Accpac - Guide - Manual For AR Getting Started PDF

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SAGE ACCPAC
Sage Accpac ERP
Accounts Receivable 5.4

Getting Started
Sage Accpac International, Inc. Confidential

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2006 Sage Accpac International, Inc. All rights reserved.
Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered
trademarks or trademarks of Sage Accpac International, Inc., or its affiliated entities. All other
trademarks are the property of their respective owners.
Sage Accpac International, Inc.

Publisher
No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed,

or otherwise duplicated on any medium without written consent of Sage Accpac International, Inc.
Use of the software programs described herein and this documentation is subject to the Sage
Software License Agreement enclosed in the software package.
Sage Accpac International, Inc. Confidential

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Contents
Chapter 1: Introducing Accounts Receivable

Accounts Receivable Features ................................................... 11
Tailor Accounts Receivable to Your Business ................................. 12
Produce Comprehensive Management Reports ............................... 13
Manage Your Customer Records ............................................ 14
Adapt Transaction Processing to Your Needs ................................. 15
Produce Complete Audit Trails .............................................. 16
Protect the Integrity of Your Accounts Receivable Data ........................ 17
Ensure Date Sensitivity at All Times ......................................... 17
Use Screen Displays to Quickly Review Your Data ............................ 18
Do Multicurrency Accounting ............................................... 18
Integrating with Other Programs ................................................ 19
How to Use This Manual ...................................................... 110
The User Guide ............................................................... 111
Where To Now? .............................................................. 111
Chapter 2: What You Need to Know Before Setting Up

Accounts Receivable
Choosing Accounts Receivable Options .......................................... 22
Company Information ...................................................... 22
Processing Options ......................................................... 23
Transactions Options ...................................................... 213
Numbering Options ....................................................... 221
Statement Options ........................................................ 224
Retainage Options ........................................................ 227
Getting Started iii
Sage Software Confidential

Choosing G/L Integration Options .............................................. 231

Specifying When, Where, and How to Create G/L Transactions ................ 232
Including Descriptive Information with G/L Transactions ..................... 235
Changing Your Choices for G/L Integration Options .......................... 236
Designing Accounts Receivable Coding Schemes ................................. 236
Sorting Order of Codes..................................................... 238
Entering Accounts Receivable Setup Information ................................. 239
Setting Up Account Sets .................................................... 240
Setting Up Billing Cycles ................................................... 244
Setting Up Distribution Codes .............................................. 245
Setting Up Dunning Messages .............................................. 247
Setting Up E-Mail/Fax Messages ............................................ 247
Setting Up Interest Profiles ................................................. 249
Setting Up Payment Codes ................................................. 253
Setting Up Item Records ................................................... 253
Setting Up Salesperson Records ............................................. 257
Setting Up Terms Codes.................................................... 258
Setting Up Optional Fields ................................................. 260
Setting Up Customer Records .................................................. 264
Selecting the Account Type ................................................. 265
Creating Customer Groups ................................................. 267
Creating National Accounts ................................................ 271
Adding Customers ........................................................ 277
Adding Ship-To Locations .................................................. 289
Adding Recurring Charges ................................................. 291
Importing and Exporting Accounts Receivable Records ........................... 295
Entering Current and Historical Transactions .................................... 297
Entering Current-Year Data ................................................ 297
Entering Historical (Previous-Year) Data ..................................... 299
Creating Formats for Printed Forms ............................................2100
Setting Up Multicurrency Accounting in Accounts Receivable ....................2101
Where To Now? ..............................................................2102
iv Sage Accpac Accounts Receivable

Chapter 3: Setting Up Your Accounts Receivable

System
Before You Begin .............................................................. 31
Using Accounts Receivable with an Internet Browser .............................. 32
Overview of Accounts Receivable Setup ......................................... 32
While You Work ............................................................... 33
Guideposts to Accounts Receivable Information .............................. 35
Setting Up an Accounts Receivable System ....................................... 37
Step 1: Gather Data from Your Present Receivables System .................... 37
Step 2: Add Receivable Accounts to Your Chart of Accounts ................... 39
Step 3: Add Tax, Bank, and Currency Information for Accounts Receivable in
Common Services ..................................................... 310
Step 4: Select Accounts Receivable Options.................................. 310
Step 5: Add Setup Records ................................................ 333
Step 6: Add Customer Records ............................................. 364
Step 7: Add Ship-To Locations (Optional) ................................... 394
Step 8: Add Recurring Charges (Optional) ................................. 3101
Step 9: Add Opening Balances and Current-Year Transactions ............... 3111
Step 10: Add Customer Statistics (Optional) ................................ 3116
Step 11: Add Item Statistics (Optional) ..................................... 3120
Step 12: Add Salesperson Statistics (Optional) .............................. 3122
Step 13: Design Customer Invoices, Statements, Deposit Slips, Labels, Checks,
and Letters .......................................................... 3123
Where To Now? ............................................................. 3125
Appendix A: Setup Checklist

Sample Setup Checklist.........................................................A2
Index
Getting Started v

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Introducing
A/R
Chapter 1
Introducing Accounts Receivable
This chapter introduces you to Accounts Receivable. It describes
important features of the program, discusses how Accounts
Receivable integrates with other applications, and suggests how to
use the manuals to learn about the system.
Accounts Receivable Features

Accounts Receivable handles all your receivables record-keeping
and reporting needs, regardless of the size and complexity of your
business.
You can use the Accounts Receivable program to set up and

maintain your customer accounts, enter or import transactions from
various sources, and print invoices. You can track account and
transaction details on screen displays and printed reports.
You can use Accounts Receivable by itself or as part of an integrated

system with other Sage Accpac accounting applications. You can also
transfer Accounts Receivable data to and from spreadsheet and
database programs.
Use Accounts You can access your Accounts Receivable data using the Sage
Receivable
Accpac desktop or through your Internet browser. All Accounts
through a browser
or from the Sage Receivable data entry forms are designed to enable users at remote
Accpac desktop locations to enter or view data using a browser.
To find out how to configure your system for use with an Internet
browser, see the System Manager Administrator Guide.
The rest of this section describes some of the tasks you can
accomplish using Accounts Receivable.
Getting Started 11

Tailor Accounts Receivable to Your Business

Set up any number of recurring charge invoices for fast invoicing
of periodic charges.
Set up recurring charges to use schedules with reminders, so that

Sage Accpac reminds users to process recurring charges when
they are due. (Users can process the transactions directly from
the Reminder List, or they can use the Create Recurring Charge
Batch form, later.)
Set up any number of general ledger control account sets to

assign to customers.
Define distribution codes to speed data entry.
Define payment codes for the types of payments you accept,

including credit cards.
Define as many payment terms as you need.
Specify whether to include or exclude tax amounts in

discount bases.
Calculate due dates and discount dates from the invoice

date, end of next month, day of next month, and days from
day of next month.
Define multiple payment schedules. Each payment can have

a unique due date and discount date.
Maintain an item price list for invoicing. An item list includes

item number, description, unit of measure, cost, selling price,
and sales and returns statistics.
Handle both open-item and balance-forward customers in the

same accounts receivable ledger.
Define and use as many optional fields as you need to store

additional information for all types of transactions, customer
records, and ship-to locations.
12 Sage Accpac Accounts Receivable

Introducing
A/R
Print invoices, bank deposit slips, customer statements, letters,
and labels using the supplied formats or change them to suit
your needs.
Choose whether to charge interest. For open-item customers,

decide whether you will charge interest on overdue balances or
individual invoices.
Set up billing cycles, so that you can print statements and charge
interest for groups of customers at convenient times.
Set up salesperson records and assign sales splits to the

salespersons during invoice entry. Accounts Receivable keeps
track of basic information and sales statistics for each
salesperson.
Print different dunning messages for each aging period and

print different sets of messages with different statements.
Produce Comprehensive Management Reports

Accounts Receivable provides numerous sorting and selecting
options on a full range of reports, journals, and lists. You can print
most major reports on letter or A4 size paper, including:
Aged Trial Balance. Reports outstanding transactions, aged by

due date or by document date. Other report options include
printing only customer records that are over the credit limit and
printing the customers contact name, telephone number, and
fax number for collection purposes.
Aged Retainage. Reports outstanding retainage amounts. The

report includes six aging periods: five aging periods you specify
for the report, including the current period, plus a future period.
Overdue Receivables. Reports outstanding transactions, aged

by due date or by document date, for analyzing receivables.
Customer Transactions. Provides a complete listing of

transactions, including applied details.
Getting Started 13

Customer List And Statistics. Provides a summary of information

in customer records, including addresses, customer options,
statistics, comments, and recurring charge data.
G/L Transactions. Lists all transactions generated by Accounts

Receivable for posting to Sage Accpac General Ledger or another
general ledger. You can create and list a separate G/L transaction
batch each time you post invoices, receipts, adjustments, or
revaluations.
Manage Your Customer Records

Define an unlimited number of customer groups for gathering
statistics and reporting purposes. Each customer is assigned to a
group.
Use national accounts to group customers whose invoices are

paid from a single location. (National Accounts Management is a
separate package that you can use with any edition of Accounts
Receivable.) During receipt entry, Accounts Receivable displays
the transactions for all members of the national account at once,
so you can quickly assign the payment to the applicable
customer accounts.
Define an unlimited number of ship-to locations (shipping

addresses) for each customer.
Accumulate customer statistics by periods you specify. Retain

the statistics for as long as you want, or choose not to keep
statistics, as you need.
Add an unlimited number of comments to customer records,

each up to 2,500 characters in length, with expiration and
follow-up dates.
Set any records (such as customer records or payment terms)

inactive if you want to stop using them on a daily basis but want
to retain them for historical and reporting purposes.

Introducing
A/R
Adapt Transaction Processing to Your Needs
Maintain as many open batches of invoice, cash, and adjustment
transactions as you need, for example, to group transactions by
operator, time period, type of entry, or any other method you
find useful.
Use retainage accounting when invoicing your customers.
Distribute invoices to as many general ledger sales or revenue

accounts as you require.
Print invoices individually as you enter them, or in batches.
Quickly enter and print a deposit slip for the days receipts. You
can enter the remaining receipt details at your leisure.
Post overapplied receipts, partially applied receipts, and receipts

that have a zero total.
Create batches of interest and recurring charge invoices.
Create or modify transactions, print batch listings, and even post

batches from the Batch List forms.
Record an NSF check to automatically reinstate the invoice(s) the

check originally paid.
Adjust open invoices during receipt entry.
Enter credit notes, debit notes, and payments for specific

invoices or on account. Save time by entering prepayments
with invoices.
Enter itemized or summary invoices. Itemized invoices use the

Accounts Receivable item and price list information.
Post batches that include both types of invoices.
Calculate taxes on invoices on a summary or line-by-line basis.
Enter negative detail lines in both summary and item invoices.
Getting Started 15

Override the programs automatic tax calculation during invoice

entry or when setting up recurring charges.
Enter transactions directly, or import them from other

accounting systems or applications.
Choose the description and reference information you prefer

when you send transactions to General Ledger.
Create batches of transactions to write off uncollectible accounts.
Allow or restrict editing of interest batches, and recurring charge

batches, invoice batches for which invoices have been printed,
receipt batches for which deposit slips have been printed, and
batches retrieved and imported from other programs.
Create batches of currency revaluation transactions that reflect

gains and losses from changes in exchange rates. The Aged Trial
Balance report reflects the results of the revaluation transactions.
Produce Complete Audit Trails

Keep complete details of fully paid transactions for as long as
you choose, and print a history report.
If you keep history, drill down from General Ledger transactions

to Accounts Receivable invoices, receipts, and adjustments.
Delete history of fully paid transactions for selected customers,

and delete posted and printed journals for selected posting
sequences, as required to clear disk space.
Print a journal of the entries posted in each posting run, listing

key pieces of information you can use to track each detail.
Print the Aged Trial Balance, Overdue Receivables, and

Customer Transactions reports for a complete listing of
transactions that have not yet been deleted.

Introducing
A/R
Define the prefixes Accounts Receivable assigns to invoices,
credit notes, debit notes, prepayments, unapplied cash, and
adjustment transactions.
Optionally, require printing of batch listings and bank deposit

slips before posting. (You can print deposit slips both before and
after posting receipt batches.)
Produce an audit trail for open-item accounts, showing how

transactions have been paid and which transactions are still
outstanding.
Protect the Integrity of Your Accounts Receivable Data

You cannot delete customer accounts with outstanding
transactions, and you cannot delete accounts that have non-zero
balances.
You cannot post transactions with duplicate document numbers.
When adding entries, you must use valid codes for customers,
customer groups, national accounts, account sets, terms, billing
cycles, recurring charges, distribution codes, tax groups, and
bank accounts.
You must complete specific tasks before proceeding with

year-end processing.
Ensure Date Sensitivity at All Times

You can enter run dates for statements and aging reports,
ensuring that transactions entered for the next period are not
reported, and specify aging periods at the time of printing.
Accounts Receivable posts all details of transactions to one fiscal

period that you choose during transaction entry.
Getting Started 17

Use Screen Displays to Quickly Review Your Data

Review current and historical transactions, as well as detailed
statistics, for each customer account. Review the payment
history for individual invoices at the touch of a button.
Perform on-screen aging and preview customer statements.
Display a summary of each batch in the system.
Do Multicurrency Accounting
Sage Accpac multicurrency accounting allows you to enter, post, and
report transactions in all the currencies you use in your business,
including the euro.
You can also transfer multicurrency transactions from other Sage

Accpac applications to Accounts Receivable, and import them from
non-Sage Accpac applications.
Accounts Receivable prints totals by currency on most major reports.
Accounts Receivable lets you:
Accept the exchange rate associated with a rate type and date, or
override the rate for individual invoices or payments.
Apply cash to invoices in any currency.
Include taxes on invoices in the tax reporting currency, if the

document currency is different from the customers currency.
View account balances and print key analysis reports in both the
functional currency (the home currency of a given set of data) and
source currencies (the currency in which a transaction was
entered).
Calculate unrealized gains and losses for open transactions that

were entered in other currencies, as exchange rates change. You
can select the currencies, rate types, customer records, and
account sets for which to revalue transactions.

Introducing
Integrating with Other Programs
A/R
Recognize exchange gains and losses at the time of invoice
settlement.
Print an Aged Trial Balance report that reflects the results of

currency revaluation.
Integrating with Other Programs

Accounts Receivable can be used by itself or as part of an integrated
system with other Sage Accpac accounting applications. You can also
transfer Accounts Receivable data to and from spreadsheet and
database programs using the import and export facilities.
You can integrate Accounts Receivable with the following Sage

Accpac applications:
General Ledger and Financial Reporter. Accounts Receivable

can create general ledger batches directly in General Ledger, or
create batches that are ready to import to General Ledger at a
remote location. You can choose to create general ledger batches
automatically during posting or create the batches yourself when
you are ready, and you can post transactions to the General
Ledger in consolidated form or with full details. You can specify
what you want to include as the reference and description for
each transaction sent to the general ledger.
Order Entry. You can automatically create a batch of invoice and

credit note transactions in Accounts Receivable when you use
the Day End Processing form in Inventory Control.
You can verify Accounts Receivable customer information when

you process orders and invoices in Order Entry, and you can
drill down from an invoice, credit note, or debit note in Accounts
Receivable to the originating transaction in Order Entry
(version 5.0 and later). In addition, you can include unposted
Order Entry transactions when performing credit checks for
customers during invoice entry.
Getting Started 19

How to Use This Manual
You can also specify shipping details in Accounts Receivable

that Order Entry can use as defaults for a customer.
Project and Job Costing. Accounts Receivable lets you enter

and post job-related invoices, debit notes, credit notes, and
receipts that will update contracts that you maintain in Project
and Job Costing. Account Receivable also accepts invoices
created when you post billing worksheets in Project and Job
Costing.
How to Use This Manual

This Getting Started manual explains how to set up your data and
provides lessons for learning to use Accounts Receivable.
To install Sage Accpac and set up your printer, follow the

instructions in the System Manager Administrator Guide.
In addition to Chapter 1, Getting Started contains the following

chapters:
Chapter 2, What You Need to Know Before Setting Up Accounts

Receivable, tells you how to create an accounts receivable system
that takes full advantage of the programs features and meets your
companys current and future needs.
Chapter 3, Setting Up Your Accounts Receivable System, guides

you through setting up Accounts Receivable to meet the unique
needs of your company, and transferring your current accounts
receivable data to your new system.
Appendix A, Setup Checklist, describes and shows the setup

checklist, and explains how to print it.
The Index contains an alphabetical listing of topics in this manual,

with corresponding page-number references.

Introducing
The User Guide
A/R
The User Guide
The Accounts Receivable documentation includes this Getting Started
manual and the User Guide.
The Accounts Receivable User Guide contains an overview of

Accounts Receivable processing, and details daily and periodic
processing and maintenance procedures. It also shows reports
printed from the sample data.
The appendixes in the Accounts Receivable User Guide describe the

import and export features and provide other technical information
for interested users.
Turn to the User Guide once you have finished setting up your
Accounts Receivable system, following the instructions in this
Getting Started manual.
Where To Now?
If you have just purchased the System Manager and Accounts
Receivable, install the applications on your computer following the
instructions in the System Manager Administrator Guide. If you have
already installed System Manager, install Accounts Receivable
following the instructions in the System Manager Administrator Guide.
If Accounts Receivable is already installed on your system, we

suggest you read Chapter 2, What You Need to Know Before
Setting Up Accounts Receivable, in this manual.
Also, the chapter on Accounts Receivable in the Sage Accpac

Workbook, which comes with the System Manager, provides lessons
on how to enter invoices and cash transactions, and print deposit
slips. Try the lessons before you begin using Accounts Receivable
with your own data.
When you are ready to create your own Accounts Receivable system,
follow the instructions in Chapter 3, Setting Up Your Accounts
Receivable System, in this manual.
Getting Started 111

Where To Now?
Converting from If you are converting your data from ACCPAC Plus Accounts
ACCPAC Plus A/R?
Receivable to Sage Accpac ERP, follow the instructions in the
Converting from ACCPAC Plus Accounting manual.

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Chapter 2
What You Need to Know Before
Setting Up
Before
Setting Up Accounts Receivable
Choosing Accounts Receivable Options .......................................... 22
Company Information ...................................................... 22
Processing Options ......................................................... 23
Using Multicurrency Accounting ........................................ 23
Processing Recurring Charges ........................................... 24
Listing Unposted Batches ............................................... 25
Editing Imported and External Batches ................................... 25
Keeping History ....................................................... 25
Using Retainage Accounting ............................................ 26
Accumulating Customer, Item, and Salesperson Statistics .................. 27
Keeping Comments in Customer Records................................ 211
Checking Customer Credit ............................................. 212
Transactions Options ...................................................... 213
Specifying a Default Invoice Type ....................................... 214
Specifying Automatic Tax Calculation ................................... 214
Specifying Options for Entering Items on Invoices ........................ 214
Specifying Options for Printing and Posting Invoices and Invoice Batches .. 215
Specifying the Default Transaction Type, Payment Code, and Bank Code ... 216
Include Pending Transactions when Applying Receipts ................... 217
Creating Create Deposit Slip When Receipt Batch is Created............... 218
Printing Deposit Slips.................................................. 218
Editing Deposit Slips After Printing Batch Listings ....................... 219
Entering Adjustments in Receipt Batches ................................ 219
Displaying Open Documents During Receipt Entry ....................... 220
Check for Duplicate Checks When Issuing Refunds ....................... 221
Numbering Options ....................................................... 221
Getting Started 2i

Statement Options ......................................................... 224

Defining Aging Periods ................................................ 225
Entering Dunning Messages ............................................ 225
Printing Zero-Balance Statements ....................................... 225
Aging Credit Notes, Debit Notes, Receipts, Unapplied Cash,
and Prepayments .................................................. 226
Retainage Options ......................................................... 227
Specifying Retainage Defaults for Customer Records (Optional) ............ 227
Specifying Retainage Defaults for Invoice Entry and Retainage Processing .. 228
Choosing How to Report Tax on Retainage ............................... 229
Choosing G/L Integration Options .............................................. 231
Specifying When, Where, and How to Create G/L Transactions ................ 232
Choosing When to Produce General Ledger Transactions .................. 232
Choosing Whether to Create Separate General Ledger Batches ............. 233
Choosing Whether to Consolidate General Ledger Transactions ............ 234
Including Descriptive Information with G/L Transactions ..................... 235
Selecting Information for General Ledger Transaction Fields ............... 235
Changing Your Choices for G/L Integration Options .......................... 236
Designing Accounts Receivable Coding Schemes ................................. 236
Sorting Order of Codes..................................................... 238
Entering Accounts Receivable Setup Information ................................. 239
Setting Up Account Sets .................................................... 240
Setting Up Billing Cycles ................................................... 244
Setting Up Distribution Codes .............................................. 245
Using Distribution Codes with an Accounts Receivable Item List ........... 245
Using Distribution Codes without an Item List ........................... 246
Posting Transactions with Distribution Codes ............................ 246
Creating Distribution Codes ............................................ 246
Setting Up Dunning Messages .............................................. 247
Setting Up E-Mail/Fax Messages ............................................ 247
Substitute Variables for E-mail/Fax Messages ............................. 248
Setting Up Interest Profiles ................................................. 249
Calculating Interest .................................................... 250
2ii Sage Accpac Accounts Receivable

Identifying Interest Invoices ............................................ 251

Assigning Interest Profiles to Customer Accounts ........................ 252
Charging Interest...................................................... 252
Setting Up
Setting Up Payment Codes ................................................. 253
Before
Setting Up Item Records ................................................... 253
Adding Item Records .................................................. 254
Assigning Item Numbers .............................................. 254
Entering Item Units, Prices, and Costs ................................... 255
Calculating Tax on Items ............................................... 255
Entering Item Statistics ................................................ 257
Setting Up Salesperson Records ............................................ 257
Setting Up Terms Codes ................................................... 258
Setting Up Optional Fields ................................................. 260
Setting Up Customer Records .................................................. 264
Selecting the Account Type ................................................ 265
Open Item ............................................................ 266
Balance Forward ...................................................... 266
Assigning Account Types to Customer Records .......................... 267
Creating Customer Groups ................................................ 267
Assigning Credit Limits to Customer Groups ............................ 268
Keeping Statistics for Customer Groups ................................. 270
Assigning Optional Fields to Customer Groups .......................... 270
Creating National Accounts ................................................ 271
Processing Transactions for National Accounts ........................... 273
Specifying Billing and Shipping Addresses for National Accounts ......... 273
Assigning Credit Limits to National Accounts............................ 274
Placing National Accounts on Hold ..................................... 274
Assigning Inactive Status to National Accounts .......................... 275
Keeping Statistics for National Accounts................................. 275
Assigning Optional Fields to National Accounts .......................... 276
Creating National Accounts ............................................ 276
Adding Customers ........................................................ 277
Assigning Customer Numbers .......................................... 281
Getting Started 2iii

Entering Short Names .................................................. 282

Entering Credit Information and Credit Limits ........................... 283
Assigning On Hold or Inactive Status to Customer Accounts ............... 284
Using Customer Statistics............................................... 285
Specifying Default Shipping Details for Customers ........................ 286
Assigning Optional Fields to Customer Records .......................... 287
Processing Customer Comments ........................................ 288
Entering Tax Information ............................................... 288
Entering Retainage Information for Customers ........................... 289
Adding Ship-To Locations .................................................. 289
Using Optional Fields with Ship-to Locations ............................. 291
Adding Recurring Charges ................................................. 291
Importing and Exporting Accounts Receivable Records ........................... 295
Entering Current and Historical Transactions .................................... 297
Entering Current-Year Data ................................................ 297
Entering Opening Balances in Customer Accounts ........................ 298
Entering Historical (Previous-Year) Data ..................................... 299
Creating Formats for Printed Forms ............................................2100
Setting Up Multicurrency Accounting in Accounts Receivable ....................2101
Where To Now? ..............................................................2102
2iv Sage Accpac Accounts Receivable

Chapter 2
What You Need to Know Before
Setting Up
Before
Setting Up Accounts Receivable
This chapter contains an overview of the steps to set up a Sage
Accpac Accounts Receivable system, and explains the options
you can select and the data you add during setup.
Read this chapter Read this chapter before setting up Accounts Receivable. It will help
before setting up
you create a system that takes full advantage of the applications
Accounts
Receivable features to meet your companys current and future needs.
After reading this chapter, follow the instructions in Chapter 3,

Setting Up Your Accounts Receivable System, to create your
system. For information about processing daily transactions
using Accounts Receivable, see the User Guide.
Install and set up Before you can begin Accounts Receivable setup, you must:
the Sage Accpac
System Manager 1. Install the Sage Accpac System Manager (including Bank
first Services and Tax Services), General Ledger (if you want to use
it), and Accounts Receivable.
2. Create a system database and a company database.
3. Choose company-wide options in Common Services.
4. Activate Bank and Tax Services.
5. Add information about the bank accounts, taxes, and

currencies used in your accounts receivable system.
6. Install National Accounts Management and/or Transaction

Analysis and Optional Fields Creator, if you plan to use
national accounts or optional fields.
Getting Started 21

Choosing Accounts Receivable Options
Note: You must install National Accounts Management

and Transaction Analysis and Optional Fields Creator
before activating Accounts Receivable.
7. Activate Accounts Receivable.

Once you have activated Accounts Receivable (see the
instructions in Chapter 5, Activating Sage Accpac, in the System
Manager Administrator Guide), your first task is to use Accounts
Receivables Options form to choose the options you want to use
in your system.
The options you select determine how your Accounts Receivable

system operates and the types of data that it stores and displays.
You can also use the Options form after setup to review your
entries and, as needed, change most of them.
This section explains the purposes and effects of the options that
you can choose, presenting topics in their order of appearance on
the Options form. The options are briefly mentioned again in
sections that discuss operations that are affected by these options.
Company Information
You keep and update most company information using the
Company Profile form in Common Services. However, you can
store the name of an Accounts Receivable contact person or
position, and enter the telephone and fax numbers you use in
your Accounts Receivable system or department on the
Company tab of the A/R Options form.
The Company tab also displays the name and address entered for
the company in Common Services. To change the company name
and address, use the Company Profile form in Common Services.

Processing Options
Use the Processing tab of the Options form to specify whether
your Accounts Receivable system:
Setting Up
Before
Uses multicurrency accounting.
Processes recurring charges.
Requires printing of batch listings before posting.
Permits editing of imported and external batches.
Keeps the details of posted invoices, receipts, and
adjustments.
Uses retainage accounting.
Accumulates customer, item, and salesperson statistics.
Allows you to edit statistics.
Includes pending transactions during credit checks.
You also use the Processing tab to set the type of year and period
by which to accumulate statistical data, and to specify the
number of days to keep comments in customer records.
Functional The Processing tab also displays the functional (home) currency
currency
used for the Accounts Receivable ledger. You select the functional
currency for your company in the Company Profile form in
Common Services when you first set up your Sage Accpac
system. You cannot change the functional currency once you
have selected it. For more information, see the System Manager
User Guide.
Using Multicurrency Accounting

Multicurrency You can set up an Accounts Receivable system that lets you process
ledger
and report transactions in all the currencies used by your company
and its customers.
Using To use more than one currency in Accounts Receivable, select the
multicurrency
Multicurrency option on the Processing tab on the Options form.
accounting
You can select this option only if you have already selected the
Multicurrency option for the company in Common Services.
Getting Started 23

You can select the Multicurrency option at any time but, once
you select the option, you cannot change Accounts Receivable
back to a single-currency ledger.
Using a You can use multicurrency Accounts Receivable with all Sage
multicurrency
Accpac applications, even if some applications use multicurrency
Accounts
Receivable system accounting and others do not. For example, you can post
with other Sage transactions from a multicurrency Accounts Receivable system to a
Accpac single-currency Sage Accpac General Ledger.
applications
Information about creating multicurrency records is included in
the discussion of each record type. A summary of the steps to
take to set up a multicurrency ledger is contained in the Setting
Up Multicurrency Accounting in Accounts Receivable section,
near the end of this chapter.
Processing Recurring Charges
If you regularly bill your customers for standard charges, such as

monthly rent, you can create a recurring-charge record for each
customer and recurring charge you use.
To be able to create invoices for recurring charges, select the

Process Recurring Charges option on the Processing tab of the
Options form, then choose Recurring Charges from the
Customers folder to create a record for each customer and charge,
as described in the Adding Recurring Charges section, later in
this chapter.
You can change your choice for the Process Recurring Charges
option at any time.
Turning off the Before turning off the Process Recurring Charges option, you should
Process Recurring
review any charges you have set up to make sure you do not want to
Charges option
continue invoicing them. You should also make sure you have
invoiced all the recurring charges you intended to process before
turning off the option.
If you turn the option off after you have created recurring-charge
records for your customers, you cannot produce recurring-charge

batches and you cannot edit or delete the records. If you later
turn on the option again, the records you previously entered are
still available.
Setting Up
Before
Listing Unposted Batches
Using the Force To strengthen your audit trail, select the Force Listing Of All Batches
Listing Of All
option. This option requires that you print listings of all invoice,
Batches option
receipt, and adjustment batches before you post them, and provides
an important report for your audit trail. When you use the option,
you must also print new listings of batches you edit.
If you do not use You can print batch listings whether or not you use the Force Listing
the option
Of All Batches option. You can also print posting journals that
provide complete information about the contents of all posted
Accounts Receivable batches.
You can change your choice for this option at any time.
Editing Imported and External Batches
Allow Edit Of If you do not want to restrict editing of external batches, use the
External Batches
Allow Edit Of External Batches option. External batches are batches
option
that you create in other Sage Accpac programs and send to Accounts
Receivable (for example, invoice batches that you generate in
Project and Job Costing or Order Entry).
Allow Edit Of To permit editing of batches you import from non-Sage Accpac
Imported Batches
programs, use the Allow Edit Of Imported Batches option.
option
Selecting these options lets you edit external or imported invoice,
receipt, and adjustment batches in Accounts Receivable before
posting the batches. Not selecting the options increases your
auditing and supervisory control by reducing the possibility of
errors.
Keeping History
When you select the Keep History option, Accounts Receivable

stores all the details of posted invoices, receipts, and adjustments
Getting Started 25

until you clear history. Transaction details are then available so

that you can re-open batches (from the Batch List forms, for
example) and reprint posted invoices and deposit slips. If you
keep history, you can also drill down to these Accounts
Receivables transactions from General Ledger.
Note: If you do not keep history, you cannot drill down

to Accounts Receivable transactions from General Ledger
or from Accounts Receivable to originating transactions
in Order Entry, and you cannot reprint posted invoices
or deposit slips.
Using Retainage Accounting
Accounts Receivable lets you account for retainage, or holdbacks.

Retainage (or a holdback) occurs when the customer delays
payment of a percentage of a document total in one of the
following circumstances:
Your contract with the customer stipulates that certain

conditions are to be fulfilled before a final payment is due.
Retainage is a statutory requirement (for example, under a

Builders Lien Act).
Select the To use retainage accounting in Accounts Receivable, you must select
Retainage
the Retainage Accounting option on the Processing tab of the
Accounting option
A/R Options form.
When you select the Retainage Accounting option, the Retainage

tab appears, letting you specify default retainage settings for
customers and document processing. (For more information
about choosing default retainage settings, see Retainage
Options, later in this chapter.)
Turning off the You can turn off the Retainage Accounting option, later, only if there
Retainage
are no unposted batches that include retainage and no outstanding
Accounting option
retainage amounts.

