Back to User Guides

Accounts Receivable Trade Overview

The Accounts Receivable Trade (ART) module enables users to perform the entire Accounts Receivable Trade process and to update and maintain all Accounts Receivable records. The system records and maintains each invoice in the currency (foreign or domestic) in which the financial settlement is due.

To operate the Accounts Receivable Trade module, follow these procedures:

• Initialize the system.

• Process invoices.

• Process receipts.

• Journalize.

• Perform Year-End processing.

Modules to Set Up Before Accounts Receivable Trade

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

Accounts Receivable Trade System Set Up Procedures

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

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

ART Monthly Processing Procedures

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

ART Month End Processing Procedures

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

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.

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.

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

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.

Customer Menu

Customer functions allow users to establish customers, perform customer maintenance, and report on previously-performed customer maintenance. 

 Customer Maintenance

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

To create the customer record, or to modify or delete an existing customer record, use the Customer Maintenance function. Then use the Invoice Entry function to enter invoices for those customers. 

Extensive information about a customer can be stored using the Customer Maintenance function. However, much of the information in Customer Maintenance is optional.

To create a customer record, completion of the Customer ID, Name, and Abbreviation fields is required, as is the Payment Type on the Defaults tab. In addition, the appropriate option for the Status box may be selected, although Active status is the default.

Processing the Customer Maintenance Screen

Click the  button or select Customer Maintenance from the Customer menu to open the Customer Maintenance screen.

Parts of the Customer Maintenance Screen

The Customer Maintenance screen has two sections: the Header and the Tab section. The header is always visible, regardless of tab selection. The tab section consists of six tabs:  Address, Defaults, Other, Notes, Rating, and General. Each is addressed in further detail in the sections below.

The header contains three of the four required fields in the Customer Maintenance screen required to create a customer record: Customer ID, Name, and Abbreviation.

The Defaults tab contains the Payment Type field, which is the only other required field not in the header. All other tabs in the Customer Maintenance screen are optional, although it is good practice to complete as much of the information as possible.

To save an updated and/or newly created customer record, make sure to click the Save button to save changes after entering or updating information in the header and tabs.

Customer Maintenance Header

As noted above, the header contains three of the four fields required for the completion of a customer record. 

• 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 button 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.

The Address Tab

The Address tab is the first of the six tabs in the Customer Maintenance screen. It consists of three subtabs: Customer, Miscellaneous, and Mailing. All information is optional, but it is good practice to collect as much information as possible for all customer records in the system.

Customer Subtab

Use the Customer subtab to record the physical address for a customer. This information will be accessible in the Print Format Design screen when designing the layout of customer invoices.

• 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 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.  

Miscellaneous Subtab

Use the Miscellaneous subtab to record an additional address for the customer. This may be a postal box that should be used for mailing invoices. Miscellaneous address information can be accessed in the Print Format Design screen.

• 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 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.

Mailing Subtab

Record a mailing address for the customer on the Mailing subtab. This address information will be accessible on the Print Format Design screen.

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

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

Defaults Subtab 

The Defaults tab contains the only required field that is not in the Customer Maintenance header. 

While all other fields on this tab are optional, it is good practice to use them to record payment, discount, and tax information for each customer entered into the system. This tab will establish defaults for the customer. The system will use these defaults during invoice entry.

• Payment Type (Required) – Use the spyglass 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.

• Tax Type – If the Purchase Tax module is installed, complete this text box. Click the spyglass button to open the Tax Type Selection window. Select an option, and then click OK.

• Payment/Discount Terms – Click the spyglass 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.

Payment/Discount Terms  Options

*No discount available on these terms

• Payment Days – This text box is active only with the selection of options 3, 4, or 5 for the Payment/Discount Terms. If applicable, type in the number of days.

• Discount  Days – This text box is active only with selection option 5 for the Payment/Discount Terms  text box. If applicable, type in the number of days to qualify for a discount.

• Discount  % – This text box is active only with the selection of option 5 for the Payment/Discount Terms  text box. If applicable, type in the percentage amount of the discount.

The following fields appear in the grid:

• Entity (or Company) – Enter the desired entity for the customer.

• Currency – Enter the desired currency for the customer.

• AR Account – Enter the AR Account for the customer.

Other Tab  

The Other tab has been reserved for future enhancements.

Notes Tab

Use the Notes tab to record comments or notes regarding the customer.

• Comments – Click in the text box and enter any notes or comments regarding the customer as desired. 

Rating Tab

Use the Rating tab to record information regarding the quality of the customer.

• Quality Rating – Type in a word or phrase that describes the quality of this customer’s credit.

• Delivery – Type in a word or phrase that describes the payment history of this customer.

General Tab

Use the General tab to record internal classification for the customer record. These classifications are for informational purposes only.

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

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

Customer Inquiry

Use the Customer Inquiry function to access and review customer information.

Processing the Customer Inquiry Screen

Click on the  button or select Customer Inquiry from the Customer menu to open the Customer Inquiry screen.

Parts of the Customer Inquiry Screen

The Customer Inquiry screen has two sections: the Header and the Tab section. The header is always visible, regardless of tab selection. The tab section consists of four tabs: Invoices, Details, Receipts, and Customer.

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 IFS IDEAS screens from which these fields correspond.

Customer Inquiry Header

Use the Header fields to search for a specific customer to review that customer’s history.

• 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 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.

Invoices Tab

Use the Invoices tab to review invoice information regarding the customer. Users have the option to select to view Invoices or Advances by selecting the associated radio buttons. The invoices and advances that display on this tab are the invoices and advances that have been entered into the system since the last time the (Paid) Invoice Purge utility was run.

• Invoice – This column displays the invoice number for all invoices for this customer.

• Approved – This column displays the approval status for each invoice. Options are Yes or No.

• Invoice Date – This column displays the invoice date for each invoice.

• Due Date – This column displays the due date for each invoice.

• Gross Amount – This column displays the gross amount for each invoice. 

• Amount Due – This column displays the amount due for each invoice. If Amount Due equals zero, the invoice is paid.

• Discount  Available – This field displays any available discount. 

• Comments – Invoice comments display in this column.

Below the grid, three text boxes display:

• Total Gross Amount – This field displays the total gross amount for all invoices.

• Total Amount Due – This field displays the total amount due for all invoices.

• Total Discount – This field displays the total available discount for all invoices.

Details Tab

The Details tab contains two subtabs: the Invoice subtab and the Transactions subtab.

Invoice Subtab 

Use the Invoice subtab to review information about the invoice entered and payment received from this customer.

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

Transactions Subtab

Use the Transaction subtab to review transactions for the invoice number selected on the Invoice subtab. 

• Date – The date of the transaction displays.

• Type – The transaction type displays. 

• Payment Reference – The payment reference displays. 

• Invoice Amount – The invoice amount displays.

• Total Amount Due – The total amount due for the customer displays in this field at the bottom right corner of the screen.

Receipts Tab

Use the Receipts tab to review cash receipts for the customer selected.   

• Check No – The check number for each transaction displays in this column.

• Check Date – The check date for each transaction displays in this column.  

• Check Amount – The check amount for each transaction displays in this column.

• Bank Name – The bank on which the check was drawn displays in this column.

• Payment Type – The payment type displays in this column.

• Entity (or Company) – The entity displays in this column.

• Currency – This column displays the currency.

• Customer – This column displays the customer ID.

Customer Tab

Use this tab to review customer information as entered in Customer Maintenance. The Customer tab consists of four subtabs: Address, Other, Bank, and Defaults. All information displayed on these subtabs comes from Customer Maintenance.

Because most of the information in Customer Maintenance is optional, some fields on these subtabs may be blank. This information can be updated by accessing Customer Maintenance.

Address Subtab

The address information displayed on this tab comes from the Customer subtab of Customer Maintenance. Other information comes from the Defaults, Notes and Rating tabs of Customer Maintenance. 

Much of the information that can be included on the Customer Maintenance tabs and subtabs is optional. Therefore, some text boxes on this tab may be blank.

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

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

• State – Displays the state for the customer’s physical address.

• Country – Displays the country for the customer’s physical address.

• Postal Code – Displays the postal code for the customer’s physical address.

• Quality – Displays the quality of the customer, if recorded on the Rating tab of Customer Maintenance.

• Comments – Displays comments regarding the customer, if recorded on the Notes tab of Customer Maintenance.

• Contact – Displays the contact person for the customer’s physical address.

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

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

• Terms – Displays the customer’s terms, if recorded on the Default tab of Customer Maintenance in the Payment/Discount text box.

• Terms 1 – Displays the customer’s terms, if recorded on the Default tab of Customer Maintenance in the Payment Days text box.

• Terms 2 – Displays the customer’s terms, if recorded on the Default tab of Customer Maintenance in the Discount Days text box.

• Discount  % – Displays the discount for the customer, if recorded on the Default tab of Customer Maintenancedisplays.

Other Subtab 

The Other subtab is not currently used. It is reserved for future enhancements.

Bank Subtab 

The Bank subtab displays the bank information for the customer, if entered.

• Bank Name – The Bank Name displays.

• Address 1-3 – Displays the bank’s address.

• City – Displays the city for the bank’s address.

• State – Displays the state for the bank’s address.

• Country – Displays the country for the bank’s address.

• Postal Code – Displays the postal code for the bank’s address.

• Contact – Displays the contact person for the bank’s address.

• Telephone – Displays the telephone number for the bank’s address.

• Fax – Displays the fax number for the bank’s address.

• Account Number – Displays the account number for the customer’s bank account.

• Routing Code – Displays the routing number for the customer’s bank account.

Defaults Subtab

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

• 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.

Customer Reports

The Customer Reports submenu in the Customer menu contains three reports: Customer Analysis Report, Customer Listing Report, and Customer Reconciliation Report. These reports allow Account Receivables staff to manage customer interaction.

Customer Analysis Report

The Customer Analysis Report can be used to create a report to analyze customer activity. Select any customer or group of customers for analysis.

The report includes names and addresses of customers, as well as current balances due. In addition, the report includes period-to-date and year-to-date information regarding purchases, returns, discounts taken, and missed and cash receipts. It also includes purchase taxes, if applicable. The system calculates information for the report by summing current and historical data. 

Processing the Customer Analysis Report Screen

Select Customer Analysis Report from the Customer Reports submenu in the Customer menu.

• 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 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.

Once all selections have been made, click the Print Preview  button to generate the report. The report will open in a Crystal Reports viewer. It can be reviewed on the screen, exported, or printed.

Customer Listing Report

Use the Customer Listing function to print a list of customers in the system. The Customer Listing Report lists the customer ID, customer name, address and currency of the selected customers.

There are several ways to customize the list. For instance, all customers can appear on the listing, or the customer listing can be limited by selecting only those customers that meet the criteria specified in one or more of the following name or address categories:

• Customer Name

• Address 1

• Address 2

• Address 3

• City

• State

• Country

• Postal Code

To customize the listing further, select customers by using the wildcard character (*) to represent one or many characters in the customer name or in any address text box. For example, using “*Main*” as the selection criteria for “Address1” could create a listing for all customers with an address that contains the street name “Main.”

In addition to limiting the customers that appear on the listing, users can control how the system sorts customers. Sort by:

• Customer Number

• Country

• City

• State

For example, limit the listing to all customers located in the company’s home state, then sort them first by city, then by customer number. In another instance, the user might list all customers in the country, but sort by customer number, state, and then by city.

If an attempt is made to create listing of customers by specifying criteria that does not exist, the system displays the message, Data Not Available for Specified Criteria. For example, if the user wants to create a listing of customers whose names start with the letter X, the aforementioned message displays if there are no such customers.

Processing the Customer Listing  Screen

Select Customer Listing Report from the Customer Reports submenu in the Customer menu.

