Accounts Receivables Clerk

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Accounts Receivables Clerk

Accounts Receivables Clerk

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  • This is the overall presentation strategy to address the previously mentioned critical issues. Each objective is expanded in the sections ahead. Log into SAMLTD with the session date 08/15/2010
  • The AR module provides comprehensive feature set to define and manage customer terms and relations. You can create Customer Groups to define similar processing terms and then assign customers to those groups With customer groups it is also easy to sort and group customers for reporting
  • National Accounts With the available National Accounts module, you can efficiently process a single receipt and apply it to all accounts that are part of the National Account This feature is especially useful if you do business with large corporations with several different offices set up as individual customers
  • AR Customer Master Customer account set up allows you to track multiple details in logical tabs in the customer master You can put a customer on a Hold Status if needed. Orders can only be shipped and invoiced once the on-hold status is revoked
  • Under the Processing Tab: It is easy to choose the Account Set you want to assign the customer to Payment terms and billing cycles can be quickly reviewed and maintained Document delivery method can be specified – email, fax, regular mail
  • Invoicing Tab: Based on the type of the customer, you can assign them a default Price List The salesperson commission split ensures automatic and accurate calculation for each sales order
  • You can quickly review key customer statistics on-screen and inquire by Year/Period Invoices, receipts Total Days to pay, Average Days to pay
  • The Activity Tab allows: Quick access to Customer Account Status – including outstanding balance, last statement balance and highest balance this year
  • Under the Comments Tab You can maintain notes pertaining to customer communications. Access to this tab can be security controlled Those with access to this tab can update and view what is going on with this customer
  • Contract Pricing and Price List Codes maintained in the Inventory Control Module can be accessed from these screens if AR needs to verify the information/answer inquiries.
  • AR Customer Activity It is quick and easy to review AR Customer Activity as an on-screen lookup. You can instantly review aging statistics Supporting information like transactions, receipts and refunds can be seen side by side. You can even view transactions by different document types
  • Accpac Dashboards Through interactive AR dashboards, key summary indicators can be accessed The dashboards are web deployed and are customizable
  • OE Sales History If required, AR clerks can also be set up to view customers’ Sales History
  • AR Customer View in CRM Due to the integration between SageCRM and Accpac, you can view AR information from within CRM. The CRM user has to be set up with the access rights in Accpac and CRM to view those modules/screens
  • AR Inquiry Tab View Posted/Unposted transactions (Productivity tool for Sales people/AR people with remote access) and open Accpac screens
  • Aging & Statistics Credit Information including whether “On Hold”. Decision whether to extend further credit (sales folks don’t need to ask accounting each time) Aging Document Information
  • OE Inquiry View into Order history for research purposes Can view or create new orders
  • Objective Multiple invoicing options. Order Entry and PJC has integrated invoicing. AR allows manual one-off invoicing. Recurring charges can be applied automatically. You can deliver invoices according to the customer’s preference. Multiple receipt options make recording of payments easy. Focus Invoicing process and options Recurring Charges Receipt process and Receipt Inquiry
  • Credit Check The OE credit check makes the life of AR easier: Each time you enter an order for a customer, Order Entry checks customer credit limits to see if the new order will put the customer over their credit limit Click the Credit Check button by the customer number to view customer account information If you choose the credit check option in the customer record in Accounts Receivable, Order Entry will always check whether the current posted balance in Accounts Receivable exceeds the customer’s credit limit This needs an override authorization to continue processing
  • Review of integrated invoicing process Due to integration between modules, customer invoicing is efficient and flexible Once an order is placed, by the customer, it is entered in the OE Order Entry Screen
  • Once the warehousing/shipping department receives the order, they enter the quantities shipped (Use Ship All and that will bring the Qty B/O to zero)
  • When posting this OE Shipment Entry, you can also create an invoice simultaneously . This is a time saving feature and will ensure that the invoice can be sent with the shipment and that AR does not have to create an invoice separately However, if your processes require invoices to be created separately it can also be done
  • Auto-creation of invoices will prompt you for printing
  • OE Shipment automatically creates a shipment number, but has reference to the same Order Number (Order 64 in the example)
  • Invoice Entry Whether an invoice is created automatically or separately through OE Invoice Entry screen, it has reference to the Shipment Number Point out that the Invoice No and Shipment Number are the same and referenced
  • Seamless view of Invoices in AR Due to integration between modules, as soon as Day End Processing is run, you can view AR invoices for the OE transactions The AR Invoice in the example shows reference to order #64 and shipment #61 we have been demonstrating
  • Posting and Printing Invoices If needed, you can also manually create invoices, though we have shown you automated one Invoices can be created and posted automatically by defining proper G/L Integration option. This ensures efficient posting and receipt recording in a high volume setting (Timely recognition of receivables and applying payments received) Printing invoices is straightforward. Click on Print Invoice .