Preparing your If you select the Retainage Accounting option, you must also specify
system for
a retainage control account for each account set in your Accounts
retainage
accounting Receivable system.
Setting Up
Before
For an overview on setting up account sets, see Setting Up
Account Sets, later in this chapter.
Specify default You also use the Retainage tab to set options for processing original
retainage settings
and retainage documents in Accounts Receivable, and to specify
for customers
default settings for each customer, including the retainage
percentage, retention period, and retainage terms.
When you add a new customer, Accounts Receivable displays in

the new customer record the retainage settings you specified in
the A/R Options form, but you can change the settings for
individual customers. When you enter an invoice, credit note, or
debit note for a customer, Accounts Receivable uses the retainage
settings from the customer record as defaults.
For an overview on setting up customers, see the section

Adding Customers, elsewhere in this chapter. For step-by-step
information on adding customer records, see Step 6: Add
Customer Records, in Chapter 3 of this guide.
Accumulating Customer, Item, and Salesperson Statistics
Accounts Receivable can keep statistics from transactions posted

for your customers, items, and salespersons. You can retain and
review Accounts Receivable statistics by year and period as far
back as the oldest year for which you keep statistics, and you can
select the type of year and period by which to accumulate
statistics.
Use the Processing tab of the Options form to select the statistics
you want to keep and to make choices about how to report them.
Accounts Receivable automatically keeps customer statistics, and
you can choose whether to also keep statistics for your items and
salespersons.
Getting Started 27

(You can clear customer statistics periodically using the Clear

Statistics form, as described in the User Guide.)
The following information is stored:
Customer statistics Customers, National Accounts, and Groups. For each customer,
national account, and customer group, Accounts Receivable can
store the total amount and number of invoices, receipts,
discounts, credit notes, debit notes, adjustments, write-offs,
interest charges, returned checks, and paid invoices.
The data is reported by the period you specify.
When updating Customer, National Account, and Customer

Group statistics, Accounts Receivable uses the document date
to determine which year and period to update.
Customer activity Activity statistics kept for each customer include the amount
and date of the customers highest balance and largest invoice
in the current and previous years, as well as the amount and
date of the last invoice, receipt, credit note, debit note,
refund, adjustment, write-off, interest charge, returned check,
and discount posted to the account. Each customer record
also shows the number of invoices paid in the current year
and both the total and average numbers of days it took to pay
them all.
Reviewing statistics Both types of statistics are also kept for national accounts, and
for customer
period statistics are kept for customer groups.
groups and
national accounts
Use the Customer Groups, National Accounts, and Customers
forms to review the statistics.
Item statistics Items. For each unit of measure in which you sell an item,
Accounts Receivable can store: totals of sales, returns, cost of
goods sold, and gross margins; numbers of invoices and
credit notes issued for the item number, and the total
quantity sold; and the date of the last invoice posted using
each item number and unit of measure. You can also specify

the type of year and period for which to display the

information.
Use the Items form to review the statistics.
Setting Up
Before
Salesperson Salespersons. Accounts Receivable can store the total amount
statistics
and number of invoices, receipts, credit notes, debit notes,
discounts, and write-offs posted to each salesperson code. You
can also specify the type of year and period for which to
display the information.
Use the Salespersons form to review the statistics.
Choosing which For each type of statistics that you want to maintain (customers,
statistics to keep
items, and salespersons), you must select the Keep Statistics option.
Turning off options If you turn off the Keep Statistics option for any type, the
to keep statistics
application immediately stops collecting statistics, although it
retains figures already in the system until you use the Clear
Statistics form to clear them. If you turn on the options again,
there will be a gap in the statistical information for the period
when the options were not used.
If you do not keep statistics, statistical information does not

appear in the Customers, Customer Groups, National Accounts,
Items, or the Salespersons forms, and the Item Sales History and
Salesperson Statistics reports show only zeroes.
Options for For each set of statistics, you can choose:

maintaining
statistics Whether to allow editing of statistics.
Whether to include tax amounts in the statistical totals.
The type of year and period for which to display and report
statistics.
Using the Allow Edit To allow editing of the statistics that you keep, use the
Of Statistics option
corresponding Allow Edit Of Statistics option on the Processing tab
on the Options form.
Getting Started 29

Updating statistics Normally, you do not need to change statistics because they are
updated automatically and accurately by Accounts Receivable
each time you post batches. However, if you set up your
Accounts Receivable system partway through a fiscal year, you
may want to use the option to edit statistics so that you can enter
figures for previous periods of the current year or for previous
years.
From time to time, you may also want to edit a particular statistic
because unusual circumstances have exaggerated the amount.
For example, if a single invoice remained unpaid for a long
period in an otherwise satisfactory account, you could adjust the
total number of days to pay or the total number of paid invoices
to correct the average so that it more accurately reflects the
customers paying habits.
Keeping statistics If you edit a customers statistics, you should make the same
in balance in
changes to the statistics for the customer groups and national
customer groups
and national accounts to which the customer belongs. To verify that the totals still
accounts balance, print the Customer Group Statistics, National Account
Statistics, and Customer Statistics reports for the records you
change.
Changing your You can change your choices for these options at any time. You may
choices
want to turn on an option when you are setting up your system,
then turn it off to prevent errors caused by accidental editing.
Using the Include If your company is required to charge taxes on its sales, you can
Tax In Statistics
include tax amounts in the statistical totals using the Include Tax In
option
Statistics option on the Options form.
Changing your You can change your choice for the Include Tax In Statistics option
choice for the
any time you want, but should make changes only at the end of a
Include Tax In
Statistics option reporting period. If you change before the end of a period, statistics
for the period may include taxes in some amounts, but not in others,
so that you cannot make meaningful comparisons within a
period or with other periods.

Using the You can choose the type of period by which statistics are totaled and
Accumulate By
reported within the year. You can display statistical totals by
and Period Type
options to specify seven-day periods, weekly, bi-weekly, four-week periods, monthly,
Setting Up
reporting periods bi-monthly (two months at a time), quarterly, semi-annually, or the
Before
for statistics periods in your companys fiscal calendar.
Choosing the type You can also choose whether to accumulate data by calendar or
of period
fiscal year. If you keep statistics by calendar year, the first period
begins with January 1. If you keep dates by fiscal year, the first
period begins on the first date in your companys fiscal year.
Use the Accumulate By and Period Type options on the

Processing tab of the Options form to indicate how you want to
group statistics.
Changing the If you change the type of year and period by which Accounts
method of
Receivable reports all three types of statistics, you can distort the
reporting statistics
figures, and make all period comparisons meaningless.
For example, suppose that you begin with quarterly reporting,

posting these totals in the first three quarters:
Periods 1 2 3 4
Totals 500 300 600 0
If you then switch to monthly reporting, the totals from the first
three quarters then become the totals for the first three months,
causing incorrect figures for the first nine months:
Periods 1 2 3 4 5 6 7 8 9 10 11 12
Totals 500 300 600 0 0 0 0 0 0 0 0 0
If you need to change the type of year or period by which

Accounts Receivable reports statistics, you should either do so
after running Year End, or edit the statistics for the earlier
periods in the year to correct distortions.
Keeping Comments in Customer Records
The Customers form allows you to enter as many comments as

you want in each of your customer records. Each comment can
Getting Started 211

contain up to 2,500 characters. For example, you might enter a

comment about a customer complaint that is being investigated,
or about a missing payment.
To make sure that comments are kept current, you can assign an
expiration date for each comment. When you use the Customer
Comments option in the Clear History form, comments that have
reached the expiration date you specify are deleted.
Specify how long To specify the default number of days to keep comments, use the
to keep comments
Default Number Of Days To Keep Customer Comments option on
the Processing tab of the Options form.
Checking Customer Credit
Accounts Receivable lets you specify whether to include pending

transactions when checking customer credit during invoice entry.
You can select any or none of the following:
Include Pending A/R Transactions In Credit Check. Select

this option if you want Accounts Receivable to include
unposted documents created in Accounts Receivable when
calculating a customers outstanding balance during credit
checks.
Include Pending O/E Transactions In Credit Check. Select

this option if you want Accounts Receivable to include
outstanding orders from Sage Accpac Order Entry when
calculating a customers outstanding balance.
Include Pending Other Transactions In Credit Check. Select

this option if you want programs from other software
manufacturers (third-party products) that you use with Sage
Accpac to include unposted transactions during credit
checks.

Transactions Options
Use the Transactions tab of the Options form to specify how the
Invoice Entry, Receipt Entry, Quick Receipt Entry, and Refund
Setting Up
Before
Entry forms operate. You can specify:
A default invoice type (item or summary).
Automatic tax calculation as the default for entering tax

amounts during invoice entry.
Whether to display the comment from the item record when

you are entering invoices.
Whether to show extended item costs on the Invoice Entry

form when you enter invoices, credit notes, and debit notes.
Whether you print invoices and whether to allow editing of

invoices after you have printed copies of them.
Default entries for the Transaction Type, Payment Code, and

Bank fields in the Receipt Entry forms.
Whether to create a separate deposit slip for each new batch.
Whether to use Accounts Receivable to print deposit slips.
The level of control you want to maintain over receipt

batches, including whether to:
Allow editing and deleting of receipt batches for which

you have printed deposit slips or receipts.
Require that you print deposit slips for receipt batches

before you can post the batches.
Permit adjustment entries in receipt batches.
Check for pending transactions when applying receipts.
Indicate the order for the list of open documents (unpaid or

unapplied) that appears when you are applying receipts.
Getting Started 213

Whether to warn you if you try to process a refund check

using the same check number as an existing check for the
same bank.
Each of these options is described in more detail in the following

sections.
Specifying a Default Invoice Type
The Transactions tab lets you specify a default invoice detail type
for Invoice Entry. Select Item or Summary, depending on the
type of invoice you normally use.
Accounts Receivable uses the default invoice type when you

create a new invoice batch or add an invoice in Invoice Entry.
You can change the invoice type for specific documents in
Invoice Entry.
Specifying Automatic Tax Calculation
Select the Calculate Taxes Automatically option if you want to

use automatic tax calculation as the default for invoices on the
Invoice Entry form. Clear the option if you normally enter taxes
manually.
Multicurrency The option Calculate Tax Reporting Amounts Automatically appears

ledger
in multicurrency ledgers. If you report taxes in a currency different
from your customers' currencies or your functional currency,
invoices must show the tax amount in the tax reporting currency,
along with the exchange rate used for the conversion. Select the
option if you want Accounts Receivable to calculate tax reporting
amounts for invoices.
You can change the methods for individual invoices, debit notes,
and credit notes when you enter them.
Specifying Options for Entering Items on Invoices
If you plan to define an item list in Accounts Receivable and

enter item numbers on invoices, you can choose whether to

display comments and costs from the item record when you enter
invoices.
Use Comments from Item Records on Invoices. You can
Setting Up
Before
display the comments from item records when you enter
invoice details. You may want to see the comments, for
example, because they contain important information about
the item you are invoicing.
Using the Use Item To automatically display the comments, select Use Item
Comment As
Comment As Default on the Options form.
Default option
You can enter your own comments with detail lines on
invoices, whether you use this option or not.
Show Item Cost. You can display the cost from the item
record for each item number you enter on an invoice detail
line. The displayed cost is the extended cost (total cost for the
specified quantity).
Costs are displayed for information purposes only. You

cannot change the costs on the Invoice Entry form. You can
enter different costs for items only using the Items form.
Using the Show To display the cost automatically, select the Show Item Cost
Item Cost option
option on the Transactions tab of the Options form. If you do not
use the option, the program displays no costs during invoice
entry.
Specifying Options for Printing and Posting Invoices and Invoice

Batches
To strengthen your audit trail and maintain supervisory control

over invoice batches, you can:
Use Accounts Receivable to print the invoices, credit notes,

and debit notes you send to your customers, ensuring that
the documents contain the exact information you entered for
them.
Getting Started 215

Using the Allow To print invoices, credit notes, and debit notes, select the Allow
Printing Of Invoices
Printing Of Invoices option. You can then print invoices using
option
one of the invoice formats that are shipped with the Accounts
Receivable package, or design your own format.
Selecting the Allow Printing Of Invoices option does not

force you to print invoices, credit notes, and debit notes. It
just allows you to choose whether to print them when you
enter them in the Invoice Entry form or later, using the
Invoice Printing form.
You can use the Invoice Printing form to print invoices, credit
notes, or debit notes even after you have posted the batches
that contain them. If you keep history, Accounts Receivable
retains the information needed to print these documents until
you clear the invoice data using the Clear History form.
Using the Allow Edit Specify whether to allow changes or deletions in invoice batch
After Invoice
entries after you have printed invoices from them.
Printed option
To be able to change or delete existing invoices, credit notes,
and debit notes after you have printed them, select the Allow
Edit After Invoice Printed option.
If you do not select the option, you cannot edit or delete

invoices, credit notes, or debit notes after you have printed
them. This choice helps to make sure that each invoice, credit
note, and debit note you post matches the batch listing and
other reports and documents you printed for it.
The option controls changes only to batch entries. You can

always change the batch date and description.
Specifying the Default Transaction Type, Payment Code, and Bank

Code
Accounts Receivable lets you assign a default bank code, a

default transaction type, and a default payment code for new
transactions in the Receipt Entry form.

Assigning a default When deciding on the default bank code, you should select the code
bank code
for the bank or bank account you use most often in receipt
transactions, so that you have to enter a bank code only if you are
Setting Up
not using your usual bank.
Before
You define bank codes in the Bank Services forms in Common
Services, as described in the Tax and Bank Services User Guide.
Assigning a default You can specify a transaction type to be used as the default during
transaction type
receipt entry. You can select Receipt or another type, such as
Unapplied Cash, that you use most often.
Assigning a default You can also select a payment code, such as check or cash, to appear
payment code
as the default payment code when you enter new receipts in the
Receipt Entry form and new refunds in the Refund Entry form.
You create records for the types of receipts and refunds your
company processes as described under Setting Up Payment
Codes, later in this chapter. Once you have added your payment
codes, you can select any of them as the default payment code.
Multicurrency If you use multicurrency accounting, you specify in Bank Services

ledgers
the default rate type to use with bank codes. The rate type identifies
the set of exchange rates and how to apply them to convert
amounts in the bank currency to the functional currency.
To find out how to specify default rate types, see the Tax and Bank
Services User Guide.
Including Pending Transactions when Applying Receipts
Your selection for the Include Pending Transactions option

determines whether Accounts Receivable includes unposted
transactions when calculating pending amounts for Receipt
Entry, and the type of transactions to include.
You can include unposted receipts, unposted receipts and

adjustments, or all transactions, or you can choose to include
none of them.
Getting Started 217

Creating Deposit Slips when Adding a New Receipt Batch
The Create Deposit Slip When Receipt Batch Is Created option is

available only if you print deposit slips using Accounts
Receivable. It lets you specify whether to create a new deposit
slip whenever you add a new receipt batch.
If you do not select the option, you can assign several batches to a
single deposit slip. For example, if several clerks enter receipt
batches, but you make only one bank deposit per day, you can
consolidate the days receipt batches on one deposit slip.
Printing Deposit Slips
You can use Accounts Receivable to print deposit slips for each
batch of receipt transactions you enter. Use the deposit slips to
verify batch contents to the receipts or documents from which
you entered the receipts and as source documents for filling out
the deposit slips you take to the bank.
If you want to use Accounts Receivable to print your deposit

slips, select the Allow Printing Of Deposit Slips option.
Using the banks If you have deposit slips that are acceptable to your bank and that
deposit slips
you can use in your printer, you may also be able to use Accounts
Receivable to print on the deposit slips. (You can use Crystal
Reports, available separately, to customize report forms for use
with Accounts Receivable.)
Using the Force You can also make sure that you print deposit slips before you post
Printing Of Deposit
batches by selecting the Force Printing Of Deposit Slips option.
Slips option
When you select this option, you cannot post receipt batches until
you have printed their deposit slips.
Turning off the Before turning off the option to print deposit slips, be sure to print
Allow Printing Of
any outstanding deposit slips you need. When you turn off the
Deposit Slips
option option, you cannot print deposit slips from Accounts Receivable.
You could print them if you turned on the option again only if you
keep history and have not cleared the batch information.

Editing Deposit Slips After Printing Batch Listings
Accounts Receivable lets you control whether you can edit entries
in receipt batches or delete the entries or batches after you have
Setting Up
Before
printed deposit slips for them.
Using the Allow Edit To be able to change existing batches, select the Allow Edit After
After Deposit Slip
Deposit Slip Printed option. To maintain supervisory control over
Printed option
existing deposit slips, turn on the option to allow authorized
changes to the batches, then turn it off again to prevent changes
that have not been approved.
When not to use Do not allow editing if you want to prevent additions to, or deletion
the option
of, entries in receipt batches after you have printed deposit slips for
the batches. You can still view the contents of receipt batches,
regardless of your choice for the Allow Edit After Deposit Slip
Printed option.
The option also applies only to batch entries. You can always
change the batch date and description, and the bank account.
Editing Receipts After Printing Receipt Confirmations
Accounts Receivable lets you specify whether you can change

receipts after you have printed confirmations for them.
To be able to change or delete existing receipts after you have

printed receipt confirmations, select the Allow Edit After Receipt
Printed option.
When not to use Do not allow editing if you want to prevent changes to receipt
the option
entries after you have printed receipt confirmations for them. This
choice helps to ensure that each receipt you post matches the
batch listing and other reports and documents you printed for it.
Entering Adjustments in Receipt Batches
Using the Allow Adjustments In Receipt Batches option, you can

enter adjustments in Accounts Receivable receipt batches, as well
as enter them separately in the Adjustment Entry form.
Getting Started 219

You can use this option, for example, when the amount of a check
you receive to pay an invoice differs slightly from the invoice
total. You can quickly write off the difference when you enter the
receipt.
Displaying Open Documents During Receipt Entry
You can control the order in which you see unpaid invoices or
unapplied credit notes in selection lists when you are applying
receipts in the Receipt Entry forms. The Default Order Of Open
Documents option lets you display the documents in the order
that is easiest for you to use.
Accounts Receivable displays open documents by document

number unless you select another order. To change the order at
any time, use the Default Order Of Open Documents option on
the Transactions tab on the Options form.
You can display open documents for each customer account by:
Document Number. Lists open documents (unpaid or

unapplied documents), such as invoices, credit notes, and
debit notes, by their document numbers, beginning with the
lowest document number for each transaction type.
If you use this option, assign document prefixes that list

documents in the order you prefer. If you want to see open
invoices first, use an invoice prefix that comes first in
alphabetical and ASCII order.
For example, the following prefixes would list invoices first,

followed by interest invoices, credit notes, debit notes,
prepayments, unapplied cash, and adjustments:
IN (invoice)
INT (interest invoice)
NCR (credit note)
NDR (debit note)
PP (prepayment)
UC (unapplied cash)

XADJ (adjustment)
Purchase Order Number. Lists open documents by their

purchase order numbers. Documents with the lowest
Setting Up
Before
purchase order numbers are displayed first.
Due Date. Lists open documents by their due dates,

beginning with the document with the oldest (earliest) due
date.
Order Number. Lists open documents by their sales order

numbers. Documents with the lowest order numbers are
listed first.
Document Date. Lists open documents by their document

dates, beginning with the oldest date.
Current Balance. Lists open documents by their outstanding

balances, beginning with the smallest amount.
Check for Duplicate Checks When Issuing Refunds
The Check For Duplicate Checks option lets you choose whether
Accounts Receivable displays an error, a warning, or no message
when you attempt to issue a refund check that uses the same
number as an existing check for the same bank.
Numbering Options
Use the Numbering tab of the Options form to specify how
Accounts Receivable identifies transactions and batches that you
create. You can:
Enter prefixes to be used with the document numbers

Accounts Receivable assigns to invoices (including interest
invoices and recurring-charge invoices), credit notes, debit
notes, receipts, prepayments, unapplied cash transactions,
refunds, and adjustments.
Enter the next number to assign to each type of transaction.
Getting Started 221

Specify the length of each document number.
View the next batch numbers and the next posting sequence
numbers that Accounts Receivable will assign.
Accounts Receivable assigns a unique number to each document

you add to a batch. The number is a combination of a prefix you
enter on the Options form to identify the transaction type, and a
number that is assigned sequentially by Accounts Receivable,
starting with the number you specify.
Continuing your You can enter separate prefixes and document numbers on the
present numbering
Numbering tab for debit notes, credit notes, interest invoices,
scheme
recurring charge invoices, receipts, prepayments, unapplied cash
transactions, adjustments, and refunds, so you can continue with
the numbering scheme used in your previous accounts receivable
system.
Assigning prefixes For example, you might use PP- for prepayment numbers, UC-
for unapplied cash transactions, and AD- to identify adjustments.
You can use up to six characters in each prefix.
The prefixes let you easily identify transactions in Accounts

Receivable forms and on reports.
Changing the next If you want to assign a lower number to the next number, change the
document number
prefix for the document type as well. You cannot use the same
document number and prefix more than once in Accounts
Receivable.
You can also specify the length of each document number, using
a maximum length of 22 characters, including prefixes.
Letting A/R assign If you do not enter prefixes and document numbers, Accounts
prefixes and
Receivable automatically assigns 1 as the first document number and
document
numbers uses the following prefixes for each document type, as listed here:
Document Type Prefix

Invoice IN
Debit Note DN
Credit Note CN


Interest Invoice INT
Recurring Charge RC
Setting Up
Receipt PY
Before
Prepayment PP
Unapplied Cash UC
Adjustment AD
Refund RF
Separate Accounts Receivable uses the prefixes and next numbers specified
numbering for
for invoices, debit notes, and credit notes when you create retainage
retainage
documents documents, until you choose to number retainage documents
separately.
You use the option Use Separate Document Numbers When

Creating Retainage Documents, on the Retainage tab of the
Options form, if you want to number retainage documents
separately. Accounts Receivable uses the following prefixes as
defaults for retainage documents:

Retainage Invoice RIN
Retainage Debit Note RDN
Retainage Credit Note RCN
Whether you add a transaction manually using the Invoice Entry

form, Receipt Entry form, Quick Receipt Entry form, or Refund
Entry form, or you create interest, recurring charge, or retainage
transactions automatically, Accounts Receivable assigns a
document number based on the type of transaction you choose
and the prefixes and document numbers you specified on the
Options form. When you add the document, Accounts Receivable
updates the Next Number box for the transaction type on the
Options form.
Entering the If you prefer, you can enter your own document numbers when you
document number
add documents directly in a transaction entry form. However,
with transactions
Accounts Receivable does not update the next number on the
Getting Started 223

Options form when you enter the number yourself, even if you
use the same number as the application would have assigned.
Assigning numbers You must use the document numbers assigned by Accounts
to interest and
Receivable to the interest and recurring-charge invoices you produce
recurring-charge
invoices using the Create Interest Batch and Create Recurring Charge Batch
forms. The application updates the Next Number boxes on the
Options form for these transaction types when it creates the batches.
Highest document Numbers assigned to each type of document can go as high

number
as 999999999. They are then automatically reset to 1.
If you reach the maximum number for a document type and

want to continue using the prefix, you must clear all paid
(completed) transactions before you can reassign the first
number.
The next invoice The Numbering tab also displays the numbers the program will
batch number and
assign to the next invoice batch, receipt batch, adjustment batch, and
posting sequence
number refund batch. It also displays the next posting sequence numbers to
use when you post invoices, receipts, adjustments, refunds, and
revaluation transactions.
Accounts Receivable automatically assigns 1 as the first invoice

batch number and the first invoice posting sequence number.
You do not specify the next batch number or posting sequence
number, nor do you specify their lengths.
Statement Options
You can define the aging periods that Accounts Receivable uses
to group overdue transactions or balances on customer
statements and analytical reports. For each aging period, you can
also specify the dunning message to print on customer
statements, such as reminders to pay outstanding amounts by
certain dates.

You can also specify whether to age credit notes, debit notes,
prepayments, and unapplied cash transactions, or to always
group these documents in the current (not due) category.
Setting Up
Before
Defining Aging Periods
Accounts Receivable sorts outstanding transactions and balances

for the Aged Trial Balance reports and customer statements into
five periods, a current (not due) period and four overdue periods.
You specify the length of each aging period for the Accounts
Receivable system on the Options form.
You can change the aging periods for statements and reports at
printing time, as well as choose whether to age transactions by
their due dates or their document dates for each type of report.
For more information, see Chapter 7, Reports, in the User

Guide.
Entering Dunning Messages
If you print one set of messages on customer statements, you can

enter a separate message for each of the aging periods on the
Options form.
Entering different If you do not use the same messages on all your statements, you can
messages for
create different sets of messages using the Dunning Messages form,
statements
described later in this chapter.
How Accounts When you print statements, you can select the set of messages to use.
Receivable selects
The message printed on a statement is the message that corresponds
the message to
print with the period that contains the oldest balance in the customers
account.
Printing Zero-Balance Statements
Select the Print Zero-Balance Statements option if you want to be

able to print statements for all your customers whether or not
they have a balance outstanding.
Getting Started 225

For example, you may want to provide your customers with

current records of their account statuses. You may also want to
print messages on your statements, such as notices of sales, to
encourage further purchases.
When you select Print Zero-Balance Statements on the Statement

tab, then select the Select Customers Based On Balance Type
option in the Statements/Letters/Labels form, you can choose
whether to include zero-balance accounts for an individual
printing run.
Do not select the option if you print statements only for

customers who have a balance owing or a credit balance. This
choice filters out zero-balance accounts from the ranges of criteria
you specify to print statements from the
Statements/Letters/Labels form.
Aging Credit Notes, Debit Notes, Receipts, Unapplied Cash, and

Prepayments
When you have credit notes, debit notes, receipts, unapplied

cash, and prepayments that do not apply to specific invoice
numbers or other documents, you can specify whether to report
the amounts in the aging periods that contain their document
dates, or to group them all in the current (not due) period.
You select these options on the Statement tab of the Options

form. You can change your choices for the options at any time.
These options have no effect on credit notes and debit notes

when they have been applied to specific document numbers.
Applied amounts for these transactions are always included in
the same aging periods as the documents to which they apply.
The selections you make for these aging options also affect the
types of transactions you can select to write off in the Create
Write-Off Batch form. If you age unapplied credit notes and debit
notes in the current (not due) period, you cannot select them
when you are writing off overdue transactions.

Retainage Options
Select Retainage When you select the Retainage Accounting option on the Processing
Accounting before
tab of the A/R Options form, the Retainage tab appears.
Setting Up
setting other
Before
retainage options
The section Using Retainage Accounting, earlier in this chapter,
describes how and why to select the Retainage Accounting option.
Chapter 2 in the User Guide contains overview information on
processing retainage.
The Retainage tab contains a number of default retainage options

that can save you time when you add new customers or process
original and retainage documents. It also lets you specify how to
process tax on retainage documents. This section describes these
default options.
Specifying Retainage Defaults for Customer Records (Optional)
The retainage tab lets you specify the following retainage settings
to be used as defaults for new customer records:
The default Default Retainage Percentage. The default retainage

retainage
percentage you enter on the Retainage tab appears on all new
percentage
customer records. The retainage percentage determines the
portion of a document total that a customer can withhold
until the retainage due date when paying invoices, credit
notes, and debit notes.
The retainage percentage from the customer record appears

on original documents you enter for the customer.
The default Default Retention Period. Use this field to specify the number of
retention period
days from an original document date that customers can
withhold a retained amount. The program determines the
default retainage due date by adding the days in the default
retention period to the original document date.
You can always change the retainage settings for particular

customers in the customer record and, if necessary, on
unposted documents entered in Invoice Entry.
Getting Started 227

Specifying Retainage Defaults for Invoice Entry and Retainage

Processing
Accounts Receivable uses the following settings as defaults when

processing original and retainage documents:
Multicurrency Default Retainage Exchange Rate. If you use multicurrency,

you also choose the type of exchange rate to use when you
process outstanding retainage. The Default Retainage
Exchange Rate field lets you select whether to use the current
exchange rate or the exchange rate used on the original
document as the default.
Report Tax. You use this option specify when to report tax
on retainage. You can select:
At Time Of Original Document

As Per Tax Authority
For detailed information that can help you decide how to use
this option, see Choosing How to Report Tax on Retainage,
later in this section.
Specify whether Base Retainage Amount On. Use this field to specify whether
the retainage
retainage is calculated on the document total before or after tax
amount is based
on tax is calculated.
Choose separate Use Separate Document Numbering When Creating Retainage

numbering for Documents. Select the Use Separate Document Numbering
retainage
documents
When Creating Retainage Documents option to use a separate
numbering system to identify retainage documents that you
generate using the Create Retainage Batch form.
When you select the option, the retainage document

numbering grid becomes available, letting you specify the
next number, length, and prefix to assign to retainage
invoices, credit notes, and debit notes for the outstanding
retainage amounts.
If you do not select the option, the program assigns the next
invoice, credit note, or debit note number specified on the

document numbering grid on the Numbering tab, as

described under Numbering Options, earlier in this
chapter.
Setting Up
Specifying when to
Before
The Retainage tab also contains two options that let you control the
create retainage
timing of retainage processing:
documents
Number Of Days In Advance To Create Retainage Documents.
This option lets you specify the default number of days before
retainage is due to generate retainage documents.
This number appears as the default when you use the Create
Retainage Batch form to generate a retainage batch. You can
change the number of days in advance for a specific batch.
(For example, if you use 5, the program creates invoices for
retainage that is due with the next five days.)
Scheduling Schedule To Use For Automatic Creation Of Retainage

automatic Documents. If you plan to use the Reminder List to process
retainage
processing
retainage, you need to enter the schedule code for the frequency
with which you want to process outstanding retainage.
Zoom If the schedule does not yet exist in Common Services, you can
button
click the Zoom button beside the field, then create the schedule
using the Schedules form that appears. You can also click the
Zoom button to view the information for an existing
schedule.
For information on using schedules and the Reminder List,

see the System Manager User Guide.
Choosing How to Report Tax on Retainage
Normally, Accounts Receivable posts tax amounts to a tax

liability account and updates Tax Services when you post
invoices.
However, for retainage documents, the timing of the tax liability

depends on the tax authority. Some tax authorities require that
you report tax on retainage when you post a retainage document;
Getting Started 229

others let you report the tax when you post an original document
to which retainage applies.
In Accounts Receivable, the Report Tax option lets you specify

when to report tax on retainage, consistent with the law in your
jurisdiction. You can make the following selections for this
option:
At Time Of Original Document. If you select this option, the

program calculates and reports tax on retainage when you
post an original document that includes retainage.
You can then use the Base Retainage Amount On field to

specify whether to include tax in the retainage calculation.
As Per Tax Authority. If you select this option, the program

calculates tax when you post an original document, but
reports the tax as specified for the tax authority.
You specify the tax reporting requirements for each tax

authority using the Report Tax On Retainage Document
option, in Tax Services. The choices for this option are:
At Time Of Retainage Document. With this option, tax

on retainage is calculated when you post original
documents, but it is not reported until you post the
retainage documents.
If you select this option for Accounts Receivable,

retainage is based on amounts before tax for all tax
authorities and customers.
At Time Of Original Document. With this option, all tax

amounts are calculated and the tax tracking reports are
updated immediately when you post original documents.
No Reporting. You would select this option for a tax

authority only if you select At Time Of Original
Document for the Report Tax option in Accounts
Receivable (and in Accounts Payable, if you use it).

Choosing G/L Integration Options
Last invoiced date In the Last Invoiced field, the program displays the date that you last
ran Create Retainage Batch from the Reminder List.
Setting Up
Before
Changing Retainage Options
You can edit the options on the Retainage tab at any time, but your
changes affect only customer records and transactions that you add
after making the changes.

Accounts Receivable produces general ledger transactions from
all batches you post. Each general ledger transaction includes all
the information you need to update receivables data accurately in
your general ledger.
If you use Sage Accpac General Ledger, Accounts Receivable

creates batches of receivables transactions right in General
Ledger, where you can edit and post them. If you use another
general ledger system, or if your Sage Accpac General Ledger
system is at another location, Accounts Receivable creates batches
that you can import into your general ledger, or print, then enter
manually into your general ledger.
Reporting general You can print the G/L Transactions report, a listing of the general
ledger data
ledger transactions created by Accounts Receivable, whether or not
you post batches in General Ledger.
For more information about the G/L Transactions report, see

Chapter 7, Reports, in the User Guide.
Types of general Accounts Receivable creates separate batches of general ledger

ledger batches
transactions for invoice batches, receipt batches, refund batches, and
adjustment batches. If you use multicurrency accounting,
Accounts Receivable also creates a separate batch of general
ledger transactions each time you revalue Accounts Receivable
transactions.
Getting Started 231

Use G/L Integration The G/L Integration form, available in the A/R Setup folder,
to select options
provides several options for producing general ledger transactions
for G/L transactions
in the form and at the time that best suits your requirements.
Assign data to The G/L Integration form also lets you assign a wide range of
General Ledger
Accounts Receivable information to the entry description, detail
fields
reference, detail description, and detail comment used in general
ledger transactions.
Specifying When, Where, and How to Create G/L Transactions

You use the Integration tab on the G/L Integration form to
specify:
When to create general ledger transactions.
Whether to create new batches for G/L transactions (and

optionally post them) or to add them to existing G/L batches.
Whether and how to consolidate transactions.
The Integration tab also displays the last posting sequence for
which you created general ledger transactions. (If you create
general ledger transactions during posting, this number is the
same as the last posting sequence.) The next posting sequence
numbers are displayed on the Invoicing and Transactions tabs of
the Options form.
Choosing When to Produce General Ledger Transactions
The Create G/L Transactions option on the Integration tab

provides the following choices for controlling when to create
batches of G/L transactions from inventory transactions:
During Posting. Make this selection for the Create G/L

Transactions option if you want to create general ledger
transactions automatically each time you post Accounts
Receivable batches.

On Request Using Create G/L Batch Icon. Make this

selection for the Create G/L Transactions option if you want
to create general ledger batches only when you are ready.
Setting Up
Before
You then use the Create G/L Batch form to create general
ledger batches.
Note that you must create general ledger transactions before

you can do year-end processing or clear paid transactions
and posting journals.
Choosing Whether to Create Separate General Ledger Batches
If you use Sage Accpac General Ledger, Accounts Receivable

creates five types of general ledger batches, one each for posted
invoice batches, receipt batches, refund batches, and adjustment
batches, and one for revaluation transactions, if you use
multicurrency accounting.
The Integration tab lets you choose whether to add general ledger
transactions to existing batches when you post Accounts
Receivable batches, or create a new general ledger batch every
time you post Accounts Receivable batches. It also lets you
choose to post new general ledger batches automatically in
General Ledger.
Using the Create You use the Create G/L Transactions By option to specify whether to
G/L Transactions By
create one batch or separate batches for General Ledger, and
option
whether to post new batches automatically.
To produce only one general ledger batch of each type

(invoice, receipt, adjustment, refund, revaluation), select
Adding To An Existing Batch.
To create a separate general ledger batch for each posted

Accounts Receivable batch, select either Creating A New
Batch or Creating And Posting A New Batch. The latter
option automatically posts new G/L Batches in General
Ledger.
Getting Started 233

If you do not use Sage Accpac General Ledger, this option

has no effect, and Accounts Receivable places all general
ledger transactions in a single General Ledger batch.
Choosing Whether to Consolidate General Ledger Transactions
You can create consolidated batches of General Ledger

transactions that combine several details into a single detail, or
you can create unconsolidated batches that include all the details
posted to each general ledger account.
Note: If you consolidate transactions, you cannot drill down

from General Ledger to the original documents in Accounts
Receivable.
Consolidating To consolidate transactions, use the Consolidate G/L Batches option.

general ledger
This option lets you combine (consolidate) details posted with the
transactions during
posting same posting sequence, account number, and fiscal period into
single details for each general ledger account. You can also combine
details by posting sequence, account number, fiscal period, and
source code.
Consolidation reduces the amount of information in the general

ledger batch and results in a shorter G/L Transactions report. The
option also consolidates the information in the Reference and
Description fields for each transaction to Consol. by A/R.
Use the Consolidate G/L Batches option if you do not use

drilldown and you do not need a separate record of each detail
posted to every general ledger account from Accounts Receivable
transactions.
Creating detailed If you require detailed general ledger transaction information for
general ledger
your Accounts Receivable records, do not consolidate general ledger
transactions
transactions. Accounts Receivable then creates a single detail in a
General Ledger batch for each amount you post to a general
ledger account.
The choice provides complete information in your general ledger

transaction batch, but can result in a long G/L Transactions report

and a large General Ledger batch. However, you can consolidate

the batch when you post it in Sage Accpac General Ledger.
Setting Up
Including Descriptive Information with G/L Transactions
Before
The Transactions tab on the G/L Integration form lets you choose the
types of information from Accounts Receivable transactions to use in
the transaction description, detail reference, detail description,
and detail comment fields for general ledger transactions.
The information appears on Accounts Receivables posting

journals and on General Ledgers Journal Entry form and reports.
Selecting Information for General Ledger Transaction Fields
Use the Transactions tab of the G/L Integration form to select the
information you need for your audit trail of unconsolidated
Accounts Receivable transactions.
You can assign one or more pieces of information (segments) to

each field, provided that the combined length of the segments
and separators does not exceed 60 characters. Fields exceeding
this limit are truncated when you post general ledger
transactions.
The segments you can select depend on the type of transaction to

which you are assigning information and whether the
information is for the transaction header or the details. This
ensures that the information passed to General Ledger is relevant
for each type of transaction. For example, you can assign the
bank code or check number from customer refunds to any of the
General Ledger fields.
When you create general ledger transactions, if no data exists in

the source transaction field, the field is blank in the general
ledger transaction. For example, if you assigned the original
transaction description to the G/L Entry Description field, but
there is no description for a particular entry, the field is blank in
the G/L transaction.
Getting Started 235

Designing Accounts Receivable Coding Schemes
Unconsolidated If you do not consolidate general ledger transactions, information for

transactions
all the G/L fields is passed to General Ledger, as specified on the
G/L Integration setup form.
Consolidated If you consolidate general ledger transactions, only the information

transactions
for the G/L Entry Description field is passed to General Ledger. The
detail reference, description, and comment are lost in consolidation.
For transactions consolidated in Accounts Receivable, the

consolidation information is used in all the G/L fields (for
example, CONSOL. BY AR ON 5/31/2010).
Changing Your Choices for G/L Integration Options

You can change any of your choices on the G/L Integration form at
any time. You should be aware that your new choices apply only to
general ledger transactions created after the change, and do not
affect pre-existing General Ledger batches.