• Name – Enter the name of the customer on which to generate the report.  Use the asterisk (*) as a wildcard character, if desired.

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

• Address 1-3 – Use the address fields to narrow the customer listing by physical address. Use the asterisk (*) as a wildcard character, if desired.

• City – Use this field to narrow the customer listing by city.  Use the asterisk (*) as a wildcard character, if desired.

• State – Use this field to narrow the customer listing by state. Use the asterisk (*) as a wildcard character, if desired.

• Country – Use this field to narrow the customer listing by country. Use the asterisk (*) as a wildcard character, if desired.

• Postal Code – Use this field to narrow the customer listing by postal code. Use the asterisk (*) as a wildcard character, if desired.

• Available Sort Options/Sort By – Selections in the Sort By list box determine how the report is sorted.  The report will be sorted by the order selection are added to the Sort By box.  To add selections, click to select items in the Available Sort Options list box, then use the Add - > button to move those selections to the Sort By box. To correct any additions made in error, use the < - Remove button.

Once all selections have been made, click the print preview  button to generate the report. The report will open in a Crystal Reports viewer.  It can be reviewed on the screen, exported or printed.

Customer Reconciliation Report

The Customer Reconciliation Report is used to reconcile activity in ART against the account receivable account in the GL module. This reconciliation occurs based on the customer, in detail.

Processing the Customer Reconciliation Report

Select Customer Reconciliation Report from the Customer Reports submenu in the Customer menu.

• 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 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.

Once all selections have been made, click the print preview  button to generate the report. The report will open in a Crystal Reports viewer. It can be reviewed on the screen, exported, or printed.

Customer Control

Use the Customer Control submenu to process locks or unlocks on customer records, process logs on changes to fields on the customer record and or unlock specific fields on the customer record.

The options available in the Customer Control submenu are: Customer Lock, Customer Fields Unlock, and Customer Fields Log.

Customer Lock

Use the Customer Lock process to place locks on or remove locks from customer record. Once the lock is in place, the customer’s record can no longer be updated. Placing and removing locks affect all Customer Maintenance fields for the chosen customers.

Processing Customer Lock

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

• Customer ID – Enter the desired Customer ID or use the spyglass 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.

Once the selection has been made, press the save  button to process the request.

Customer Fields Unlock

Use the Customer Fields Unlock process to unlock specified fields for updates on customer records that have already been set up in Customer Maintenance and locked using Customer Lock.

When you lock a customer in the Customer Lock screen, then all of the fields in the Customer Maintenance screen are set to read-only. This screen allows you to select various fields that you want to be able to edit. For example, if you wanted to make the address fields editable for the locked customers, then add those fields in this screen. Any Customer Maintenance fields listed in this screen for locked customers are editable. Any fields not listed here are read-only.

Processing the Customer Fields Unlock

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

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.

Customer Fields Log

The Customer Fields Log prints a listing of the fields that were unlocked through the Customer Fields Unlock tool.

Processing the Customer Fields Log

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

Click the spyglass  button to select fields to add to the log. When all selections have been made, click the save  button, then use the print preview  button to view the log.

Transaction Menu

Transaction functions allow users to enter, modify and/or delete invoices and memos. They also provide the ability to validate and approve transactions.

Invoice Entry

Use Invoice Entry to enter invoices for billing customers. All customers must be created first in Customer Maintenance before they can be invoiced through Invoice Entry. 

It is standard practice to enter invoices for billing using the Invoice Entry function. Very infrequently, a situation will arise in which invoice and customer history do not need to be tracked for a particular customer. In that case, create that customer’s invoice using the Miscellaneous Invoice Entry function.

In addition to entering invoices for billing, use Invoice Entry to update, delete, and/or approve open invoices as well as inquire about invoice data. 

Processing with Invoice Entry

Click the button or select Invoice Entry from the Transaction drop-down menu to open the Invoice Entry screen.

The Invoice Entry screen has two sections, the Header and the Tab section. The header is always visible during invoice entry. The tab section consists of two tabs: Batch and Invoice. The Batch tab is completed first, then individual invoices are entered on the Invoice tab. The following fields appear in the header:

• 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 button to make a selection.

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

Once all selections have been made in the header, tabs, and subtabs, click the save  button to save a new invoice entry or update an existing invoice entry. The tabs and subtabs are described below.

The Batch Tab and its Two Subtabs

There are two subtabs on the Batch tab. The Control subtab is where the user enters the total number of invoices and the total amount of the invoices in the batch. The Detail subtab updates as invoices are entered into the batch.

Control Subtab

• Control – The fields in the Control row are used to enter the total amount of invoices the batch should have. This is as opposed to the Actual row, which contains the amount of invoices currently entered in the Invoices subtab.

  • Count – Enter the total number of invoices and/or memos that should be in this batch.

  • Amount – Enter total value of the invoices and memos that should be in this batch. This is the total of the gross invoice/memo amounts.

• Actual – The fields in the Actual row are system-populated. As the user makes entries in the Invoice subtab, the actual count and actual total value of the invoices entered will display. 

  • Count – This field displays the total number of invoices entered in the Invoice subtab.

  • Amount – This field displays the total value of the invoices entered in the Invoice subtab.

  • Difference – The fields in the Difference row are system-populated. The system calculates the difference between the values entered in the Control row and the system-calculated values in the Actual row.

    • Count – This field displays the difference between the system-calculated actual count and the user-entered control count. This value must be 0, or the system will not allow the user to save the batch.

    • Amount – This field displays the difference between the system-calculated actual amount of the entered invoices and the user-entered control amount. This value must be 0, or the system will not allow the user to save the batch.

Detail Subtab 

The Detail subtab displays a summary of the invoices entered in the Invoice subtab. The grid in the Detail subtab is display-only.

• Invoice No – The invoice number of each invoice displays.

• Invoice Amount – The total amount of each invoice displays. 

• Customer ID – The applicable Customer ID displays for each invoice. 

• Customer Name – The applicable customer name displays for each invoice. 

• Invoice Date – The applicable invoice date displays. 

• Due Date – The applicable invoice due date displays.   

The Invoice Tab and its Four Subtabs

The Invoice tab has four subtabs used for entering individual invoices for the batch. The subtabs are General, Tax, Defaults, and Invoice Lines.

When the Invoice tab is open, four additional fields appear on the header:

• Invoice Total – The total for the invoice will display when an entry is made in the Invoice Amount field.

• Distribution Total – The Distribution Total will update as lines are entered in the Invoice Lines subtab.

• Tax Total – When taxes are entered for the invoice, this tax total field will update.

• Approved – Use the Approved checkbox to approve individual invoices. If the checkbox is not checked, the invoice is not approved. This checkbox is not active if the Separate Approval checkbox is not turned on in Entity Maintenance.

General Subtab

Use the General subtab to start entering invoice/memo information into the system.

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

 Note: When using Invoice Entry, the recurring invoice template cannot be edited.

• 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.

• Ledger ID (Required) – Enter a valid ledger ID or If only one ledger is defined for the selected entity, it will display in this field when the user tabs through it. If more than one ledger is defined, make a selection select one from the drop-down list.

• Reference No – Use this text box to record an additional reference number for this invoice/memo, if desired.

• Invoice Date (Required) – Enter the date of the invoice. The system automatically fills in Due Date text boxes, according to terms specified in the Master Customer file. To ensure accurate calculation of the due date, enter an accurate invoice date. The system uses invoice date to calculate due date and discount date.

The following warning messages display for dates over one year old or in the future:

• 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. Use this text box to record memo amounts, including debit amounts. When entering a debit memo, use a negative amount in this field.

Note: When Pay Currency and Exchange Rate values are present and the Invoice Amount value is changed, the Converted Amount value will be recalculated.

• Route To – Enter the name of the person or department at the customer’s company to which this invoice and/or the purchased goods should go.

• Due Date (Required) – The due date automatically displays. The system calculates it based on terms defined in Customer Maintenance. If no Payment/Discount Terms code is specified or if the selected code is 0, the Due Date and the Invoice Date will be the same.

• Discount  Date  – If the customer is eligible for a discount according to the Payment/Discount Terms code selection, a discount date will be calculated and will appear in this field. If not, the field will be grey and will not be open for editing.

• Discount  Amount – If the customer is eligible for a discount according to the Payment/Discount Terms code selection, a discount amount will be calculated and will appear in this field. If not, the field will be grey and will not be open for editing.

• Description – Enter descriptive notes that pertain to the invoice. The description can be up to 50 characters long.

• Comments – Type in comments that pertain to this invoice. Comments can be up to 60 characters long.

• Pay Currency – The Pay Currency field allows the ability to specify the currency that a payment will be received in for the invoice.  An exchange rate must exist in the Rate table before the currency can be selected.  If no Pay Currency is selected, the payment for the invoice will be in the same currency as the invoice.

• Pay Rate -- The Pay Rate consists of the operator to be used for the conversion as well as the Fx Exchange Rate from the Rate table. The operator and the exchange rate come from the rate tables based on the currency combination and invoice date that are entered on the screen. The exchange rate can be overwritten with a spot rate if desired.

• Converted Amount -- The Converted Amount field will display after a Payment Currency and Pay Rate have been entered. The system will multiply or divide (based on the entered operator) the invoice amount by the entered exchange rate. The Converted Amount column is a read-only field and cannot be adjusted directly.

Tax Subtab

The Tax subtab is used to assign tax information to an invoice. It can be done only at the line level.

• Tax Option – Set to Line Level by default.

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

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

Defaults Subtab

Use this subtab to review default information and specify other information regarding the invoice. Payment and discount term default information display on this subtab automatically according to entries made through Customer Maintenance. 

Review the following boxes to determine whether any of the default settings should be changed:

• AR Account          

• Accounting Period

• Currency Conversion

• Special Handling  

• Single Check                    

• Payment/Discount Terms  (Display Only) – This text box contains the default payment and discount terms code set up for this customer in Customer Maintenance.

• Payment Days (Display Only) – This number is determined based on the payment and discount terms set up for this customer in Customer Maintenance. If the Payment Terms option selected was 0 (no terms), then the due date is the same as the invoice date and the number in the Payment Days text box will be zero.

• Discount  Days (Display Only) – This is the number of days from the invoice date that the customer is eligible for a discount, as selected in Customer Maintenance.

• Discount  % (Display Only) – This number is the discount percentage, as selected for this customer in Customer Maintenance.

• AR Account (Required) – If a default AR account was selected in Customer Maintenance, it will populate here. If none was selected, use the drop-down list to make a selection.

• Accounting Period (Required) – The system default accounting period automatically displays.

• Accounting Year (Required) – The system default accounting year automatically displays. 

• Conversion – This checkbox will display based on the entity selected. When marked, this indicates that the system will convert this invoice into a foreign currency during journalization. The conversion rate used depends on how the system was initially set up. The system uses the rate entered on the Currency Conversion Rate Table for the invoice date entered above. The Currency Conversion Rate Table is associated with the Currency Conversion module.

  • If the Currency Conversion module is not installed, the checkbox appears dimmed.

• Special Handling  – Select the checkbox to indicate that payment of this invoice requires some sort of special handling after printing the invoice. This causes the system to print the invoice at the end of the invoice run, out of sequence, instead of printing it in invoice number order, making the invoice easier to locate. For example, use this feature if the invoice will be hand delivered.

• Payment Type  – This defaults to the payment type chosen during Customer Maintenance. For ART, the payment type is always 3 – Manual for cash receipts.

Invoice Lines Subtab

Use the Invoice subtab to enter or edit multiple lines of information for each invoice. This enables users to apply different fully qualified accounts to each line, if desired. 

