IFS IDEAS Accounts Receivable Trade User Guide

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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.

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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

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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.

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

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

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

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

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

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

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

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

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

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

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• 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.

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• 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.

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• 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.

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• 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.

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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.

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• 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.

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• 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.

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• 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.

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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.

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

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

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

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• 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.

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• 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. 

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• 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.   

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• 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.

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• 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.

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• 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.

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

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

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

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

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

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

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

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.

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

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

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

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

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

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

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

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

• Customer ID – This field will activate with selection of the One Customer or Multiple Customers radio buttons. Enter the desired Customer ID or use the spyglass 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.

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• 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.

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

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

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

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• 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.

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Processing the Customer Fields Unlock

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

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

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.

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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.

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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

Open

• 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.

Open

• 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.

Open

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.

Open

• 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.

Open

• Tax Option – Set to Line Level by default.

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

Open

• 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                    

Open

• 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. 

Open

• 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.

Open

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.

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• 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

Open

• 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

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

• FQA  Element ID (Required) – Enter the Element IDs for the FQA for each line in the grid. Depending on system settings, 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.

Open

• 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.

Open

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.

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

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

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

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

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

Open

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.

Open

• 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         

Open

• 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.

Open

• 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.

Open

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.   

Open

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.

Open

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.

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

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.

Open

• 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.

Open

• 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.

Open

• 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.

Open

• 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

Open

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.

Open

• 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.

Open

• 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.

Open

• 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.

Open

• 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.

Open

• 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.