This section describes the codes you need to set up an Accounts
Receivable system and offers some guidelines to help you decide
on the codes to use.
Before you can use Accounts Receivable, you must add codes to
identify the account sets, billing cycles, distribution codes,
salespersons, customers, and other records you plan to add to
your system. You should take the time to design sensible coding
schemes for each type of code you require, before you start
assigning codes to records.

If you already have a system for most of these codes, you may be
able to continue with the same system. Check the following table
to see whether each code type allows for the number and type of
Setting Up
characters used in your previous system:
Before
Codes used in Code Name Maximum Permitted Characters
Accounts Length
Receivable.
Account set code 6 numbers and letters
Billing cycle code 6 numbers and letters
Distribution code 6 numbers and letters
Interest profile code 6 numbers and letters
Payment code 6 numbers and letters
Salesperson code 8 numbers and letters
Terms code 6 numbers and letters
Item number 16 numbers, letters, symbols,
blank spaces
E-mail message code 16 numbers and letters
Customer group code 03 numbers and letters
National account number 12 numbers, letters, symbols,
blank spaces
Customer number 12 numbers, letters, symbols,
blank spaces
Ship-to location code 6 numbers, letters, symbols,
blank spaces
Recurring charge code 15 numbers, letters, symbols,
blank spaces
You can use any combination of letters and digits in codes.
When you design new coding schemes, you should assign codes
that make it easy to identify each record type and that list records
in the order you want them to appear on reports and in Finders.
Each code of a single type (such as customer numbers) must be

unique. In most cases, you should also assign unique coding
schemes to different types of records, so there is no chance of
confusing one type of record with another.
You can use any combination of numbers and letters in all

Accounts Receivable codes. You can also use other keyboard
symbols and blank spaces in codes when assigning customer
Getting Started 237

numbers, national account numbers, item numbers,

recurring-charge codes, and ship-to location codes.
For example, each of the following could be a valid customer

number:
A1
123
A01
A-01
123A
AB1234
AB 1234
To simplify codes, we recommend that you:
Use the same number of characters in all codes of the same

record type.
Use codes of at least three characters to allow for future

expansion.
Use a numbering system that is significant for your business,

such as codes that identify a geographical region, division, or
vertical market.
If possible, use only numbers (not letters or symbols), for

consistency of sorting.
Sorting Order of Codes

Accounts Receivable sorts codes on screens and reports in a
specific order, which you should take into consideration when
designing codes.
Accounts Receivable reads codes from left to right, and generally

uses the database sequence to put them in order.

Entering Accounts Receivable Setup Information
For Pervasive SQL, the database order is usually a binary

sequence, like this:
[Blank] ! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ? @ A B C
Setting Up
Before
DEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcd
efghijklmnopqrstuvwxyz{|}~
Accounts Receivable would sort the codes listed in the

introduction to this discussion into the following order:
123
123A
A-01
A01
A1
AB 1234
AB1234
For SQL Server, you can set up the database as a binary sequence
or in a dictionary sequence (where upper and lowercase letters
are intermixed). Codes containing fewer than the maximum
number of permitted characters are left justified in Accounts
Receivable Finders and forms, and on reports.

Before you can add your customer records to Accounts
Receivable, you must add other records that must be assigned to
customers. This section describes the records you need, and
explains the options you can select when setting up each type of
record.
You choose icons from the Setup form to set up:
Account sets
Billing cycles
Distribution codes
Dunning messages (optional)
E-mail/Fax messages (optional)
Getting Started 239

Interest profiles
Payment codes
Items (optional)
Salespersons (optional)
Terms
Optional fields (optional)
Setting Up Account Sets

Account sets are groups of general ledger accounts to which you
post Accounts Receivable transactions. You assign an account set
to each customer record to identify the general ledger accounts to
which you post the customers transactions.
You can use just one account set for all your customers, or you
can add as many sets as you need to categorize customer
transactions by the accounts to which they are posted in your
general ledger. For example, you may want to use separate
account sets to designate different types of receivables or
customers in different geographical areas.
You use the Account Sets form in the Setup folder to add account
sets. You must define at least one account set before you can add
customers to Accounts Receivable.
Contents of To add an account set, you enter a unique code of up to six

account sets
characters and a description for the set. You also enter account
numbers for the general ledger receivables control, receipt
discounts, prepayment liability, retainage, and write-offs
accounts.
Multicurrency If you use multicurrency accounting, you also assign unrealized and
account sets
realized exchange gain and loss accounts, and a rounding account,
to account sets that do not use the functional currency.
You must add at least one account set for each currency used by
your customers. The account set you assign to a customer
determines the currency you use for the customer.

General ledger You enter account numbers for the following general ledger
accounts in
accounts:
account sets
Receivables Control account. An asset account to which you
Setting Up
Before
post the total amount receivable from all customers assigned to
the account set.
Accounts Receivable creates transactions to debit the account

when you post invoices for sales, interest charges, and
recurring charges, and when you apply debit notes. The
account is credited when invoices are paid, credit notes are
applied, and amounts are written off.
The word control in the account name means that the

account contains only totals, whereas the information stored
by the Accounts Receivable program contains details at the
transaction-distribution level.
If all transactions are processed correctly, the total of all

receivable balances in the Accounts Receivable system equals
the total of the balances in the receivable control accounts in
your general ledger.
Receipt Discounts account. An expense account to which

customer discounts taken for early payment are debited
when you post receipt transactions that include discounts.
The account number you specify should be in the expenses or

cost of goods sold section of your general ledger chart of
accounts.
Prepayment Liability account. A liability account to which

prepayments are credited. The account is debited when
prepayments are applied to invoices or refunded.
Write-Offs account. The expense account to which amounts

are debited when you write off transactions and balances.
The Create Write-Off Batch form automatically produces
transactions for this account.
Getting Started 241

Retainage account. If you use retainage accounting, an

asset account that accumulates outstanding retainage
amounts until you clear the amounts by processing retainage
invoices, retainage debit notes, and retainage credit notes.
Identifying If you use multicurrency accounting, you assign a currency code

multicurrency
to each account set. The account set identifies the currency for
account sets
customers you assign to the set. Once you add an account set,
you cannot change its currency.
Multicurrency In addition to the usual types of accounts used by single-currency

general ledger
account sets, multicurrency account sets also include the accounts to
accounts
which you post gains and losses when you revalue Accounts
Receivable transactions at new exchange rates. You also add an
exchange rounding account for rounding differences that arise
from rounding in multicurrency transactions.
The general ledger accounts you assign to multicurrency account

sets depend on the type of currency information you require in
your general ledger. For example, you might use a separate
receivables control account for each currency, but use the same
numbers for the rest of the accounts in all your account sets.
If you use the same account number for all the unrealized and
realized exchange gains and losses accounts, the balance in that
account in your general ledger is the net exchange gain or loss on
receivables transactions.
You assign the following general ledger accounts to

multicurrency account sets (account sets that do not use the
functional currency) to record exchange gains and losses:
Unrealized Exchange Gain and Unrealized Exchange Loss

accounts. The income statement accounts to which you post
the amount by which a multicurrency transaction increases
or decreases, respectively, in its functional-equivalent value
when you revalue it at a new exchange rate.

A gain occurs when a change in the value of a transaction

benefits you. A loss occurs when the change in value of a
transaction favors your customer.
Setting Up
Before
The gain or loss is unrealized because the transaction is not
settled (that is, it has an outstanding balance, and the
exchange rate for the transaction can continue to change until
it is fully paid or written off).
Realized Exchange Gain and Realized Exchange Loss

accounts. The income statement accounts to which you
post the amount by which a settled multicurrency transaction
(a paid invoice) increased or decreased in value in the
functional currency due to a difference between the original
exchange rate and the rate at which it was paid.
The gain or loss occurred because when the invoice was paid,
you received more or less money in the functional currency
than you expected.
The gain or loss is realized because the transaction is

settled.
Exchange Rounding account. The income statement

account to which you post differences that arise when
converting to your functional currency from customer
currencies and tax reporting currencies.
Assigning account After defining account sets, you assign them to customer records
sets to customer
using the Customer Groups form, the Customers form, and the
records
National Accounts form (if you use the National Accounts program).
These forms are described in the Setting Up Customer Records

section, later in this chapter.
Getting Started 243

Setting Up Billing Cycles

Billing cycles are time intervals into which you group customers
for processing. You can perform the following tasks by billing
cycle:
Charge interest
Print statements
Print the Customer Transactions and Aged Trial Balance
reports
Create write-off transactions
Keeping track of You can use billing cycles to invoice interest charges, and issue
billing dates
statements to selected groups of customers at different frequencies.
For example, you may process some customer accounts on a
monthly basis and others quarterly.
When you process records by billing cycle, Accounts Receivable

keeps track of the dates when you last printed statements and
created invoices for interest charges for each billing cycle.
When you use the Year End form, you are warned if you have
not processed interest charges by billing cycle, but you can ignore
the warning if you do not process by billing cycle.
Defining billing Accounts Receivable allows you to set up a variety of billing cycles
cycles
using the Billing Cycles form in the A/R Setup folder. You must add
at least one billing cycle before you can add customer records,
because you must assign a billing cycle to each customer record.
When you define a billing cycle, you assign it a unique code of up

to six characters, and a description. You also enter the frequency
(number of days) with which interest is charged when you
charge interest by overdue balances. For example, if you charge
interest and send statements to customers once a month, you
would enter 30 days as the frequency.

Printing remittance You can enter a name and address to which customers assigned to
addresses on
the billing cycle are asked to send their payments. You can also print
customer
statements this name and address on the statement forms you use for the billing
Setting Up
cycle. If you do not enter a remittance address, no return address is
Before
printed on statements for the billing cycle, unless you add an
address to the statement report format you use for printing
statements.
The information kept for each billing cycle includes the dates on
which statements were last printed and interest charges were last
invoiced (if you process interest charges by billing cycle).
The dates are displayed in the Billing Cycles form. Each time you
make a change in a billing cycle record, the date of the change is
entered in the Last Maintained field.
After defining billing cycles, you assign them to the customer

records with which they will be used, as described in the
Adding Customers section, later in this chapter.
Setting Up Distribution Codes

Distribution codes are a quick method of specifying the revenue,
inventory, and cost of goods sold general ledger accounts to
which you post data from sales transactions. When you use
distribution codes in invoices and adjustments, Accounts
Receivable displays the corresponding account number in the
transaction entry forms.
You can also specify a discountable status for the distribution

code. Your choice appears as the default discount status when
you use the distribution code in an invoice, credit note, or debit
note detail.
Using Distribution Codes with an Accounts Receivable Item List
You must use distribution codes if you have an Accounts

Receivable item list. You assign a distribution code to each item
record to identify the accounts for which to produce general
Getting Started 245

ledger entries when you post transactions for the item number. If
needed, you can change any of the account numbers for a
transaction detail when you enter it.
Using Distribution Codes without an Item List
You can also use distribution codes if you do not use an Accounts
Receivable item list. In this case, each distribution code identifies
only one general ledger revenue account. When entering
non-item transactions, you can either select the appropriate
distribution code or select the number of the revenue account to
use.
You also assign distribution codes to each invoice detail you

enter in a recurring charge record.
Posting Transactions with Distribution Codes
When you post invoice and adjustment batches, Accounts

Receivable creates general ledger transactions for the accounts
represented by distribution codes, and lists the information on
the posting journals.
Creating Distribution Codes
You use the Distribution Codes form to add distribution codes.

For each record, enter a unique code, up to six characters, a
description (name) for the code, and the account numbers for the
general ledger accounts you use with the code, as follows:
Adding distribution If you will assign a distribution code to an item record, enter
codes for items
numbers for all three general ledger accounts (revenue,
inventory, and cost of goods sold).
Adding distribution If you will use the distribution code for summary transactions
codes for summary
(transactions without item numbers), enter the general ledger
transactions
account number for the revenue account only.

Add at least one You must add at least one distribution code before you can add item
distribution code
records and enter transactions that use item numbers. You can
for items
define as many distribution codes as you need to represent the
Setting Up
various combinations of general ledger accounts to which you
Before
post sales data.
Setting Up Dunning Messages

You can automatically print your own messages, such as
reminders about overdue accounts, notices of sales, or other
information, on statements for your customers.
If you want, you can add a different message for each period into
which you age customer accounts, including the current (not
due) period. When producing a statement for a customer,
Accounts Receivable then prints the message you entered for the
period that contains the oldest balance in the customers account.
If you want to use dunning messages, you enter them on the

Statement tab of the Options form, as described under Entering
Dunning Messages, earlier in this chapter.
If you want to use more than one set of messages, add as many
sets as you need in the Dunning Messages form. You can then
select the messages when you print statements using the
Statements/Letters/Labels form.
Setting Up E-Mail/Fax Messages

You use the E-mail/Fax Messages form to create standard
messages to send with e-mailed or faxed statements, letters, and
invoices.
Tailor messages for You can use variables (field names) from your company database to
individual
include customer- or company-specific information on the messages.
customers
(See the next section, "Substitute Variables for E-mail/Fax Messages,"
for a list of the variables you can use with each type of document.)
Getting Started 247

You identify each e-mail or fax message with a unique

16-character Message ID code. When you select Customer as the
Delivery Method on the Statements/Letters/Labels form or on the
A/R Invoices form, you can select message codes for the message
you want to send with the e-mailed or faxed statements, letters,
or invoices.
Note: You require Sage Accpac Messenger to be able to

fax statements, letters, and invoices from Accounts
Receivable.
Substitute Variables for E-mail/Fax Messages
If you use variable names from your company database in the

subject line or in the body of e-mail messages that you set up for
use with invoices and with statements and letters, the program
substitutes customer- or company-specific information in the
e-mailed messages.
Invoice variables You can use the following variables with messages that you send
with e-mailed or faxed invoices:
$CUSTOMER_ID
$CUSTOMER_NAME
$CUSTOMER_CONTACT
$COMPANY_PHONE
$COMPANY_FAX
$COMPANY_CONTACT
$COMPANY_NAME
Statement and You can use the following variables with messages that you send
letter variables
with e-mailed or faxed statements and letters:
$CUSTOMER_ID
$CUSTOMER_NAME
$CUSTOMER_CONTACT
$STATEMENT_BALANCE
$OUTSTANDING_BALANCE
$STATEMENT_DATE

$CUTOFF_DATE
$COMPANY_PHONE
$COMPANY_FAX
Setting Up
$COMPANY_CONTACT
Before
$COMPANY_NAME
Setting Up Interest Profiles

If you charge interest on overdue accounts, you can set up as
many interest profiles in Accounts Receivable as you need for the
methods and rates you use to determine interest charges.
With each interest profile, you specify:
The number of the Interest Income account the general

ledger account to which you post revenue from interest
charges.
Whether to calculate interest on overdue documents

(invoices) or on overdue balances in open-item accounts.
(Balance-forward accounts are always charged interest on
their overdue balances.)
The number of days overdue before an invoice or account

balance is charged interest.
The annual rate at which you charge interest.
Whether you compound outstanding interest charges (that is,

charge interest on interest).
The minimum amount, if any, you charge as interest, and

whether you round lesser amounts up to the minimum or do
not invoice them.
For example, if the minimum interest charge is $1.00, an

amount of $0.98 is rounded up to $1.00 if you use the option
to round up. If you do not use the option, no interest is
charged, because the $0.98 amount is less than the minimum
amount of $1.00.
Getting Started 249

Multicurrency If you use multicurrency accounting, you can also specify a

interest
minimum interest charge and annual interest rate for each currency
profiles
used by the customers assigned to a particular interest profile.
Calculating Interest
Accounts Receivable lets you charge interest on overdue

documents or overdue balances for your open-item customers.
Balance-forward customers are always charged interest on their
overdue balances.
Calculating When you charge interest by document, Accounts Receivable

interest by
calculates interest separately for each overdue document or
document
scheduled payment. Documents are overdue when they are
outstanding beyond their due dates, plus any grace days you
allow in the Interest Profile.
All invoices, unapplied debit and credit notes, unapplied cash,

and unapplied prepayments are included in the interest
calculation. If you selected Compound Interest in the Interest
Profile, interest invoices are also included.
If Accounts Receivable determines that interest was charged

previously, it uses the period from the date interest was last
charged to the Run Date you enter in the Create Interest Batch
form to calculate interest charges. Otherwise, it calculates interest
from the document due date to the Run Date.
To calculate interest on an overdue invoice, Accounts Receivable

multiplies the overdue amount by the annual interest rate and
the number of days in the period, then divides the result by 365
(or 366 in a leap year):
(overdue invoice amount) (annual rate) (number of days overdue)

365
Because the interest calculation also includes credit notes,

unapplied cash, and prepayments, the net interest may be
negative. If the interest calculated is negative, no interest is
charged or credited.

Calculating Accounts Receivable handles both balance-forward and open-item

interest by
customers in the same way when calculating interest on overdue
balance
balances.
Setting Up
Before
If any document is overdue beyond the grace period specified in
the interest profile (in the Charge Interest On Accounts [] Days
Overdue field), interest is charged on the total overdue balance
from the date of the oldest overdue document. Current
documents are not included in the calculation.
The period used in the interest calculation is from the due date of
the oldest outstanding document to the Run Date you entered in
the Create Interest Batch form, unless interest has already been
charged during that period. If interest has been charged
previously, Accounts Receivable uses the period from the date
interest was last charged to the Run Date.
Accounts Receivable calculates interest for the period by

multiplying the net overdue balance as of the Run Date by the
annual interest rate and by the number of days in the period, and
then it divides the result by 365 (or 366 in a leap year):
(net balance) (annual rate) (number of days in the interest period)

365
The net overdue balance includes all overdue invoices, debit

notes, interest invoices (if you selected Compound Interest in the
interest profile), adjustments, and all unapplied credit notes, cash
receipts, and prepayments.
If the net balance is negative, no interest is charged or credited.
Identifying Interest Invoices
You can specify a prefix to begin the invoice numbers that

Accounts Receivable assigns to interest invoices. This prefix
identifies interest charges on invoices, statements, and reports.
For example, you might enter a prefix of INT-.
Getting Started 251

You can also specify the number to assign to the next interest
invoice. Accounts Receivable then automatically increases this
number by 1 for each subsequent interest invoice.
Use the Numbering tab on the Options form to enter the prefix
you want to use when assigning numbers to interest invoices. If
you do not enter this information, Accounts Receivable
automatically assigns INT as the prefix and 1 as the number of
the first interest invoice.
Assigning Interest Profiles to Customer Accounts
You must create at You must add at least one interest profile in Accounts Receivable
least one interest
before you can add customer records, and you must assign an
profile
interest profile to each customer.
If you do not charge interest to certain customers, assign them to

an interest profile with 0 (zero) as the annual rate.
Assign profiles to You also assign an interest profile to each customer group and
customer groups
national account to set the default profile for new customer records,
and national
accounts but you can assign any of the interest profiles you use to your
customers, regardless of their groups or national accounts.
Adding interest Use the Interest Profiles form to create interest profiles. Enter a code,
profiles
using up to six characters, to identify the profile, a description, and
the other information that determines how interest is charged for
the profile.
Charging Interest
When you are ready to charge interest, you use the Create
Interest Batch form, specifying the accounts to charge, as
described under Charging Interest in Chapter 2 of the User
Guide.

Setting Up Payment Codes

You can enter all types of payments in Accounts Receivable,
including cash, checks, credit cards, and the other ways that your
Setting Up
Before
customers pay you, or that you refund customers.
Your Accounts Receivable system must contain at least one

payment code before you can add receipt or refund transactions.
Accounts Receivable uses the payment code you enter during

receipt entry or refund entry to add information automatically
about the type of payment. The program lists receipts separately
by payment code on deposit slips. You may also want to batch
receipts by payment code.
You should create a record for every type of receipt or refund

payment that you process. During setup, Accounts Receivable
automatically creates two payment codes, CHECK and CASH.
You can use the default records, change them, or add other
payment codes.
Adding payment Use the Payment Codes form to define payment codes. For each type
codes
of payment you process in Accounts Receivable, enter a unique
code, up to six characters, a description (such as the name of a
credit card), and the type of payment (cash, check, credit card, or
other).
Setting Up Item Records

If you want, you can set up a price list of the items you sell in
Accounts Receivable, then look up and select the item numbers
when entering invoices for your customers.
When you enter an item number with an invoice, Accounts

Receivable displays a unit of measure and price per unit from the
item record.
When you post invoices, Accounts Receivable creates general

ledger transactions for the revenue, inventory, and cost of goods
Getting Started 253

sold accounts used with the item. If you use the option to keep
item statistics, posting also updates statistics in item records.
Adding Item Records
You use the Items form to create a record for each item in your
price list.
Defining You can also create records for non-inventory items such as service
non-inventory
charges and delivery fees. For non-inventory items, you enter zero
items
as the cost, so that Accounts Receivable does not produce
transactions for the general ledger inventory and cost of goods
sold accounts when you invoice the items.
When to use item You must set up item records if you want to use item numbers for
records
invoice entry, and if you want to create transactions for the
inventory and cost of goods sold general ledger accounts.
Adding You can have an item list in Accounts Receivable even if you use
non-inventory
other Sage Accpac applications to print invoices and track inventory.
items
For example, you might use Accounts Receivable to invoice service
charges or other non-inventory items that you do not want to
include in your Inventory Control price list.
Assigning Item Numbers
Develop a logical scheme for assigning item numbers before

adding item records. Consider the order in which you want to
group items, such as in Accounts Receivable Finders, so you can
quickly select them during invoice entry.
You should also consider the order in which you want to list
items on Accounts Receivable reports. Refer to the Sorting Order
of Codes section, earlier in this chapter, for information about
how Accounts Receivable sorts item numbers and other Accounts
Receivable codes.

Entering Item Units, Prices, and Costs
In each item record, you can specify all the units (quantities) in
which you stock and sell the item, and you can enter a price and
Setting Up
Before
cost for each unit.
When you enter an item number and a unit of measure on an

invoice, Accounts Receivable automatically displays the
corresponding price per unit. Once you enter a quantity,
Accounts Receivable calculates the extended amount of the sale
(price multiplied by the number of units sold). If you change the
unit of measure, quantity, or price on the invoice, Accounts
Receivable recalculates the extended amount.
If your item records contain costs, and you use the Show Item
Cost option to display item costs during invoice entry, you can
also see the extended cost for the unit of measure and item
quantity you specified.
Multicurrency In multicurrency systems, you enter separate prices and costs in all
ledgers
the currencies you use for each unit in which you sell the item.
When you enter item numbers on invoices, Accounts Receivable
displays only the units, prices, and costs entered for the
customers currency.
Calculating Tax on Items
When you add invoices for items or save changes to existing

invoices, Accounts Receivable automatically calculates all taxes
using the tax rates specified in Tax Services and the tax
authorities and classes assigned to each item record and customer
account.
Set up tax If you charge sales taxes, you must create records in Tax Services for
authorities and
all the tax authorities and tax classes in your selling areas before you
classes in Tax
Services first can enter tax information in item records.
Assign tax In each item record, you assign the tax authorities and
authorities and
corresponding tax classes that apply where you sell the item, and
classes to item
records indicate whether you include tax in the selling price in each class. If
Getting Started 255

you report VAT (value-added tax), you can also enter a

commodity number on the Item Information tab for each item.
If an authority charges tax on a base other than item cost or

selling price, you can enter the amount of the alternate tax base in
the item record, as described in note 5 in Figure 2.1.
1 2 3 4 5
Figure 2.1. You can assign a cost, price, and alternate tax base for
each unit in which you sell an item. In multicurrency systems, you can
enter the figures for all the units and currencies you use.
c Currency. Appears only in multicurrency systems. You enter units
of measure and other information for all the currencies in which
you sell an item. When you use the item number on an invoice,
Accounts Receivable displays only the prices, units of measure,
and costs entered in the item record for the customers currency.
d Unit of Measure. Lets you specify the quantities in which you sell
the item, so you can enter a separate cost, price, and alternate
tax base for each unit. The first unit in the list appears as the
default unit of measure when you enter the item number on
invoices.
e Item Cost. Use this column to enter the cost per corresponding
unit. You can display this cost during invoice entry if you use the
Show Item Cost option on the Options form. (Do not enter a cost
for a non-inventory item if you want Accounts Receivable to
create general ledger transactions for only the revenue account
assigned to the item.)
f Item Price. Lets you enter the price that appears when you enter
the item number and corresponding unit of measure on an
invoice. You can change the price on the invoice, if necessary.
g Alternate Tax Base. Use this column to enter the amount on which
to calculate tax on sales of the item if you do not charge tax on
the item cost or price.

Entering Item Statistics

Keeping item If you use the Keep Item Statistics option, Accounts Receivable
statistics
automatically updates figures in item records when you post
Setting Up
Before
transactions. The statistics include the total amount and number
of sales and returns, total amount of cost of goods sold and gross
margin, and total quantities sold. Year-to-date statistics and the
last date on which you sold the item are also kept.
When you sell an item in more than one standard quantity (unit
of measure), Accounts Receivable keeps these statistics separately
for each unit of measure in the item record.
Entering item If you want to add item statistics during setup, you must first select
history
the Allow Edit Of (item) Statistics option on the Options form.
You then use the Items form to enter total sales, returns, and cost
of goods sold for the years, periods, and units of measure you
want to record. You can also enter the numbers sold and returned
in each unit.
After setup, you may want to turn off the Allow Edit Of Statistics
option or assign security to the Items form, to prevent accidental
changes.
Multicurrency Accounts Receivable keeps item statistics in the functional currency

ledgers
for the ledger, even in multicurrency ledgers.
Setting Up Salesperson Records

You can add a record in Accounts Receivable for each of your
salespeople, then use the salesperson code to identify the person
on transactions and reports. You can also enter an employee
number and annual sales target or quota for each salesperson.
If you use the Keep Salesperson Statistics option, Accounts

Receivable automatically updates the total amounts and numbers
of invoices, receipts, credit notes, debit notes, discounts, and
write-offs in salesperson records when you post transactions. The
Getting Started 257

option also lets you enter statistics for the year to date and for
prior years for each salesperson during setup, and edit or review
the statistics as needed.
If you want, you can assign security to the Salespersons form to

prevent unauthorized changes to figures for individual
salespersons.
Entering history If you use the options to keep and edit salesperson statistics in
Accounts Receivable, you can use the Salespersons form to enter
the amount and number of invoices, receipts, credit notes, debit
notes, discounts, and write-offs accumulated for each salesperson
for as many periods and years as you want.
Assigning sales You can assign up to five salesperson codes to each customer record
splits
and specify a percentage of the customers transactions to apply to
each salesperson record.
If you assign salespersons and sales splits to a customer record,

the percentages must total 100. For information about assigning
sales splits to customer records, see Adding Customers, later in
this chapter.
The salespersons and percentages assigned to a customer record

appear automatically when you enter an invoice, credit note, or
debit note for the customer. At that time, you can assign other
salespeople or percentages for the particular document, if you
want.
For information about using salesperson codes in invoice entry,

see the Entering Sales Splits on Invoices section in Chapter 2 of
the User Guide.
Setting Up Terms Codes

Accounts Receivable automatically keeps all the payment terms
by which your company determines invoice due dates, sets the
rates and eligibility periods of discounts for early payment, and
calculates discount bases.

Payment terms can be as simple as a due date and discount date

and rate, or they can include payment schedules to allow for any
number of installment payments.
Setting Up
Setting up terms for
Before
You can use the Multiple Payment Schedule option to set up terms
installment
codes that allow installment payments. You can define installment
payments
periods that vary in length, and use different methods to calculate
due dates and discounts. You can also set up as many installment
periods for a terms code as you need.
Calculating If you charge taxes on sales, you can specify whether to include tax
discounts before or
in the document total that Accounts Receivable uses to calculate
after tax
discount amounts.
Using standard If you use standard due dates, regardless of when the invoice was
due dates
entered, you can create a terms code with a table to calculate a due
date for each of up to four consecutive ranges of days on which
invoices were issued. You can also specify due dates that are one
or more months later.
For example, invoices entered between the first and fifteenth of

each month may be due on the thirtieth of the month, and
invoices entered between the sixteenth and the end of the month
may be due on the fifteenth of the next month.
When you use this option, you can either define discount periods
in the same way as for other terms options, or you can enter a
table of standard discount periods to which a single percentage
applies.
Defining terms You must define at least one set of terms before you can add
customer records. For each set of terms, use the Terms form in
the A/R Setup folder to enter a unique code of up to six
characters, and a description.
You also specify whether to include tax in the discount base, the
type of due date, and the discount type and rate (if there is a
discount). Type can be a time interval (a specific number of
days, or a number of days from a specific day of the month) or a
Getting Started 259

fixed date (the end of the next month, or a specific day of the next
month).
Assigning terms You assign a terms code to each customer record to set the default
codes to customer
terms that appear when you enter invoices for the customer.
records
You can choose different terms for customers during invoice
entry without changing the standard terms assigned in the
customer records. You can also change payment schedule
amounts and discount dates, and reduce discount amounts on
individual invoices. However, you cannot increase the number of
payments in a payment schedule.
Instructions for adding terms records are contained in

Step 5: Add Setup Records, in Chapter 3. For more information
about using terms codes to calculate discounts, see Calculating
Discounts in Chapter 2 of the User Guide.
Setting Up Optional Fields

This form appears in the A/R Setup folder if you use Transaction
Analysis and Optional Fields Creator, a separately licensed
package that you can purchase and use with any edition of
Accounts Receivable.
Use optional fields Optional fields let you customize your Accounts Receivable system
to customize
by letting you store an unlimited amount of additional information
Accounts
Receivable with transactions, and with customer and ship-to location records.
Because you can select records by optional field on a number of

reports, optional fields also provide an additional means of
analyzing customers and transactions in Accounts Receivable.
G/L can keep If you use exactly the same optional fields in Accounts Receivable
optional field
and General Ledger, General Ledger retains the optional field
information sent
with transactions information used in transactions that you send from Accounts
from A/R Receivable.

First, you must set You can use an unlimited number of optional fields in Accounts
up optional fields
Receivable. However, you must first define optional fields for your
for your Sage
Accpac system Sage Accpac system using the Optional Fields form in Common
Setting Up
Services. (For more information about setting up optional fields in
Before
Common Services, see the System Manager Administrator Guide.)
Define the optional Once you have set up optional fields for your Sage Accpac system,
fields you want to
you use the Optional Fields form in the A/R Setup folder to define
use in A/R
optional fields for use with the following Accounts Receivable
records and transactions:
Customers, National Accounts, and Customer Groups

Ship-to Locations
Invoices
Invoice Details
Adjustments
Receipts
Revaluation transactions
For each optional field you plan to use in Accounts Receivable,

you specify:
The type of optional field you are entering, indicating

whether the optional field is to be used with specific
Accounts Receivable setup records (customers, ship-to
locations, or items) or transactions (invoice headers or details,
adjustments, receipts, or revaluations).
You can set up an unlimited number of optional fields for

each type, providing the optional fields are set up in
Common Services for use in your system.
The optional field code for each optional field you are
defining. Note that if you want to retain optional field
information from Accounts Receivable transactions when
you create batches for General Ledger, you must use the
same optional fields for transactions in Accounts Receivable
as you use in General Ledger.
Getting Started 261

Whether or not the optional field has a default value. If you

want to set a default value for the optional field, you must set
the Value Set field to Yes.
The Value Set field alerts the data entry clerk that a
seemingly blank optional field actually has an entry. (By
looking at the Value field, you cannot tell whether it has a
blank default value or no value at all.)
The default entry to use for the optional field. If the optional
field you select requires validation, you must select a value
that is defined for the optional field in Common Services.
However, if the optional field allows blanks, you can leave
the default entry blank.
If the optional field does not use validation, you can:
Select a value that is defined for the optional field in

Common Services.
Leave the field blank.
Enter a combination of alphanumeric or special

characters and spaces. The entry must be consistent with
the type of field (text, number, date, amount, and so on)
and must not exceed the number of characters specified
for the optional field. In a Yes/No field, you can enter
only Yes or No. In an Integer field you can enter any
integer with an absolute value less than 2,147,483,647.
Whether you must fill in the optional field during data entry
before you can save the record or transaction. If an optional
field is required and has a default value, you can accept the
value that appears or assign a different one, and then save
the record.
If the optional field is required, but does not have a default

value, you must fill in the field before you can proceed.
If you make an optional field a required field, the Auto Insert

field changes to Yes. Normally, you want required fields to

appear automatically in the records or transactions for which

they are defined.
Whether the program displays the optional field and its
Setting Up
Before
default entry on the form for the type of optional field when
you set up new records or enter transactions.
For example, if you define Transit Number as an optional

field for Invoices and you select Yes in the Auto Insert field,
the Transit Number field appears automatically in Invoice
Entry.
Settings that determine whether General Ledger accounts

and Project and Job Costing can be updated with optional
field information from posted transactions, as described in
the next section, Optional Field Settings.
Assigning optional After defining optional fields, you can assign them to particular
fields to particular
customer, national account, customer group, and ship-to location
A/R records
records, as described in the section, Setting Up Customer Records,
later in this chapter.
A/R assigns Accounts Receivable assigns the optional fields you define for
optional fields
receivables transactions when you generate transactions using the
when you create
transactions following forms:
automatically
Create Write-Off Batch (adjustment optional fields)
Create Interest Batch (invoice optional fields)
Create Recurring Charges Batch (invoice optional fields)
Create Retainage Batch (invoice optional fields)
Optional Field Settings
You can and should restrict the flow of information that is

passed to General Ledger when you post transactions that use
optional fields. The Optional Fields setup form lets you specify
groups of accounts for which values for an optional field can be
passed to General Ledger. (The optional fields used in a
transaction must also match the transaction details optional fields
used for an account in order to be passed to General Ledger.)
Getting Started 263

Setting Up Customer Records
If you use Sage Accpac Project and Job Costing, you can also
specify whether optional field information for job-related
transactions is passed to Project and Job Costing, if the optional
fields match those used for billings in that program.
Important Note that while all account groups are initially selected for new
optional fields, you need to consider carefully the purpose of the
optional field you are defining. You should send values to
General Ledger only for optional fields that require financial
analysis, and only to accounts where they are required. For
example, you might want to send optional fields that contain
customer numbers or sales territories only to revenue accounts.
You do not need to send optional field information for analysis

that is performed only in Accounts Receivable. If you routinely
send all the optional fields you use in Accounts Receivable
transactions, your General Ledger may become unwieldy, and
you may also slow down processing considerably.