• Line No (Display Only) – Sequential line numbers are generated by the system. As each new line is entered, the next line number in the 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 of Element IDs will differ from one company to the next.  Examples of Element IDs include:  Entity, Account, Cost Center, AFE, and Billing.

• Quantity (Optional) – Enter a quantity.  The system multiplies Quantity times Unit Price to obtain Extended Amount.

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

• Unit Price (Required) – Enter a unit price. The system multiplies Quantity Times Unit Price to obtain the Extended Amount. If no quantity was entered, the Extended Amount and Unit Price will be the same.

• Extended Amount (Display Only) – The system multiplies Quantity Times Unit Price to obtain 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 has been set up to be billed for taxes in Customer Maintenance. Enter the tax code for this line item. Double-clicking the Tax Code cell will display a Tax Code screen that will allow the user to select one or multiple tax codes for the line. To select multiple tax codes, use the standard Windows Ctrl+ key combination to select individual tax codes or Shift+ key combination to select a range of tax codes.

• 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 system calculates the tax amount and displays it in the grid.

Miscellaneous Invoice 

It is standard practice to enter invoices for payment using the Invoice Entry function. Rarely, a situation will arise in which tracking invoice and cash receipt history for a particular customer is not necessary. In that case, use the Miscellaneous Invoice Entry function to enter invoices for billing to customers for whom no customer record is created.

In addition to entering miscellaneous invoices for billing, use Miscellaneous Invoice Entry to inquire about open miscellaneous invoices. This screen may also be used to update, delete, and/or approve them.

Processing with Miscellaneous Invoice

Select Miscellaneous Invoice from the Transaction menu.

As with the Invoice Entry screen, the Miscellaneous Invoice Entry screen consists of a header section and a tab section. The header is always visible.

• 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 (Display Only) – Once the Entity and Currency fields are completed, this text box displays the words, Miscellaneous Customer as a reminder that this is a miscellaneous invoice that will not have history tracked by the system.

Each of the following fields from the header displays a zero until the appropriate fields are completed.

• Invoice Total (Display Only) – When an Invoice Amount is entered on the Detail tab, the Invoice Total text box automatically displays the amount entered.

• Distribution Total (Display Only) – When entries are made in the grid on the Line tab, the Distribution Total text box automatically updates.

• Tax Total (Display Only) – The number in the Tax Total text box will always be zero because the Miscellaneous Invoice Entry function cannot process tax information.

• Approved – Only approved invoices can be journalized and printed. Use the Approved checkbox to approve miscellaneous invoices.

Once all selections have been made in the header, tabs, and subtabs, click the save  button to save a new miscellaneous invoice entry or update an existing miscellaneous invoice entry. The tabs and subtabs are described below. 

The Detail Tab

There are five tabs on the Miscellaneous Invoice Entry screen. The first of the five tabs is the Detail tab.

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

Defaults Tab

• AR Account (Required) – Enter a valid AR account number or click on the drop-down arrow and select an AR account number from the list.

• Accounting Period (Required) – A default accounting period automatically displays. 

• Conversion (Optional or Display Only) – This checkbox will populate based on the selected entity. When marked, this indicates that the system will convert this invoice into a foreign currency during journalization. The rate used depends on how the system was set up initially. The system either uses the rate entered on the Currency Conversion Rate Table for 1) the invoice date entered above, or 2) for the receipt date. The Currency Conversion Rate Table is associated with the Currency Conversion module. If the Currency Conversion module is not installed, the checkbox appears dimmed.  

Line Tab

• 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, Element IDs will differ from one company to the next. In this example, the element IDs are ENTITY, ACCOUNT, COST CENTER, AFE, and BILLING. The element IDs that will appear for your configuration may be different. 

• Quantity (Optional) – Enter a quantity. The system multiplies Quantity times Unit Price to obtain Extended Amount.

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

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

• Extended Amount (Display Only) – The system multiplies Quantity times Unit Price to obtain 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.

Address Tab

Record address information for the customer using the Address subtab. This is for informational purposes only.

• 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 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.

Recurring Invoice Entry

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, IFS IDEAS sets up future invoices for the recurring item automatically. Access these future invoices to process them for payment using Invoice Entry.

After the recurring invoice template is established, the system appends a sequence number to the invoice number. That sequence number indicates where each individual invoice falls in the sequence of recurring invoices. For example, the third invoice for recurring invoice 501 will be 501.3.

Remember, Recurring Invoice Entry only creates an invoice template to use in Invoice Entry. No invoices are generated through Recurring Invoice Entry.

Processing with Recurring Invoice Entry

Select Recurring Invoice from the Transaction menu.

The Recurring Invoice Entry screen consists of a Header and a Tab section. The header contains the following fields:

• 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  button to search for one.

The tab section contains two tabs for creating the recurring invoice template.

Once all selections have been made in the header, tabs, and subtabs, click the save  button to save a new recurring invoice entry template or update an existing recurring invoice entry template. The tabs and subtabs are described below. 

The Header Tab 

The first tab of the tab section in Recurring Invoice Entry is the Header tab.

• 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  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.

The Invoice Tab and its Three Subtabs

The Invoice tab is the second tab in the Recurring Invoice Entry screen. It consists of three subtabs: Details, Defaults, and Line. When in this tab, additional information displays on the header.

The additional header fields are described below. With the exception of the Approved checkbox (select Separate Approval in the Entity Maintenance screen to turn this checkbox on), these fields are display-only.

• Invoice Total – Once the Total Obligation Amount and Number of Payments are entered in the Header tab, this field will populate with the Individual Payment Amount. This is the amount that will be billed for each individual invoice.

• Distribution Total – After the grid is completed on the Line subtab, the Distribution Total box automatically displays an amount.

• Tax Total – The Tax Total box automatically displays an amount, if applicable. 

• Approved – All invoices must be approved before journalizing and printing them. Once all entries are complete, approve the recurring invoice.

Detail Subtab

The first subtab in the Invoice tab is the Detail subtab. The Detail subtab here is similar to the Detail subtab in Invoice Entry.

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

• Reference No (Optional) – Enter an additional reference number for this invoice, if desired.

• Invoice Date (Required) – The Starting Invoice Date from the Header tab displays in this field.

• Invoice Amount  (Required) – The Individual Payment Amount from the Header tab displays in this field.

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

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

• Comments (Optional) – Enter comments that pertain to this invoice. Comments may be up to 60 characters.

Defaults Subtab

Use this subtab to review default information for the invoice. Payment and discount term default information automatically display on this subtab based on the customer’s record in Customer Maintenance.

Review the following information to determine whether any of the default information for the customer should be changed:

• AR Account                      

• Accounting Period

• Currency Conversion

• Accounting Year         

• Payment/Discount Terms (Display Only) – The code in this text box is the default payment and discount terms code set up for this customer in Customer Maintenance.

• Payment Days (Display Only) – This number is determined based on the payment and discount terms set up for this customer in Customer Maintenance.  If Payment Terms of 0 (no terms) were selected, then the due date is the same as the invoice date, and the number in the Payment Days text box will be zero.

• Discount  Days (Display Only) – This is the number of days from the invoice date that the customer is eligible for a discount, as selected in Customer Maintenance.

• Discount  % (Display Only) – This number is the discount percentage, as selected for this customer in Customer Maintenance.

• AR Account (Required) – If a default AR account was selected in Customer Maintenance, it will populate here.  If none was selected, enter a valid AR Account ID or use the drop-down list to select one.

• Accounting Period (Required) – The system default accounting period automatically displays.

• Accounting Year (Required) – The system default accounting year automatically displays. 

• Conversion – This checkbox will display based on the entity (or company) selected.When marked, it indicates that this invoice will be converted into a foreign currency during journalization. The conversion rate used depends on how the system was set up initially. The rate entered on the Currency Conversion Rate Table will be used for the invoice date entered above. The Currency Conversion Rate Table is associated with the Currency Conversion module.If the Currency Conversion module is not installed, the checkbox appears dimmed.

Line Subtab

Use the Line subtab to enter multiple lines of information for an invoice. Apply different fully qualified account numbers and taxes to each line as applicable.

• 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. 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. 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) – 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.

Auto Invoices

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

The entire process of generating invoices from an imported ASCII file using this function is as follows:

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 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 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.

Processing with Auto Invoices

Select Auto Invoices from the Transaction menu.

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

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

2. To import the ASCII file into 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.   

Note: An error message will appear if the ASCII file does not follow the required file layout.

This is an example of what the user will see after clicking on the Import from File button and importing an ASCII file.

3. Click the execute  toolbar button to begin the automatic update of all appropriate tables. The screen below appears. While updating, the radio button next to the current task is selected. Once all tasks are completed, the system selects the Process Completed radio button.

4. Finish the generation of invoices. Follow these steps:

a. Validate and approve invoices. Use Transaction Batch Validation or Transaction Approval , as applicable. 

Transaction Batch Validation

Use Transaction Batch Validation  to input parameters for the Batch Validation process and to perform batch validation. When the program is executed, all invoices in the batch are processed to determine if they are valid. Invoices cannot be approved until each invoice runs through the validation process successfully.

Once the Validation process is complete, the system generates a report that shows Validation Status Codes for each line and for each batch. Print or Export this report as desired. A listing of Validation Status Codes appears in the Error Code column on the report:

Correct errors using Invoice Entry or Miscellaneous Invoice Entry. Then, re-run Transaction Batch Validation. Once validation has been successfully completed, the invoices can be approved.

Processing with Transaction Batch Validation

Select Transaction Batch Validation from the Transaction menu.

• 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  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.

Once all selections have been made, use the execute  button to start the validation process. The report will generate in a Crystal Reports viewer.

Transaction Approval

Transaction Approval is only available if Separate Approval is set up for an entity. Only approved invoices can be printed or journalized. Use the Transaction Approval function to view the statuses of invoices and to change the approval status of any invoice within a batch. 

Separate Approval is activated when an entity is initially set up. To activate this feature, the Separate Approval checkbox on the Flags tab of Entity Maintenance is selected. If this feature has not been turned on, invoice approval will happen in Invoice Entry. 

Processing with Transaction Approval

Select Transaction Approval from the Transaction menu.

• 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 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.

• Actual – Two fields, Count (Actual) and Amount (Actual), display actual information. The system uses the invoice information that was actually input using Invoice Entry  to fill in these fields automatically after a valid batch ID is selected. 

  • Count – This field displays the total number of invoices and memos that have been input into Invoice Entry , as calculated by the system.

  • Amount – This field displays the total value of the invoices and memos that have been input into Invoice Entry, as calculated by the system. This is the total of the gross invoice amounts.

• Control – Two fields, Count (Control) and Amount (Control) display control information.  The system uses the numbers that were input into the Control fields on the Invoice Entry screen to display in these fields.

  • Count – This field displays the number that was input into Control  Count field on the Invoice Entry screen.

  • Amount – This field displays the number that was input into the Control  Amount field on the Invoice Entry screen. 

• Difference – The Count (Difference) and Amount (Difference) text boxes display the difference, if any, between control and actual amounts.

  • Count – This field displays the difference, if any, between the control number of invoices and the actual number of invoices input.

  • Amount – This field displays the difference, if any, between the control of invoices and the actual value of invoices input.

The grid in the lower portion of the screen displays information about each invoice in the batch selected. The field above the grid displays information from the field in the grid in which the cursor rests. Each invoice in the batch is represented by a line in the grid.

The Approved field is the only item that can be changed in the grid. The remainder of the grid is display only.

• Approved – This column displays the invoice approval status. Approval status can be either Y (Approved) or N (Not Approved).  If the approval status is N, change it to Y if the invoice is valid, i.e., the Validation Status Code is 0.

• Invoice No – This column displays the invoice number.

