Accounts Receivables

Start Page

The Accounts Receivables start page allows you to easily access your Customers, Create Invoices, and receive payments.

Create Invoice

To Create an Invoice select the Customer from the drop down list. If you will be shipping the item select either the Billing or Shipping Address. Enter in an invoice number. The date will default to the current date and the system will determine the due date based on the customer's setup. Enter in a brief memo about the purchase. The system will use the default AR account that was setup under the system\SR setup however you can change the general ledger account number if you wish to. Under the Charges section is where you will enter what the Customer is purchasing. You can access the Invoice Items under the Item Code column. By utilizing the Invoice Items you have setup, the system can autofill in much of the information. The discount amount, discount date, and the discount general ledger account number are populated based on the Customers setup. The system allows you to enter in a down payment and the down payment method. The Deposit Account is the default account that was selected in the SR setup. Enter in the check or credit card number. Notice that the system caclulates the total charges and sales tax based on the sales tax you setup it also displays the amount due after the discount and any down payments are applied. click Save and New to continue entering in Invoices or Save and Finish to leave the Create Invoice screen. The Smart Accountant's Accounts Receivables interface is simple and easy to use.

Customer Setup

To set up a Customer who purchases goods and services from you enter in a unique code for the Customer. Enter in the customers name, account number, contact person, primary and secondary phone numbers, fax number, credit limit, and address. Notice that you also have a secondary and a delivery address you can add for the customer. If you give discounts to customers who pay the invoice by a specified date you can set up the number of discount days and the discount rate they will receive if the invoice is paid prior to the discount date. The billing terms are next. Enter in the net days the customer has to pay the bill. If you apply late charges to unpaid bills enter in the number of days after the due date that you will apply late charges. Select if the late charge will be flat or a percentage amount and then enter in the appropriate amount. If you charge interest on an unpaid invocie, enter in the number of days after the due date to apply interest charges and the interest rate. The system will use this information to determine who to apply late and interest charges to and how much those charges will be. If you charge sales tax on goods and services you can apply a default sales tax to the customer. Last, enter in any notes that are pertinent to the customer.

Invoice Items

The Invoice Items section allows you to see at a glance the goods and services you have set up. It allows you to see the on hand quantities and gives you the ability to search for an item in a variety of ways.

Printing Invoices

The Print Invoices area allows you to view and print all outstanding Invoices by Customer. Select the appropriate Customer from the list and click the refresh button. The system will display the Invoice information and the last time you printed the bill. You can sort the Invoices you want to print by Customer Name or Shipping Zip Code. You can also print labels and envelopes. The system will display the balance of all outstanding invoices. The Invoice Layout defaults to the layout that was selected in system\SR setup however you can change the layout. When you click the print button the system will generate the Invoice forms for you to preview and print. The system will then ask you if all of the Invoices printed correctly. If you click (Yes) the system will flag the Invoices as having been printed and insert the date in the Last Printed column. If you select (No) the system will not flag the Invoices as having been printed allowing you to print them again. This feature is important in the event you have an issue with the printer.

Enter Payments

To enter in payments recieved from a Customer select the customer, enter in the payment date, amount and payment method. Based on how many outstanding Invoices the customer has the system will apply the payment to the oldest outstanding Invoice first. If the payment amount is higher than the oustanding Invoice(s) they system gives you the option of creating a Refund Check or Creating a credit for the Customer to be used at a later date.

Pay Liabilites

You can easily pay your Sales Tax Liabilities by selecting a from and thru date which will find all sales taxes charged within that date range and display the outstanding sales tax liabilities. You have the option to Group Liabilities to the same institution to print one check. The system will load the default checking account to pay the sales tax liability out of and will display the balance of the checking account once the liabilities are paid. Click on create checks. When you are ready go to the Print Checks section to print the checks.