Accounts Receivable allows you to keep very detailed records
about your customers, and provides several options you can use
to customize the records to match your business requirements.
Use this section to find out how customer records are set up and
used in Accounts Receivable, and to choose the options that let
you process customer information and transactions to suit your
companys procedures.
Preparing to add Before you can add customer records to Accounts Receivable, you
customer records
must set up account sets, billing cycles, interest profiles, payment
terms, and customer groups. If you want to assign salespersons
to customer records, you must also set up salesperson records.
In addition, if you use Sage Accpac Transaction Analysis and

Optional Field Creator (a separately licensed package), you must

also set up in Common Services the optional fields you want to

assign to Accounts Receivable records.
To read about these tasks, see the Setting Up section for each
Setting Up
Before
type of record, earlier in this chapter.
You take the following steps to prepare for and set up customer
records in Accounts Receivable:
1. Define the customer groups. You use customer groups to

categorize customers, such as by account type (open item or
balance forward) and account set, by geographical areas, or
for reporting purposes.
This step is required, and you must create at least one

customer group.
2. Create national accounts. This optional step is available only

if you installed the separate National Accounts Management
package. You use national accounts if you deal with
subsidiaries or branches of a company and you want to treat
the company as one customer for billing, payment, and
collection purposes, but enter invoices for and ship orders to
individual branches separately.
3. Add customer records.
These steps are described in more detail in the following sections.
When you are ready to add your customer records to Accounts

Receivable, follow the instructions in Chapter 3, Setting Up
Your Accounts Receivable System.
Selecting the Account Type

Accounts Receivable maintains customer accounts in two ways,
as open item or as balance forward accounts.
Getting Started 265

Open Item
In open-item accounts, every customer transaction is kept as a

unique current balance and document number. Generally, you
apply receipts, credit notes, and debit notes to specific
outstanding invoices, or as prepayments to future invoices. If any
amount of a receipt, credit note, or debit note transaction is
unapplied after the transaction is posted, you can apply the
amount to other transactions for the same customer.
If you enter entire receipts, credit notes, or debit notes on account

(without invoice numbers) for open-item customers, you also
later apply the amounts to outstanding customer transactions.
When you charge interest on open-item accounts, you can choose

whether to charge interest on individual overdue documents or
on overdue account balances.
When using Accounts Receivable to print statements for

open-item customers, you can print statements that show all
outstanding transactions, or you can print statements that show
only activity since the last statement run.
Balance Forward
With balance-forward accounts, you generally apply receipts,

credit notes, and debit notes to the oldest customer transactions,
in order of transaction date, rather than to specific invoices or
other documents.
If you want to apply a receipt, credit note, or debit note to a

specific invoice, you can do so by entering the invoice number
with the transaction.
Interest charges on balance-forward accounts are always

calculated on the overdue account balances. You cannot charge
interest on individual documents for this account type.
Statements for balance-forward customers show a balance

brought forward, the transactions posted in the current period,
and the outstanding balance in each aging period.

Assigning Account Types to Customer Records
You assign an account type for each customer group you define.
The selected account type becomes the default account type for
Setting Up
Before
the customers and national accounts you assign to the group, but
you can select a different type for individual customers or
national accounts.
If a customer belongs to a national account, they are assigned the

same account type as the national account, and you cannot
change it.
Creating Customer Groups

You use customer groups to classify your customer records into
groups that share similar characteristics. You must define your
customer groups before you can add customer records.
Customer groups let you set default entries to speed up the task
of adding customer records and national accounts, if you use
them. You can also charge interest to a range of customer groups,
produce recurring-charge batches for them, and use them to
select accounts for which to print statements and reports.
You can add as many customer groups as you need, but you
must add at least one group.
Adding customer Use the Customer Groups form to define the customer groups you
groups
need, assigning a unique code of up to six characters to identify
each group. For information about selecting customer group
codes, see the Designing Accounts Receivable Coding Schemes
section, earlier in this chapter.
You also specify the following settings that Accounts Receivable

uses as defaults for new customer records you add to the group:
Account type (open item or balance forward)

Account set
Interest profile
Terms code
Getting Started 267

Billing cycle
Tax group and tax classes
Salespersons
Whether to print statements
If you use national accounts, described in the next section, these

default selections also appear in new national accounts you add
to the customer group. (National Accounts Management is a
separate package that is available for use with any edition of
Accounts Receivable.)
Assigning Credit Limits to Customer Groups
Accounts Receivable can perform two types of credit checks during

invoice entry. The Credit tab of the Customer Groups form lets you
select options to perform either, both, or neither of the following
credit checks for each customer group:
[Issue Credit Warning When] Total Outstanding Balance

Exceeds The Credit Limit. You select this option to generate a
warning when you add a transaction for a customer whose
outstanding balance is greater than the credit limit you
specify.
[Issue Credit Warning When] A/R Transactions Overdue By

[#] Days or More Exceed The Overdue Limit. The name that
appears for this option varies, depending on whether your
ledger is single-currency or a multicurrency one.
You select this option to generate a warning when you enter

transactions for a customer whose overdue transactions
exceed a specified amount and a specified number of days.
For example, if the option stipulates Transactions 90 Days

And Later Exceed Amount 250.00, a credit warning appears
when you enter a transaction for a customer that has
transactions worth $300 that are overdue by 90 days.

If you select this option, you also enter the number of days
overdue and the amount that a customer's overdue
transactions must exceed to issue a warning.
Setting Up
Before
In a single currency system, you specify one credit limit and one
overdue limit for outstanding transactions for all the members of
the customer group.
In a multicurrency system, you use the currency grid to specify a

credit limit and an overdue limit for each currency used in the
customer group.
If you include pending transactions during credit checks for your

Accounts Receivable system, unposted transactions in Accounts
Receivable or Order Entry can be included in the calculation of
the outstanding balance.
The credit checks you specify for a customer group appear as

default settings in new customer records or national accounts
that you add to the customer group.
Allow Edit Of Credit You use the Allow Edit Of Credit Check option to indicate whether
Check option
the customers and national accounts assigned to the group must use
the groups credit limit and overdue limit, or if they can have
other limits.
Multicurrency If you use multicurrency accounting, you enter a credit limit and an
ledgers
overdue limit in each of the currencies used by the customers in the
group. The account set you entered for the customer group
determines the default currency for the customer group, but you
may assign different currencies to individual customers.
If the currency for the account set is not the functional currency,
you also select the rate type to enter as the default rate type when
you add a new multicurrency customer record to the group. (Rate
types determine the rates at which to convert source-currency
amounts to the functional currency.)
Getting Started 269

Keeping Statistics for Customer Groups

Customer group Accounts Receivable keeps statistics for customer groups, and
statistics
displays them in the Customer Groups form. You can review
statistics by the type of year and period you specified on the
Options form for customer statistics.
For each group, the application lists the amount and number of
invoices, receipts, discounts, credit notes, debit notes,
adjustments, write-offs, interest charges, returned checks, and
paid invoices. The application also calculates and displays the
total days to pay, the average days to pay, and year-to-date
statistics for the group.
You can edit the statistics in a customer group if you select the
Allow Edit Of (customer) Statistics option on the Options form.
For more information about customer group statistics, see

Processing Options, earlier in this chapter.
Accumulating tax The totals kept for invoices, credit notes, and debit notes can include
amounts
or exclude any tax amounts that were posted with the documents,
depending on the choice you enter for the Include Tax In
Statistics option on the Options form, described earlier in this
chapter.
Assigning Optional Fields to Customer Groups
If you use optional fields, you can assign to each customer group
the optional fields and values you want to use as defaults for new
customers or national accounts that use the group code.
Any optional customer fields that you set up for automatic

insertion appear automatically, along with their default entries,
on the Optional Fields tab of the Customer Groups form.
You can accept the optional fields that are displayed as defaults,
or you can delete them. You can also assign any additional
optional fields that are defined in Accounts Receivable for
customers, national accounts, and customer groups.

You can also accept or change any entries that appear as defaults.
If the optional field is validated, you must select a value that is
defined for the optional field in Common Services.
Setting Up
Before
You can add an unlimited number of optional fields to customer
group records, providing that you first set them up:
For your Sage Accpac system, in Common Services.
For Accounts Receivable customers, national accounts, and

customer groups using the A/R Optional Fields form.
If you use the same optional fields in new national accounts and
customer records, Accounts Receivable uses the optional field
entries from the customer group as defaults in the new national
account and customer records. (If a customer belongs to a
national account, however, the values from the national account
are used.)
Creating National Accounts

National accounts are available as a separate package that you
can purchase and use with any edition of Accounts Receivable.
(Note that you must install National Accounts Management
before activating Accounts Receivable.)
If you have customers who are subsidiaries or branch offices of a

large company and you use national accounts, you can process a
single payment from the head office and apply it to the
subsidiary accounts. In one step, you can also limit the amount of
credit you extend to a company.
To use this feature, you set up a national account for the head
office, then assign the national account to the customer records
for the head office and all its subsidiaries or branches.
You also create a separate customer record for each national

account, as described in the Adding Customers section, later in
this chapter. You use this customer account when you are
Getting Started 271

applying receipts from the national account, and want to see the
transactions for all the customers in the national account.
Keep contact If you deal with a main contact person at the national account,
information for the
Accounts Receivable lets you enter telephone and fax numbers, an
national account
e-mail address, and a Web site URL for the contact on a separate
Contacts tab.
You can look up and print a report of total statistics from the
transactions posted to all the customers in each national account,
and you can print reports for one or more of your national
accounts.
You should use national accounts to process transactions for both

a head office and its branches if you want to:
Accept a single payment from a company and apply it to

outstanding invoices for all its branches.
Send invoices and statements to the head office, and send

orders to the individual branches.
Make sure that when you put a head office on hold, Accounts
Receivable warns you about the hold when you enter
invoices for its subsidiaries.
Prevent posting further transactions to customers in the

national account by assigning Inactive status to the national
account.
Apply different taxes to transactions for the head office and

its branches.
Assign the salespeople who are responsible for each national

account, and set the default salespersons and percentages for
the customers you add to the national account.
Keep a set of sales and receipt statistics for the national

account as a whole, and keep statistics separately for the
head office and each branch.

Processing Transactions for National Accounts
You enter invoices separately for each of the customers in a

national account, but you can receive a single payment from the
Setting Up
Before
head office and apply it to invoices for any of the customers in
the national account.
To be able to apply receipts to the customers of a national

account, you first set up a customer record for the national
account (as described under Adding Customers, later in this
chapter). You can then display and select any of the transactions
posted for the accounts customers when you apply receipts from
Specifying Billing and Shipping Addresses for National Accounts
If you use Accounts Receivable to print your invoices, the

application automatically prints the address from the customer
record on the invoice.
If you need separate billing and shipping addresses for the head
office of the national account and its branches, you enter the
billing address in the national account record, then create a
ship-to location record for each of the other addresses you want
to record for a branch.
For information about ship-to locations, see the Adding Ship-To

Locations section, later in this chapter.
When you enter invoices for the branches, you select the ship-to
location (address) to which you are shipping the order. Accounts
Receivable then prints the national accounts billing address on
the invoices and the selected shipping addresses on any shipping
labels you print.
Getting Started 273

Assigning Credit Limits to National Accounts
Accounts Receivable can warn you when you try to enter an

invoice or a debit note for member customer of a national account
whose:
Total outstanding balance is greater than the national

accounts credit limit.
If you use the option to include pending transactions in credit

checks (on the A/R Options form), Accounts Receivable
includes unposted transactions when calculating the
outstanding balance.
Balance of transactions overdue for a specified number of

days or more exceeds the amount specified for the national
account.
You can choose whether to add the transaction or to cancel it.
Accounts Receivable uses the credit checks specified for the

customer group as defaults when you assign a new national
account to a customer group. In turn, the credit checks used for
the national account are used as defaults when you add new
customer records to a national account.
If the customer group uses the option Allow Edit Of Credit

Check, you can specify different credit checks and credit limits
for the national account or any of its branches. Otherwise, you
must use the customer groups credit checks and credit limits for
the national accounts you assign to the group, and for the
customers you assign to the national account.
Accounts Receivable also indicates the customers and national

accounts that are over their credit limits on batch listings.
Placing National Accounts on Hold
If you do not want to post new invoices to a national account,

perhaps because there is a dispute about the account, you can
place the national account on hold. Accounts Receivable then

warns you about the hold when you enter invoices for customers
assigned to the national account. You then decide whether to
cancel the invoice or enter it.
Setting Up
Before
The option has no effect on credit notes, debit notes, receipts, or
prepayments.
Assigning Inactive Status to National Accounts
When you plan to delete a national account, you can make sure
that no further transactions are posted for its customers by
selecting Inactive as the status for the national account. You can
delete a national account only when no customers are assigned to
it and the national account balance is zero.
Inactive status allows you to keep a national account in your

Accounts Receivable system until you are ready to delete it.
For more information about the Inactive status, see the Accounts
Receivable User Guide.
Keeping Statistics for National Accounts
Accounts Receivable keeps the same period statistics for national

accounts as for customer groups, and displays them on the
Statistics tab of the National Accounts form. You can edit and
display the statistics as described in the previous section for
customer group statistics.
Accounts Receivable keeps track of additional activity statistics

for each national account, including the amount and date of the
highest balance and largest invoice in the current and previous
years, and the last invoice, receipt, credit note, debit note,
adjustment, write-off, interest invoice, and returned check posted
to the national account.
The application also calculates the total invoices paid, total days
to pay, average days to pay, and year-to-date statistics for the
account.
Getting Started 275

Assigning Optional Fields to National Accounts
If you use Transaction Analysis and Optional Fields Creator, you

can assign an unlimited number of optional fields to store
additional information you want to keep with national accounts.
Optional fields and Optional fields that you set up for automatic insertion in customer
values
group, national account, and customer records automatically appear,
along with their default entries, on the Optional Fields tab of the
National Accounts form.
You can accept the default optional fields, or you can delete
them. You can also assign any additional optional fields that are
defined in Accounts Receivable for customers, national accounts,
and customer groups.
If you use the same optional fields for the customer and the
customer group to which the customer is assigned, the values
from the customer group appear as defaults.
Default entries If no default entry is specified for a particular optional field in the
may come from
customer group record, the program displays the default value
the optional field
record assigned to the optional field on the A/R Optional Fields form.
You can accept or change the entry. However, if the optional field
is validated, you must select a value that is defined for the
optional field in Common Services.
Optional field entries from the national account appear as

defaults on the Optional Fields tab for any new customer records
you add to a national account, if the optional fields in the
customer record match those used by the national account.
Creating National Accounts
You use the National Accounts form to define the national

accounts you want to use. For each account, you specify a unique
code, up to 12 characters. (For guidance in assigning national
account codes, see the Designing Accounts Receivable Coding
Schemes section, earlier in this chapter.)

You select a customer group for each national account, and

choose the account type, account set, terms code, rate type (in
multicurrency ledgers), billing cycle, interest profile, and optional
Setting Up
fields (if you use them) that you use for most of the national
Before
accounts customers.
You can enter the address to which you send statements and
letters for the national account, as well as the telephone and fax
numbers, and the name of a contact at the head office.
This information appears as the default information in new

customer records you add to the account, so that the billing
address for the customers in the national account is automatically
that of the national account, unless you change it.
Adding Customers
You use the Customers form to add most of your customer
information to Accounts Receivable. This form lets you record
background information, such as:
The customer number (the code you use to identify the

account), as described under Assigning Customer
Numbers, later in this section.
The customers name, billing address, phone and fax

numbers, and two e-mail addresses.
A short name (an abbreviation or acronym that represents

the customer). For more information, see Entering Short
Names, later in this section.
Telephone and fax numbers and an e-mail address for a

contact person.
The tax classes used for the customer in each of the tax
authorities that apply to the customers tax group, as
described in Entering Tax Information, later in this section.
Getting Started 277

Credit information, including a credit rating, as described

under Entering Credit Information and Credit Limits, later
in this section.
Whether the account is on hold or inactive. See Assigning

On Hold or Inactive Status to Customer Accounts, later in
this section.
The names of the salespeople, if any, assigned to the account,

and the percentage of the customers transactions you
allocate to each salesperson.
The comments, instructions, or other information you want

to print on correspondence with the customer, to display
during transaction entry, or to keep for other purposes. For
more information, see Processing Customer Comments,
The date on which you started to do business with the

customer.
Whether you print statements for the customer.
Additional information your company wants to include in

the optional fields for your customer records.
For more information about optional fields, see Setting Up

Optional Fields, earlier in this chapter.
The customer group and national account, if any, to which

the customer belongs.
An optional two-character territory code that your company

uses to identify or sort customer accounts in a way that is not
otherwise available in Sage Accpac Accounts Receivable. You
maintain the information associated with each territory code
outside of Accounts Receivable, but can use the code to select
customers when printing Accounts Receivable reports and
statements.

Pricing information Pricing information. You can enter the customer price list and
customer type to use as defaults on orders that you enter for the
customer in Order Entry.
Setting Up

Before
Inventory location. You can specify an inventory location to
use as the default on shipments that you process in Order
Entry.
Whether to allow partial shipments of items for a customer.

Order Entry partially ships items only for customers that
allow partial shipments. The default setting is Yes.
Whether to allow the customer to shop at your Web store

through eTransact. The default setting is No.
Preparing to You also use the Customers form to identify the ways in which you
process customer
process transactions for each customer, specifying the:
transactions
Account type (balance forward or open item). This choice
indicates whether you apply receipts to the account balance,
or treat each transaction as a unique document and apply
receipts to specific document numbers.
Account set. An account set identifies the general ledger

receivables control, receipt discounts, prepayment liability,
and write-offs accounts to which the customers transactions
are distributed.
If a customer belongs to a national account, you can assign a

different account set than the one assigned to the national
account, provided they use the same currencies.
Multicurrency If you use multicurrency accounting, the account set also

ledgers
determines the currency for each customer, and it includes
unrealized and realized exchange gain and loss accounts.
Rate type. The rate type identifies the set of exchange rates to
use to convert amounts in the customer currency to the
functional currency.
Getting Started 279

Payment code. Accounts Receivable lets you select a default

payment code for the customer. If you do not set a default
payment code for a particular customer, Receipt Entry uses
the default payment code from the A/R Options form when
you enter a receipt for the customer.
If you accept credit cards as payment, you use the Credit

Card tab to enter the customers credit card type, credit card
number, cardholder name, and the cards expiration date.
During receipt entry, when you select the payment code for
the customers credit card, Accounts Receivable displays the
credit card information from the customer record as the
default.
Set up credit card Note that you must set up credit card types in Bank Services
types in Bank
before you can assign them to a customer or use them in Receipt
Services, first
Entry.
Payment terms you usually allow the customer. Accounts

Receivable uses this information to determine the default due
date, discount period, and discount amount to display when
you enter invoices for the customer.
Taxes (if any) you charge the customer, including the

customers tax group, authority, class, and registration
number. This information tells Accounts Receivable how to
calculate tax amounts on the customers invoices.
For more information, see Entering Tax Information, later

in this section.
Interest profile that identifies the method used to calculate

the amount of interest to charge when the customers account
is overdue.
Retainage percentage, retention period, and retainage terms,

if you use retainage accounting in your Accounts Receivable
system. Accounts Receivable uses these settings as defaults

when you enter an invoice, credit note, or debit note for the
customer.
When you add a new customer record, Accounts Receivable
Setting Up
Before
displays the settings you specified in the A/R Options form
as defaults, but you can change them.
Entering customer In addition to the information you can enter for each customer in the
statistics
Customers form, Accounts Receivable automatically adds the
statistics it collects from all transactions posted to each customer
account.
If you use the Allow Edit Of (customer) Statistics option on the

Options form, you can also enter these figures when you are
setting up a new Accounts Receivable system, and revise them as
needed. For more information, see Using Customer Statistics,
Using multiple If you need to keep more than one address for a customer, such as
addresses for a
when you send the customers orders to more than one location, you
single customer
can define as many additional addresses as you need, including a
set of default shipping details, using the Ship-To Locations form,
as described in the Adding Ship-To Locations section, later in
this chapter.
Delivery method You can also specify whether to deliver statements, letters, and
invoices to a customer by mail (by printing to your usual print
destination), or by e-mail (by printing to the customer's or the
contact's e-mail address).
Creating records If you regularly invoice the customer for the same order, such as
to invoice
monthly rent, you can create recurring charge records using the
recurring charges
Recurring Charges form, discussed under Adding Recurring
Charges, later in this chapter.
Importing You can import customer records into Accounts Receivable from
customer records
non-Sage Accpac programs, instead of entering them in the
Customers form. For information about importing records, see
the Importing and Exporting appendix in the User Guide.
Getting Started 281

Assigning Customer Numbers
You use the Customers form to add customer records. For each
new record, you assign a unique customer number of up to
12 characters, including letters, numbers, and symbols. You may
be able to continue with your present system of assigning
customer numbers.
If you do not have a logical method for assigning customer

numbers, you should develop a system before you add your
customer records to Accounts Receivable. Your system should let
you organize the records as you require, such as alphabetically,
by region, and for reporting purposes. The system should also
allow for expansion as your business grows.
If you use national accounts, you should also consider using

some portion of the national account code to begin the customer
numbers that belong to the national account. You can then more
easily identify the accounts customers and select them for
reports and other purposes.
For information about developing Accounts Receivable coding

systems, such as customer numbers, see the Designing Accounts
Receivable Coding Schemes section, earlier in this chapter.
Entering Short Names
You can enter a code or short name of up to ten characters for

each customer. Short names are a means by which you can list
customers in alphabetical order or another order on reports, and
still include the full customer name in the customer record.
To illustrate, assume you have the following four customers.

When listed alphabetically, the names appear in this order:
A. Carson & Co.

Bashaw Bulldozing
Mr. Stephen Kershaw
The Garden Restaurant

If you assign a short name that uses up to the first ten letters of
the name by which you want to list the accounts, they appear in
this order:
Setting Up
Before
Customer Name Short Name
Bashaw Bulldozing BASHAW
A. Carson & Co. CARSON
The Garden Restaurant GARDEN
Mr. Stephen Kershaw KERSHAW
You can also leave spaces, assigning Carson & C as a short

name, for example.
When you are adding a customer record, Accounts Receivable

automatically inserts the first ten characters of the customer name
as the default short name for the record, but you can enter any
short name you want to use, or not use a short name at all.
If you want, you can print short names on customer statements.

You might then want to use them for a purpose that is unrelated
to customer names.
Or, if you designed your customer numbers to list customers in

alphabetical order or in another order that meets your
requirements, you might choose not to use short names at all.
Entering Credit Information and Credit Limits
Accounts Receivable lets you enter credit information for each

customer record, including the number and rating assigned to the
customer by a credit bureau.
Assigning a credit The credit checks and credit limits specified for the assigned
limit to customer
customer group appear as defaults for new customers you add to the
accounts
group, unless you assign a customer to a national account. If the
customer is assigned to a national account, the credit information
used for the national account appears as the default.
Getting Started 283

If the customer group uses the Allow Edit Of Credit Check

option, you can change the credit checks performed for the
customer during invoice entry.
If the customer group does not use the Allow Edit Of Credit
Check option, the credit checks and credit limits that are assigned
to the customer group are also assigned to the customer, and you
cannot change them for individual customers or national
accounts.
Using credit limits If a customers account is over its own or the national accounts
during transaction
credit limit or overdue limit, Accounts Receivable warns you when
entry
you try to add a new invoice or debit note for the customer. You can
decide whether to add the transaction or not.
If you create a recurring-charge invoice that places a customer

over its credit limit or overdue limit, Accounts Receivable warns
you on the batch listing you print for the recurring-charge batch.
You must then choose whether to post the charge or delete it
from the batch.
Assigning On Hold or Inactive Status to Customer Accounts
You can place a customer account on hold when you want to

temporarily suspend the account, and you can assign Inactive as
the status when you plan to delete the account.
Entering When a customer account is on hold, Accounts Receivable warns

transactions for
you when you start to enter an invoice for the customer, and you can
on-hold accounts
choose whether to continue entering the invoice.
You can always enter and post credit notes, debit notes,
payments, and prepayments whether a customer account is on
hold or not.
You can place individual customers in a national account on hold

without placing the entire national account on hold.
Assigning inactive You assign Inactive status to customer accounts by selecting the
status
Inactive option in the customer record. You can assign this status to

a customer only if the account has a zero balance and no

outstanding or unposted transactions. You can assign Inactive
status if the account has active recurring charges, however.
Setting Up
Before
When a customer account is inactive, you cannot post further
transactions to the account, but you can retain the account in
your Accounts Receivable system for as long as you need to keep
it. When you are ready, you can use the Delete Inactive Records
form or the Customers form to delete the account.
You can assign inactive status to individual customers in a

national account on hold without making the entire national
account inactive. If a national account is inactive, however, all of
its customers are inactive as well, and you cannot post
transactions to any of the accounts.
Using Customer Statistics
Accounts Receivable keeps statistics for customers, and displays

them in the Customers form. You accumulate and view the
statistics by the type of year (fiscal or calendar) and length of
period you specified on the Options form for customer statistics.
For each customer, the application displays the amount and

number of invoices, receipts, discounts, credit notes, debit notes,
adjustments, write-offs, interest charges, returned checks, and
paid invoices.
The application also calculates and displays the total days to pay,
average days to pay, and year-to-date statistics for the customer.
Activity statistics Accounts Receivable keeps track of the year-to-date amounts and the
dates of the highest balance and largest invoice in the current and
previous years, and the last invoice, receipt, credit note, debit
note, adjustment, write-off, interest invoice, returned check, last
discount, and last revaluation posted to the customers account.
The application also calculates the total invoices paid, total days
to pay, and average days to pay for the account.
Getting Started 285

Editing statistics You can edit the statistics in a customer record if you select the
Allow Edit Of Statistics option on the Options form. For more
information about accumulating customer statistics, see
Processing Options, earlier in this chapter.
Reporting tax The totals kept for invoices, credit notes, and debit notes can include
amounts in
or exclude tax amounts posted with the document, depending on
statistics
your choice for the Include Tax In Statistics option on the Options
form.
You can also see, but not change, the outstanding balance,
number of open invoices, last statement balance, and last
statement date for the account.
Specifying Default Shipping Details for Customers
You can specify the following shipping details for each customer:
Ship-via method
Whether to allow partial shipments (used by Order Entry)
Default inventory location (used by Order Entry), so that

goods are shipped from the nearest warehouse location.
Free on board (FOB) point
Primary ship-to location
If you ship to different addresses from the one in the customer

record, you can create ship-to location records for each address.
You can then designate one of the ship-to locations as the
primary ship-to address for the customer. (For more information
about adding ship-to location records, see Adding Ship-To
Locations, later in this chapter.)
You specify ship-via methods and the FOB points in customer

records and in ship-to location records (on the Invoicing tab).

When you create a recurring charge record, an order, or an

invoice, Accounts Receivable and Order Entry (version 4.2 and
later) use the following rules to display default shipping details:
Setting Up

Before
If a primary ship-to location exists for a customer, the
address and the ship via method from the primary ship-to
location record appear by default.
If no primary ship-to location exists for a customer, the

address and the ship via method from the customer record
appear by default.
If you enter any ship-to location code in the recurring charge

record, order, or invoice, the shipping details from that
ship-to location record override the other defaults.
Accounts Receivable uses the default ship-via method and the

FOB point when you set up a new recurring charge record for a
customer. It uses the primary ship-to location by default when
you create an invoice for the customer.
Order Entry uses these defaults when you process an order for
the customer.
Assigning Optional Fields to Customer Records

can assign optional fields to store additional information you
want to keep with customer records.
You use the Optional Fields tab on the Customers form to assign
optional fields to particular customers.
Optional fields that are marked for automatic insertion in

customer records appear on the tab. You can accept the optional
fields that are displayed as defaults, or you can delete them.
You can also assign any additional optional fields that are
defined in Accounts Receivable for customers, national accounts,
and customer groups.
Getting Started 287

The program assigns default values to the optional fields, as

follows:
If the customer belongs to a national account, for optional

fields that match those used by the national account, values
from the national account record appear as defaults.
If the customer does not belong to a national account, for

optional fields that match those used by the customer group,
values from the customer group record appear as defaults.
If no default entry is specified for an optional field in either

the national account record or the customer group record, the
program uses the value specified in the optional fields
record.
You can accept or change the default entries. However, if the

optional field is validated, you must use a value that is defined
for the optional field in Common Services.
Processing Customer Comments
You can enter any number of comments in customer records,

using up to 2,500 characters for each comment.
When you enter a comment, you can also enter a follow-up date
when you want to check on the comment, as well as an expiration
date when you want to delete the comment. Once the expiration
date is reached, you can automatically delete it using the Clear
History form to clear comments for the customer number.
Entering Tax Information
If you charge taxes on sales to customers, you enter all the

necessary tax information in the customer record. Accounts
Receivable then automatically calculates all the applicable taxes
when you enter transactions for the customer.
To specify tax information in the Customers form, you first select

the tax group that includes the taxing authorities, classes, and

rates that apply in the customers geographical area. (You set up

tax groups and other tax information in the Tax Services forms in
Common Services.)
Setting Up
Before
You then select the tax class for each authority that indicates the
type of sales on which the authority charges tax to the customer.
If the customer has a tax-exemption number or a registration

number such as for the Canadian Goods and Services Tax (GST),
you also enter it for the corresponding tax class. You can print
this number on invoices and statements for the customer.
Entering Retainage Information for Customers

Default retainage If you use retainage accounting in your Accounts Receivable system,
settings for
you should also specify default settings for each customer, including
customers
the retainage percentage, retention period, and retainage terms.
When you add a new customer, Accounts Receivable displays on

the Invoicing tab of the new customer record the default
retainage percentage, retention period, and retainage terms you
specified on the A/R Options form, but you can change these
settings for individual customers.
When you enter an invoice, credit note, or debit note that

includes retainage for a customer, Accounts Receivable uses the
retainage settings from the customer record as defaults.
Adding Ship-To Locations

Ship-to locations are the addresses to which customers want you
to send the goods they order. (Invoices and statements are sent to
the address entered in the customer record.)
You can designate a particular ship-to location as the primary

ship-to address for a customer. Later, when you create a
recurring charge record, an order, or an invoice, the ship-via code
and description from the primary ship-to location record appear
Getting Started 289

as defaults. (For more information, see the following section,

Specifying Default Shipping Details for Customers.)
Accounts Receivable can keep an almost unlimited number of

ship-to addresses for your customers, and you can set the
location to use when you are entering invoices or defining
recurring-charge records.
For each ship-to location, you can enter a shipping method or

carrier, special instructions, and the tax group that applies at the
shipping address. This information appears as defaults when you
add invoices for the customer and ship-to location. At invoice
time, you can use or change the information for the particular
invoice.
You can also enter separate telephone and fax numbers, and an
e-mail address, for a contact person on the Contacts tab.
Each ship-to location can also specify the salespeople who share
in transactions posted using the code for the ship-to location, as
well as the percentage of transaction totals to allocate to each
salesperson. Accounts Receivable displays salesperson
information from the customer record as the default, but you can
change it for the ship-to location.
You can set a ship-to location Inactive, provided it is not used in

any unposted documents.
Specifying ship-to You use the Ship-To Locations form to add shipping addresses for
locations
your customers and to designate a primary ship-to location.
You can also specify a default inventory location for a ship-to

location, so that goods are shipped from the nearest warehouse
location when you process shipments using Order Entry.
Zoom You can temporarily change or add to the information for a ship-to
button
location while you are entering an invoice by clicking the Zoom
button next to the Ship-to Location field of the Invoice Entry
form.