• Customer ID – This column displays customer ID.

• Ref No – This column displays the reference number, if any, of an invoice.

• Amount – This column displays the total amount of an invoice.

• Validation Statuses – This column displays the validation status of an invoice. The following table lists validation status codes.

Once all updates have been made, click the save button . All invoices approved in the batch can now be printed and/or journalized.

Transaction Reports Submenu

The Transaction Reports submenu allows users to generate Accounts Receivable reports. Information provided by these reports will be as current as the last transaction entered into the system.

Aged Open Receivables

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

For purposes of this report, 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.

The Aged Open Receivables report lists, by company and customer, the following:

• Invoice number

• Transaction type (invoice, memo, or payment)

• Invoice Date

• Due Date

• Gross Amount

• Balance

• Aging status of the invoice or memo: Current, 1-30 Days, 31-60 Days, 61-90 Days, 90+ Days Past Due

Processing the Aged Open Receivables Report Screen

Select Aged Open Receivables from the Transaction Reports submenu of the Transaction menu.

• 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 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 button to search.

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

• AR Account – Use the fields 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 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.

Once all selections have been made, use the print preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

AR Account Distribution Analysis 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. IFS IDEAS sums the entries to give the account balances and organizes the report by FQA number.

Information provided for each FQA includes the invoice and memo numbers that comprise FQA balance(s), date of entry for all invoices and memos and total amount charged or credited to the FQA.

Processing the Account Distribution Analysis Report

Select Account Distribution Analysis from the Transaction Reports submenu of the Transaction menu.

• 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.

• Date Type – Select one of the options from the Date Type section.

  • Accounting Period – Select the Accounting Period option to generate the report based on accounting period of the invoice.

  • Input Date – Select the Input Date option to generate the report based on the date the invoice was input into the system.

  • Invoice Date – Select the Invoice Date option to generate the report based on the date of the invoice.

• Date Selected – Once the date type has been selected, move to the Date Selected section and choose one of the options from the three radio buttons listed: One or Multiple Dates/Periods, Range of Periods/Dates, All Periods/Dates. All Periods/Dates will not activate any additional fields but will simply add all periods/dates to the report.

  • 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.

Once all selections have been made, use the print preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

AR Reconciliation Report

Use the AR Reconciliation Report to reconcile Accounts Receivable information from the ART module with Accounts Receivable information in the GL module. This report can be used to reconcile all AR activity based on the Receivable account.

Processing the AR Reconciliation Report

Select AR Reconciliation Report from the Transaction Reports submenu of the Transaction menu.

• 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.

• Period (Optional) – Enter the period for the report.

• Year (Optional) – Enter the year for the report

• Period End Date (Optional) – Enter the ending date of the period for the report.

• Customer – Use the Customer section to select the customer IDs for the report.

  • Customer ID – Enter one or more customer IDs for the report. Press tab to add the customer to the report. If a customer is added to the report in error, use the <<Remove button to make a correction.

  • All Customers – Use the All Customers checkbox to add all customers to the report. This box is checked 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 contained in the report.

• 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.

Once all selections have been made, use the print preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

AR Reconciliation Period Report

Use the AR Reconciliation Report to reconcile accounts receivable information from the ART module with accounts receivable information in the GL module. This report is used for reconciling AR activity based on the accounting period.

Processing the AR Reconciliation Period Report

Select AR Reconciliation Period Report from the Transaction Reports submenu of the Transaction menu.

• 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 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.

Once all selections have been made, use the print preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

Invoice Batch Report

Use the Invoice Batch Report function to create the Invoice Batch report. This report lists, by customer, all invoices in the selected batch or batches. It includes the following information regarding the invoice(s):

• Customer Number

• Invoice Number

• Invoice Fully Qualified Account

• Ledger Amount

• Discount Amount

• Tax Code

• Tax Amount

• Invoice Amount

• Customer Total

• Batch Total

• Entity Total

Processing the Invoice Batch Report

Select Invoice Batch Report from the Transaction Reports submenu of the Transaction menu.

• 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 spyglass 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 button to search.

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

Once all selections have been made, use the Print Preview button to generate the report. The report will be generated in a Crystal Reports viewer.

Invoice/Reference Tracking Report

The Invoice/Reference Tracking Report prints a tracking report of the reference number(s) entered for invoices for specified customer(s).

Processing the Invoice/Reference Tracking Report Screen

Select Invoice/Reference Tracking Report from the Transaction Reports submenu of the Transaction menu.

• 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 Spyglass button 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 Spyglass button 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 button 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 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 Spyglass button to search.

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

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

Once all selections have been made, use the Print Preview button to generate the report. The report will be generated in a Crystal Reports viewer.

VAT Paid Report

Use the VAT Paid Report to generate a listing of all VAT taxes paid.

Processing the VAT Paid Report Screen

Select Value Added Tax Paid from the Transaction Reports submenu of the Transaction menu.

• 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.

• Date Selected – Choose one of three options: One or Multiple Dates, Range of Dates, or All Dates. All Dates will add all dates to the report. No additional fields will activate.

• Selection Criteria – Choose one of three options: Payment Date, Invoice Date or Accounting Period.

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

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

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

• Beginning Period – This field will activate if Accounting Period is selected. Enter the desired beginning period for the report.

• Ending Period – This field will activate if Accounting Period is selected. Enter the desired Ending period for the report.

Once all selections have been made, use the Print Previewbutton to generate the report. The report will be generated in a Crystal Reports viewer.

Receipts Menu

Functions in the Receipts menu allow users to enter, modify and/or delete cash receipts and memos. They also provide the ability to run reports for receipts. 

Each function in this menu is described in detail in the subsections below.

Manual Receipts

Use Manual Receipts to record all cash receipts received in payment for invoices processed through Invoice Entry.

Processing the Manual Cash Receipt Processing Screen

Select Manual Receipts from the Receipts menu.

• 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.

• Payment Currency (Required) – Enter the currency that the payment is received in. The invoice for payment(s) must have been designated for payment in this currency at the point of invoice entry.    

• Bank Code (Required) – If there is only one bank code defined for the selected entity, it will display automatically. Otherwise, enter a valid bank code, or use the Spyglass button to search.

• Customer ID (Required) – Enter the desired Customer ID or use the Spyglass button to search. 

• Balance (Display Only) – The customer’s receivable balance displays here.

• Advance Balance (Display Only) – The customer’s advance payment balance displays here.

• Cash Receipt No (Required) – Enter the cash receipt number.

• Cash Receipt Date (Required) – Enter the date of the cash receipt.

• Cash Receipt Amount (Required) – Enter the amount of the cash receipt. When payment is in a different currency than the invoice, this amount should be the invoice currency amount.

• Period (Required) – The Accounting period will default, but it can be changed, if desired.

• Payment Description (Required) – Enter a description of the payment.

• Payment Receipt Amount (Display Only) – If the payment currency is different from the invoice currency, this field shows the calculated amount of the other currency payment based on the exchange rate and operator stored with the invoice. The field is updated as invoices are added to the Invoices grid.

• Choose the invoice(s) to apply the payment to:

  • Use the Spyglass button or double-click in the Invoice No field to search for invoices for the selected customer.

  • The Amount Due, Tax Code, and Tax Amount fields populate automatically.

  • The Amount Paid will default to the Amount due, but it can be adjusted to the amount paid in the case of partial payments.

  • The Total Amount Paid must equal the Cash Receipt Amount. 

WH Tax Selection

Withholding Tax Tab

Use the Withholding Tax tab to record the withholding tax that was specified on the payment that was received. Single or multiple Withholding Tax Codes can be selected for each invoice. As these are selected, the Tax Code and Tax Amount fields in the Invoice Tab grid are updated for the invoice selected, and the Payment Receipt Amount field is also updated. When a Tax Code is selected in the Withholding grid, the Tax Amount is calculated for the invoice based on the tax percentage stored in the Tax tables for the code selected. The calculated Tax Amount can be overwritten to reflect the actual withholding registered on the payment stub if necessary.

•  Invoice Number  – Use the Spyglass button to select the invoice to apply withholding tax codes to.

•  Tax Code – Double-click the Tax Code cell to display a screen that allows the selection of the tax codes for the invoice. One or multiple tax codes can be selected for each invoice.

• Tax Amount – After selecting a Tax Code, this cell is updated with the calculated tax amount based on the tax rate stored in the Tax tables. The calculated amount can be overwritten with the actual amount from the payment stub if the calculated amount does not match what is on the payment stub.

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

Miscellaneous Receipts

Use the Miscellaneous Receipt Processing function to record cash receipts that do not correspond to invoices processed through Invoice Entry. Examples include rebates, refunds and advance payments on account.

Processing the Miscellaneous Receipt Processing Screen

Select Miscellaneous Receipts from the Receipts menu.

• 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 and select the desired currency.

• Bank Code (Required) – If there is only one bank code defined for the selected entity, it will display automatically. Otherwise, use the Spyglass button to search.

• Customer ID (Required) – Enter the desired customer ID or use the Spyglass button to search. 

• Receipt No (Required) – Enter the cash receipt number.

• Receipt Date (Required) – Enter the date of the cash receipt.

• Receipt Amount (Required) – Enter the amount of the cash receipt.

• Period (Required) – The Accounting period will default, but it can be changed, if desired.

• Ledger (Required) – If only one ledger is defined, it will display automatically when the user tabs through the field. Otherwise, enter a valid ledger ID or use the drop-down to select one.

• Payment Description (Optional) – Give a description of the payment. Though not required, it is highly recommended that users give a description to all miscellaneous receipts, as they do not tie automatically to an invoice. Examples include “Utility deposit refund” or “Advance payment for PO # 35-7564.”

Once the top section of the Miscellaneous Receipt Processing screen is complete, the FQA grid becomes active. Complete the fields in the grid to assign FQAs and amounts to the payment.

• Line No (Display Only) – Sequential line numbers are generated by the system. As each new line is entered, the next line number in the 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 of Element IDs will differ from one company to the next. Element IDs may include: Entity, Account, Cost Center, AFE, and Billing.

• Account Description (Display Only) – The system automatically populates this field based on the description provided in the chart of accounts.

• Amount Due (Required) – Enter the amount due.

• Amount Paid (Required) – The system automatically fills in the amount paid based on the amount due and the tax amount. This can be changed, if necessary.

• Tax Code  (Optional) – Enter the tax code for this line item. Tax codes are user-defined codes created in the Purchase Taxes module. The tax codes that display in the drop-down list are specific to the entity and tax type selected in previous steps.

• Tax Amount (Optional) – The system calculates the tax amount and displays it in the grid. You may override this figure, if necessary.

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

On Account Processing

Use the On Account function to apply cash receipts from customers paying on account. For example, if a customer sends payment in advance of receiving good or services, process the advance payment through Manual Receipts. When selecting the invoice using the Spyglass , choose the ONACCT option. Once the goods or services have been rendered, process an invoice through Invoice Entry, then use On Account Processing to apply the cash received in advance to the invoice prepared through Invoice Entry.

Processing the On Account Screen

Select On Account Processing from the Receipts menu.

• Date (Display Only) – Defaults to today’s date.

• 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 or company, it will display automatically. Otherwise, enter a valid currency abbreviation or click the drop-down arrow to select one.

• Customer ID (Required) – Enter the desired Customer ID or use the Spyglass button to search.

• Amount Available On Account (Display Only) – The Amount Available on Account field will populate automatically once the customer is selected.

• Remaining Available Amount (Display Only) – If the customer has pre-paid more than the value of the invoice selected, a remaining amount will be available and will display in this field.

• Choose the ONACCT invoice option to apply the payment to:

  • Click the Spyglass button or double-click the Invoice field to search for ONACCT invoices for the selected customer.

