To delete a field, highlight the field name and click the Deletebutton.

  • Sort by – Select one of three options:  Customer ID, Customer Name, or Date. The default is Date.

...

Select Customer Audit Report Purge from the Audit Reports submenu of the Utilities menu.

...

  • User – By default, P2 IFS IDEAS will process the audit report purge for all users. If desired, enter a specific user for the report.

  • Type – By default, P2 IFS IDEAS will process the audit report purge for all types of activity. If desired, enter a specific activity type or use the Spyglass

    Image Removed

    Image Added button to search. The activity types are:

    • 0 – Added

    • 1 – Changed

    • 2 – Deleted

  • Modified Date Options – Select one of three options:  One or Multiple, Range, or All. The default is All, which will purge all activity dates. Selecting all will not activate any additional fields.

    • Date –This field activates when One or Multiple is selected. Enter a date, then press Tab to add the selected date to the report.

    • Beginning Date –This field activates when Range is selected. Enter a beginning date.

    • Ending Date –This field activates when Range is selected. Enter an ending date.

  • Customer Options – Select one of three options:  One or Multiple, Range, or All. The default will process a purge of all customer activity.

    • Customer ID – This field activates when One or Multiple is selected. Enter a customer ID and press Tab to add the customer to the report. Users may also use the Spyglass

      Image Removed

      Image Added button to search.

    • Beginning Customer ID – This field activates when Range is selected. Enter the beginning customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

    • Ending Customer ID –This field activates when Range is selected. Enter the ending customer ID or use the Spyglass

      Image Removed

      Image Added button to search.

...

Select Invoice Audit Trail Report from the Audit Reports submenu of the Utilities menu.

...

  • User – By default, P2 IFS IDEAS will process the audit trail report for all users. If desired, enter a specific user for the report.

  • Type – By default, P2 IFS IDEAS will process the audit trail report for all types of activity. If desired, enter a specific activity type or use the Spyglass

    Image Removed

    Image Added button to search. The activity types are:

    • 0 – Added

    • 1 – Changed

    • 2 – Deleted

  • Modified Date Options – Select one of three options:  One or Multiple, Range, or All. The default is All, which will provide a report of all activity dates not yet purged. Selecting all will not activate any additional fields.

    • Date –This field activates when One or Multiple is selected. Enter a date, then press Tab to add the selected date to the report.

    • Beginning Date –This field activates when Range is selected. Enter a beginning date.

    • Ending Date –This field activates when Range is selected. Enter an ending date.

  • Entity Options (or Company Options) – Select one of three options: One or Multiple, Range, or All. The default is All, which will provide a report of all entities with non-purged activity.

    • Entity (or Company) – This field activates when One or Multiple is selected. Enter an entity, then press Tab to add the selected entity to the report. Users may also use the Spyglass

      Image Removed

      Image Added button to search.

    • Beginning Entity (or Beginning Company) –This field activates when Range is selected. Enter the beginning entity or use the Spyglass

      Image Removed

      Image Added button to search.

    • Ending Entity (or Ending Company) – This field activates when Range is selected. Enter the ending entity or use the Spyglass

      Image Removed

      Image Added button to search.

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Select Invoice Audit Trail Report Purge from the Audit Reports submenu of the Utilities menu.

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  • User– By default, P2 IFS IDEAS will process the audit report purge for all users. If desired, enter a specific user for the report.

  • Type– By default, P2 IFS IDEAS will process the audit report purge for all types of activity. If desired, enter a specific activity type or use the Spyglass

    Image Removed

    Image Added button to search. The activity types are:

    • 0 – Added

    • 1 – Changed

    • 2 – Deleted

  • Modified Date Options – Select one of three options: One or Multiple, Range, or All. The default is All, which will purge all activity dates. Selecting all will not activate any additional fields.

    • Date –This field activates when One or Multiple is selected. Enter a date, then press Tab to add the selected date to the report.

    • Beginning Date –This field activates when Range is selected. Enter a beginning date.

    • Ending Date –This field activates when Range is selected. Enter an ending date.

  • Entity Options (or Company Options) – Select one of three options: One or Multiple, Range, or All. The default is All, which will process a purge of all entities’ activity.

    • Entity (or Company) – This field activates when One or Multiple is selected. Enter an entity, then press Tab to add the selected entity to the purge. Users may also use the Spyglass

      Image Removed

      Image Added button to search.

    • Beginning Entity (or Beginning Company) –This field activates when Range is selected. Enter the beginning entity or use the Spyglass

      Image Removed

      Image Added button to search.

    • Ending Entity (or Ending Company) – This field activates when Range is selected. Enter the ending entity or use the Spyglass

      Image Removed

      Image Added button to search.

Once all selections have been made, click the Execute  button.

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IFS IDEAS Support

If questions remain after reading this user guide, feel free to contact P2 IFS IDEAS support for assistance:

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