You assign a code to identify each location, then select the code
during invoice entry to identify the address and taxes for the
order and to display the shipping method and any special
Setting Up
instructions that apply.
Before
Using Optional Fields with Ship-to Locations

can assign an unlimited number of optional fields to store
additional information you want to keep with ship-to locations.
You must first set up optional fields for ship-to locations using
the Optional Fields setup form before you can assign them to
particular ship-to location records.
If you define and use the same optional fields for customers and
ship-to locations as you use for invoices, the program can assign
optional field entries from the ship-to location record on invoices,
debit notes, and credit notes when you specify a particular
ship-to location in Invoice Entry.
Optional fields and Any ship-to location optional fields that you marked for automatic
values marked for
insertion on the Optional Fields setup form appear, along with their
automatic insertion
appear as defaults default entries, on the Optional Fields tab when you add a new
ship-to location.
You can accept the default optional fields, or you can delete
them. You can also assign any other optional fields that are
defined for ship-to locations in Accounts Receivable.
The default entry The program displays the default entry from the optional field
comes from the
record. You can accept or change the default value. However, if the
optional field
record optional field is validated, you must select a value that is defined for
the optional field in Common Services.
Adding Recurring Charges

If you have customers to whom you issue standard invoices at
regular intervals, such as charges for monthly rent, you can
Getting Started 291

define records for the charges and customers using the Recurring
Charges form.
Specifying To determine when to invoice recurring charges and how to date the
invoicing
invoice, you assign each recurring charge a schedule that you have
frequency
set up in Common Services.
Reminders to If the schedule is set up to remind users when it is due for

produce recurring
processing, the schedule appears automatically on the users
charge invoices
Reminder List when it is due.
You can set up charges to recur indefinitely or only until a

specific date.
Specifying limits for To limit the number of times you invoice a recurring charge, you can
the charge
enter an expiration date for the charge. No invoices would be
created for the charge after its expiration date.
You can also specify a maximum amount for a charge. When the
maximum amount has been invoiced to the customer, Accounts
Receivable creates no further invoices for the recurring charge.
Assigning payment You enter a terms code for each recurring charge. The code
terms to recurring
determines the due date for recurring charge invoices, as well as the
charges
discount percentage and period. You can change any of this
information on the invoice.
Invoice type You specify for each recurring charge whether to use item details or
summary details when invoices are created. Accounts Receivable
displays the default invoice type you specified on the A/R Options
form as the default for new recurring charge records.
Adding general You can distribute each detail of a recurring charge to a different
ledger and tax
distribution code or general ledger revenue account, and you can
information
specify how to calculate taxes for each charge.
You can enter negative details, providing the document total is

not negative, and you can add recurring charges whose details
sum to zero.

Adding detail Accounts Receivable also lets you enter a comment with each
comments
recurring charge detail.
Using optional If you use optional fields, an Optional Fields tab appears.
Setting Up
fields
Before
When you first add a recurring charge, the tab displays any
optional fields that you set up for automatic insertion on invoices,
and assigns default entries, as follows:
If you assigned to the customer the same optional fields you

defined for invoices, the program displays the optional field
entries from the customer record.
If you assigned to the ship-to location the same optional

fields you defined for invoices, the program displays the
entries from the ship-to location record.
If you assigned the same optional fields to the customer

record and the ship-to location record, the program displays
the entries from the ship-to location record.
If an optional field that is defined for invoices is not assigned

either to the customer or the ship-to location, the program
displays the default value specified for the invoice optional
field.
You can delete or change the optional invoice fields used with a
recurring charge, or add any that you have set up for use with
invoices.
Optional detail Any invoice details optional fields that you set up for automatic
fields
insertion are assigned to recurring charge detail.
Optional fields An Optional Fields indicator (a field or a checkbox, depending

indicator
whether you are using the detail-entry grid or the Detail
Accounts/Taxes form) shows whether a selected detail uses
optional fields. Note that the program sets this indicator you
cannot select or clear it. If you delete all the optional fields
associated with the detail, the program resets the Optional Fields
indicator.
Getting Started 293

Zoom To check or to change the optional fields that are used for the detail,
select the detail, then click the Zoom button beside the field, or press
Shift+F9. The Optional Fields form appears, where you can add
or delete optional fields for the detail. You can add any optional
fields that are defined for invoice details.
You can change the value for an optional field, as follows:
If the optional field is validated, you must specify a value

that you have defined for the optional field in Common
Services. You can leave the value blank only if the optional
field allows blanks.
If the optional field is not validated, you can either select a

value that you defined for the optional field in Common
Services, or you can enter any value that is consistent with
the type of optional field and that does not exceed the length
specified for the field.
Allocating You can assign salespeople to each recurring-charge record and

recurring-charge
enter the percentage each salesperson earns of the commission on
amounts to
salespeople the recurring charge amount.
Entering shipping You can assign a ship-to location and enter the shipping method or
information for a
carrier and any special instructions you want to print on the
recurring charge
invoices.
If you have designated a primary ship-to location for the

customer, the ship via method and the FOB point specified in the
primary ship-to location are used as the defaults when you set up
a new recurring charge record.
If there is no primary ship-to location for the customer, the

shipping details from the customer record are used instead. You
can change the ship-to location and the ship via method for the
recurring charge, if you want.
You can also enter a sales order number and purchase order
number with each recurring charge.

Importing and Exporting Accounts Receivable Records
Last Invoiced date The record for each recurring charge shows the last date on which an
invoice was created for it. This date is changed by Accounts
Receivable each time you use the Create Recurring Charge Batch
Setting Up
form to create an invoice for the charge.
Before
Entering taxes Accounts Receivable lets you enter total tax amounts and detail tax
amounts manually in recurring charge records, or you can let the
program calculate taxes for you when you create a recurring
charge batch.
If you select the option to calculate taxes automatically, the

program displays estimated taxes using the tax rates currently in
effect. If tax rates change, the tax amounts will be different when
you process the recurring charges.
Processing When you are ready to invoice the customers for the charges, you
recurring charges
use the Create Recurring Charge Batch form to create the invoice
batch automatically.
Updating recurring You can use the Update Recurring Charges form, periodically, to
charges
increase or decrease recurring charge details by a percentage or an
periodically
amount for a range of customers.
Deleting a
customer record Note: When you delete a customer record, all recurring
removes recurring charges for the customer are also deleted.
charges
For information about creating and processing invoices for
recurring charges, see the Invoicing Recurring Charges section
in Chapter 2 of the User Guide.
Importing and Exporting Accounts Receivable

Records
If are transferring accounts receivable records from another
computerized accounts receivable system, you may be able to
transfer records directly into Sage Accpac Accounts Receivable
by importing them.
Getting Started 295

Importing and Exporting Accounts Receivable Records
You can also export records from another Sage Accpac Accounts
Receivable database, edit them in a spreadsheet or other program
to change codes, amounts, and other information, then import
them into the new Accounts Receivable system that you are
setting up.
Accounts Receivable records you can import and export include:
Account sets
Billing cycles
Customer groups
Customers
Distribution codes
Dunning messages
Interest profiles
Items
National accounts
Payment codes
Recurring charges
Salespersons
Ship-to locations
Terms codes
Optional Fields
You could, for example, export customer records to a spreadsheet

to analyze the statistics. You could also export all customer
records with the same account set to a spreadsheet, change their
credit limits, then import them back into Accounts Receivable.
Or, you could export all customer records, extract their balances,
and write a program to build an invoice file of these balances.
You can also import and export transaction batches, as described

in the Importing Batches and Exporting Batches sections in
Chapter 2 of the User Guide.
Accounts Receivable can create export files in several formats,

including Microsoft Excel and Microsoft Access, Comma
Separated Values and Continuous ASCII file formats, dBase 5.0,

Entering Current and Historical Transactions
and ODBC formats. You select the format to use when you export
the data.
For information about importing and exporting Accounts
Setting Up
Before
Receivable records, see the appendix Importing and Exporting
in the User Guide and Importing and Exporting Data in the
System Manager User Guide.

To properly set up your Accounts Receivable system, you must
enter and post the current-year opening balances in your
customer accounts. If you set up partway through a fiscal year,
you must also enter and post figures for the current year, up to
the present date, and all outstanding transactions.
If you want to display and print reports of previous-year data,

you must enter those figures as well.
You can enter this data as statistical information for customer

accounts, items, and salespersons for all the previous years for
which you retain the data. You add the information you need
during setup. The application then automatically updates the
information every time you post transactions.
Entering Current-Year Data

The information in this section outlines the methods you can use
to enter the opening balances in your customer accounts and
enter any transactions that are outstanding for the current year to
date. For step-by-step instructions, see Step 9: Add Opening
Balances and Current-Year Transactions, in Chapter 3, Setting
Up Your Accounts Receivable System.
Getting Started 297

Entering Opening Balances in Customer Accounts
The method you use to create current customer account balances

depends on how much information you want to transfer to Sage
Accpac Accounts Receivable from your previous system.
You can enter the outstanding invoices in each customer account

and the transactions, such as credit notes and receipts, that have
been applied to the invoices, to establish the current balance of
each open invoice.
This is the most thorough method. It provides you with full

detail, letting you print accurate reports, reprint invoices, and
answer customers inquiries quickly.
There are other methods you may want to use to set up your
system. For example, you could add only each customers
outstanding balance on the day you start using Accounts
Receivable. Using this method, you post each customers
outstanding balance as a single invoice with a single document
date and due date, or as a single credit note, in the case of a credit
balance.
This method treats all your customer accounts as if they were

balance-forward accounts during setup. You cannot apply
receipts to specific invoices that you issued before setup, and you
cannot use Accounts Receivable to look up individual
transactions to answer customer inquiries. You also cannot print
complete invoices or correct aging reports from Accounts
Receivable for the time before you set up your system.
Another method you might choose is to start your Accounts

Receivable system as an all-new system, entering only new
invoices and other transactions that occur after setup. You then
run two receivable systems, processing existing invoices in your
previous system until they are all completed, before switching
entirely to Sage Accpac Accounts Receivable.

This system also does not let you use Accounts Receivable to
print complete receivables reports, and can cause confusion
about which system to check when tracking transactions.
Setting Up
Before
Entering Historical (Previous-Year) Data
If you need to add sales history for previous years to a new
Accounts Receivable system, you can add it quickly and easily
using the form for the type of data you want, or you can import
it.
If you use the options to keep and edit statistics, you can enter
figures for customer groups, national accounts, customers,
salespersons, and items. You can add the figures by the periods
and years you specified on the Options form.
Entering customer For each customer, customer group, and national account, you can
statistics for
enter the amount and number of invoices, receipts, discounts, credit
previous years and
periods notes, debit notes, adjustments, write-offs, interest charges, returned
checks, and paid invoices.
For customers and national accounts, you can also enter the:
Amount and date of the highest balance and of the largest

invoice for the current year and previous year.
Amount and date of the last invoice, receipt, credit note,

debit note, adjustment, interest charge, returned check,
discount, and revaluation.
Total days to pay and total number of paid invoices.
Entering item For each item and unit of measure, you can enter the:
statistics for
previous years and Amount and number of sales and returns.
periods
Total cost of goods sold.
Accounts Receivable calculates the gross margin by subtracting

cost of goods sold from sales for each unit and period.
Getting Started 299

Creating Formats for Printed Forms
Entering For each salesperson, you can enter the amount and number of
salesperson
invoices, receipts, credit notes, debit notes, discounts, and write-offs
statistics for
previous years and posted for the salesperson in each period.
periods
You can review the figures in the customer, item and salesperson
forms, and you can print them using the Statistics option in the
Setup reports for each type of data. Step-by-step instructions for
entering customer, item, and salesperson statistics are included in
Chapter 3.
If you do not need historical data right away, you do not have to
add it when you set up an Accounts Receivable system. The
application updates the figures automatically each time you post
transactions.
Creating Formats for Printed Forms

The Sage Accpac Accounts Receivable package includes sample
reports that you can adapt to print on the forms you use for
invoices, credit notes, debit notes, deposit slips, statements,
letters, refund checks, and labels. You should set up and test the
forms you want to use before you begin entering transactions.
Chapter 7, Reports, in the Accounts Receivable User Guide

gives examples of the documents you can print with the sample
Accounts Receivable report formats.
To view a list of the fields you can include when developing

formats for printing:
From the Sage Accpac program group on the Windows Start

menu, click in order: Online Documentation, Accounts
Receivable, Customizing Forms.

Setting Up Multicurrency Accounting in Accounts Receivable
Setting Up Multicurrency Accounting in Accounts

Receivable
Setting Up
This section summarizes the steps you take to set up a
Before
multicurrency Accounts Receivable system.
You use multicurrency accounting if you want to be able to

process transactions in more than one currency.
To create a multicurrency Accounts Receivable system, you:
Select the 1. Turn on the Multicurrency option for the company database,
Multicurrency
and select a default rate type in the Company Profile form in
option for the
company Common Services.
Select the euro 2. If your company uses the euro as its functional currency, turn on
option
the euro option and select a reporting currency in the Company
Profile form.
Enter currency 3. Use the Common Services Currency forms to add any currency
information in
codes you need for Accounts Receivable, and enter rates for the
Common Services
currencies you use.
When you install Sage Accpac ERP, you also install a large
set of currency codes that use standard international
abbreviations and the format and number of decimal places
that are normally used with each currency. You probably do
not need to define new codes.
Turn on the A/R 4. Use the A/R Options form to select the Multicurrency option for
Multicurrency
your Accounts Receivable system.
option
Add an account 5. Use the Account Sets form to add at least one account set for
set for each
every currency you want to use in Accounts Receivable. For each
currency
account set that does not use the functional currency, enter the
currency code and the numbers of the exchange gain and loss
general ledger accounts to use.
Add interest rates 6. Use the Interest Profiles form to add interest records that include
for each currency
a minimum interest charge and annual interest rate for each
Getting Started 2101

Where To Now?
currency used by the customers assigned to a particular

interest profile.
Add item prices in 7. Use the Items form to add pricing information for every
each currency
currency and unit of measure in which you sell each item.
Enter multicurrency When you create customer groups, select the rate type for the
information for
group and enter a credit limit in each of the currencies used by
customer records
the national accounts and customers you plan to assign to the
group.
8. When you create national accounts, select an account set that

uses the currency of the national account and the customer
accounts, then enter the credit limit in that currency. You also
enter a rate type for converting amounts in the currency to
the functional currency.
When you add customer records, assign each record to an

account set that uses the customers currency. If a customer is
part of a national account, the account set and currency are
specified by the national account, and you cannot change them.
For information on processing multicurrency transactions, see

Processing Multicurrency Transactions in Chapter 2 of the User
Guide.
For information on using the euro in Sage Accpac Advantage

Series, see Chapter 8, Entering Currency Information, in the
Where To Now?
You are now ready to set up your own Sage Accpac Accounts
Receivable system, following the steps in Chapter 3, Setting Up
Your Accounts Receivable System.
You may also want to practice processing Accounts Receivable

transactions using the lessons in the Sage Accpac Workbook.

Where To Now?
If you are unfamiliar with the operation of the System Manager,

you should read the System Manager User Guide.
Setting Up
Before

Chapter 3
Setting Up Your
Accounts Receivable System
Before You Begin .............................................................. 31
Setting Up A/R
Using Accounts Receivable with an Internet Browser .............................. 32
Overview of Accounts Receivable Setup ......................................... 32
While You Work ............................................................... 33
Guideposts to Accounts Receivable Information .............................. 35
Using Finders .......................................................... 36
Using Help ............................................................ 36
Finding Additional Information ......................................... 36
Finding Multicurrency Information ...................................... 36
Protecting Your Work .................................................. 37
Setting Up an Accounts Receivable System ....................................... 37
Step 1: Gather Data from Your Present Receivables System .................... 37
Step 2: Add Receivable Accounts to Your Chart of Accounts ................... 39
Step 3: Add Tax, Bank, and Currency Information for Accounts Receivable
in Common Services ................................................... 310
Step 4: Select Accounts Receivable Options.................................. 310
Changing Your Accounts Receivable Options ............................ 327
Select G/L Integration Options .......................................... 328
Step 5: Add Setup Records ................................................ 333
Add Account Sets ..................................................... 335
Add Billing Cycles .................................................... 337
Add Distribution Codes................................................ 339
Add Dunning Messages (Optional) ..................................... 341
Add Interest Profiles................................................... 342
Add Payment Codes ................................................... 345
Add Items (Optional) .................................................. 346
Getting Started 3i

Add Salespersons (Optional) ............................................ 351

Add Terms ............................................................ 353
Add E-mail and Fax Messages (Optional) ................................ 358
Add Optional Fields (Optional) ......................................... 359
Modifying Setup Records ............................................... 363
Step 6: Add Customer Records ............................................. 364
Add Customer Groups ................................................. 364
Modifying Customer Groups ........................................... 371
Add National Accounts (Optional) ...................................... 372
Modifying National Accounts ........................................... 380
Add Customers ........................................................ 381
Modifying Customer Records ........................................... 393
Step 7: Add Ship-To Locations (Optional) ................................... 394
Modifying Ship-To Locations ..........................................3100
Step 8: Add Recurring Charges (Optional) ..................................3101
Modifying Recurring Charges ..........................................3110
Step 9: Add Opening Balances and Current-Year Transactions................3111
Step 10: Add Customer Statistics (Optional) ................................3116
Step 11: Add Item Statistics (Optional) .....................................3120
Step 12: Add Salesperson Statistics (Optional)...............................3122
Step 13: Design Customer Invoices, Statements, Deposit Slips, Labels,
Checks, and Letters ...................................................3123
Where To Now? ..............................................................3125
3ii Sage Accpac Accounts Receivable

Chapter 3
Setting Up Your
Accounts Receivable System
This chapter contains instructions for creating an Accounts
Setting Up A/R
Receivable system suited to your business. It also describes how to
transfer your existing receivable records to Sage Accpac Accounts
Receivable after you have set up the system.
The purpose of this chapter is to get you up and running quickly.

The instructions assume you have read Chapter 2, What You Need
to Know Before Setting Up Accounts Receivable, and have decided
on the options you want to use in your Accounts Receivable system.
Using the Setup If you are using the Setup wizard to create a new Sage Accpac
wizard
database, refer to the instructions in the System Manager Quick Start
Guide, then return to this chapter to complete Accounts Receivable
setup. The Setup wizard activates Accounts Receivable and lets you
choose Accounts Receivable options.
Converting from If you are converting from the ACCPAC Plus version of Accounts
ACCPAC Plus
Receivable, first read the instructions in the Converting from ACCPAC
Plus Accounting manual before following the steps in this chapter.
Before You Begin

Install and set up Before taking the steps in this chapter, you must install the Sage
the Sage Accpac
Accpac System Manager, create system and company databases,
System Manager
first choose some company-wide options in Common Services, and
install and activate Bank and Tax Services.
Getting Started 31

Using Accounts Receivable with an Internet Browser
If you use Sage Accpac General Ledger, you must also add the
general ledger accounts you need for the account sets you want to
use in Accounts Receivable.
Install and activate Accounts Receivable according to the

instructions in the System Manager User Guide.
Using Accounts Receivable with an Internet Browser

All Accounts Receivable forms are designed to enable users at
remote locations to enter and view data using an Internet browser.
If you are using Accounts Receivable through a browser, you

navigate the program a little differently than you would from the
Sage Accpac desktop, by clicking rather than double-clicking to open
a Sage Accpac program or form.
To find out how to set up your system for use on the Web and how
to sign on to Sage Accpac through your browser, see the System
Manager Administrator Guide and User Guide.
Overview of Accounts Receivable Setup

Once you have activated the Accounts Receivable program for your
company database, you are ready to set up the Accounts Receivable
ledger.
The flow chart on the next pages lists the tasks involved in setting up
a Sage Accpac Accounts Receivable system. The step numbers
identify the sets of instructions that explain the tasks more fully in
the rest of this chapter.

While You Work
While You Work

Use the Setup You can simplify the setup process by using the Setup Checklist,
Checklist as a
checking off each step as you complete it. Appendix A, Setup
guide
Checklist, in this guide, contains a sample checklist and tells you
how to print it.
Review What You When you need background information before making a choice,
Need to Know...
While consult Chapter 2, What You Need to Know Before Setting Up
ou Accounts Receivable, in this manual.
Setting Up A/R
Work
Using a mouse or Depending on your preference, you can use your mouse or your
keyboard
keyboard to move from field to field, or from tab to tab, to enter data
in the forms. For information about using a mouse or keyboard, see
the appendix Using a Mouse or Keyboard, in the System Manager
User Guide.
Skip steps that do not apply to the way you will use Accounts
Receivable.
Getting Started 33

While You Work
Step 1: Gather data from present receivables system
Step 2: Add required Accounts Receivable accounts to the general

ledger chart of accounts
Step 3: Add Accounts Receivable tax, bank, currency, security

information, and optional fields (if used) in Common Services
Step 4: Select Accounts Receivable and G/L Integration options
Step 5: Add Accounts Receivable records to assign to customers

Account sets Distribution codes Salespersons (optional)
Billing cycles Interest profiles Dunning messages (optional)
Terms Payment codes E-mail/Fax messages (optional)
Items (optional) Optional fields (optional)
Step 6A: Add customer groups
Use national accounts in Accounts Receivable?
yes no
Step 6B: Add national accounts
Step 6C: Add customers
Send orders to more than one address for some customers?
yes no
Step 7: Add ship-to locations

While You Work
Regularly invoice customers for the same charges?
yes no
Step 8: Add recurring charges
Step 9A: Add opening balances and outstanding transactions
Setting up partway through a fiscal year?
yes no
Setting Up A/R
Step 9B: Add year-to-date
transactions
Need statistics for prior years and periods?
yes no
Steps 10 through 12: Add

customer, group, national account,
item, and salesperson statistics
Print invoices and other forms from Accounts Receivable?
yes
Step 13: Design or modify formats to

print invoices, deposit slips, statements,
letters, and labels (optional)
Figure 3.1. Flow chart of steps for setting up Accounts Receivable.
Guideposts to Accounts Receivable Information

This section describes the icons you see throughout this chapter
which identify information or suggestions that help make setup
easier and protect the work you have done.
Getting Started 35

While You Work
Using Finders
Use the When you see a Finder icon beside a field in a Sage Accpac form,
Finder
you can use it to display a list of possible entries for the field. Use
your mouse to click the Finder button or press F5 on your keyboard.
To choose a record quickly from a long list, select the Auto Search
option. Then, type the characters that the record starts with or
contains. The Finder displays the subset of records that match your
search criteria.
To choose from a Finder list, use your mouse or an arrow key to

select (highlight) a record, then double-click or press Enter.
Using Help
If you have questions or encounter error messages as you work in

Sage Accpac applications, press the F1 key, click Help on the menu,
or click the Help button in a dialog box to display information about
the form, fields, or message on your screen.
To get help on a specific topic, click Contents on the Help menu and
choose a topic from the list, or click the Index tab, type the word you
want to search for, then choose from the list.
Finding Additional Information
Further The Information icon provides page number references to other

reading
sections in the Accounts Receivable manuals that contain
background information about the setup tasks. You should read the
suggested sections when you need more information about the task
you are trying to accomplish.
Finding Multicurrency Information
Multicurrency The multicurrency icon identifies information and instructions that

ledgers
apply to you only if you use multicurrency accounting with
Accounts Receivable. If you do not use multicurrency accounting,
the icon also lets you easily recognize sections you can skip.

Setting Up an Accounts Receivable System
Protecting Your Work

Check data Throughout this chapter, the microscope icon in the left margin
integrity,
reminds you to check data integrity and make backups of your Sage
make
backups Accpac data. Do not ignore this suggestion.
As a rule, you should check integrity and back up your data any
time you have added records that would be time-consuming to have
to enter a second time.
You should also always check data integrity and make a backup
Setting Up A/R
copy before you post batches or do other tasks that change your
Accounts Receivable data.
For information about checking data integrity and making backups,

see the chapter Checking Data Integrity and Making Backups, in
the System Manager User Guide.

This section guides you through the process of setting up Sage
Accpac Accounts Receivable. The instructions in each step list the
information you must enter to define a record, as well as optional
information you may want to enter or that you may need for your
particular system.
If you are not familiar with how to navigate through the forms in
Sage Accpac, see the appendix Using a Mouse or Keyboard, in the
Step 1: Gather Data from Your Present Receivables System

After you have activated your Sage Accpac Accounts Receivable
data files, you must add the data from your companys present
receivables system to Sage Accpac.
Getting Started 37

Refer to To begin, gather all your current accounts receivable records. These
existing
can be manual records or printed listings and reports from other
records
accounting software, such as:
Step 1: A list of any general ledger accounts you need to add to General
Gathe Ledger for your accounts receivable system, including
r Data receivables control, receipt discounts, prepayment liability,
From retainage, and write-off accounts.
Your Multicurrency If you use multicurrency accounting, also list the numbers of the
Presen ledgers
accounts you use for unrealized exchange gain, unrealized
t
exchange loss, realized exchange gain, realized exchange loss,
Receiv
and exchange rounding.
ables
Syste See also These accounts are described in Setting Up Account Sets in
m page 2-40
Chapter 2.
A list of your customers and the data you keep for each
customer account, including year-to-date and previous-year
statistics.
Recurring charges information (if any).
Aged accounts receivable listing as of the date you are

transferring the information, including full account details for
invoices, credit notes, and debit notes, if possible.
Lists of the codes and other information you use to set up

customer records, account sets, billing cycles, distribution codes,
interest profiles, payment codes, salespersons, payment terms,
items, customer groups, national accounts, shipping
destinations, additional information you may want to track in
optional fields, and territories.
Samples of the preprinted or laser-printed forms for the invoices,

credit notes, debit notes, deposit slips, statements, letters, and
labels you use for your customers.

Step 2: Add Receivable Accounts to Your Chart of Accounts
Multicurrency If you use a multicurrency Accounts Receivable ledger, a list of

ledgers
the source currencies in which you deal and a list of current
exchange rates.
Use the Setup Use Setup checklist you printed and filled out while reading
checklist
Chapter 2, What You Need to Know Before Setting Up
Consider importing You may be able to enter much of the data by importing it from
the data
another application.
You can import data into Sage Accpac Accounts Receivable for
customer groups, national accounts, customers, account sets, billing
cycles, distribution codes, dunning messages, interest profiles,
optional fields, payment codes, items, salespersons, and terms codes.
To see whether you can make use of the import option, read
Appendix B, Importing and Exporting, in the User Guide.
Step 2: Add Receivable Accounts to Your Chart of Accounts

Step 2:
Add In Sage Accpac General Ledger or, if you do not use it, in another
Receiv general ledger, add the accounts you need for your Accounts
able Receivable data, including:
Accou
nts to Receivables control
Your Receipt discounts
Chart Prepayment liability
of Revenue
Accou Write-offs
nts Interest income
Retainage (if you use retainage accounting)
Multicurrency If you use multicurrency accounting, also add accounts for:

ledgers
Unrealized exchange gain
Unrealized exchange loss
Realized exchange gain
Realized exchange loss
Rounding (due to exchange differences)
Getting Started 39

Step 3: Add Tax, Bank, and Currency Information for Accounts

tep 3: Receivable in Common Services
Add
ax, Tax and Bank Use the Tax Services and Bank Services forms in Common Services
Services
ank, to enter the tax and bank information used by Accounts Receivable.
nd For information about these services, see the Tax and Bank User Guide.
Curren
Multicurrency If you use currency codes or currencies not yet included in the
y ledgers
Common Services Currency forms, add the currencies you require,
nform
and enter rates for each currency, as described in the System Manager
tion
User Guide.
Step 4: Select Accounts Receivable Options

After you install the system and activate Accounts Receivable, you
ep 4: enter information in the A/R Options form (available in the Setup
lect folder) to specify how you want your Accounts Receivable system to
ccou operate.
s
eceiv If you need to make changes after setup, you can modify the
ble information in the A/R Options form.
ption You also enter information in the G/L Integration form (available in
the Setup folder) to determine how your Accounts Receivable system
interacts with General Ledger, including the types of information to
send with the transactions created in Accounts Receivable for General
Ledger. See the section Select G/L Integration Options for
step-by-step instructions on selecting these options.
Note that you may need to refresh your data by reopening your
company for some of these options to take effect. For example, if you
select the option to process recurring charges, you need to reopen
your company using the Open Company form to display the icons
related to recurring charges.
The A/R Options form contains the following tabs:
Company
Processing

Transactions
Numbering
Statement
Retainage (if you use retainage accounting)
Help Remember to press F1 or choose a Help key any time you want more
information or have questions about the Options form.
If you are not familiar with choosing commands or moving your

cursor around in Sage Accpac forms, refer to the appendix Using a
Mouse or Keyboard, in the System Manager User Guide.
See also For background reading about setup options, see Choosing
page 2-2
Accounts Receivable Options in Chapter 2 of this manual.
To select Accounts Receivable options:
1. Choose the Options icon in the A/R Setup folder to display the
first tab of the Options form.
The company name and address displayed on this tab are taken
from the Company Profile form in Common Services. You can
change this information only in Common Services.
However, you can enter a separate contact name and telephone

and fax numbers for Accounts Receivable on this tab.
The Company tab

of the Options
form
Getting Started 311

2. If required, change the entries on the Company tab as follows:
Contact Name. Type a name to identify a contact person or

position in the company for whom you are creating the Accounts
Receivable system, or use the field for your own purposes.
Telephone Number / Fax Number. Type the telephone and fax

numbers of the company for which you are setting up records.
The format used for telephone numbers depends on whether the

Format Phone Number option is selected in the Company Profile
form in Common Services.
3. When finished, click the Processing tab.
The Processing tab

of the Options form
4. Complete the Processing tab as follows:
Currency Multicurrency. Select this option if you want to use more than
Options
one currency in your Accounts Receivable system.
The option does not appear in Accounts Receivable unless you

chose it on the Options tab of the Company Profile form in
Common Services.
You cannot turn off You can turn the option on at any time, but you cannot turn it
the Multicurrency
off again once you select it and save your choice in the Accounts
option
Receivable Options form.

Processing Options Process Recurring Charges. Select this option if you want to be
able to automatically create invoices for customers to whom you
bill standard amounts on a regular basis, such as monthly rent.
Use the Recurring Charges setup form, as described in Step 8,

later in this chapter, to create recurring-charge records and
assign them to your customers. You can then use Accounts
Receivable to create an invoice batch of the charges when they
are due.
Force Listing Of All Batches. Select this option if you want to

make sure that lists of all invoice, receipt, and adjustment
batches are printed before the batches are posted.
When you use the option, you cannot post batches until you
print listings for them, and you must print new listings for
batches you edit.
You can change your choice for this option at any time.
Allow Edit Of Imported Batches. Use this option if you want to

be able to revise information in batches that you import from
non-Sage Accpac programs.
Do not use the option if you want to make sure that imported
batches are posted without changes. If you do not use this
option, you must correct batches containing errors in their
source applications, and then import corrected transactions into
Allow Edit Of External Batches. If you want to be able to edit

batches that you create in Sage Accpac Order Entry or Project
and Job Costing (if you use them) and send to Accounts
Receivable, select this option.
Do not use the option if you want to make sure that exported
batches are posted without changes.
Getting Started 313

Keep History. Select this option if you want to be able to:
Drill down from the General Ledger Transaction History

form to the original Accounts Receivable transaction and to
originating transactions in Order Entry.
Reprint posted invoices.
Reprint deposit slips from posted receipt batches.
Produce custom reports from posted details.
View posted invoices, payments, and adjustments in the

entry forms.
This option can be turned on or off at any time. If you turn off
this option, the system stops storing posted transactions and you
are no longer be able to drill down from General Ledger to
documents posted after turning off the option, although
previously posted history remains intact.
Use retainage Retainage Accounting. Select this option if your customer

accounting
invoices are subject to retainage, or holdbacks.
When you select this option, Accounts Receivable displays a

Retainage tab on the Options form, allowing you to select
retainage defaults.
See also For more information about retainage accounting, see the section
page 2-6
Using Retainage Accounting, in Chapter 2.
Keep [ ] Statistics. Select this option to keep statistical

information for customers, national accounts, customer groups,
sales of items, and salespersons. (Keep Statistics is the default
setting.)
Customer, National Accounts Receivable automatically accumulates statistics from

Account, and
the transactions you post to customer accounts, and displays
Group Statistics
them in the Customers, National Accounts, and Customer
Groups forms. The program also retains statistics on items and
salespersons.