  • The Amount Due, Amount Applied, and Balance Due fields populate automatically.

  • The Amount Applied will default to the Amount Due, but it can be adjusted to the amount paid in the case of partial payments.

  • The system will calculate the difference between Amount Due and the Amount Applied to populate the Balance Due.

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

Remove On Account Application

Use the Remove On-Account Application function to reverse the application of payments received from customers paying on account.

Processing the Remove On-Account Application Screen

Select Remove On Account Application from the Receipts drop-down menu.

• Date (Display Only) – Defaults to today’s date.

• 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.

• Customer ID (Required) – Enter the desired Customer ID or use the Spyglass button to search.

• Amount Available On Account (Display Only) – The Amount Available On Account field will populate automatically once the customer is selected.

• Remaining Available Amount (Display Only) – If the customer has pre-paid more than the value of the invoice selected, a remaining amount will be available and will display in this field.

• Choose the invoices to remove from the On Account payment:

  • Click the Spyglass button or double-click the Invoice field to search for ONACCT invoices for the selected customer.

  • The Amount Due and Amount Applied fields populate automatically.

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

Void/Delete Receipts

The Void/Delete Receipts function allows users to void and delete manual and miscellaneous cash receipts. When a manual cash receipt is voided, the system maintains the audit trail by recording information pertaining to that cash receipt. Voiding a previously posted cash receipt will flag the cash receipt as void and create the appropriate reversing journal entries.

Processing the Void/Delete Receipts Screen

Select Void/Delete Cash Receipt from the Receipts menu.

• Entity (or Company) (Required) – If there is only one entity defined, it displays automatically. Otherwise, enter an 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.

• Customer ID (Required) – Enter the desired Customer ID or use the Spyglass button to search.

• Receipt No. (Required) – Enter a receipt number or use the Spyglass button to search.

• Action (Required) – Select the bullet next to one of the following options:

  • Void – Select this bullet to void the referenced cash receipt.

  • Delete – Select this bullet to delete the referenced cash receipt.

• Period (Required) – Enter the accounting period in which to void/delete the cash receipt.

• Choose the Invoice(s) to void or delete:

  • Click the Spyglass button or double-click the Invoice No field to search for invoices for the selected customer.

  • The Amount Due, Amount Paid, Discount, and W/H Tax fields populate automatically.

• Receipt Total (Display Only) – Based on the invoice selected, the Paid, Discount, and W/H fields for the receipt will populate automatically.

• Batch Total (Display Only) – Based on the invoice selected, the Paid, Discount, and W/H fields for the batch will populate automatically.

Once all selections have been made, click the Execute button. The system will process the void or delete and generate a report of the results in a Crystal Reports viewer.

Receipt Reports

Use the Receipt Reports submenu to generate reports for receipt processing. The reports contained in this menu are described in detail in the subsections below.

Cash Receipts Register Report

The Cash Receipts Register report allows the user to create a report that lists, by date, all cash receipts recorded for the customers, and date ranges specified in the given entity and currency.

The report includes the following information regarding the cash receipt(s):

• Receipt Date

• Receipt Status

• Customer ID

• Customer Name

• Batch ID

• Receipt Number

• Bank Account (of Deposit)

• Bank Account Description

• Receipt Amount

Processing the Print Cash Receipts Register Screen

Select Cash Receipts Register from the Receipt Reports submenu of the Receipts menu.

• 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.

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

  • Beginning Customer – This field activates when Range of Customers is selected. Enter the desired beginning customer ID or use the Spyglass button to search.

  • Ending Customer – This field activates when Range of Customers is selected. Enter the desired ending customer ID or use the Spyglass button to search.

  • Customer – This field activates when One or Multiple Customers is selected. Enter the desired customer ID and press tab to add the selection to the report. Users may also use the Spyglass button to search. If a customer is added to the report in error, use the <-Remove button to make a correction.

• Date Selected (Required) – Select one of three options: One or Multiple Dates, Range of Dates, or All Dates. Selecting All Dates will add all dates to the report. No additional fields will activate.

  • Beginning Date – This field activates when Range of Dates is selected. Enter the desired beginning date.

  • Ending Date – This field activates when Range of Dates is selected. Enter the desired ending date.

  • Date – This field activates when One or Multiple dates is selected. Enter the desired date and press tab to add the selection to the report. If a date is added to the report in error, use the <-Remove button to make a correction.

Once all selections have been made, use the Print Preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

Daily Cash Receipts Report

The Daily Receipts Report function allows the user to create a report that lists, by date, all cash receipts recorded for the customers and date ranges specified in the given entity and currency, subtotaled by day. The report includes the following information regarding the cash receipt(s):

• Receipt No

• Bank Account Description

• Payment Type

• Receipt Amount (subtotaled by day)

• Bank GL Account No

• Receipt Date

• Customer

Processing the Daily Receipts Report Screen

Select Daily Cash Receipts from the Receipt Reports submenu of the Receipts menu.

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

• Date Selected (Required) – Select one of three options:  One or Multiple Dates, Range of Dates, or All Dates. Selecting All Dates will add all dates to the report. No additional fields will activate.

  • Beginning Date – This field activates when Range of Dates is selected. Enter the desired beginning date.

  • Ending Date – This field activates when Range of Dates is selected. Enter the desired ending date.

  • Date – This field activates when One or Multiple dates is selected. Enter the desired date and press tab to add the selection to the report. If a date is added to the report in error, use the <-Remove button to make a correction.

• Bank Code (Required) – Use the drop-down to specify a bank code for the report.

• All Bank Codes – Use the All Bank Codes checkbox to add all bank codes to the report. This box defaults to checked. Clear this checkbox to add only a specific bank code to the report.

Once all selections have been made, use the Print Preview button to generate the report. The report will be generated in a Crystal Reports viewer.

Receipts Distribution Report

The Receipts Distribution Report allows the user to create a report that lists, by FQA, all cash receipts recorded for the date ranges specified in the given entity and currency.

The report includes the following information regarding the cash receipt(s):

• Fully Qualified Account

• Debits

• Credits

Processing the Receipts Distribution Report

Select Receipts Distribution Report from the Receipt Reports submenu of the Receipts menu.

• 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 to select one.

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

• Date Selected (Required) – Select one of three options: One or Multiple Dates, Range of Dates, or All Dates. Selecting All Dates will add all dates to the report. No additional fields will activate.

  • Beginning Date – This field activates when Range of Dates is selected. Enter the desired beginning date.

  • Ending Date – This field activates when Range of Dates is selected. Enter the desired ending date.

  • Date – This field activates when One or Multiple dates is selected. Enter the desired date and press tab to add the selection to the report. If a date is added to the report in error, use the <-Remove button to make a correction.

Once all selections have been made, use the Print Preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

Cash Receipts Report

Cash Receipts Report allows the user to create a report that lists, by Receipt or Customer, all cash receipts recorded for the date ranges specified in the given entity and currency.

The report includes the following information regarding the cash receipt(s):

• Receipt Number and Date

• Customer Number and Name

• Invoice Number and Invoice Amount Paid

• Discount Amount

• VAT and WH Amounts

• Receipt Amount

Processing the Cash Receipts Report Screen

Select Cash Receipts from the Receipt Reports submenu of the Receipts menu.

• 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.

• Date Selected (Required) – Select one of three options: One or Multiple Dates, Range of Dates, or All Dates. Selecting All Dates will add all dates to the report. No additional fields will activate.

  • Beginning Date – This field activates when Range of Dates is selected. Enter the desired beginning date.

  • Ending Date – This field activates when Range of Dates is selected. Enter the desired ending date.

  • Date – This field activates when One or Multiple Dates is selected. Enter the desired date and press tab to add the selection to the report. If a date is added to the report in error, use the <-Remove button to make a correction.

• Bank Code (Required) – Use the drop-down to specify a bank code for the report.

• All Bank Codes – Use the All Bank Codes checkbox to add all bank codes to the report. This checkbox defaults to cleared (unchecked). Clear this box to add only a specific bank code to the report.

• Sort Sequence – Select an option for how the report should be sorted:  by Receipt or by Customer.

Once all selections have been made, use the Print Preview button to generate the report. The report will be generated in a Crystal Reports viewer.

Correspondence Menu

Unlike most menus, the Correspondence menu has only one function: Invoice Printing.

Invoice Printing

Invoice Printing allows the user to print the invoices entered during invoice entry. Before invoices can be printed, at least one Invoice Default Format must be defined using Print Format Design in the Utilities menu. Using Print Format Design is discussed in a later section.

Using the Invoice Printing Screen

Select Invoice Printing from the Correspondence menu.

• 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.

• Invoice Date (Required) – Enter the invoice date to print on the invoice.

• Invoice Default Format (Required) – Enter the Invoice Default Format or select an Invoice Default Format using the drop-down list. If no Invoice Default Format is defined, this drop-down will be empty, and no invoices can be printed.

• AR Account (Required) – All AR Accounts is selected by default. To print invoices for a specific AR account, click on the drop-down arrow and select an AR account. The All AR Accounts checkbox will automatically clear.

• Number of Copies (Required) – Enter the number of invoices copies needed. If a default exists, it will display automatically, but it can be changed.

• Customers (Required) – The All Customers checkbox is selected by default. To print invoices for specific Customers, enter a Customer ID, and press Tab to add the selection to the invoice run. Users may also use the Spyglass button to search. If a customer ID was added in error, use the <<Remove button to make a correction.

• Exclude Customers (Optional) – Users may find the need to exclude certain customers from the invoice run. To exclude customers, enter the desired customer ID(s) and press Tab to add the selection to the Excluded Customers list box. Users may also use the Spyglass button to search. If a customer ID was added in error, use the <<Remove button to make a correction.

• Printer Setting – The printer setting area allows the user to review the printer selected, choose a different printer and change duplex settings.

  • Show Document Settings – Click this button to display the current printer selected along with the printer’s properties.

  • Change Document Setting – Click this button to choose a different printer and change duplex settings.

Once all selections have been made, use the Print  button to print the invoices.

Journalize Menu

Like the Correspondence menu, the Journalize menu has only one function:  Create Accounts Receivable Journal.

Create Accounts Receivable Journal

The Create Accounts Receivable Journal function provides users with a means to transfer the current Accounts Receivable data to the General Ledger module. It also creates a report that shows the detail line items of the journal, as well as the General Ledger journal, period, and batch number. This function journalizes both sales invoices/memos and cash receipts.

Journalization is simply a transfer of information. Posting of journal data must still be performed in the GL module.

Run this function as frequently as needed to update the ledger for analysis.

Using Create Accounts Receivable Journal

Select Create Accounts Receivable Journal from the Journalize menu.

• 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 and select one.

• Period – Enter the accounting period number into which to journalize the Accounts Receivable activity. Valid periods are a number from one to twelve.

• Journalize Option (Required) – There are four possible options for journalizing Accounts Receivable activity: 

  • Journalize only sales invoices – Only journalizes customer invoices entered into the system.

  • Journalize only cash receipts – Only journalizes cash receipts entered for customer payments.

  • Journalize only Advance Applications – Only journalizes payments made in advance and applied to a customer invoice. 

  • All – Journalizes all of the above.

• Selection Option (Required) – There are four possible options for selecting the items to journalize.

  • Journalize item with an invoice or cash receipt through a selected date – Will only journalize invoices or cash receipts entered through a user-specified date.

  • Journalize items with a selected batch – Will only journalize activity entered within a user-specified batch.

  • Journalize items for the specified period – Will only journalize activity entered during the period specified in the Period field above.

  • Journalize all items regardless of date – Will journalize all activity.

• Date (Required, conditional) – This field will activate if the option to journalize items through a selected date is chosen. Enter the desired end date for this journalization run.