  • Project Invoicing If you are using PJC, AR Billing automatically creates invoices for the selected range
  • PJC Billing worksheet when posted, will create invoices Invoices can be created and posted automatically through GL Integration
  • Receivables will show in the AR Invoice Batch List once Day End is complete We will show the receipt process for this invoice next
  • Recording Receipts Flexible receipt entry options. Multiple receipt types
  • It is quick and easy to process receipt so that checks for example can be sent for deposit Select customer and click on the arrow
  • Select the invoice to apply payment to Put in the Receipt amount and click to change the Apply column to Yes
  • When applied, the payment automatically creates a Receipt Batch entry
  • Besides posting the receipt batch, you can easily print the deposit slip as well
  • Recurring Receivables You can efficiently process Recurring Receivables by setting them up so that they are charged at the appropriate frequency You can also create an invoice manually from the Recurring Receivables screen If using PJC, Recurring Receivables can be job related
  • AR Customer View in CRM Receipts
  • AR Customer View in CRM Drill down to Receipt details (hyperlinked)
  • Objective Customer statements, balances overdue and collection letters can be sent based on customer delivery preference. Integrated AR Collection Manager provides an effective process to track communications and follow up actions Focus Customer statements/letters/labels Document Delivery Options AR Collections Manager
  • AR Collections Besides being able to calculate receivables, AR also offers a complete feature set for receivables recovery: Through AR Statements/Letters/Labels, you can generating overdue and collection letters Communication can be sent by email, fax, or postal service (Stated Delivery Preference)
  • You can use various criteria/filters for creating statements
  • Some additional criteria for creating letters Use of different letter templates (customization)
  • AR Collections Manager Offers a structured collection environment in the integrated CRM: Can view collections pipeline You can sort and filter the collections pipeline to go through records (divvy up the job among several people) CRM users can view and update notes pertaining to contacts made If necessary you can schedule follow ups that get added in CRM as communications If necessary, customer account can be put on hold and we have documentation for any inquiries Reduces the average collection times and thus adding up in interest savings Also, please refer to: http://support.accpac.com/partners/ProductResources/SageAccpac/5.5/ARCM/MKT_2008_13144_ACC_BR_CRMFin_FINAL.pdf
  • Objective Based on payment history, customers can be put on a “credit hold” status. CRM workflows can be used to request for a credit extension. Focus AR Customer Master CRM Credit Request Extension workflow
  • AR Customer Master: Establish credit limit for customer 1105 ($5000.00/30 Days - $3000.00) You can track information on customer credit rating. This ensures that you don’t accidentally over-extend credit to those with a lower rating You can specify threshold levels to generate system warnings when the customer credit exceeds a certain amount, optionally combined with certain number of days AR transactions are overdue by In this example, let’s set the total credit limit to 5000.00 and $3000 if due for 30 days or more
  • A/R Customer Activity From the customer activity screen you can see that this customer has already exceeded their limits from previous transactions (even before you set a limit)
  • Order Entry When a sales person tries to enter a new sales order, they are presented with a system generated Credit Warning . This transaction will only go through if overridden by the authorized person i.e. controller or a designated person During the demo, when you get this message you can use the ADMIN account to show the override rights At this stage it is prudent to put a customer account on hold so that no more orders can be processed. Appropriate actions based on company policy.
  • Workflow to request credit extension To complement the foregoing feature in the ERP, CRM workflow can be implemented that will provide notification to AR if a customer worthy of a credit increase needs it A business rule will determine, if the limit can be increased for those not in default and for those there are no write-offs etc. A salesperson/CRM user can collect the necessary documents from a customer and when done, a notification will be sent to the AR Clerk for further action The workflow, reduces the steps and helps maintain the customer relations Notice that a message on the screen clearly displays that the customer is on hold

Transcript

  • 1. Betty - Accounts Receivables Betty has done billing in all it forms: paper, hybrid, and electronically. She constantly faces challenges from regional center requirements, rapid commpany growth, and the ongoing pressure to do her job pomptly and without mistakes. SPM's Billing Module has helped Betty bill efficiently and precisely. After payroll completes the recording and payment of hours, the Billing module helps Betty create calendars and reports to process billing. 
  • 2. Objectives
    • Managing customer relations is easy. A full-featured AR module allows quick access to pertinent information for efficient transaction processing and decision making
    • Multiple invoicing options. Order Entry and PJC has integrated invoicing. AR allows manual one-off invoicing. Recurring charges can be applied automatically. You can deliver invoices according to the customer’s preference. Multiple receipt options make recording of payments easy
    • Customer statements, balances overdue and collection letters can be sent based on customer delivery preference. Integrated AR Collection Manager provides an effective process to track communications and follow up actions
    • Based on payment history, customers can be put on a “credit hold” status. CRM workflows can be used to request for a credit extension
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  • 40. Having a structured AR Collections process in place
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  • 45. Avoiding overextending customer credit/putting customers on credit hold
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