See also For information about keeping statistics, see Accumulating

page 2-7
Customer, Item, and Salesperson Statistics in Chapter 2.
Using the options in this section, you can specify whether to

allow users to change statistics, whether to include taxes in the
totals kept, and how frequently to update statistics.
Allow Edit Of Statistics. Select this option if you want to be able

to enter or revise year-to-date or previous-year totals for
customers, national accounts, and customer groups.
You can select this option only if you have selected the Keep
Statistics option.
Use this option You may want to turn on the option while you are setting up
when setting up
your Accounts Receivable system, particularly if you are
partway through
an accounting creating the system partway through an accounting year. You
year can then enter more complete receivables records by adding the
statistics from your previous system.
Once your system is operating, you may want to turn off the
option because the program automatically updates the statistics
when you post invoice, adjustment, and receipt batches.
Include Tax In Statistics. Use this option if you charge tax on

invoices and you want to include tax amounts in the invoice
totals kept for each customer, national account, and customer
group. If you do not use the option, Accounts Receivable adds
only before-tax totals to the statistics.
You can select this option only if you have selected the
corresponding Keep Statistics option.
Accumulate By / Period Type. Use these options to indicate

whether you report statistics by fiscal year or calendar year, and
to specify the period type to use.
If you choose to accumulate by calendar year, the starting date for

statistics is January 1. If you choose to accumulate by fiscal year,
the starting date is the first day of your fiscal year, as specified in
Getting Started 315

the fiscal calendar in Common Services. Choose the type of year

by which you kept these statistics in your previous system.
Use the same If you plan to enter historical data, ensure you choose the same
periods as in your
period and year types as used in your present system.
present system
Add statistics to the Customers, National Accounts, and
Customer Groups forms in Step 10. Add statistics to the Items
form in Step 11 and to the Salespersons form in Step 12.
Credit Checks Include Pending A/R Transactions in Credit Check. Select this
option to include pending (unposted) Accounts Receivable
transactions during credit checks.
Include Pending O/E Transactions in Credit Check. Select this

option to include pending transactions from Order Entry (for
example, orders that have not been shipped, or shipments that
have not been invoiced) during credit checks.
Include Pending Other Transactions in Credit Checks. Select

this option if you want programs from other software
manufacturers (third-party products) that you use with Sage
Accpac to include unposted transactions during credit checks.
Default Number Of Days To Keep Comments. Specify the

default number of days to keep any comments you enter in
customer records.
5. When finished, click the Transactions tab.
The Transactions
tab of the Options
form

6. Complete the Transactions tab as follows:
Invoice options Default Invoice Type. Specify the type of details you normally
use on invoices as the default for Invoice Entry. You can choose
Item or Summary.
Accounts Receivable displays this invoice type as the default

when you create a new invoice batch or enter a new document in
Invoice Entry, or when you start a new recurring charge record.
Default tax Calculate Taxes Automatically. Select the Calculate Taxes

calculation
Automatically option if you want to use automatic tax
method
calculation as the default on the Invoice Entry form.
You can change the method for individual invoices, debit notes,
and credit notes when you enter them.
Calculate Tax Reporting Amounts Automatically. Select this

option if you want to use automatic tax calculation as the default
method for calculating tax reporting amounts on invoices.
If you report taxes in a currency different from your customers

currencies or your functional currency, invoices show the tax
amount in the tax reporting currency, along with the exchange
rate used for the conversion.
You can change the calculation method for particular invoices in

Invoice Entry.
Invoice Entry Use Item Comment As Default. Use this option to display any
options
comments from item records when you are entering invoice
details.
Show Item Cost. Use this option to display the extended item
cost (quantity x cost per unit) when you add items to invoices.
Invoice printing Allow Printing Of Invoices. Use this option if you want to use
options
Accounts Receivable to print invoices.
Getting Started 317

Allow Edit After Invoice Printed. Use this option to allow changes
or deletions in invoice batches after you have printed invoices
for them.
You can select the option only if you also select the Allow
Printing Of Invoices option.
Receipt options Default Transaction Type. Select one of the following

transaction types as the default to be used during receipt entry:
Receipt
Prepayment
Unapplied Cash
Apply Document
Miscellaneous Receipt
Default Order Of Open Documents. Select the order in which

to list documents (transactions) when you apply cash, checks,
and other receipts to customer accounts in the Receipt Entry
form.
You can choose to list open documents by:
Document Number. Begins with the lowest document

number for each transaction type.
PO Number. Lists documents by their purchase order

numbers, beginning with the lowest purchase order number
and earliest document.
Due Date. Lists by due date, beginning with the oldest

(earliest) due date.
Order Number. Lists documents by their sales order

numbers, beginning with the lowest order number and
earliest document.
Document Date. Lists by the date entered with the

document, beginning with the oldest date.

Current Balance. Lists by outstanding balances, beginning

with the smallest balance.
Default Payment Code. Select the type of receipt you process

most often.
When you enter receipts, you have to enter the payment code
only when it is different from the type you specify here.
See also Initially, Accounts Receivable has payment codes defined for
page 3-45
cash, check, and credit card. If you want to use another type,
you must first add it using the Payment Codes form, as
described under the Add Payment Codes heading in Step 5:
Add Setup Records, later in this chapter.
Default Bank Code. Select the code for the bank account to
which you most often deposit receipts.
You must use one of the bank codes defined in the Bank Services
form in Common Services. For information about setting up
bank accounts, see the Tax and Bank User Guide.
Include Pending Transactions. This option lets you include

unposted transactions in pending balances when applying
receipts in Receipt Entry. Select one of the following alternatives:
None
Receipts
Receipts and Adjustments
All
Allow Printing Of Deposit Slips. Select this option if you want to

use Accounts Receivable to print deposit slips.
Create Deposit Slip When Receipt Batch Is Created. This

option is available if you also select the Allow Printing Of
Deposit Slips option.
Select the option to create a new deposit slip whenever you add
a new receipt batch.
Getting Started 319

Do not select the option if you want to be able to assign several

batches to a single deposit slip.
Allow Edit After Deposit Slip Printed. Select this option if you
want to be able to edit or delete receipt batches after printing
deposit slips for them.
This option appears only if you first select the Allow Printing Of
Deposit Slips option.
Force Printing Of Deposit Slips. Select this option to make sure

that you print deposit slips for receipt batches before posting the
batches.
This option affects only batches that contain receipts, such as

cash and checks, that you deposit in a bank account. The option
appears only if you select the Allow Printing Of Deposit Slips
option.
Allow Adjustments In Receipt Batches. Select this option if you

want to be able to enter adjustments or quickly write off small
amounts while entering receipts, rather than having to enter the
transactions separately.
Allow Edit After Receipt Printed. Select the Allow Edit After
Receipt Printed option if you want to be able to change or delete
existing receipts after you have printed receipt confirmations.
Check For Duplicate Checks. Select whether to display an

error, a warning, or no message when you attempt to issue a
refund check that uses the same number as an existing check for
the same bank.
7. When finished, click the Numbering tab.

8. Select numbering options as follows:
Document Accounts Receivable assigns a unique number to each document

numbers
you add to a batch. The number is a combination of a prefix you
use to identify the transaction type and a number that Accounts
Receivable assigns sequentially, starting with the number you
specify.
You specify a prefix and next number for recurring-charge

invoices only if you selected the Process Recurring Charges
option on the Processing tab.
See also Prefix. Type the prefixes you use in your existing document
page 2-21
numbers, or use the default prefixes you see on the tab.
Next Number. Type the number you want to assign to the next
document of each type, either to continue with an existing
numerical sequence, or to start a new set of numbers.
Length. Use this field to restrict the length of document

numbers. You can use a maximum length of 22 characters,
including prefixes, in document numbers.
Next Invoice / Receipt / Adjustment /Refund Batch Number.

These fields display the numbers that will be assigned to the
next invoice batch, receipt batch, adjustment, and refund batch
that you create. Accounts Receivable updates the numbers each
time you create a new batch.
Getting Started 321

Next Invoice / Receipt / Adjustment / Refund / Revaluation

Posting Sequence. These fields display the posting sequence
numbers that will be assigned the next time you post an invoice
batch, receipt batch, adjustment, refund, or revaluation batch.
Accounts Receivable updates the numbers each time you post.
9. When finished, click the Statement tab.
The Statement tab

of the Options form
10. Complete the Statement tab as follows:
Specifying default 11. Aging Periods. Use these fields to set the default time periods
aging periods
into which Accounts Receivable groups outstanding transactions
or balances for the Aged Trial Balance and Aged Retainage
reports and for customer statements.
Dunning Messages. Type the message you want to print on

customer statements for account balances in each aging period.
If you age receivables by document date instead of due date, you

should type the same message for both the current period and
the first aging period, because balances in the first aging period
are not likely to be overdue.
The messages you enter on this tab become the default set of
dunning messages that appears in the Dunning Messages form
where you can add additional sets of messages.

Print Zero-Balance Statements. Use this option if you normally

print statements for all your customers, whether their accounts
have outstanding balances or not.
Age Unapplied Credit Notes And Debit Notes. Select the

method you use to assign unapplied credit notes and debit notes
(notes that are not yet assigned to a specific invoice) to aging
categories:
As Current. Assigns unapplied credit notes and debit notes

to the current aging period.
If you select this option, Accounts Receivable does not use

the notes in calculating the balances on which you charge
interest.
In addition, you cannot select credit notes and debit notes as

transaction types to write off in the Create Write-Off Batch
form, if you choose to write off overdue transactions.
By Date. Includes each unapplied credit and debit note in

the aging period containing its document date.
Age Receipts, Unapplied Cash And Prepayments. Select the

method you use to assign receipts, unapplied cash, and
prepayments to aging categories:
As Current. Includes receipts, unapplied cash, and

prepayments in the current aging period. Accounts
Receivable does not include the transactions when
calculating interest charges.
By Date. Includes receipts, unapplied cash, and

prepayments in the aging periods that contain their
document dates.
12. When finished, click the Retainage tab. (The Retainage tab
appears only if you selected the Retainage Accounting option on
the Processing tab.)
Getting Started 323

The Retainage tab

of the Options form
You use the Retainage tab to specify default settings and

numbering options for transactions that include retainage and
for the automatic processing of outstanding retainage.
13. Complete the Retainage tab as follows:
Default Retainage Percentage (optional). Enter the percentage

of the document total to withhold on invoices, credit notes, and
debit notes. This percentage appears as the default when you
add new customers, but you can change the retainage (or
holdback) percentage for particular customers in the customer
record.
Default Retention Period (optional). Enter the number of days

from the original document date that the customer can withhold
the retained amount. The program determines the default
retainage due date by adding the retention period to the original
document date.
Multicurrency Default Retainage Exchange Rate. If you use multicurrency,

ledger
specify whether to use the current exchange rate or the exchange
rate from original documents as the default for retainage
documents.
Report Tax. Specify when to report tax on retainage. You can

select:

At Time Of Original Document to report tax on retainage

when you post original documents that include retainage.
(Use the Base Retainage Amount On field to specify whether
to base retainage on amounts before tax or after tax.)
As Per Tax Authority to report tax on retainage as specified

for each tax authority in Tax Services.
If the tax authority specifies that tax is reported when you

post original documents, Accounts Receivable calculates the
tax amount and updates the tax tracking reports
immediately when you post original documents.
If the tax authority specifies that tax is reported when you

post retainage documents, Accounts Receivable calculates
the tax amount when you post the original document, but it
does not update the tax tracking reports until you post the
retainage document.
If you select this option for Accounts Receivable, retainage

amounts are based on amounts before tax for all tax
authorities and customers.
Base Retainage Amount On. If you selected At Time Of

Original Document for the Report Tax option, use this field to
specify whether retainage is calculated for the document before
or after tax is included.
Use Separate Document Numbering When Creating Retainage

Documents (optional). Select this option to use a separate
numbering system to identify retainage documents that you
generate using the Create Retainage Batch form.
When you select the option, a numbering grid becomes

available, letting you specify the next number, length, and prefix
to assign to retainage invoices, credit notes, and debit notes
(processed to clear outstanding retainage).
If you do not select the option, the program assigns the next
invoice, credit note, or debit note number specified on the
document numbering grid on the Numbering tab.
Getting Started 325

Number Of Days In Advance To Create Retainage Documents.

Enter the default number of days before the retainage due date
that you can generate retainage documents using the Create
Retainage Batch form. (You can change the number of days for
specific batches.)
When you create a retainage batch, the program generates

documents only for retainage that is due or will become due
during the period encompassed by the specified number of days
in advance.
Schedule To Use For Automatic Creation Of Retainage

Documents (optional). Enter or use the Finder to select the code
for the schedule to use, if you want to process retainage from the
Reminder List.
Zoom If the schedule does not yet exist in Common Services, you can
button
click the Zoom button, then create the schedule using the
Schedules form that opens. You can also click the Zoom button
after entering a schedule code to view information about the
schedule.
For information on using schedules and the Reminder List, see

the System Manager User Guide.
Last Invoiced (display only). The Retainage tab displays the

date that you last ran Create Retainage Batch from the Reminder
List.
14. When finished, click Save.
15. To print a list of the options you chose for your Accounts
Receivable system, click Print on the File menu or choose the
Options icon from the Setup Reports folder.
16. Click Close to close the Options form.
For information about setting up your printer and printing Sage

Accpac reports, see the chapter on printing in the System Manager
User Guide.

Changing Your Accounts Receivable Options
After setup, you can change any of the choices you made and
information you entered in the A/R Options form, with the following
exceptions and restrictions:
You cannot turn You can select the Multicurrency option at any time, but cannot
Multicurrency off
turn it off again once you select it and save the change.
Be careful You can change the type of year (fiscal or calendar) and period
changing the
by which you accumulate customer, item, and salesperson
method of keeping
statistics statistics, but should do so only at year-end. If you change either
method partway through a year, the statistics already
accumulated will be incorrect or in the wrong period.
For a more detailed explanation, see the Accumulating

Customer, Item, and Salesperson Statistics section in Chapter 2.
Turning off the If you stop keeping history, you can no longer drill down from
Keep History option
General Ledger to source documents in Accounts Receivable
and Order Entry.
Turning off the You can turn off the Retainage Accounting option only if there
Retainage
are no unposted batches that include retainage and there are no
Accounting option
outstanding retainage amounts.
You cannot You cannot change most of your choices in the A/R Options
change some
form if other Accounts Receivable forms are open or other users
options while other
Accounts are working with the Accounts Receivable database.
Receivable forms
are open You can change the information on the Company tab, the
information entered for optional fields, and dunning messages
at any time.
For further information about updating and changing Accounts

Receivable options, see Changing Accounts Receivable Options in
Chapter 3 in the User Guide.
Getting Started 327

Select G/L Integration Options
tep The G/L Integration form provides options that let you control how
: your Accounts Receivable system interacts with General Ledger, and
Ad lets you specify the types of information to send with the
transactions you send to General Ledger from Accounts Receivable.
etu
1. From the A/R Options folder, choose the G/L Integration icon.
Rec The G/L Options form appears, with the Integration tab
rds displayed as follows:
The Integration tab

of the G/L
Integration form
2. Complete the Integration tab as follows:
G/L Transactions Generated Through. These fields display the

posting sequence numbers for which you have created general
If you create the transactions during posting, the sequence

numbers are the same as the last posting sequence numbers you
see for each type of batch on the Numbering tab on the A/R
Options form.
If you use the Create G/L Batch icon to create general ledger
transactions, the sequence numbers identify the last posting

Step 5: Add Setup Records
sequence of each batch type for which you have created the
transactions.
Multicurrency If you use multicurrency accounting, revaluation transactions

are created for the exchange gain and loss general ledger
accounts when you revalue your Accounts Receivable ledger.
Create G/L Transactions. Use these settings to specify when to

create general ledger transactions:
During Posting. Select this option to automatically create

general ledger transactions when you post Accounts
Receivable batches.
On Request Using Create G/L Batch Icon. Select this option

if you want to use the Create G/L Batch form to create
general ledger transactions.
Create G/L Transactions By. Select one of the following options

to specify how to create general ledger transactions:
Adding To An Existing Batch. Choose this option to add new

general ledger transactions to existing batches.
Use this option You may want to select this option if your general ledger
during setup
already contains the transactions you will post during setup
to enter opening customer account balances and current
transactions. This choice reduces the number of general
ledger batches you need to delete after setup, making it
easier to ensure that you do not accidentally post general
ledger transactions twice.
Do not select this option if you want to create a new general

ledger batch each time you produce general ledger
transactions.
Creating A New Batch. Choose this option to produce a

new general ledger batch each time you create general
Getting Started 329

Creating And Posting A New Batch. Choose this option to

create and automatically post a new general ledger batch
when you create general ledger transactions.
Note: If you do not use Sage Accpac General Ledger, all

general ledger transactions are added to the same general
ledger batch, regardless of the type of transaction and your
choice for this option. When you are asked to whether to
add the transactions to the existing batch or overwrite the
batch, always choose to add to an existing batch.
Accounts Receivable automatically creates separate general

ledger batches for invoices, receipts, refunds, adjustments, and
for revaluation transactions (if you use multicurrency
accounting).
Consolidate G/L Batches. Use this option to specify whether to

combine transaction details for the same general ledger account
into single details during posting, or to send unconsolidated
Accounts Receivable transaction details to your general ledger.
You can choose:
Do Not Consolidate. The general ledger transaction batch

includes separate details for each invoice, credit note, debit
note, receipt, or adjustment posted in Accounts Receivable.
Use this option We recommend you select this option during setup, so that
during setup
the G/L Transactions report will provide complete details of
all the transactions you enter to create opening customer
account balances. You can then check the report against
source documents and your general ledger account balances,
to be sure you entered all transactions correctly.
You must select this option if you want to be able to drill

down from General Ledger to source documents in
Accounts Receivable (if you keep history).

Consolidation If you consolidate transactions, you cannot drill down from

prevents drilldown
General Ledger transactions to source documents.
Consolidate By Posting Seq., Account And Fiscal Period.

Accounts Receivable combines all details with the same
posting sequence, account number, and fiscal period into
one detail.
Consolidate By Posting Seq., Account, Fiscal Period And

Source. Accounts Receivable combines all details with the
same posting sequence, account number, fiscal period, and
source code into one detail.
3. Click the Transactions tab to assign to G/L transaction fields

information that is relevant for each transaction type.
The Transactions
tab
4. To assign information to a G/L transaction field:
a. Either double-click the field for the particular transaction

header or detail, or select the field, then click Open.
The G/L Integration Detail form appears with the transaction

type and the G/L transaction field you selected on the
Transactions tab.
Getting Started 331

The G/L Integration

Detail form
Once you have assigned
segments and a separator,
check the Example field to
see how the information will
appear on reports.
The G/L Integration Detail form lets you select specific

pieces of information from Accounts Receivable transactions
to use in G/L transactions.
b. Specify information for the selected G/L transaction field, as

follows:
Segment separator i. Select a character to separate segments of information.

(The separator is used only if you assign more than one
segment. The default separator is a hyphen.)
Choose Segments ii. To assign one or more segments to the selected

From List
transaction field, select the segment(s) from the Choose
Segments From List, then click Include.
You can assign a maximum of five segments to a

G/L Transaction field, providing the combination does
not exceed 60 characters. If the assigned information
exceeds this number of characters (including separators),
it is truncated when the transaction is posted.
If you use Project and Job Costing, the names you chose
for contract levels also appear (for example, Contract,
Project, and Category).
Once the G/L Integration Detail form is open, you can assign
information to other Accounts Receivable transaction types,
as follows:

i. Select the transaction type or transaction detail type

from the Transaction Type field.
The information displayed in the G/L Transaction Field

and the Choose Segments From List fields changes,
consistent with the selected transaction type.
G/L Transaction ii. Select the G/L transaction field to which you are
Field
assigning information.
iii. In the Segment Separator field, select the symbol to use

between information segments.
iv. Assign segments to include from Accounts Receivable

transactions, as described in the preceding instructions.
5. When you have finished defining reference and description

fields, click Save, and then click Close to return to the
Transactions tab.
6. When you are satisfied with your choices for G/L integration,
click Save, and then click Close.

This step guides you through the process of adding the records and
codes you assign when adding your customer accounts and entering
transactions in Accounts Receivable. In most cases, you must add
these records before you can add customer records.
Information you need to know or actions you need to take before

adding each type of record are listed at the beginning of each section.
Use the Accounts Receivable Setup icons to add these records:
Account sets
Billing cycles
Distribution codes
Dunning messages (optional)
E-mail/fax messages (optional)
Getting Started 333

Interest profiles
Payment codes
Items (optional)
Salespersons (optional)
Terms (of payment)
Optional fields (optional)
While adding these records, you may notice two fields that are
common to all Setup forms included in this step.
Last Maintained. This is an information field in which Accounts

Receivable automatically inserts the date of the last change made
to the record. You do not fill in this field.
Inactive. Select this option if you do not want to assign the

records to any customers.
You would not likely use this option when adding records.
Normally, you select it when you have decided to delete a record
and want to ensure no further customer accounts are assigned to
it. You can change your selection for the option at any time.
Check data Remember to check data integrity through Administrative Services

and to make a backup copy each time you have added records that
would be time-consuming to add a second time.
To change You can revise most of your entries as needed. Refer to the
or delete a
Modifying Setup Records section at the end of this step for
record, see
page 3-63 information about how to change or delete records and about any
restrictions that may apply.
Use Help Remember to press F1 to display Help when you want quick
information about an Accounts Receivable field or form displayed
on your screen. (The Help button appears on error messages where
the F1 key is inactive.)

Step 5: Add Setup Records Account Sets
Add Account Sets

tep Account sets identify the general ledger accounts to which you post
transactions entered for the customers assigned to each account set.
Add
etu You must add at least one account set to Accounts Receivable before
you can add customer records.
eco
Multicurrency If you use multicurrency accounting, the accounts sets also identify
ds account sets
the currencies of your customer records. You need at least one
account set for each currency you use.

Acco
nt Before adding an account set, you must:
ets
Use valid G/L Be sure your general ledger contains the accounts you want to
account numbers
assign to account sets in Accounts Receivable.
Decide on the account set codes to use.
Find out the numbers to assign to each account set for these
general ledger accounts:
Receivables control
Receipt discounts
Prepayment liability
Write-offs
Retainage
Multicurrency If you use multicurrency accounting, you also need to know the
account sets
currency code for each account set that does not use the
functional currency, as well as the account numbers for:
Unrealized exchange gain

Unrealized exchange loss
Realized exchange gain
Realized exchange loss
Exchange rounding
See also For more information, see Setting Up Account Sets in Chapter 2.
page 2-40
Getting Started 335

To add an account set:
1. Choose Account Sets from the Setup folder.
These fields appear

only for multicurrency
account sets.
2. Type for each account set:
Account Set Code. Type a unique code, up to six characters, to

identify the account set.
Starting a To begin adding a new account set, you can just type the code
new account
for the set, or you can click the New icon next to the Account Set
set
Code field.
Description. Type a description of the account set.
General Ledger Account. Type the general ledger account

numbers for the receivables control, payment discounts,
prepayment liability, and write-off accounts that make up the
set. If you use retainage accounting in Accounts Receivable, you
must also specify a retainage control account.

Step 5: Add Setup Records Billing Cycles
Select If you use Sage Accpac General Ledger with your Accounts
account
Receivable database, a Finder icon appears beside each general
numbers
from the ledger account field. Click the icon or press F5 to display a list of
Finder general ledger account numbers. Highlight the account you
want, then press Enter to insert it in a field.
Multicurrency In a multicurrency account set that does not use the functional
currency, you must also enter the currency code and account
numbers for the unrealized exchange gain, unrealized exchange
loss, realized exchange gain, realized exchange loss, and
exchange rounding accounts.
You cannot change the currency code assigned to an account set

after you add the set.
Add the account 3. When finished, click the Add button. Repeat the preceding steps
set
for each account set you want to add.
4. Click Print on the File menu or choose Account Sets from the
Setup Reports folder to print a list of the account sets you have
added to verify that they are correct and complete. File the
report.
Add Billing Cycles
tep Billing cycles specify the frequency with which you bill the
: customers assigned to each cycle. You can use billing cycles to select
Add customers for printing statements and reports, and for charging
etup interest.
Recor
s You must add at least one billing cycle to Accounts Receivable before
illin you can add customer records.
Before adding billing cycles, you must:

Cycle
Decide on a code for each billing cycle.
See also For more information, see Setting Up Billing Cycles in Chapter 2.
page 2-44
Getting Started 337

To add a billing cycle:
1. Choose Billing Cycles from the Setup folder:
2. Add the billing cycles you need, entering for each:
Billing Cycle Code. Type a code to identify the billing cycle.
Description. Type a description of the billing cycle.
Frequency [ ] Days. Type the length of the billing cycle in days.
Remit To. Type the name of the person or position to which you
want customers assigned to the billing cycle to send their
payments.
Address. Type the address to which customers assigned to the

billing cycle send their payments.
Add the billing 3. When finished, click the Add button. Repeat the preceding steps
cycle
for each billing cycle you want to add.
When you print statements by billing cycle or post interest or

recurring charges that you created by billing cycle, Accounts
Receivable enters the date in the corresponding Statements Last
Printed, Interest Last Invoiced, or Recurring Charges Last
Invoiced field.

Step 5: Add Setup Records Distribution Codes
4. Click Print on the File menu or choose Billing Cycles from the
Setup Reports folder to print a list of the billing cycles you have
added to verify that they are correct and complete. File the report.
Add Distribution Codes

tep 5:
Add Distribution codes identify general ledger accounts to which you
etup post data from sales transactions. You must add at least one
Recor distribution code to Accounts Receivable before you can add item
s records or create item invoice batches.
Distrib
tion Before adding a distribution code, you must:
Codes
Be sure your Sage Accpac General Ledger or other general
ledger contains the accounts you want to assign to distribution
codes in Accounts Receivable.
Decide on the distribution codes to use.
Find out the numbers to assign to each distribution code for

these general ledger accounts:
Revenue account
Inventory account (used only with an item list)
Cost of goods sold account (used only with an item list)
See also For more information, see Setting Up Distribution Codes in

page 2-45
Chapter 2.
To add a distribution code:
1. Choose Distribution Codes from the Setup folder to display the

Distribution Codes form.
Getting Started 339

2. Add the distribution codes you need, entering for each:
Distribution Code. Type a code to identify the distribution.
Description. Type a description of the distribution code.
General Ledger Account. Type the general ledger account

numbers for those accounts to which you post transactions
entered with the distribution code.
Using distribution If you do not use items in Accounts Receivable, type the number
codes without
for the revenue account only.
items
Using distribution If you plan to use the distribution code with an item list, you
codes with items
must type numbers for all three accounts.
Select If you use Sage Accpac General Ledger with your Accounts
account
Receivable database, a Finder icon appears beside each general
numbers
from the ledger account field. Click the icon or press F5 to display a list of
Finder general ledger account numbers. Highlight the account you
want, then press Enter to insert it in a field.
Discountable. Specify a default discount status for the

distribution code.
Your choice for the distribution code appears as the default

discount status when you use the distribution code in an invoice,
credit note, debit note, or recurring charge detail.
Add the 3. When finished, click the Add button. Repeat the preceding steps
distribution code
for each distribution code you want to add.

Step 5: Add Setup Records Dunning Messages
4. Click Print on the File menu or choose Distribution Codes from

the Setup Reports folder to print a list of the codes you have
report.
Add Dunning Messages (Optional)
Dunning messages are messages you print on statements for your

ep 5: customers. You can add a different message for each of the aging
dd periods you use, and you can add any number of sets of messages.
tup
ecords Dunning messages are optional. You do not have to add them before
you can add customer records. If you use the same messages for all
unnin your statements, you add the messages in the A/R Options form and
do not need to add them again in the Dunning Messages form.
essage
Before adding sets of dunning messages, you must decide on the
codes to identify each set of messages.
See also For more information, see Setting Up Dunning Messages in

page 2-47
Chapter 2.
To add dunning messages:
1. Choose Dunning Messages from the Setup folder.
2. Add the dunning messages you need, entering for each set:
Dunning Message Code. Type the code to assign to the set of

messages you are adding.
Getting Started 341

Description. Type a description of the message set, such as a

comment about when to use the messages.
Aging Periods. Displays the default aging periods for statements

and aging reports.
Dunning Messages. For each aging period, type a message to

print on customer statements. Accounts Receivable prints the
message relating to the customers oldest outstanding
transaction or balance.
If you age by document date instead of due date, you should

type the same message for both the current period and the first
aging period, because accounts selected for the first aging period
are not likely to be overdue.
Add the 3. When finished, click the Add button. Repeat the preceding steps
message set
for each set of messages you want to add.
4. Click Print on the File menu or choose Dunning Messages from

the Setup Reports folder to print a list of the messages and aging
periods you have added to verify that they are correct and
complete. File the report.
Add Interest Profiles
Interest profiles define the ways in which you charge interest. You
assign an interest profile to each customer account to specify the rate
and methods you use when charging interest on the customers
overdue invoices or account balances.
You must add at least one interest profile before you can add
customer records. If you do not charge interest, you should create a
profile that uses 0 (zero) as the annual interest rate.
Before adding interest profiles, you must:
Be sure your general ledger contains the account you want to

assign as the interest income account in Accounts Receivable
interest profiles.

ep 5:
dd
tup
Step 5: Add Setup Records Interest Profiles
cord
terest
ofiles Decide on the code to identify each interest profile.
Multicurrency If you have a multicurrency ledger, you must also:
Know the currency code for each currency that uses the interest
profile.
Determine the minimum interest charge and annual interest rate

for each currency you use with an interest profile.
See also For more information, see Setting Up Interest Profiles in

page 2-49
Chapter 2.
To add an interest profile:
1. Choose Interest Profiles from the Setup folder.
2. Add the interest profiles you need, entering for each profile:
Interest Profile Code. Type a code to identify the interest profile,

using up to six characters.
Description. Type a description of the interest profile.
Interest Income Account. Type the number of the general

ledger account to which you post revenue from interest charges.
Getting Started 343

Calculate Interest By. Indicate whether you charge interest on

each overdue document or on overdue account balances.
Charge Interest On Accounts [ ] Days Overdue. Type the

number of days an account must be overdue before you charge
interest.
Round Up To Minimum. Select this option if you round up

interest charges to a minimum amount. Do not select the option
if you have no minimum interest charge or if you charge interest
as calculated, regardless of the amount.
Compound Interest. Select this option if you include previous

interest charges in the overdue total on which you charge
interest (that is, you charge interest on interest).
Multicurrency Currency Code. If you use multicurrency accounting, type the

currency code for each of the currencies for which you want to
enter a minimum interest charge and annual interest rate.
You see the above form on your screen only if you use
multicurrency accounting. You must enter an annual interest
rate for each currency you assign to the interest profile. You can
also enter a minimum interest charge for each currency.
Minimum Interest Charge. Type the minimum amount you

charge as interest. Type 0 (zero) if you charge interest as
calculated, regardless of the amount.
If you use multicurrency accounting, type the minimum interest

charge for each currency you use with the interest profile.
Annual Interest Rate. Type the annual rate at which you charge
interest for this interest profile. For example, to enter a nominal
annual rate of 10 percent, type 10.

Step 5: Add Setup Records Payment Codes
If you use multicurrency accounting, type an annual interest rate

for each currency.
Add the interest 3. When finished, click the Add button. Repeat the preceding steps
profile
for each interest profile you want to add.
Add Payment Codes

ep 5:
dd You use payment codes to identify the methods by which your
tup customers can pay you. Payment codes include cash, checks, credit
ecords cards, and other payment methods (such as gift certificates).
You must add at least one payment code before you can add
aymen
customer records.
Codes
Before adding payment codes to Accounts Receivable, you must:
Decide on the codes to use for all the types of payments you
process.
Know the payment method for each payment code cash,

check, credit card, or other.
See also For more information, see Setting Up Payment Codes in

page 2-53
Chapter 2.
To add a payment code:
1. Choose Payment Codes from the Setup folder to display the

Payment Codes form.
Add the payment 2. Add the payment codes you need, entering for each type
code
Payment Code. Type a code to identify the payment code,
using up to six characters.
Getting Started 345

Description. Type a description to identify the payment code,

such as the name of the credit card.
Payment Method. Select Cash, Check, Credit Card, or Other to

identify the payment method for the record.
3. When finished, click the Add button. Repeat the preceding steps
for each payment code you want to add.
4. Click Print on the File menu, or choose Payment Codes from the
Setup Reports folder, to print a list of the payment codes you
have added to verify that they are correct and complete. File the
report.
Add Items (Optional)
tep Accounts Receivable lets you create a list of items with price, cost,
: and tax information to aid data entry on invoices. When you post
Add item details, Accounts Receivable creates transactions for the
etup revenue, inventory, and cost of goods sold general ledger accounts
Recor assigned to the items.
s
Skip this step if you do not need an item list in Accounts Receivable.
ems
If you use Sage Accpac Project and Job Costing, note that item
records are required in invoice details for time and materials
projects. Also, the program uses the tax class and tax status from
item records as defaults in job-related transactions.
Before adding item records, you must:
Decide on the item number scheme.
Be sure you have used the Distribution Codes form to add the
distribution codes you want to assign to items.
Adding item If you want to add year-to-date or prior-year statistics with items,
statistics
you must first select the Keep Item Statistics option and the Allow
Edit Of (item) Statistics option in the A/R Options form.

Step 5: Add Setup Records Items
Before using an Before you can use an item number on an invoice, you must enter at
item number
least one unit of measure in which you sell the item, and you should
also assign the applicable tax authorities and classes to item records.
See also For information about adding item records, see Setting Up Item
page 2-53
Records in Chapter 2.
The Items form contains up to four tabs, including:
Item information
Pricing information
Tax Status information
Item Statistics (appears only if you use the option to keep item
statistics)
To add an item record:
The Item tab of 1. Choose Items from the Setup folder to display the Item tab, the
the Items form
first tab of the Items form.
2. Complete the fields as follows:
Item Number. Type a code to identify the item, using up to

16 characters, then press Tab to move to the Description field.
Description. Type a description (name) for the item.
Getting Started 347

Commodity No. Type the commodity number (used for

value-added tax reporting). If you do not use commodity
numbers, leave the field blank or enter a reference of your own.
Distribution Code. Type the distribution code that identifies the

revenue, inventory, and cost of goods sold general ledger
accounts to which you distribute transaction amounts posted for
the item.
Discountable. You can select a discountable status for an item

code. When you use the item code for a detail on the Invoice
Entry form, the detail line uses the Discountable status from item
record, unless you change the distribution code for the detail
later.
Comment. Type an optional comment such as usage guidelines

or special handling instructions.
You can display You can display the comments when entering invoices for the
comments on
item if you selected the Use Item Comment As Default option in
invoices
the A/R Options form.
3. When finished entering information on the Item tab, click the

Pricing tab:
The Pricing tab of

the Items form
4. Complete the Pricing tab as follows:
Multicurrency Currency. If you use multicurrency accounting, type the code

items
for each currency in which you sell the item, then enter pricing
information for the currency.
Remember to include the code for the functional currency and to

enter units of measure and prices for each currency you specify.

Step 5: Add Setup Records Items
You do not see this column on your screen if you do not use
multicurrency accounting.
Unit Of Measure. Type the name or description of the unit in

which you sell the item, such as EACH, DOZEN, or BOX. Add a
line for each unit of measure you want to use.
Be careful typing Check your entry before you leave the Unit Of Measure field,
the unit of measure
because you cannot change it later. If you need to change a unit
of measure, you must add a new line with the correct unit of
measure, then delete the incorrect line, as follows:
a. Press the Insert key to start a new line.
b. Type the correct unit of measure and the other information

for the line.
c. Click or Tab to the incorrect line, then press the Delete key to
delete it.
Item Cost. Type the cost of the item per the unit of measure.
Multicurrency If you use multicurrency accounting, type each cost and price in
the currency you specified for the line.
Assigning costs for When adding non-inventory items, such as consulting fees or
non-inventory
delivery charges, enter 0 (zero) as the cost, so that Accounts
items
Receivable does not create entries for the inventory and cost of
goods sold general ledger accounts when you post transactions
using the item numbers.
Item Price. Type the normal selling price of the item per the unit
of measure.
Specifying an Alternate Tax Base. Type the amount on which to calculate tax
alternate tax base
for the item and unit, if the tax authority does not charge tax on
the price or cost.
If you charge tax on the item price or cost, you do not need to
type an amount in this column.
Getting Started 349

5. When finished entering information on the Pricing tab, click the

Tax Status tab.
The Tax Status tab

of the Items form
6. Skip this step if no taxes apply on sales of the item. Otherwise,

fill out the Tax Status tab as follows:
Use the Tax Authority. Type the code that identifies the government
Finder
body that taxes sales of the item, or choose the code from the
Finder.
Tax Class. Type the code that identifies the tax class for the item
under the corresponding authority, or choose the code from the
Finder.
Tax Included. Select Yes (double-click the Tax Included field or

press any key when the field is selected) if tax amounts are
included in item prices for the corresponding tax authority and
class.
Note that to be able to select this option in the Item record, you
must first select the Allow Tax In Price option for the Tax
Authority, in Tax Services.
Add the record 7. Click Add to add the record.
Repeat steps 1 through 7 for each of the items you want to add,
then go to step 8.
Add statistics after If you selected the Allow Edit Of (item) Statistics option in the
posting
Options form, you can also add current-year and previous-year
transactions
statistics for each of your items and units of measure, as
described in Step 11, Add Item Statistics, later in this chapter.