• Batch (Required, conditional) – This field will activate if the option to journalize items in a selected batch is chosen. Enter the desired batch number or use the Spyglass button to search.

• Finalize

  • To see a preview of what will be journalized and the period and batch that the journal will be created in, leave the Finalize box unmarked. The normal journal reports will display with the caption (Preview) added to the header of the report. 

  • Once the information has been confirmed, mark the Finalize box and rerun the process. With the Finalize box marked, the AP tables will be updated and the journals will be created in the GL.

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

Utilities Menu

The Utilities menu allows users to access Accounts Receivables utilities. The menu organizes some utilities into submenus. Utilities will be set up during initial installation of the Accounts Receivable Trade module.

User Tables

The User Tables submenu includes several utilities. The utilities on this submenu allow users to edit tables that contain user-defined abbreviations or codes. These abbreviations or codes work with those fields in the ART module that have a drop-down list or a look-up associated with them.

Countries Utility

The Countries utility allows users to create and edit user-defined country abbreviations or codes in the Countries Table. This table works with drop-down lists and look-up windows throughout the ART module.

Using the Countries Utility

Select Countries from the User Tables submenu of the Utilities menu.

• Code – To edit an existing country code, enter the desired country code or select a code from the drop-down list.  To create a new country code, select <New> from the drop-down list, or click on the Create New Row toolbar button. Then, type in a unique user-defined code to identify the country. The code may be up to 10 characters long.

• Name – If editing an existing code, the name displays in this field. Otherwise, when creating a new country code, enter the country name.

Once all entries have been made, click the Save button to save.  Users may also use the Print Preview button to generate a list of country codes in a Crystal Reports viewing pane.

States Utility

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

Using the States Utility

Select States from the User Tables submenu of the Utilities menu.

• State – To edit an existing state code, enter a state code or select one from the drop-down list. To create a new state code, click on the Create New Row toolbar button or select <New> from the drop-down list. Then, enter a unique user-defined code to identify the state. The code may be up to 15 characters long.

• Description – If viewing an existing code, the description displays in the text box. Otherwise, when creating a new state code, type in the state description.

Once all entries have been made, click the Save  button to save. Users may also use the Print Preview button to generate a list of state codes in a Crystal Reports viewing pane.

Postal Codes Utility

The Postal Codes utility allows users to create and edit user-defined postal codes in the Postal Codes Table. This table works with drop-down lists and look-ups in the ART module.

Because of the vast number of postal codes, it may be a good idea to only create postal codes that are used most frequently.

Using the Postal Codes Utility

Select Postal Codes from the User Tables submenu of the Utilities menu.

• Postal Code – To edit an existing postal code, enter a postal code or use the spyglass button to make a selection. To create a new postal code, click on the Create New Row toolbar button and enter a new postal code into the field. The code may be up to 20 characters long.

• City – If viewing an existing postal code, the city name displays in the City field. Otherwise, when creating a new postal code, enter the appropriate city name.

• State – If viewing an existing postal code, the state name displays in the State field. Otherwise, when creating a new postal code, enter the standard state abbreviation, as it exists in the State Table, or click on the drop-down arrow and select a state. To add a state to the State Table, use the States utility.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of postal codes in a Crystal Reports viewing pane.

Account Codes Utility

The Account Codes utility allows users to create and edit user-defined account codes in the Account Codes Table. This table works with drop-down lists and look-ups in the ART module.

Using the Account Codes Utility

Select Account Codes from the User Tables sub-menu of the Utilities menu.

• Ledger – If there is only one ledger defined, it displays automatically. Otherwise, select the desired ledger from the drop-down list.

• Action – Choose to Add New FQA or Edit Existing FQA. When editing an existing FQA, all FQAs display in the grid, and the user can make edits to elements listed. When creating a new FQA, the grid will be blank, and the user will make entries as appropriate.

• Code – Enter the code to represent the FQA.

• Elements – Fill in the elements on the grid to create a new FQA. The number of elements required will vary by installation.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of account codes in a Crystal Reports viewing pane.

Bank Code Utility

The Bank Code utility allows users to create and edit user-defined bank codes in the Bank Code Table. This table works with drop-down lists and look-ups in the ART module.

Using the Bank Code Utility

Select Bank Codes from the User Tables submenu of the Utilities menu.

The Bank Code screen consists of a header and two tabs: General and Address. Users may review and edit an existing code, or they may create a new bank code.

• Bank Code – To edit an existing bank code, either enter a bank code or use the Spyglass button to make a selection. To create a new bank code, type a unique user-defined code into this field. The user-defined code may be up to eight characters long.

• Description – When viewing an existing bank code, a description displays in this field. Otherwise, when creating a new bank code, enter an appropriate description for the bank code.

• Ledger – When viewing an existing bank code, the ledger displays in this field. When creating a new bank code, if only one ledger is defined, it will display automatically. Otherwise, choose an option from the drop-down list.

• Currency – When viewing an existing bank code, the currency displays in this field. When creating a new bank code, if only one currency is defined, it will display automatically. Otherwise, chose an option from the drop-down list.

General Tab

• Bank Name – Enter the name of the bank. The Bank Name will display automatically for existing codes.

• Account Number – Enter the account number for this particular bank code and currency. The Account Number will display automatically for existing codes.

• Routing Code – Enter the routing number associated with the account number in the previous text box. The Routing Code will display automatically for existing codes.

• Cash Account (required) – Click on the drop-down arrow and select a cash account number. The Chartmaster file must already contain the cash account. Refer to the General Ledger help document for more information about the Chartmaster file. The Cash Account will display automatically for existing codes.

• Next Check Number – Enter the next check number for this bank code. This is the number that will display on the Automated Check Processing screen in the Current Starting Check Number text box. The Next Check Number will display automatically for existing codes.

Address Tab

• Address 1-3 – Enter the bank’s address. This information will display automatically for existing codes.

• City – Enter the bank’s city. This information will display automatically for existing codes.

• State – Click on the drop-down arrow and select an existing state abbreviation, or type in a state abbreviation. This information will display automatically for existing codes.

• Country (Optional) – Click on the drop-down arrow and select an existing country abbreviation, or enter a country abbreviation. This information will display automatically for existing codes.

• Postal Code (Optional) – Click on the Spyglass and select an existing country, then click on the OK button, or enter a postal code. This information will display automatically for existing codes.

• Contact – Enter the bank’s contact name. This information will display automatically for existing codes.

• Telephone – Enter the bank’s telephone number. This information will display automatically for existing codes.

• Fax – Enter the bank’s fax number. This information will display automatically for existing codes.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of bank codes in a Crystal Reports viewing pane.

Customer Groups Utility

The Customer Groups utility allows users to create and edit user-defined customer groups in the Customer Groups Table. This table works with drop-down lists and look-ups in the ART module.

Using the Customer Groups Utility

Select Customer Groups from the User Tables submenu of the Utilities menu.

• Group – To edit an existing customer group code, enter a customer group code or make a selection from the drop-down list. To create a new customer group code, click on the Create New Row toolbar button or select <New> from the drop-down list. Then, enter a unique user-defined code to identify the customer group. The code may be up to five characters long.

• Description – If viewing an existing code, its description displays in the text box. Otherwise, enter a description for the new customer group.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of bank codes in a Crystal Reports viewing pane.

Customer Types Utility

The Customer Types utility allows users to create and edit user-defined customer types in the Customer Types Table. This table works with drop-down lists and look-ups in the ART module.

Using the Customer Types Utility

Select Customer Types from the User Tables submenu of the Utilities menu.

• Type – To edit an existing customer type code, enter a customer type code or choose the desired code from the drop-down list. To create a new customer type code, click on the Create New Row toolbar button or select <New> from the drop-down list. Then, enter a unique user-defined code to identify the customer group. The code may be up to five characters long.

• Description – If viewing an existing code, its description displays in the text box. Otherwise, enter a description for the new customer type.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of bank codes in a Crystal Reports viewing pane.

User Definitions Utility

The User Definitions utility allows users to add custom labels to one or more of the fields on the Other tab in Customer Maintenance. It is not necessary to label the fields on the Other tab, but if the Other tab is to be used for a specific purpose, these labels will aid in data entry.

Using the User Definitions Utility

Select User Definitions from the User Tables submenu of the Utilities menu.

Specify or edit information in the following fields in order to create or change one or more labels for the field on the Other tab in Customer Maintenance. Once the entries are saved, updated labels display on the Other tab. 

• Control – The only control number that can be used is 1. Select 1 from the drop-down to display existing labels or to activate the fields for entry of new labels.

• User Defined Prompt 1 through 16 – Enter up to 50 characters into each field that will be used on the Other tab in Customer Maintenance. Label as many fields as desired, in any configuration. For example, to use only User Defined Prompts 8 through 12, leave the first 7 fields blank and make entries in the desired fields.

Once all entries have been made, click the Save   button to save. Users may also use the Print Preview button to generate a list of bank codes in a Crystal Reports viewing pane.

Entity Maintenance

Use Entity Maintenance to define individual accounting entities to use in the ART module. An entity is a user-defined organizational subunit, such as a company, subsidiary or division. Using Entity Maintenance simplifies data entry by establishing a set of variables frequently used for a particular entity. Information defined includes the name and address of the entity, currencies applicable, invoice and receipts journals, and intercompany payment information.

Processing the Entity Maintenance Screen

Select Entity Maintenance from the Utilities menu.

The Entity Maintenance screen consists of a header and seven tabs, listed below.

• General Tab

• Flags Tab

• Journal Descriptions

• Account Defaults Tab

• FQA Code Defaults Tab

• Journals Tab

• Intercompany Tab

First, complete the header portion of the screen.

• Entity (or Company) – If there is only one entity defined, it displays automatically. Otherwise, click on the drop-down arrow and select an entity code. To create a new entity, click on the Create New Row toolbar button. Enter a unique number for the entity.

• Name – When reviewing an existing entity, the name displays automatically. Otherwise, enter the entity name.

General Tab

• Tax ID – Enter the entity’s tax ID. This information displays automatically for an existing entity.

• Contact – Enter a contact name. This information displays automatically for an existing entity.

• Address 1-3 – Enter the entity’s address. This information displays automatically for an existing entity.

• City – Enter the city name for the entity address. This information displays automatically for an existing entity.

• State – Enter a standard state abbreviation or select a state abbreviation from the drop-down list. This information displays automatically for an existing entity. 

• Country – Enter a country abbreviation or select a country abbreviation from the drop-down list. This information displays automatically for an existing entity.

• Postal Code – Enter a postal code or use the Spyglass button to search. This information displays automatically for an existing entity.

• Phone – Enter a telephone number. This information displays automatically for an existing entity.

• Fax – Enter a fax number. This information displays automatically for an existing entity.

• Select Currency Code from Available Currency List – Highlight a selection from the Available Currencies list box and use the Add>> button to move a currency to the Uses Currency(s) list box. If a currency was added to the Uses Currency(s) box in error, use the <<Remove button to make a correction.  This information displays automatically for an existing entity.

• Select Ledger ID from Available Ledger List – Highlight a selection from the Available Ledgers list box and use the Add>> button to move a ledger to the Uses Ledger(s) list box. If a ledger was added to the Uses Ledger(s) box in error, use the <<Remove button to make a correction. This information displays automatically for an existing entity.

Flags Tab

• 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 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 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 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 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 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 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 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 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.

Additionally, this feature allows the ability to specify the journal that should be used for each customer. The following options are available:

Off – This option will enter all transactions to a single purchase or disbursement journal regardless of customer.

• Journal Group or Journal Type – This option allows the assignment of Customer Groups or Types to specific journals. These options add an additional column in the Journals tab of this screen to designate the Customer Group or Type. See additional information in the Journal Tab Documentation.