Step 5: Add Setup Records Salespersons
You create some of these statistics automatically when you post

transactions to enter your opening account balances and
current-year transactions in Step 9: Add Opening Balances and
Current-Year Transactions.
8. Click Print on the File menu or choose Items from the Setup
Reports folder to print a list of the items you have added, to
verify that they are correct and complete. File the report.
If you have added a large group of item numbers, you should now
check data integrity through Administrative Services and make a
backup copy of your data.
Add Salespersons (Optional)

tep 5:
Salesperson records identify your sales staff, so you can track sales
dd
by salesperson.
etup
ecord Salesperson records are optional. You do not have to add any
salesperson records, or you can add one record that represents the
alespe entire staff.
sons
Before adding a salesperson record, you must:
Decide on the salesperson code.
Turn on the Allow Edit Of (salesperson) Statistics option in the

Options form if you want to add prior-year statistics for your
sales staff.
See also For information about adding salesperson records, see Setting Up
page 2-57
Salesperson Records in Chapter 2.
Getting Started 351

To add a salesperson record:
1. Choose Salespersons from the Setup folder to display the

Salespersons form:
2. Add the salesperson records you need, entering for each:
Salesperson Code. Type a code to identify the salesperson,

using up to eight characters.
Name. Type the salespersons name the way you want it to

appear on Accounts Receivable screens and reports.
Employee Number. Type the employee number assigned to the

salesperson in your companys payroll records. This is an
optional field, so you can leave it blank or enter other
information in it.
Annual Sales Target. Type the amount of the sales target or

quota for the salesperson in the current year. You can also leave
this field showing zeroes if you do not assign sales targets.
Add the record 3. When ready, click Add (to add the record).
Repeat steps 1 through 3 for each of the records you want to add,
then go to step 4.
Adding If you want to add salesperson statistics for prior periods, follow
salesperson
the instructions in Step 12, Add Salesperson Statistics, later in
statistics
this chapter.

Step 5: Add Setup Records Terms
4. Click Print on the File menu or choose Salespersons from the

Setup Reports folder to print the Salesperson Profile report for
the salespeople you have added to verify that the records are
correct and complete. File the report.
Step 5: Add Terms

Add Accounts Receivable uses terms codes during invoice entry to
Setup calculate due dates. If you allow discounts for early payment of
Record invoices, Accounts Receivable also uses terms codes to calculate
s discount periods and amounts on invoices.
Terms
You must add at least one terms record before you can enter
Accounts Receivable transactions.
Before adding a terms record, you must know:
The terms code.
The method for calculating the due dates for invoices.

Discount periods and percents (if used).
See also For background information about payment terms, see Setting Up
page 2-58
Terms Codes in Chapter 2.
To add a terms record:
1. Choose Terms from the Setup folder to display the Terms form.
Getting Started 353

2. Add the terms records you need, entering for each:
Terms Code. Type a code to identify the terms, using up to six

characters.
Description. Type a description (name) for the terms code.
Calculate Base For Discount With Tax. Use this option to specify
whether to include tax amounts in the invoice totals on which
discount amounts are calculated.
Select:
Included if you allow a discount on taxes.
Excluded if you do not allow a discount on taxes or do

not charge taxes to your customers.
Multiple Payment Schedule. Select this option to allow

payment by installments. Then select the due date type
(described next) and enter the information for each payment as
shown in Example 5, in the next section Examples of Payment
Terms.
Due Date Type. Select the method by which you calculate

invoice due dates.
Select:
Days From Invoice Date if invoices are due in a specific

number of days after the invoice date.
Then type the number of days in the Number Of Days

column that appears. (See Examples 1 and 2 in the next
section Examples of Payment Terms.)
End Of Next Month if invoices are due on the last day of

the next month.
Day Of Next Month if invoices are due on a specific day in

the next month.

Then type the number (representing the due date) in the Day
Of Month column, as shown in Example 3.
Days From Day Of Next Month if invoices are due a

standard number of days after a specific day in the next
month.
Then type the number of days and the number that

represents the day of the month, as in Example 4.
Due Date Table if you use standard due dates for

invoices entered within specified ranges of days.
Then complete the table that appears, as shown in

Example 6.
Use Help If you need help adding the information, press F1 to display
Help windows (or click Help on the menu) to find out how to fill
in a particular field or column.
For information about using a mouse or keyboard to enter data

in Accounts Receivable forms, see the appendix Using a Mouse
or Keyboard, in the System Manager User Guide.
Discount Type. Select the method you use to calculate the last
day on which you allow your customers to take a discount for
prompt payment. You select from the options described above
for Due Date Type, then type discount percentages. (See
Example 2, in the next section.)
If you do not offer discounts to your customers, ignore the

discount fields and columns.
Add the terms 3. When finished adding a set of terms, click the Add button.
code
4. Click Print on the File menu or choose Terms from the Setup
Reports folder to print a list of the payment terms you added to
verify that they are correct and complete. File the report.
Getting Started 355

Examples of Payment Terms
Use the following examples as guides when entering your own

terms information.
Example 1 Terms are Net 30 (invoices are due in 30 days, no discount).

(Net 30)
1. From the Due Date Type field, select Days From Invoice Date.
2. Type 30 in the first Number Of Days column.
Example 2 Terms are 2%/10 Net 30 (invoices are due in 30 days, 2 percent
(2/10 Net 30)
discount if paid in first ten days).
1. From the Due Date Type field, select Days From Invoice Date for
both Due Date Type and Discount Type.
3. Type 2 in the Discount Percent column.
4. Type 10 in the second Number Of Days column.
Example 3 Invoices are due on the 15th day of the month that follows the
(Due on the 15th)
invoice date. (Invoices issued in June are due on July 15.)
1. From the Due Date Type field, select Day Of Next Month.
2. Type 15 in the Day Of Month column.
Example 4 (Due in Invoices are due 30 days after the 15th day of the month that follows
the month after the
the invoice date. (Invoices issued in June are due on August 14.)
invoice date)
1. From the Due Date Type field, select Days From Day Of Next
Month.
3. Type 15 in the Day Of Month column.

Example 5 Invoices are to be paid in four equal monthly installments, starting at

(Multiple Payment
the end of the next month after the invoice date. (If the invoice is
Schedule)
issued in June, payments are due on July 31, August 31, September
30, and October 31.)
1. Select Multiple Payment Schedule.
2. For Due Date Type, select End Of Next Month.
3. For Payment 1, enter 25 in the Percent Due column.
4. Press the Insert key to move to the next line.
5. Repeat steps 3 and 4 for payments 2, 3, and 4. The Terms form

now looks like the following.
When you enter invoices for this type of terms, Accounts

Receivable automatically calculates the payment schedule, but
you can change schedule amounts or due dates for each invoice,
as needed. For example, you can specify that the first payment is
not due for a year from the invoice date.
Example 6 Invoices are due on the date assigned for the range of days in which
(Due Date Table)
an invoice was issued. (In this example, invoices dated from the 1st
to the 15th of June are due on July 1, while invoices dated from the
June 16 to 30 are due on July 15.)
1. In the Due Date Type field, select Due Date Table.
Getting Started 357

2. Complete the table as shown:
Standard discounts If you use standard discount periods for invoices entered within
(Discount Date
specified ranges of days, type the discount percentage for the terms,
Table)
then complete the Discount Date Table, as described above for the
Due Date Table.
Add E-mail and Fax Messages (Optional)

ep 5:
The E-mail/Fax Messages form lets you create messages to send with
dd
e-mailed and faxed statements, letters, and invoices.
tup
ecords See also For a list of the variables you can use with each type of e-mailed or
E-mail page 2-48
faxed document, see the section. Substitute Variables for E-mail/Fax
d Fax Messages in Chapter 2 of this guide.
essage
To create a message that you can use with e-mailed or faxed
statements, letters, or invoices:
1. Choose E-mail/Fax Messages from the A/R Setup folder.
Field names from your

company database
identify customer or
company information
to insert in the e-mail
message.

Step 5: Add Setup Records Optional Fields
2. Complete the fields on the form as follows:
Message Type. Select Statement, Invoice, or Letter for fax or

e-mail, depending on the purpose of the message.
Message ID. Enter a code to identify this message, using up to

16 characters.
Description. Enter a description for the message.
Last Maintained. This display-only field shows the last time you
modified this e-mail message.
Inactive. Select this field only when you want to make this
message unavailable to use in invoices or statements.
E-mail/Fax Subject. Enter the subject line you want to use for
the e-mail message. Note that you can use field names, preceded
by a dollar sign (as illustrated in the example, above), to insert
customer- or company-specific information in the subject line of
the e-mailed messages.
3. Enter the body of the e-mail message. Use field names preceded
by a dollar sign to identify variable information that you want to
include with the message.
4. Click Add or Save when you are satisfied with your message.
Add Optional Fields (Optional)
ep 5: The Optional Fields form is available in the A/R Setup folder if you
dd use Transaction Analysis and Optional Field Creator.
tup
Before adding A/R Before you can define optional fields for use in Accounts Receivable,
ecords optional fields
you must first set them up for system-wide use in Common Services.
ption For information on setting up system-wide optional fields, see the
elds See also For background information on the types of optional fields you can
page 2-60
use in Accounts Receivable, see Setting Up Optional Fields in
Chapter 2 of this guide.
Getting Started 359

To define optional fields for your Accounts Receivable system:
1. Choose Optional Fields from the A/R Setup folder.
2. Complete the following fields for each optional field you plan to
use in Accounts Receivable:
Optional Fields For. Select the type of record or transaction for

which you are defining the optional field. You can choose:
Customers, National Accounts, And Customer Groups (or

Customers And Customer Groups, if you do not use Sage
Accpac National Accounts)
Ship-to Locations
Invoices (associated with document headers optional

fields for document details are defined separately).
Invoice Details.
Adjustments.
Receipts.
Revaluation.
Optional Field / Description. Use the Finder to select the

optional field codes you want to use for each type.

Step 5: Add Setup Records Optional Fields
You can define an unlimited number of optional fields for each

type, providing the optional fields are set up in Common
Services for use in your system.
Note: If you want to retain Accounts Receivable optional field

information when you create batches for General Ledger, you
must use the same optional fields for transactions in Accounts
Receivable as you use in General Ledger.
When you select an optional field code, the program displays the
description for the optional field.
Value Set. Double-click the Value Set column to indicate

whether the optional field has a default value.
You must set the Value Set field to Yes to specify a default
value for the optional field.
Default Value / Description. Enter or select the value that the

program will display as the default for the optional field.
If the optional field you selected requires validation, you must

select a value that is defined for the optional field in Common
Services. However, if the optional field allows blanks, you can
leave the default value field blank.
If the optional field does not use validation, you can do one of
the following:
Select a value that is defined for the optional field in

Common Services.
Leave the field blank.
Enter a combination of alphanumeric or special characters

and spaces. The entry must be consistent with the type of
field (text, number, date, amount, and so on), and must not
exceed the number of characters specified for the optional
field in Common Services. For example, in a Yes/No field,
you can enter only Yes or No. In an Integer field you can
Getting Started 361

enter any integer with an absolute value less than

2,147,483,647.
When you specify a value from Common Services, the program

displays the description for the value.
Required. Double-click this field to indicate whether the

optional field must be used in the records and transactions for
which it is created. During data entry, if an optional field is
required and does not have a default value, you must fill in the
field before you can proceed.
Auto Insert. Select Yes in this field if you want the program to
display the optional field and its default value when you set up
new records or enter transactions on the form for which you are
defining the optional field.
For example, if you define Transit Number as an optional field

for invoices and you select Yes in the Auto Insert field, the
Transit Number field appears automatically in Invoice Entry.
Specify additional 3. Click the Settings button, if it is available.

settings for the
optional field A separate form appears, listing all the groups of accounts that
are affected when you post transactions of the type for which
you are defining the optional field. Use the form to specify:
The account groups for which values pass to General Ledger

when you post transactions that include the optional field.
Whether Accounts Receivable passes optional field

information for job-related transactions to Project and Job
Costing, if you use Sage Accpac Project and Job Costing.
If the optional fields in the posted transactions match the

optional fields defined for billings in Project and Job
Costing, the optional field information is sent to that
program.
4. Click Add (or Save) to add the optional field.

Step 5: Add Setup Records Modifying Records
You can now assign the optional fields to customer, national

account, customer group, and ship-to location records, or use them
in the types of transactions for which they are defined.
ep 5:
Modifying Setup Records
dd
etup You can modify and delete the records you set up in this step as
ecords needed.
Modifyi To modify a record, you select the code that identifies it (such as the
g account set code or the item number), then make your changes and
ecords save them.
You can change everything in most records except the identifying

code or number. To change a code or number, you first add a record
with the code or number you want to use, then delete the record you
do not want.
Multicurrency If you use multicurrency accounting, you cannot change the

ledgers
currency code assigned to an account set.
Deleting records You can delete dunning messages (except the default dunning
message), payment codes, and items without restriction.
You can delete account sets, billing cycles, distribution codes, or

interest profiles only when they are not assigned to customer records
(including customer groups, national accounts, and customers). You
can delete optional fields only if they are not assigned to customer
records or transactions.
If you want to delete a code that is assigned to a customer record,

ship-to location, or transaction, you must first assign a different code
to the customer group, national account, customer, ship-to location,
or transaction, or delete those records also.
For further information about updating and changing setup

information, see Chapter 3 in the User Guide.
Getting Started 363

For information about moving around Sage Accpac forms using

either a mouse or a keyboard, see the appendix Using a Mouse or
Keyboard, in the System Manager User Guide.
ep 6:
Step 6: Add Customer Records
dd This step guides you through the process of adding your customer
usto records to Accounts Receivable.
er
cor You use icons in the Customers folder to add the following types of
customer records:
Customer groups
National accounts (optional)
Customers
Remember to check data integrity through Administrative Services

and make a backup copy each time you have added records that
would be time-consuming to add a second time.
Remember to use Help when you want quick information about

Accounts Receivable fields and forms.
Importing You can import your customer records into Accounts Receivable
customer records
from another Sage Accpac Accounts Receivable database or from a
non-Sage Accpac program. You can import everything in the records
except customer activity statistics.
See Appendix B in the User Guide for information about importing

the data.
Add Customer Groups
Use customer groups to classify your customer records into groups

that share similar characteristics, such as geographical locations.
You must add at least one customer group before you can add
national accounts and customer records.

Step 6: Add Customer Records Customer Groups
ep
Before adding a customer group, you must:

dd
usto Add records for the account sets, terms codes, billing cycles,
er interest profiles, and optional fields that you want to assign to
cor customer groups.

usto Decide on the customer group code.
er
Decide on the codes to use to identify the groups:
ou
Account set
Terms
Billing cycle
Interest profile
Determine the credit limit and the overdue limit for outstanding
balances for the group.
Multicurrency If you use multicurrency accounting, you must also know the rate
ledgers
type to use for the group, and you must assign an account set that
uses the same currency as customers and national accounts you plan
to assign to the group.
Adding statistics If you want to enter statistics for customer groups, first turn on the
Allow Edit Of Statistics option on the Processing tab of the
A/R Options form.
See also For more information, see Creating Customer Groups in

page 2-67
Chapter 2.
To modify You can revise most of your entries as needed. Refer to the
customer
Modifying Customer Groups section at the end of these
groups, see
page 3-71 instructions for information about how to change or delete customer
groups and about any restrictions that may apply.
To add a customer group:
1. Choose the Customer Groups icon from the Customers folder to

display the Group tab, the first tab of the Customer Groups
form.
Getting Started 365

2. Fill in the Group tab as follows:
Group Code. Type the code that identifies the group, then press
Tab to move to the Description field.
Description. Type a description (name) for the customer group.
Inactive. You normally select this option only if you are

preparing to delete a customer group and want to ensure that no
further transactions are posted to customers assigned to the
group. You would not likely select the option for a customer
group when setting up a new Accounts Receivable system.
Account Type. Select either Open Item or Balance Forward,

depending on the type of account you expect to use most often
for the customers you assign to the group.
See also For information about account types, see Selecting the Account
page 2-65
Type in Chapter 2.
The account type you specify and the choices you make for the
remaining fields on this tab are displayed for the new customer
records you add to the group. You can change them for
individual customers, if needed.
Account Set / Terms Code / Billing Cycle / Interest Profile. Type

the codes for the account set, terms code, billing cycle, and

interest profile to use for the group, or select them from the
Finder.
Multicurrency Rate Type. If you use multicurrency accounting, type or select

rate type
the rate type normally used to convert multicurrency
transactions for the groups customers to functional currency.
(You do not see this field if you do not use the Multicurrency
option.)
3. When ready, click the Credit tab.
The Credit tab of

the Customer
Groups form
These columns appear only

if you use multicurrency
accounting.
4. Complete the Credit tab as follows:
Allow Edit Of Credit Check. Select this option if you allow

national accounts and customers to have different credit limits
from the groups to which they are assigned.
See also For more information, see Entering Credit Information and
page 2-84
Credit Limits in Chapter 2.

Exceeds The Credit Limit. Select this option to generate a
warning when you add a transaction for a customer whose
outstanding balance is greater than the credit limit you specify.
Credit Limit. Type the standard credit limit your company

allows for customers in the group.
In a single currency system, you specify one credit limit for all
the members of the customer group.
Getting Started 367

In a multicurrency system, you use the currency grid to specify a

credit limit for each currency used in the customer group.
[Issue Credit Warning When] A/R Transactions [#] Days Or More

Exceed The Overdue Limit. Select this option to generate a
warning when you enter transactions for a customer whose
overdue transactions exceed a specified amount and a specified
number of days.
If you select this option, use the Days box to enter the number of
days that transaction balances can be overdue before generating
a warning.
Overdue Limit. Type the maximum amount that transactions can

be overdue for the specified number of days.
In a single currency system, specify one overdue limit. In a

multicurrency system, use the currency grid to specify an
amount for each currency used.
Multicurrency Currency. If you use multicurrency accounting, type the code

customer
for each currency used by customers in the group in the
groups
currency grid.
Type a credit limit and an overdue limit for up to five currencies

used in the group.
Invoicing defaults 5. Click the Invoicing tab.

6. Complete the fields on the Invoicing tab as follows:
Salesperson Code. Use the Salesperson Code field to select the

salespersons usually responsible for customers in this customer
group. You can type the salesperson code or select it from the
Finder.
You can select up to five salespeople, but you must select

salesperson codes that are defined in Accounts Receivable.
The salespersons specified for the customer group appear as

default entries for new customer records you add to the group.
Percentage. Type the percentage of sales transactions to

allocate to each salesperson for this customer group. The
salespersons and percentages you assign appear as defaults
when you add new customers to the customer group.
The percentages you assign must add up to 100%.
Tax Group. Enter or select the tax group for the taxing
authorities and tax classes that normally apply to customers in
the customer group.
You define and update tax groups and enter other taxation
information in the Tax Services forms in Common Services.
Tax Class. Enter or select the tax classes for each tax authority
normally used to calculate taxes customers in this customer
group. (Tax classes identify the tax rates used to calculate taxes
when you enter invoices, debit notes, and credit notes for
customers.)
The tax group and tax classes you specify for the customer group
appear as defaults when you assign new customers to the group.
Optional Fields 7. If you use Transaction Analysis and Optional Field Creator and
you want to assign optional fields to this customer group, click
the Optional Fields tab.
Getting Started 369

Optional fields that are set up for automatic insertion in

customer group, national account, and customer records appear
automatically on this tab, along with their default values.
You can accept the optional fields that appear or you can delete
them, and you can accept or change any default values that
appear:
To delete an optional field, select the line on the grid, then

press the Delete key.
To assign additional optional fields, select the grid, then press

the Insert key. Complete the fields on the new line as follows:
Use the Optional Field. Use the Finder to select the optional field
Finder
codes you want to use with this customer group.
When you select an optional field code, the program

displays the description for the optional field.
Value. Enter or select the value to display as the default in

new national account and customer records.
Note that the Value Set field alerts you whether an optional
field has an automatically inserted default value. If the field
looks empty, but has a blank value, the Value Set field
displays Yes. (You cannot tell whether an optional field has a
blank default value or no value just by looking at the
Value field.)
If you use the same optional fields in new national accounts and
customer records, Accounts Receivable assigns optional field

values from the customer group as default entries for the new
records. (If the customer also belongs to a national account,
however, it assigns the values from the national account.)
Add the group 8. When ready, click Add to add the group.
Add statistics after If you selected the Allow Edit Of (customer) Statistics option in
posting
the Options form, you can also add current-year and
transactions
previous-year statistics for each of your customer groups, as
described in Step 10, Add Customer Statistics, later in this
chapter.
You will create some of these statistics automatically when you

post transactions to enter your opening account balances and
9. Add the next customer group you need.
Starting a To start a new record, click the New icon next to the Group
new record
Code field, then type the code for the new customer group you
want to define. Repeat steps 2 through 5 to add the record.
If you do not want to erase the information you entered for the
previous group, simply type the code for the new customer
group in the Group Code field, then press the Tab key. Edit the
new record to change entries, as needed.
10. Click Print on the File menu or choose the Customer Groups
icon from the Setup Reports folder to print the Customer Group
List of the records you added.
Modifying Customer Groups
You can modify and delete customer groups as needed, with these
restrictions:
To change the customer group code, you must first set up a new
customer group with the code you want to use, then delete the
group using the code you no longer want.
Getting Started 371

You can enter and edit group statistics only if you use the Allow
Edit Of Statistics option.
You cannot delete a customer group that is assigned to a

national account or customer record, unless you first assign a
different customer group to the national account or customer.
For further information about updating and changing records for

customer groups, see Adding, Editing, and Deleting Customer
Groups in Chapter 3 in the User Guide.
ep 6: Add National Accounts (Optional)

dd
ustomer National accounts are available as a separate package that you can
cords use with Accounts Receivable. Note that you must install National
Accounts Management before activating Accounts Receivable.
ational
Use national accounts if you have customers who are subsidiaries or
ccounts
branch offices of the same company. You can then apply checks and
other receipts from the national account to the invoices posted for
the customers assigned to it.
You do not have to use national accounts, nor do you have to assign
a national account to every customer record. If you set up without
them and later decide to use them, you can assign national accounts
to existing customer records as needed.
Before adding a national account, you must:
Add the customer group, account set, billing cycle, and interest
profile you want to assign to the national account.
Decide on the national account number.
Multicurrency If you use multicurrency accounting, you must also know the rate
ledgers
type to use for national accounts that do not use the functional
currency, and you must assign an account set that uses the same
currency as the customers in the national account.

Step 6: Add Customer Records National Accounts
Adding statistics If you want to enter statistics for national accounts, select the Allow
Edit Of Statistics option on the A/R Options form.
See also For more information, see Creating National Accounts in

page 2-71
Chapter 2.
To modify You can revise most of your entries as needed. Refer to the
a national
Modifying National Accounts section at the end of these
account, see page
3-80 instructions for information about how to change or delete national
accounts and about any restrictions that may apply.
To add a national account:
1. Choose the National Accounts icon from the Customers folder

to display the Address tab, the first tab of the National Accounts
form.
2. Complete the Address tab as follows:
National Account Number. Type a code to identify the national

account, then press Tab to move to the next field.
Type a name for the national account.
Getting Started 373

Use the Group Code. Type the code that identifies the customer group
Finder
for the national account. You can also press F5 or click the
Finder button, then choose the code from the Finder.
On Hold. Select this option if the national account is on hold.
See also For more information, see Placing National Accounts on Hold
page 2-74
in Chapter 2.

preparing to delete a national account and want to ensure that
no further transactions are posted to the national account or to
the customers assigned to it. You would not likely select this
option for a national account when setting up a new Accounts
Receivable system.
See also For more information, see Assigning Inactive Status to National
page 2-75
Accounts in Chapter 2.
Address Information. Type the billing address, telephone and

fax numbers, and the name of a contact person or position for
This information appears for all new customers you add to the
account, but you can enter different information for individual
customers in the Customers form.
Web Site (optional). Enter the URL (Internet address) for the
national account, if known.
3. When ready, click the Contact tab, then enter contact

information for the national account.
4. When ready, click the Processing tab.

The Processing tab

of the National
Accounts form
5. Complete the Processing tab as follows:
Account Type. Select either Open Item or Balance Forward,

depending on the type of account you expect to assign most
often to the customers in the national account.
See also For more information, see Selecting the Account Type in
page 2-65
Chapter 2.
Print Statements. Select this option if you want to print

statements for the national account. Statements for a national
account list all the transactions for the customers using the
national account.
You also can choose whether to print statements for the member
customers of the national account when you set up the customer
records. Then, when you print statements for the national
account, Accounts Receivable prints additional statement pages
for member customers for whom you selected the Print
Statements option.
Account Set. The program displays the account set assigned to

the customer group as the default, but you can change it.
The account set determines the customer currency. When you

choose the account set, Accounts Receivable displays the currency
code and the default rate type in the national account record.
Getting Started 375

Multicurrency account sets identify the customers currency and

general ledger exchange gain and loss accounts. In a
multicurrency ledger, you can change the account set for a
national account only to another account set that uses the same
currency.
If a customer belongs to a national account, the national

accounts account set is used as the default for the customer, but
you can change it for individual customers. You can change a
member customers account set only to one that uses the same
currency as the national account.
Billing Cycle / Interest Profile. By default, these fields display the

codes you assigned to the customer group to which the national
account belongs, but you can choose other codes for the national
account.
The billing cycle and interest profile you choose for the national
account apply as well to the customer accounts that use the
national account, and you cannot change them for individual
customers.
Delivery Method. Specify the preferred method for delivering

statements and invoices to the national account.
You can select choose:
Mail to print to your usual print destination for

conventional mailing.
E-mail to send statements and invoices to the e-mail

address entered for the national account on the Address tab.
Fax to send statements and invoices to the fax number

specified for the national account on the Address tab.
Contacts E-mail to send statements and invoices to the

e-mail address specified for the national account contact on
the Contact tab.

Contacts Fax to send statements and invoices to the fax

number specified for the national account contact on the
Contact tab.
Credit bureau Credit Number / Rating / Date. If you use credit bureau
Information
information for your accounts, type the credit bureau number
and rating for the national account, and the date on which the
rating was assigned.
Credit checks The credit checks and amounts you specified for the assigned
customer group appear as defaults when you add a national
account.
You can change the credit checks, as follows, only if you selected
the Allow Edit Of Credit Check option for the customer group to
which the national account belongs:

Exceeds the Credit Limit. Select this option to generate a
warning when you add a transaction for a national account
member whose outstanding balance is greater than the credit
limit you specify.
Credit Limit. Type the standard credit limit your company

allows for member customers of the national account.
The Credit Limit for the customer group appears as the default.
If you want to enter a different credit limit for the national
account, type the amount.
This amount appears as the default credit limit in customer

records assigned to the national account, but you can change the
limit for individual customers, if you want.
[Issue Credit Warning When] A/R Transactions Overdue By [#]

Days Or More Exceeds Overdue Limit Of. Select this option to
generate a warning when you enter transactions for national
account members if their overdue transactions exceed a specified
amount and a specified number of days.
Getting Started 377

a warning. Also, type the limit that overdue transactions must
exceed to trigger the warning.
The days and overdue limit specified for the customer group
appear as defaults, but you can change them if the customer
group allows you to edit credit checks.
The days and overdue limit you specify for a national account
appear as defaults in new customer records you assign to the
national account, but you can change the days and limit for
individual customers.
Rate type for Rate Type. If you use multicurrency accounting, select the rate
multicurrency
type that you use most often when converting multicurrency
transactions
transactions for the customers in the national account to the
functional currency.
You see this field only if you use multicurrency accounting and
the national account does not use the functional currency.
The currency for the national account is determined by the

assigned account set.
Assigning optional 6. If you use Transaction Analysis and Optional Field Creator and
fields
you want to check or change the optional fields assigned to the
national account, click the Optional Fields tab.
The Optional Fields

tab of the National
Accounts form

The program displays any optional fields set up for automatic

insertion in customer group, national account, and customer
records.
If the national account uses the same optional fields as the

customer group, the program displays the optional field entry
from the customer group record.
If the optional field is not used in the customer group record, the
program displays the default value assigned to the customer
optional field on the A/R Optional Fields form.
7. You can change the optional fields or values that appear on the
tab, as follows:
To delete an optional field that has been assigned to the

national account, select the line on the grid, then press the
Delete key on your keyboard.
To assign different optional fields, select a line on the grid,

press the Insert key, and then complete the following fields
on the new line:
Use the Optional Field. Use the Finder to select the optional field
Finder
codes you want to use with this national account.
The program displays the description for the selected

optional field.
Value. Enter or select the value to display as the default in

new customer records that use the same optional field.
If the optional field you selected requires validation, you

must select a value that is defined for the optional field in
Common Services. If the optional field allows blanks, you
can leave the field blank.
Add the record 8. When ready, click Add to add the national account.
Getting Started 379

Add statistics after If you selected the Allow Edit Of (customer) Statistics option on
posting
the Options form, you can also add current-year and previous-
transactions
year statistics for each of your national accounts, as described
in Step 10: Add Customer Statistics, later in this chapter.

9. Add the next national account you need.
Starting a To start a new record, click the New icon next to the National
new record
Account Number field, then type the code for the new national
account you want to define. Repeat steps 2 through 8 to add the
record.
If you do not want to erase the information you entered for the
previous national account, simply type the number (code) for the
new account in the National Account Number field, then press
the Tab key. Edit the new record to change entries, as needed,
for the new national account.
10. Click Print on the File menu or choose the National Accounts
icon from the Customer Reports folder to print the National
Accounts List of the records you added.
Modifying National Accounts
You can modify and delete national accounts, as needed, with these
restrictions:
To change the national account number, you must first set up a

new national account with the number you want to use, then
delete the record you no longer want.
You can change the credit limit for the national account only if
you selected the Allow Edit Of Credit Check option for the
national accounts customer group.

Step 6: Add Customer Records Customers
You can edit national account statistics only if you selected the
Allow Edit Of Statistics option in the Options form.
You cannot delete a national account that is assigned to a

customer record unless you first assign a different national
account to the customer.
If you change the customer group, account type, account set,

billing cycle, or interest profile in a national account record, the
same changes are made automatically in the records of
customers assigned to the national account.
Multicurrency If you have a multicurrency ledger, you can change the account
ledgers
set assigned to a national account only to another account set
that uses the same currency.
For further information about updating and changing national

account records, see Adding, Editing, and Deleting National
Accounts in Chapter 3 in the User Guide.
Add Customers
Step
Use the Customers form to add records for your customers to
6:
Add
Cust You must add customer records before you can enter and process
ome transactions in Accounts Receivable.
r
Rec Before adding a customer, you must:
ords
Add the customer group, national account (if applicable),
account set, billing cycle, interest profile, terms code, optional

Cust
fields, and tax group you want to assign to the customer.
ome
rs Decide on the customer number.
Multicurrency If you use multicurrency accounting, you must know the rate type to
ledgers
use for each customer who does not use the functional currency. You
must also assign an account set that uses the customers currency.
Getting Started 381

Adding statistics If you want to enter statistics for customers, first turn on the Allow
Edit Of Statistics option on the Processing tab of the Options form.
See also For more information about customer records, see Adding
page 2-77
Customers in Chapter 2.
To add a customer:
1. Choose Customers from the Customers folder.
2. Complete the Address tab as follows:
Customer Number. Type the code, up to 12 characters, to

identify the customer account, then press the Tab key to move to
the Name field.
Customer Name. Type the customers name.
National Account Number. If the customer belongs to a national

account, type the number of the account or choose it from the
Finder. Leave the field blank if the customer does not belong to a
national account.
Group Code. Type the code for the customers group or choose
it from the Finder.

You do not enter a group code if you assigned a national account

number to the customer. The group to which the national
account belongs is automatically assigned to the customer
records in the national account. To change the customer group
for a customer in a national account, you must change the group
for the national account.
On Hold. Select this option if the account is on hold.

preparing to delete a customer record and want to ensure that no
further transactions are posted to the account. You would not
likely select this option for a customer when setting up a new
Accounts Receivable system.
See also For more information about the On Hold and Inactive fields in
page 2-84
customer records, see Assigning On Hold or Inactive Status to
Customer Accounts in Chapter 2.
Short Name. If you want, enter a code to use when selecting

customers for reports, or leave the field blank.
Accounts Receivable automatically inserts the first ten characters

of the name you type for the customer in the Name field as the
short name, but you can change it.
See also For information about using short names, see the Entering
page 2-82
Short Names section in Chapter 2.
Territory. If you want, type a code to assign the customer to a

group that is used in your company, but for which there is no
comparable record type in Accounts Receivable.
If you use territory codes, you create and maintain your list of
the codes outside of Accounts Receivable.
Address Information. Type the billing address, telephone

number, and fax number.
The address entered on this tab is automatically printed on

invoices and statements for the customer.
Getting Started 383

Entering the If the customer belongs to a national account, the information

address for
entered for the national account appears in these fields. Type a
customers who
belong to a different address for the customer only if you send invoices and
national account statements directly to the customer, rather than to the head
office of the national account.
If you need a separate record of the customers address, for

example, because you send orders directly to the customer,
rather than to the head office, add a ship-to location for the
customer, as described in Step 7, Add Ship-To Locations, later
in this chapter.
Start Date. Type the date when the customer first became one of
your companys accounts.
E-mail. Type the companys e-mail address in this field.
Web Site. If this company has a Web site, type the Web site
address in this field.
3. When finished, click the Contact tab.
Enter information for the customer contact person, the person

with whom you usually deal at this company. (This information
is optional.)
4. When finished, click the Processing tab.