Journal Descriptions Tab

·       Sales  Journal Description – Choose one or more items from this list box to determine what the journal entry will display upon sales journalization . For example, if Customer Short Name is chosen, during journalization the created journal entry will display the customer abbreviation instead of the full name . If more than one item is chosen, all choices will display.

·       Select Field Order – This section lists the items to appear in the journal entry description for sales journalization. Change the order by clicking on items and using the up and down arrows to move them.

·       Receipts  Journal Description – Choose one or more items from this box to determine what the journal entry will display upon receipts journalization . For example, if Receipt Number is chosen, during journalization the created journal entry will display the receipt number. If more than one item is chosen, all choices will display.

·       Select Field Order – This section lists the items to appear in the Journal entry description for receipts Journalization. Change the order by clicking on items and using the up and down arrows to move them. 

Account Defaults Tab

Using the Accounts Defaults tab, at least one each of the following must be set up for each currency. While only one is required, multiple accounts can be set up.

·       AR Account – This is the offset account used during journalization . When a new customer is set up, the AR account to use as the default for that customer can be defined. This AR account will display on the Default tab in Invoice Entry .

·       Discount  Accounts – This is the discount account used during journalization .

·       Bank Code – This refers to the Bank Code, which in turn refers to the cash receipt account used during journalization .

·       Currency – Select a currency from the drop-down. 

·       AR Account – Enter an AR account or double-click the AR Account field to search.

·       Discount  Accounts – Enter a discount account or double-click the Discount Accounts field to search.

 Note:  AP accounts and discount accounts must exist in the Chartmaster file. Refer to the General Ledger manual for more information about the Chartmaster file.

·       Bank Code – Enter a bank code or double-click the Bank Code field to search.

FQA Code Defaults Tab

Use the FQA Code Defaults tab to assign a code to an FQA . Once the code is established, the code can be entered during invoice entry . This saves data entry time. These codes are best used for frequently-used FQAs.

·       Ledger – If only one ledger is defined, it displays automatically. Otherwise, enter or choose a ledger from the drop-down list.

·       Code – Enter a unique, user-defined code for the FQA. Codes may already exist for the chosen ledger.

·       FQA  element ID – The number of element IDs that show on the grid vary by installation. Enter the element IDs for the desired FQA. In this example, ENTITY, ACCOUNT, COSTCENTER, AFE, and BILLING are the element IDs that appear.  If an element ID is not known, double-click the field to search.

Journals Tab 

The sales and receipts journals that are specified using the Journals tab  are the journal IDs that create journal entries for sales and receipts during journalization . The Journal by Customer option in the Flags tab impacts how the grid in this screen is displayed. When either the Customer Group or Vendor Type option is selected for this flag, an additional column is added to this grid to allow the designation of Sales and Receipt journal by Customer Group or Type.

Journals tab with Journal by Customer option set to Off:

Journals tab with Journal by Customer option set to On:

·       Ledgers – Ledger(s) display automatically according to selections made on the General tab .

·       Currency – Currency(s), for the ledger (s) above, display automatically according to selections made on the General tab .

·      Customer Group or Type – This column displays if the Customer Group or Vendor Type option is selected in the Customer by Journal flag. The heading of the column is determined by the setting in the Customer by Journal flag.

·       This option allows users to define Customer Groups or Types and assign Customer to the groups or types. The journal to use for Sales and Receipts is then determined in this screen based on the Customer Group or Type.

·       The Group or Type NONE can be specified to assign a journal for those customers that are not members of either a group or type. The drop-down list for this column will contain NONE as well as the list of groups or types that are defined in the system.

·       Sales Journals – Edit existing sales journal number(s) that display in the Sales Journals column of the grid. Otherwise, assign a sales journal number if none exists in the grid. 

·       Sales Journal Description – A description of the sales journal appears automatically once a sales journal number is specified.

·       Receipts   – Edit existing receipts journal number(s) that display in the Receipts Journals column of the grid. Otherwise, assign a receipts journal number if none exists in the grid. 

·       Receipts  Journal Description – A description of the receipts journal appears once a receipts journal is specified. 

Intercompany Tab 

Use the Intercompany tab  to create and journalize  transactions when one entity receives funds for goods sold by one or more other entities. 

The procedure to set up the intercompany process is as follows:

·     To access the Intercompany tab,  select the Intercompany checkbox on the Flags tab  of both the paying entity  and the receiving entity . Then, on the Intercompany tab, specify the following information:

o   On the Intercompany tab  of the entity that will be disbursing funds (the paying entity ), specify the entity and receivable account of the receiving entity  or entities. This is referred to as the Due From  information because it specifies the entity and account from which the paying entity is due funds.

o   On the Intercompany tab  of the receiving entity , specify the entity and the payable account  that will actually be paying the expense. This is referred to as the Due To  information because it specifies the entity and account to which funds are due from the receiving entity.

Specify more than one entity to be a receiving entity, if desired . Likewise, specify more than one receivable account for an entity.

Note: The paying and receiving entities must be set up in the Accounts Receivable module using Entity Maintenance .  The payable account  and receivable account(s) must be set up in the Chartmaster  file. Refer to the General Ledger manual for more information about the Chartmaster file.

After completing the steps above, the Intercompany tab is fully set up . In order to process an intercompany transaction, do the following:

·       Begin creating an invoice for the paying entity  using Invoice Entry . At the point of completing the Line subtab , 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.

·       When making the payment, the paying entity  disburses the full amount of the invoice. 

·       Finally, perform journalization . Upon journalization, 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.

Note:  A paying entity  may also be a receiving entity . A receiving entity  may also be a paying entity.

·       Due To   – On the receiving entity ’s Intercompany tab , complete these text boxes as follows:

o   Payable Entity (or Payable Company) – Enter the number of the entity that the receiving entity  will reimburse – i.e., enter the number of the entity to which funds are due from the receiving entity.

o   Payable Account   – Enter the payable account of the payable entity above.

·       Due From   – On the paying entity ’s Intercompany tab , complete these text boxes as follows:

o   Receivable Entity (or Payable Company) – Enter the number of the entity that will receive benefit of the goods – i.e., enter the number of the entity from which the paying entity  is due funds.

o   Receivable Account – Enter the receivable account of the Receivable Entity above.

More than one Payable and Receivable Entity can be entered. In addition, more than one Payable and Receivable Account can be specified per entity.

Once all desired entries in all applicable tabs have been made, click the Save   button.

Period Control Dates Utility

The Period Control Dates   utility allows users to define the beginning and ending dates of the current fiscal period used for processing the company’s Accounts Receivable transactions. The dates entered segregate the Accounts Receivable data according to the period in which the transactions occurred.

Using the Period Control Dates Utility

Select Period Control Dates from the Utilities menu.

·         Current Fiscal Period – Enter a number that represents the current fiscal period. Options are number from 1 through 12.

·         Month Start Date – Enter the month start date for the current fiscal period.

·         Month End Date – Enter the month end date for the current fiscal period.

·         Fiscal Year – Enter the current fiscal year.

Once all updates have been made, click the Save button .

Print Format Design Utility

Use Print Format Design to design one or more document formats for use with the Invoice Printing function. Because this utility allows users to create custom document format(s), any information the company needs to include on the document can be incorporated.  Documents that can be designed include deposit slips, invoices, letters, receipts, and account statements.

To design a document format, specify the document’s size, then insert and position text boxes on the Print Format Design template on the screen. The template consists of three parts: the header, the detail, and the footer. 

There are two types of text boxes: system-defined and user-defined.

1. System-defined text boxes, such as Invoice Amount, Invoice Date and Net Amount, describe the information that the system will extract from the ART module. When Invoice Printing is run, the actual values, dates, etc., associated with the system-defined text boxes print in the header, detail, and footer sections. In addition, if any optional address information has been recorded, this information is also available for use through system-defined text boxes.

2. User-defined text boxes accept narrative text. Use these text boxes to record comments and/or other information in the header, detail and footer sections. The contents of these text boxes print on the header, detail and footer sections exactly as entered.

Once the desired text boxes have been inserted in the header, detail and footer sections, and physically positioned according to the desired document layout, produce a test document using Invoice Printing to ensure that the information prints correctly. If necessary, continue to adjust the position of the text boxes and print test documents until the document format is correct. Once the header, Print Format Layout, Detail Layout, and Footer Layout sections are completed as desired, click the  Save button .

Using the Print Format Design Utility

Select Print Format Design from the Utilities menu.

Ten fields at the top of the screen always remain in view. 

• Format Type - This field contains a drop-down menu that allows users to choose the type of format they are creating/modifying. Choose one of the following format types:

  • Deposit Slips

  • Invoices

  • Letters

  • Receipts

  • Statements

• Format Name -  This field allows users to enter a unique name for the document they are creating. Users may also use the drop-down menu to choose an existing document to edit.

• Detail lines per pages 1/2 (two boxes) - The first field indicates the number of detail lines to be included on the first page of the document. The second field indicates the number of detail lines to be included on the second and subsequent pages of the document.

• Copy Format To - This field allows users to copy an existing document format to a new document and save the new document with a unique name.

• Width -  Indicates the width of the individual text box in the document.

• Height -  Indicates the height of the individual text box in the document.

• Panel Width - Indicates the width of the current panel (header, detail, or footer).

• Panel Height -  Indicates the height of the current panel (header, detail, or footer).

• Left - Indicates the left position of individual text boxes in the document.

• Top - Indicates the top position of individual text boxes in the document.

Certain of the fields at the top of the screen should be completed before attempting to insert any of the available text boxes. Once all updates have been made in the header, customize the Print Format Layout, Detail Layout, Footer Layout sections as desired.  Instructions for editing these sections are described in the subsections below. Once the header, Print Format Layout, Detail Layout, and Footer Layout sections are completed, click the Save button.

Fields to Complete First

Complete or edit the following fields, as applicable, before inserting and positioning system-defined and user-defined text boxes onto the template:

• Format Type – Select a format type from the drop-down list. Choose between Deposit Slips, Invoices, Letters, Receipts and Statements.

• Format Name – Enter a document format name or select one to edit from the drop-down list. To create a new document format code, click in the box and enter a unique user-defined code to identify the document format.  The code may be up to 10 characters long.

• Detail lines per pages 1/2 – If editing an existing code, the number of lines per page displays automatically. When creating a new document format, in the first field, enter the number of detail lines to appear on the first page. In the second field, enter the number of detail lines to appear on the second and any subsequent pages. If you are unsure how many lines are on the document, use an estimate. Then use Invoice Printing in the Correspondence menu to aid in adjusting the estimate if the correct number of lines for the document is found.

It is important to determine the correct number of lines per page because only a fixed number of lines, equal to the number specified in the Detail Lines per Page fields, will print on a document. If the Detail Lines per Page figure is inaccurate, one of two things may happen:

1. If the number of lines per page is too low, paper may be wasted. This happens when the system incorrectly calculates that there are too many lines to fit on a page. 

2. On the other hand, if the Detail Lines per Page figure is too high, data may be lost. This happens when the printer prints lines off the page because it incorrectly calculates that there is enough space on the page on which to print all lines.

• Panel Width – If editing an existing code, the panel width displays in the text box. Otherwise, when creating a new document format, enter the width of the paper stock. The Panel Widths are always the same for all three panels.

• Panel Height – If editing an existing code, the panel height displays in the text box. Otherwise, when creating a new document format, enter the height of the header section of the paper stock. This allows room for the use of pre-printed letterhead or invoice stock.

Complete the Detail Layout and Footer Layout sections in the same manner, adjusting the panel heights as necessary.

Note: A format can have two different header layouts (a first page header and a second and subsequent page header). The user may also choose whether the footer appears on the first page, last page or every page by clicking on the appropriate radio button.

Inserting Text Boxes on the Layout Panels

When ready to insert and position the system-defined and user-defined text boxes into a new template:

1. Position the cursor in the panel layout.

2. Right-click and choose Add Field, or use the key combination Control+A. This inserts a field in the template labeled, “Add Field   Ctrl+A.” 

3. Click on “Add Field   Ctrl+A.” This creates a blank field in the upper left corner of the check or stub layout, as applicable.

4. At this point, determine whether this text box should be system-defined or user-defined. 

To insert and position a system-defined text box:

• Double-click the blank field to produce a drop-down arrow. Click the arrow and choose from the list.  Then, click and drag the text box to any location within the layout.    

To insert and position a user-defined text box:

• Right-click on the blank field and select Edit Field. Enter text into the field, as desired. This text will print exactly as typed on the stub or invoice. Press enter when finished typing. Click and drag the text box to any location within the layout.

Use the click and drag method to position text boxes as close as possible to their proper position on the template. To refine the position of an inserted text box within the template, use the following field located at the top of the screen:

• Left – Click on a text box. The value in the Left field reflects the text box’s position from the left of the document layout. To move the text box, enter another number. It may be easier to adjust the text box’s location slightly by changing the value in the Left field slightly instead of using the mouse.

• Top – Click on a text box. The value in the Top field reflects the text box’s position from the top of the document layout. To move the text box, enter another number. It may be easier to adjust the text box’s location slightly by changing the value in the Left field slightly instead of using the mouse.

Inserted text boxes are a standard width. To widen a text box, click on the right side of the text box and drag it to the desired width. Another method to widen a text box is to use the Panel Width field, as follows:

• Panel Width – Click on an inserted text box. The value in the Panel Width field reflects the inserted text box’s width. To widen or shorten the width, enter another number.

Once all text boxes have been inserted and adjusted, print a test document using Invoice Printing to ensure that the document width is correct and that all information prints in the correct location on the document. If necessary, continue to make adjustments and print test documents until the document format is correct.

Year End Utilities

The Year End Utilities submenu includes utilities that allow users to perform certain tasks associated with end of the year activities.

(Paid) Invoice Purge

As transactions are entered over time, invoice files become increasingly large. This condition may cause substantial degradation in system performance. Running the (Paid) Invoice Purge utility periodically will maintain the size of those files by clearing all files of invoices that have been paid and journalized. It also clears the invoices’ related receipt and batch records. However, it will not purge un-posted transactions.

Using the (Paid) Invoice Purge utility will not affect the ability of the ART module to retain the necessary data for generating customer reports and maintaining a proper audit trail. (Paid) Invoice Purge may also be used to print an audit report of all invoices that the system deletes because of running this utility.

Once an invoice is deleted, it cannot be retrieved online. Be sure to have a sufficient hard copy of these invoices or an adequate system backup before performing this function.

Using the (Paid) Invoice Purge Utility

Select (Paid) Invoice Purge from the Year End Utilities submenu of the Utilities menu.

Follow these instructions to clear all files of journalized and paid invoices and to clear the invoices’ related receipt and batch records:

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

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

• Up Through Date – Enter a date through which all paid invoices will be purged.

Once all selections have been made, click the Delete Row   button on the toolbar. The following warning messages will display before the invoices are purged:

• Would you like to print a report before purging? Y/N
  

• Warning! You are about to delete invoices, batches and checks.  Are you sure you want to delete? Y/N

It is up to the user whether or not to print the purge report. This report can be run prior to submitting the delete request by clicking the Print Preview button on the toolbar.

Customer Purge

The Customer Purge utility deletes customer records for customers who have not had any invoice or receipt activity as of a user-specified date. Use this utility to print an audit report of all customers that the system deletes because of running this utility.

Using the Customer Purge Utility

Select Customer Purge from the Year End Utilities submenu of the Utilities menu.

• As of Date – Enter a date. All customer records that have not had any invoice or receipt activity as of this date will be deleted when this utility is used.

Once a date selection has been made, click the Delete Row  button on the toolbar. The following warning messages will display before the system purges the customers:

• Would you like to print a report before purging? Y/N

• Warning! You are about to delete customers. Are you sure you want to delete? Y/N

It is up to the user whether or not to print the purge report. This report can be run prior to submitting the delete request by clicking the Print Preview button on the toolbar.

Customer Audit Trail Purge

Use the Customer Audit Trail Purge to delete the audit trail of additions, changes, and deletions to the customers that have been established.

Customer Audit Trail Purge

Select Customer Audit Trail Purge from the Year End Utilities submenu of the Utilities menu.

• 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 Spyglass 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 button to search.

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

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

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

• Are you sure you want to purge AR Customer Logs with these criteria? Y/N

System Tables 

The utilities in the System Tables submenu allow users to edit the descriptions of the system-defined codes in the ART module. The codes themselves cannot be edited.

Account Types

The Account Types utility allows users to edit the descriptions of system-defined account type codes.

Following is a list of all account types:

Using the Account Types Utility

Select Account Types from the System Tables submenu of the Utilities menu.

• Account Types  – Enter a valid account type code or select one from the drop-down list.

• Description – Once an account type is selected the Description will populate automatically. Highlight the existing text and enter the desired new description for the account.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of Account Types and their descriptions in a Crystal Reports viewer.

Check Handling Codes

The Check Handling Codes utility allows users to edit the descriptions of system-defined Check Handling codes.

The following is a list of all check handling codes:

Using the Check Handling Codes Utility

Select Check Handling Codes from the System Tables submenu of the Utilities menu.

• Code – Enter a valid check handling code or select one from the drop-down list. 

• Primary Description – Once a check handling code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once a check handling code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of Check Handling Codes and their descriptions in a Crystal Reports viewer.

Invoice Class

The Invoice Class function allows users to edit the descriptions of system-defined Invoice Class Codes.

Following is a list of all invoice class codes:

Using the Invoice Class Utility

Select Invoice Class from the System Tables submenu of the Utilities menu.

• Code – Enter a valid invoice class code, or select one from the drop-down list. 

• Primary Description – Once an invoice class code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once an invoice class code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of invoice class codes and their descriptions in a Crystal Reports viewer. 

Invoice Line Status

The Invoice Line Status utility allows users to edit the descriptions of system-defined codes that identify the status of invoice line items.

Following are all invoice line status codes:

Using the Invoice Line Status Utility

Select Invoice Line Status from the System Tables submenu of the Utilities menu.

• Code – Enter a valid invoice line status code or select one from the drop-down list. 

• Primary Description – Once an Invoice Line Status code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once an Invoice Line Status code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of Invoice Line Status Codes and their descriptions in a Crystal Reports viewer. 

Invoice Status

The Invoice Status utility allows users to edit the descriptions of system-defined codes that identify the status of invoices.

Following is a list of all invoice status codes:

Using the Invoice Status Utility

Select Invoice Status from the System Tables submenu of the Utilities menu.

• Code – Select a code from the drop-down list. 

• Primary Description – Once an Invoice Status code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once an Invoice Status code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of Invoice Status Codes and their descriptions in a Crystal Reports viewer.

Term Codes

The Term Codes  utility allows users to edit the descriptions of system-defined codes that describe types of payment terms.

Following are a list of all term codes:

Using the Term Codes Utility

Select Term Codes from the System Tables submenu of the Utilities menu.

• Code – Enter a valid term code or select one from the drop-down list. 

• Primary Description – Once a term code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once a term code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of term codes and their descriptions in a Crystal Reports viewer. 

Transaction Types

The Transaction Types utility allows users to edit the descriptions of existing system-defined codes that describe types of transactions.

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

Using the Transaction Types Utility

Select Transaction Types from the System Tables submenu of the Utilities menu.

• Code – Enter a transaction type code or select one from the drop-down list.

• Short Description – Once a transaction type code is selected, the Short Description will populate automatically. Highlight the existing text and enter the desired new short description for the code.

• Primary Description – Once a transaction type code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

• Secondary Description – Once a transaction type code is selected, the Secondary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of transaction types and their descriptions in a Crystal Reports viewer. 

Unit of Measure Codes

The Unit of Measure Setup utility allows users to edit the descriptions of system-defined codes that describe types of units of measure.

Following are a list of all term codes:

Using the Unit of Measure Setup Utility

Select Unit of Measure Codes from the System Tables submenu of the Utilities menu.

• Code – Enter a unit of measure code or select one from the drop-down list.

• Short Description – Once a unit of measure code is selected, the Short Description will populate automatically. Highlight the existing text and enter the desired new short description for the code.

• Long Description – Once a unit of measure code is selected, the Primary Description will populate automatically. Highlight the existing text and enter the desired new description for the code.

Once the desired changes have been made, click the Save button. Users may also use the Print Preview button to generate a list of transaction types and their descriptions in a Crystal Reports viewer.

AR Miscellaneous

Use the AR Miscellaneous utility during the installation process. Contact 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 Save button to save changes and restart IFS IDEAS. The respective changes should be applied to IFS IDEAS the next time it is opened.

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.

Using the UnLock Tables Function

Select UnLock Tables from the Utilities menu.

• Modules – Enter a valid module abbreviation to unlock or select one from the drop-down list.

• Invoices – Select this box to unlock invoice tables.

• Receipts – Select this box to unlock receipts tables.

• All Tables – Select this box to unlock all tables.

• Entity (or Company) – Select the appropriate entity from the drop-down list.

• Currency – Enter a valid currency abbreviation or select one from the drop-down list.

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

Audit Reports

The Audit Reports submenu contains reports the user can use for audit purposes.

Customer Audit Trail

The Customer Audit Trail creates a report that lists all customer maintenance activity. Request reports based on date, customer, user, or any combination of those criteria.

Processing the Customer Audit Trail

Select Customer Audit Trail from the Audit Reports submenu of the Utilities menu.

• 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 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 button to search.

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

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

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

  • Use the Spyglass button to choose additional fields to appear on the report.

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

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

Once all selections have been made, use the Print Preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

Customer Audit Report Purge

As customer records are entered and maintained over time, customer audit trails become increasingly large. This may cause a substantial decrease in system performance. Running the Customer Audit Report Purge utility periodically will allow maintenance of the size of those files by clearing all files of customer audit trails.  

Using Customer Audit Report Purge will not affect the ability of the ART module to retain the necessary data for generating customer reports.

Once an Audit Trail has been deleted, it cannot be retrieved online. Be sure to have a sufficient hard copy of the Audit Trail or an adequate system backup before performing this function.

Processing the Customer Audit Report Purge

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

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

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

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

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

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

Invoice Audit Trail Report

The Invoice Audit Trail Report creates a report that lists all invoice activity. You can request reports based on user, activity type, date, entity, or any combination of those criteria.

Processing the Invoice Audit Trail Report

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

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

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

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

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

Once all selections have been made, use the Print Preview  button to generate the report. The report will be generated in a Crystal Reports viewer.

Invoice Audit Trail Report Purge

As invoices are entered and edited over time, invoice audit trails become increasingly large. This may cause substantial degradation in system performance. Running the Invoice Audit Trail Report Purge utility periodically will allow maintenance of the size of those files by clearing all files of invoice audit trails.  

Using the Invoice Audit Trail Report Purge utility will not affect the ability of the ART module to retain the necessary data for generating customer and invoice reports.

Once an Audit Trail has been deleted, it cannot be retrieved online. Be sure to have a sufficient hard copy of the Audit Trail or an adequate system backup before performing this function.

Processing the Invoice Audit Trail Report Purge

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

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

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

  • 0 – Added

  • 1 – Changed

  • 2 – Deleted