The Processing tab

of the Customers
form
5. Fill in the Processing tab as follows:
Account Type. Select Open Item if you apply receipts to, and
charge interest on, individual invoices for the customer. Select
Balance Forward if you apply receipts to, and charge interest on,
the balance in the customers account.
Print Statements. Select this option if you print statements for

the customer. If you do not choose the option, you cannot print
statements for the customer.
Note that when you print statements for a national account,

Accounts Receivable prints additional statement pages for
member customers for whom you select the Print Statements
option. If you do not want to print additional pages for a member
customer when you print national account statements, do not select
the Print Statement option for the customer.
Account Set. The code that you assigned to the customers

group or national account appears in this field. You can change
it only if the customer does not belong to a national account.
Multicurrency If you use multicurrency accounting, you can change only to an

account sets
account set that uses the same currency as the customer.
Terms Code / Billing Cycle / Interest Profile. The codes you see
in these fields are the codes that were assigned to the
Getting Started 385

customers group or national account. You can change the billing

cycle and interest profile on this tab only if the customer does
not belong to a national account. You can change the terms code
at any time.
Payment Code. Select a default payment code for the customer.

If you do not set a default payment code for a particular
customer, Receipt Entry uses the default payment code from the
A/R Options form.
Delivery Method. Specify the preferred method for delivering

statements and invoices to the customer.
You can select:
Mail to print to your usual print destination for

conventional mailing.
Fax to send statements and invoices to the fax number

specified for the customer on the Address tab.
E-mail to send statements and invoices to the e-mail

address specified for the customer on the Address tab.
Contacts Fax to send statements and invoices to the fax

number specified for the customer contact on the Contact
tab.
Contacts E-mail to send statements and invoices to the

e-mail address specified for the customer contact on the
Contact tab.
Credit Bureau Credit Bureau Number / Rating / Date. If you use credit bureau
Information
information for your accounts, type the credit bureau number
and rating for the customer, and the date on which the rating
was assigned.
Credit checks The credit checks and amounts you specified for the assigned
customers group or national account appear as defaults when
you add a national account.

You can change the credit checks, as follows, only if you selected
the Allow Edit Of Credit Check option for the customer group.
Total Outstanding Balance Exceeds the Credit Limit. Select this

option to generate a warning when you add a transaction for a
customer whose outstanding balance is greater than the credit
limit you specify.
Credit Limit. Type the credit limit you allow for this customer, if
it is different from the default and the customer group uses the
Allow Edit Of Credit Limit option.
A/R Transactions [#] Days and Later Exceed Amount. Select this
option to generate a warning when you enter transactions for the
customer if the balance of their overdue transactions exceeds a
specified amount and a specified number of days.
a warning. Also, type the amount that overdue transactions
must exceed to trigger the warning.
You can specify different a different overdue amount or

maximum number of days, if the customer group allows you to
edit credit checks.
See also For more information, see Entering Credit Information and
page 2-83
Credit Limits in Chapter 2.
Assign the Rate Type. If you use multicurrency accounting, select the rate
rate type
type to use when converting multicurrency customers
transactions to their functional-currency equivalents.
Note that the currency for the customer is determined by the

assigned account set.
6. When finished, click the Invoicing tab.
Getting Started 387

The Invoicing tab

of the Customers
form
7. Fill in the Invoicing tab as follows:
Customer Price List. If you use Sage Accpac Inventory Control, a

Finder appears, letting you choose the price list for the customer.
Customer Type. If you use Sage Accpac Inventory Control,

select the code for the discount level you use to select prices for
the customer.
Inventory Location. Specify an inventory location to use as the

default location for shipments that you process for this customer
in Order Entry.
FOB Point. Enter the free on board point.
Ship Via. If you use Order Entry, type a code that you have set
up in Order Entry or select it using the Finder. If you do not use
Order Entry, you can enter a code that you maintain elsewhere.
Accounts Receivable and Order Entry use the Ship Via details by
default when you create an order, an invoice, or a recurring
charge record for the customer, unless:
You assign a primary ship-to location to the customer, or
You use any ship-to location code in a specific order, invoice,

or recurring charge record.

You can also leave this field blank if you do not want to use a
Ship Via code.
Description (beside the Ship Via field). If you enter a Ship Via
code, the description for that code appears by default. You can
accept the description, or enter a new one.
Allow Partial Shipments. Select this option to allow partial

shipments of items for a customer. Order Entry partially ships
items only for customers that allow partial shipments. The
default setting is Yes.
Allow Web Store Shopping. Select this option to allow a

customer to shop at your Web store through eTransact. The
default setting is No.
Assigned Salesperson information is optional. However, if you assign

Salespersons
salespeople to the account, you must enter percentage splits that
total 100.
Salesperson Code. Select the codes for the salespersons who

are responsible for the customers account.
Percentage. Type the percentage of the transaction total that is

allocated to each salesperson on the customers invoices and
other transactions.
The Percentage column must total 100.
Tax Group. Select the code that represents the tax group to
which the customer belongs.
Multicurrency If you use multicurrency accounting and you select a tax group
tax groups
that uses a different currency than the customers account set,
the program warns you. When you enter invoices, debit notes,
and credit notes using the tax group, Accounts Receivable
displays amounts in the tax reporting currency, as well as in the
customers currency.
Tax Class. Select the customers tax class for each of the tax
authorities in the tax group.
Getting Started 389

Registration Number. Type the customers tax registration or

exemption numbers, if any.
Retainage % (Percentage) / Retention Period / Retainage

Terms. Specify default retainage settings to be used for invoices,
credit notes, and debit notes you enter for the customer.
These fields appear only if you selected the Retainage

Accounting option for your Accounts Receivable system. The
settings you specified in the A/R Options form appear as
defaults in new customer records.
8. The Optional Fields tab appears only if you use Transaction

Analysis and Optional Field Creator and you defined optional
fields for customers on the Options form.
The Optional Fields

tab of the
Customers form
Optional Fields Optional customer fields that are marked for automatic insertion
appear on the tab, along with their default values, as follows:
If the customer belongs to a national account, for optional

fields that match those used by the national account, values
from the national account record appear as defaults.
If the customer does not belong to a national account, for

optional fields that match those used by the customer group,
values from the customer group record appear as defaults.
If no default entry is specified for an optional field in either

the national account record or the customer group record,

the program uses the value specified in the optional fields

record.
The Value Set field indicates whether an optional field has an

automatically inserted default value. If the field looks empty, but
has a blank value, the Value Set field displays Yes. (You cannot
tell whether an optional field has a blank default value or
no value just by looking at the Value field.)
You can accept or change the default entries, or you can delete
them. You can also assign any additional optional fields that are
defined for customers.
9. When finished, click Add to add the customer to your records.
The Comments tab and the Statistics tab become available.
Add statistics after If you selected the Allow Edit Of (customer) Statistics option in
posting
the Options form, you can also add current-year and
transactions
previous-year statistics for each of your customers, as described
in Step 10: Add Customer Statistics, later in this chapter.

Enter customer 10. Click the Comments tab. If you do not want to enter comments,
comments
go to step 12.
The Comments tab

of the Customers
form
Getting Started 391

11. Fill in the Comments tab as follows:
Date Entered. Type the date on which you are entering the
comment.
Follow-up Date (optional). Type the date when you want to

check on the comment.
Expiration Date. Type the date on which you want to delete the
comment.
Accounts Receivable automatically displays a default expiration

date that is calculated by adding the number you specified for
the Default Number Of Days To Keep Comments option (in the
Options form) to the Date Entered date.
Comment. Type a comment, using up to 2,500 characters.
Entering a If you are entering a long comment, double-click the comment

long comment
line, or select the line, then click the Comment Zoom button, to
open a separate Comment form that lets you view the entire
comment as you enter it.
Credit card 12. If you accept credit cards as payment from your customer, click
the Credit Card tab.
The Finder displays credit

card types you have set
up in Bank Services.

13. Select the customers credit card type, then, enter the credit card
number, cardholder name, and the cards expiration date.
Encrypted credit card information is used automatically during

Receipt Entry when you specify a credit card payment code,
although you can change the credit card information for
particular transactions.
Add the customer 14. When finished, click Save. Repeat the preceding steps for each
record
customer you want to add.
15. Click Print on the File menu or choose Customers from the
Customer Reports folder to print the Customer List.
Check your When you finish adding your customer records, you should check
data
data integrity through Administrative Services and make a backup
copy of the data to help ensure that you do not have to add the
records a second time.
Modifying Customer Records
You can modify and delete customer records, as needed, with these
restrictions:
To change the customer number, you must first set up a new

customer record with the number you want to use, then delete
the record you no longer want.
If you change the customer group for a customer record,

Accounts Receivable does not overwrite existing fields.
If you change the national account for a customer, Accounts

Receivable overwrites the fields that must be identical to those of
the national account, and you cannot change them. These are:
Account type
Billing cycle
Interest profile
Getting Started 393

You can change the customers credit check information only if

you selected the Allow Edit Of Credit Check option for the
customers group or national account, if any.
You can edit customer statistics (period and activity) only if you
use the Allow Edit Of Statistics option.
You cannot delete a customer record that is used in unposted

documents or that has outstanding transactions.
You cannot set a customer record inactive if there are unposted

documents for the customer.
Multicurrency If you use multicurrency accounting, you can change the

ledgers
national account or account set assigned to a customer only to
another national account or account set that uses the same
currency.
For more information, see Adding, Editing, and Deleting Customer

Records in Chapter 3 of the User Guide.
Step 7: Add Ship-To Locations (Optional)

Step
7: This step guides you through the process of adding records for the
Add addresses to which you ship your customer orders.
Ship-
Before adding a ship-to location, you must:
To
Locat Add customer records.
ions
(Opti Find out the customer number for which to add a shipping
onal) location.
Decide on the code to use to identify the ship-to location.
See also If you use optional fields, you also need to define the optional fields
page 2-60
that you want to assign ship-to location records. For more
information on defining optional fields, see Setting Up Optional
Fields, in Chapter 2 in this guide.

See also For background information on ship-to locations, see Adding

page 2-89
Ship-To Locations in Chapter 2.
See also You can revise most of your entries as needed. Refer to the
page 3-100
Modifying Ship-To Locations section at the end of this step for
information about how to change or delete ship-to locations and
about any restrictions that may apply.
Use Help Remember to press F1 to use Help when you want quick
information about fields and tabs in the Ship-To Locations form.
If you need help figuring out how to use the Ship-To Locations form
using either a mouse or your keyboard, refer to the appendix Using
a Mouse or Keyboard, in the System Manager User Guide.
To add a ship-to location:
1. Choose Ship-To Locations from the Customers folder.
2. Type the customer number (or choose it from the Finder), then
press the Tab key.
The program displays a list of the ship-to locations that you have
entered previously for this customer.
3. Click the New button to start a new ship-to location record.
Getting Started 395

A blank record appears, as follows:
4. Type a unique code to identify the ship-to location, then press

the Tab key to move to the next field.
Type a description of the location.
5. Fill out the fields on the Address tab as follows:
Inactive. You normally select this option if you are preparing to

delete a ship-to location and want to make sure you do not select
the location on any further invoices for the customer. You are
not likely to select the Inactive option for a ship-to location when
setting up a new Accounts Receivable system.
Primary Ship-To. Select the Primary Ship-To option if you want

to designate this address as the primary ship-to location for the
customer. Accounts Receivable uses the primary ship-to location
as the default ship-to location when you add a new recurring
charge record or an invoice. Order Entry uses it as the default
when you create an order.

Address Information. Type the shipping address, telephone and

fax numbers, and the name of a contact person or position at the
shipping location.
E-mail. Enter an e-mail address for the ship-to location.

(This address can be different from the contacts e-mail address
that you enter on the Contacts tab.)
Territory. If you use territory codes, type the code for the
customer or shipping location.
6. When finished, click the Contact tab, and enter the name,
telephone and fax numbers, and an e-mail address for a contact
person at the ship-to location.
7. Next, click the Invoicing tab.
The Invoicing tab

of the Ship-To
Locations form
8. Fill out the Invoicing tab as follows:
Customer Price List. If you use Sage Accpac Inventory Control,

select the code for the price list that you use when you enter
orders for the customer in Sage Accpac Order Entry. You can
also leave this field blank.
Inventory Location. Enter a default inventory location from

which goods should be shipped when you use this ship-to
location in Order Entry shipments.
FOB Point. Enter the free on board point.
Getting Started 397

Special Instructions. Type any information you want to record

for the shipping location, or leave the field blank if you do not
need it.
This information appears as the default when you enter invoices

for the ship-to location, but you can change it for individual
invoices. You can also print the information on the customers
invoices for this location, if you want.
Ship Via. If you use Order Entry, type a code that you have set
up in Order Entry or select it using the Finder. If you do not use
Order Entry, you can enter a code that you maintain elsewhere.
You can also leave this field blank if you do not want to use a
Ship Via code.
Description (beside the Ship Via field). If you enter a Ship Via
code, the description for that code appears by default. You can
accept the description, or enter a new one.
If this is the primary ship-to location, these details appear by

default in new orders, invoices, and recurring charge records for
the customer.
If this is not the primary ship-to location, these details appear

when you use this particular ship-to location in an order, an
invoice, or a recurring charge record for the customer.
Assigning Salesperson Code / Salesperson Name / Percentage.

salespersons Accounts Receivable automatically displays salesperson
information from the customer record when you set up new
ship-to locations for a customer, but you can change the
information for a specific ship-to location, if necessary.
You can add up to five salespersons, but you do not have to

enter any information in these fields. If you assign salespeople to
the location, however, you must enter percentage splits that
total 100.

See also You add salesperson information for the ship-to location as you
page 3-81
did for the customer record, following the instructions in the
preceding Add Customers section in Step 6: Add Customer
Records.
Tax Group. Select the tax group, if any, that contains the tax
authorities, classes, and rates in effect at the shipping address.
Tax Class. Select the tax classes for the tax authorities in the tax
group.
Registration Number. Type the customers tax registration or

exemption numbers, if any, for each tax class that applies to the
shipping location.
Optional Fields 9. When ready, click the Optional Fields tab, if it appears.
If you do not use Transaction Analysis and Optional Field

Creator, you do not see the Optional Fields tab. Skip to step 10,
below.
The Optional Fields

tab of the Ship-To
Locations form
Optional fields that are marked for automatic insertion on new

ship-to location records appear on the tab, along with their
default values. (The Value Set field indicates whether a default
value is set for an optional field.)
If the optional fields for the ship-to location match those defined
for customers, national accounts, and customer groups, the
Getting Started 399

values from the customer record appear as default values. You

can accept or change the values.
10. If you want to assign new optional fields, use the Finder on the
Optional Field column to select an optional field code. You can
select only optional fields that you have set up for use with
ship-to locations.
If you want to delete an optional field that appears as a default,

highlight the optional field on the grid, then press the Delete key.
To enter a value or to change a default value that appears, select

the Value field, then either enter the value or use the Finder on
the Value column to select a new value. If the optional field is
validated, you must select a value that you have defined for the
field in Common Services.
See also For more information about optional fields, see Setting Up
page 2-60
Optional Fields in Chapter 2.
Add the ship-to 11. When ready, click the Add button. Repeat the preceding steps
location
for each ship-to location you want to add.
12. Click Print on the File menu or choose Ship-To Locations from
the Customer Reports folder to print a list of the locations you
report.
Modifying Ship-To Locations
You can modify a ship-to location at any time. However, you cannot
delete a ship-to location, or set it inactive, if it is used on any
unposted documents.
To make changes to the ship-to location record, select the customer

number and ship-to location code for the record you want to modify,
then select or type new information for the fields you want to
change.

Step 8: Add Recurring Charges (Optional)
You can change all the information in a ship-to record for a customer
except the ship-to code. To change this code, you must add another
record with the code you want to use, then delete the record you no
longer need.
You can add only optional fields that you defined for ship-to
locations using the A/R Optional Fields setup form.
Changing If you use multicurrency accounting, you can change the tax group
multicurrency
only to another tax group that uses the customers currency.
tax groups
When finished modifying a record, click Save to confirm your
changes.
To delete a ship-to record using the ship-to location form, select the
customer number and the line for the ship-to location, then click the
Delete button. You can also open the ship-to location record, and
click Delete.
For further information about editing and deleting ship-to locations,

see Chapter 3 in the User Guide.
ep 8: Step 8: Add Recurring Charges (Optional)

dd
This step guides you through the process of adding recurring
ecurri
charges for customers to whom you issue standard invoices at
g
regular intervals, such as for monthly rent.
harge
Before adding a recurring charge, you must:
Option
Add the customer record for which you are adding recurring
)
charges.
Decide on the code to identify the recurring charge. You can use
the same code for different customers, so that all customers with
service contracts could be assigned a SERVICE FEES charge code.
Determine the start date and expiration date for the charge, and
the day of the month on which the recurring charge is due to be
invoiced.

Determine the amount of each detail of the recurring charge.
Decide whether to enter taxes manually or let the program

calculate taxes when you create a recurring charge batch.
If you use optional fields, make sure you have defined the
invoice optional fields and invoice details optional fields that
you want to assign to the recurring charge.
See also For more information, see Adding Recurring Charges in

page 2-91
Chapter 2.
To change or You can revise most of your entries as needed. Refer to the
delete a
Modifying Recurring Charges section at the end of this step for
charge, see
page 3-110 information about how to change or delete recurring charges and
about any restrictions that may apply.
Use Help Remember to press F1 to use Help when you want information
quickly about fields and tabs in the Recurring Charges setup form.
If you need help using your mouse or keyboard to complete fields in

the Recurring Charges setup form, refer to the appendix Using a
Mouse or Keyboard, in the System Manager User Guide.
To add a recurring charge record for a customer:
1. Choose Recurring Charges from the Customers folder to display

the Invoice tab, the first tab of the Recurring Charges setup form.
You can use the Finder

to select an existing
schedule, or click this
button and set up a new
one in Common
Services.

2. In the Recurring Charge Code field, type a unique code to

identify the recurring charge, or use the Finder or the navigation
buttons to select it, and enter a description of the recurring
charge.
Note: You can assign the same charge code to different

customers, changing the details for each one. This allows you to
use general codes like RENT or SERVICE FEES.
3. In the Customer Number field, type or use the Finder to select

the customer number for which you are entering a recurring
charge.
Using Zoom To display the customers name and billing address, click the
to display
Zoom button to the right of the Finder. You can also press F9
information
when the insertion point is in the Customer Number field.
4. Fill out the Invoice tab as follows:
Schedule Code. The schedule determines when the recurring

charge is to be processed. Enter the code for the schedule that
you want to attach to this record, or select it using the Finder.
Zoom If you want to set up a new schedule or modify an existing one,

click the Zoom button near the Schedule Code field. (If you have
security turned on for your system, note that you must have
authorization to maintain schedules in Common Services to be
able to add or modify a schedule.)
Start Date. Enter the date that the recurring charge for this
customer begins.
When you create a batch for this recurring charge, Accounts

Receivable includes the invoice for this customer only if the run
date for the batch is the same as, or later than, the specified start
date.
Expiration Type. Select either No Expiration Date or Specific

Date.

When you select Specific Date, another field appears to let you
enter the expiration date. If there is an expiration date, the
program includes the invoice in the recurring charge batch only
if the expiration date is later than the run date.
Maximum Amount. Type the maximum amount for which the

customer can be invoiced in the period between the start and
expiration dates. If you do not want to set a maximum amount
for this charge, leave the zeros in this field.
When you have invoiced the maximum amount (unless the

amount is zero), no further invoices are created for the charge.
Multicurrency Rate Type. If you use multicurrency accounting, specify the rate
ledgers
type normally used to convert transactions entered for the
recurring charge to the functional currency.
You do not see this option if you do not use multicurrency

accounting.
Ship-To. Select the ship-to location to use for the recurring

charge, if you do not want to send the order to the address in the
customer record. Click Zoom to display the shipping address to
check that you chose the correct location.
Ship Via / Special Instructions. These fields display the

information entered in the ship-to location record. You can select
a different Ship Via code, and type a different ship-via
description and special instructions for this recurring charge.
Description. Type a description for invoices you create for the

charge. You can change the description for individual invoices
on the Invoice Entry form.
PO Number. Type the customers purchase order number, if

any, for the recurring charge.
Order Number. Type the sales order number, if any, issued for
the recurring charge.

Terms. Select the code for the payment terms you allow the
customer for the recurring charge.
5. When finished entering information on the Invoice tab, click the

Detail tab to enter the amounts (details) for the charge.
The Detail tab of

the Recurring
Charges setup
form
6. Add details for the recurring charge, filling in the following

fields on the Detail tab:
Invoice Type. Specify whether to use item details or summary

details when you create invoices for the recurring charge.
(Accounts Receivable displays the default invoice type specified
on the A/R Options form, but you can change it.)
Distribution Code. Select the distribution code that identifies the

general ledger revenue account to which you post amounts
invoiced for the recurring charge.
Description. Type a description for the detail.
Amount. Type the amount for the detail.
Comment. If you want to include a comment with the detail,

type a comment in the Comment field. You can enter up to
250 characters for each detail comment.
Discountable. The Discountable status for the distribution code

appears as the default in this field, but you can change the status
for a selected recurring charge detail.

To indicate that the detail is not subject to the invoice discount,

select No for the Discountable field on the Detail tab, or clear the
Discountable check box on the Detail Accounts/Taxes form.
Optional Fields. This column appears only if you use

Transaction Analysis and Optional Field Creator.
If you have set up any invoice detail optional fields for

automatic insertion, the column displays Yes for each detail.
Zoom To check or to change the optional fields that are used for a
selected detail, click the Zoom button beside the field, or press
Shift+F9. The Optional Fields form appears, letting you change
or delete optional fields for the detail. You can also add any
other optional fields that are defined for invoice details, and you
can change their values.
To delete an optional field, select it on the tab, then press the

Delete key on your keyboard.
To assign an optional field, press the Insert key, then use the
Finder to choose the code for the recurring charges optional
field.
See page For an overview of optional fields, see Setting Up Optional

2-60
Fields in Chapter 2.
See also For background information on assigning optional fields to

page 2-91
recurring charge records, see Adding Recurring Charges, in
Chapter 2.
Click the Accounts/Taxes button to:
Verify or change the revenue account to which the detail will

be distributed.
Verify or change tax information for the detail.

Detail Accounts/
Taxes in the
Recurring Charges
setup form
You can also use the Detail Accounts/Taxes form to change the
Discountable option, to change the optional fields assigned to a
selected detail, or to view the entire comment you have entered
for a detail.
7. If the recurring charge includes more than one detail, press the
Insert key to start a new line, and then add the next detail as in
step 4, above.
8. When ready, click the Optional Fields tab, if there is one.
The Optional Fields

tab of the
Recurring Charges
setup form
If you do not use Transaction Analysis and Optional Fields

Creator, go to step 7, below.
Initially, any invoice optional fields that you set up for automatic
insertion appear on this tab when you add a recurring charge.
(The Value Set field indicates whether a field contains a default

value.) These optional fields and values appear on generated

recurring charge invoices, unless you change them.
To delete an optional field, select it, then press the Delete

key on your keyboard.
To add an optional field, press the Insert key, then use the
Finder to choose an optional field code.
See also For an overview of optional fields, see Setting Up Optional

page 2-60
Fields in Chapter 2.
For background information on assigning optional fields to

recurring charge records, see Adding Recurring Charges, in
Chapter 2.
9. When ready, click the Sales Split tab to assign the salespeople, if
any, who are responsible for the recurring charge.
The Sales Split tab

of the Recurring
Charges setup
form
See also 10. Fill out the salesperson information for the recurring charge as
page 3-81
you did for customer records, following the instructions in
step 6 in the Add Customers section, under Step 6: Add
Customer Records, earlier in this chapter.
On new recurring charge records, Accounts Receivable displays

the salespersons and percentages assigned to the customer
record (or to the ship-to location record, if you assigned one to
the customer). If you want, you can change the salespeople and
percentages, or you can delete all the salesperson information if
it does not apply to the charge.

11. Click the Tax/Totals tab to:
Verify taxes and totals for the recurring charge. Accounts

Receivable calculates and displays estimated tax amounts for
a recurring charge when you select the Calculate Tax option.
Enter tax totals for the document, if you are entering taxes
manually.
When you enter taxes manually, you must ensure that the
total amount you enter for the authority on the Tax/Totals
tab equals the sum of the detail taxes for each tax authority.
Change the customers tax classes, if necessary.
The Tax/Totals tab

on the Recurring
Charges form
12. If you are entering taxes manually, complete the information on

the Tax/Totals tab as follows:
Tax Group. Select the tax group that contains the tax authorities
and tax classes to use for the recurring charge.
Calculate Tax. Select Calculate Tax if you want Accounts

Receivable to calculate taxes for the invoice automatically when
you create a recurring charge batch.
Do not select this option if:
Tax is already included in the amount of the recurring

charge.
The charge is not taxable.

You want to enter taxes manually.
Tax Base. If you did not select the Calculate Tax option, use this
field to specify the base amount on which taxes are calculated.
Tax Amount. The Tax Amount column appears only when the
Calculate Tax option is not selected.
For each tax authority, in the Tax Amount column, enter the
total taxes for the recurring charge.
Invoice Subtotal / Excluded Taxes / Total. When you enter taxes

manually (you do not select Calculate Tax), Accounts Receivable
displays the sum of the detail taxes in the Invoice Subtotal,
Excluded Taxes, and Total fields. It also displays a total for
Included Taxes.
Add the recurring 13. When ready, click Add to add the recurring charge. Repeat the
charge
preceding steps for each recurring charge you want to add.
14. Click Print on the File menu or choose Recurring Charges from
the Customer Reports folder to print a list of the recurring
charges you have added to verify that they are correct and
complete. File the report.
Modifying Recurring Charges
You can change or delete a recurring-charge record at any time.
You can change all the information in a record except the recurring
charge code. To change this code, you must add another record with
the code you want to use, and then delete the record you no longer
need.
To make changes, select the recurring charge code and customer

number for the record you want to change, then select or type new
information for the fields you want to change. To delete a detail,
select (highlight) the line, and then press the Delete key.

Step 9: Add Opening Balances and Current-Year Transactions
Changing If you use multicurrency accounting, you can change the customers
multicurrency
tax group only to another tax group that uses the same currency.
tax group
When finished modifying a record, click Save to confirm your
changes.
To delete a recurring charge, select the recurring charge code and

customer number, then click Delete.

tep
In this step, you post batches to enter the invoice and other
dd transaction details that make up the current balance in each of your
pe customer accounts.
ing
The method you use to create current customer account balances
ala
depends on how much information you want to transfer to Sage
ces
Accpac Accounts Receivable from your previous system.
nd
urr The instructions in this step assume that:
nt-
ear Your general ledger already includes the balances for the
ran receivables transactions you enter to set up Accounts Receivable.
acti The only transactions you want to post to your general ledger
ns are new transactions you enter after setup.
You have already added the tax groups, authorities, classes, and
rates you use with Accounts Receivable. You do not want to
send any tax information to Tax Services when you add your
Accounts Receivable setup entries in this step.
You have defined the banks you need for Accounts Receivable in
Bank Services, and have added outstanding deposits. You do not
want to send information to your banks while you are entering
setup transactions in Accounts Receivable.
You want to enter complete information about each outstanding

invoice, including the original invoice amount and the
transactions that were applied to create the outstanding invoice
balance.

You have selected the options you want to use to enter and edit
customer, item, and salesperson statistics in the steps that follow
this step. Some of these statistics are created as you post the
setup transactions.
See also For more information about other methods you may want to use to
page 2-98
set up your system, see Entering Opening Balances in Customer
Accounts in Chapter 2.
To add outstanding transactions to create opening balances:

Add tax 1. Select No Reporting for the Tax Tracking option in all the tax
information and
authorities you use with Accounts Receivable.
bank accounts
See the Tax and Bank User Guide for information about selecting
options for tax authorities.
2. Create a bank called SETUP in Bank Services.
Multicurrency If you use multicurrency accounting, select the Multicurrency

ledgers
option for the bank account, then select the functional currency
as the statement currency and assign the other currencies used
by your customers.
See the Tax and Bank User Guide for information about defining
banks.
3. If you have not already done so, select On Request Using Create
G/L Batch Icon for the Create G/L Transactions option on the G/L
Integration tab of the A/R Options form.
4. Create batches of the invoices that are outstanding in each

customers account at setup. Make sure you enter the correct
document dates and terms, so that the transactions are aged
correctly.
Use the Invoice Entry form to add the transactions, as described

in Chapter 4 in the User Guide.
5. Create batches of the receipts, credit notes, debit notes, and other
transactions that you applied to the invoices in your other
system.

Use the Invoice Entry, Receipt Entry, and Adjustment Entry

forms to add the transactions, as described in chapters 4 and 5 in
the User Guide.
Use the SETUP bank Use the SETUP bank code with each receipt batch you post.
6. Choose the Batch Listing icon from the Transaction Reports

folder and print a listing of each batch you create. Compare the
listings to the source documents from your previous system to
be sure the data is complete and correct.
If you find mistakes, correct the batches, then print new listings
of the corrected batches.
7. Use Administrative Services to check data integrity and make a

new backup copy of your data to prepare for posting.
8. Choose each of the Batch List icons in the A/R Transactions

folder in turn, and change the status of each batch to Ready To
Post. Then post the batches.
9. Choose the Posting Journals icon from the Transaction Reports

folder, and then print the journals of the batches you posted.
Compare the posting journals to the batch listings you printed

earlier and the source documents from your previous system to
be sure you posted all the transactions you need.
10. Choose the Customer Transactions icon from the Transaction

Reports folder to print the Customer Transactions report for all
your customers.
11. Select the following options for the report:
Select Transaction Types. Select all the options.
Report Type. Select Customer Transactions By Fiscal Year And

Period.
Sort By. Select Account Set as the first Sort By option.
Account Type. Select All Customers.

12. Check the Customer Transactions report against your customer

accounts to be sure you posted all transactions correctly.
13. Check the account set balances on the Customer Transactions

report against the balances in the Receivables Control accounts
in your general ledger to be sure the total of outstanding
receivables in your general ledger equals the total of the
accounts receivable ledger.
If the totals do not match, post missing transactions and

adjustments to correct errors, then print the report and check it
against the general ledger total again.
14. Choose the Create G/L Batch icon from the Periodic Processing
folder, then create the general ledger transactions for the batches
you posted.
15. Choose the G/L Transactions icon from the Transaction Reports
folder, and then print the report for each of the batch types you
posted in Accounts Receivable.
Compare the report to the General Ledger summaries on the

posting journals and to the general ledger listing from your
previous system to be sure the totals balance.
16. File the batch listings, posting journals, and other reports you
printed in these steps as part of your setup records.
17. Check the Integration tab of the A/R Options form to see
whether you want to change your selections for any of the
options, such as the Create G/L Transactions By option.
18. If necessary, change your selection for the Tax Tracking option to
At Invoice Level for the tax authorities you use with Accounts
Receivable. (You selected No Reporting for the option in Tax
Services in step 1 of these instructions.)
19. Reconcile, then delete the SETUP bank as follows:
a. Make a bank entry for the total deposit amount sent to the
bank by your Accounts Receivable setup transactions.

b. Clear the individual deposits.
c. Post the reconciliation to reduce the bank balance to zero.
d. Delete the bank.
See the Tax and Bank User Guide for instructions about
reconciling and deleting banks.
20. Process the general ledger batches.
If you have already posted the transactions to your general

ledger. If the receivables and bank transactions you posted to
set up your Accounts Receivable system were posted to your
general ledger before you began Accounts Receivable setup, you
need to delete the general ledger batches that you created during
these setup steps. If you do not delete the batches, you risk
posting them twice in your general ledger.
To delete the batches if you use Sage Accpac General Ledger,

follow the instructions in the General Ledger User Guide. If you
use another general ledger, delete them from the directory in
which you keep your Sage Accpac Accounts Receivable data.
(Delete the files that begin with the letters GLAR and GLBK,
using the extension .CSV.)
If you have not previously posted the general ledger

transactions. If you have not previously posted receivables
transactions in Sage Accpac General Ledger, you should print
the receivables batch listing in General Ledger, check it for
errors, make corrections, and print a new batch listing, if
necessary, then post the batch following the instructions in the
Sage Accpac General Ledger User Guide.
If you do not use Sage Accpac General Ledger, use your copy of
the G/L Transactions List to enter the transactions in your
general ledger manually, or import the General Ledger batches
into another computerized general ledger.

Step 10: Add Customer Statistics (Optional)

After you post transactions to set up the current balances in your
customer accounts, you may want to add account totals from earlier
periods and years as statistics in the customer records.
Before adding customer statistics, you must:
te Add records for customers, customer groups, and national

accounts, if used.
0:
Select the Allow Edit Of (customer) Statistics option on the
Ad
Processing tab of the Options form.
Cus See also For more information, see Using Customer Statistics in Chapter 2
om page 2-85
r To add statistics:
tat 1. Choose the Customers icon from the A/R Customers folder.
stic
2. Enter the number of the customer for whom you are adding
statistics, or choose the number from the Finder.
3. Click the Statistics tab.
The Statistics tab

of the Customers
form
4. Fill in the Statistics tab as follows.
Year. Type the year for which you want to add statistics, or use
the Finder to choose the year.

Step 10: Add Customer Statistics
To choose Period. Type the next period for which you want to add
the period
statistics, or click the keys to select the period.
Multicurrency Currency. If you use multicurrency accounting, select the

ledgers
currency in which you are entering the statistics. You can add
statistics in the customers currency and in the functional
currency. (It is a good idea to enter statistics in both currencies, if
this information is available.)
5. After specifying the year, period, and currency (if applicable),

enter the data.
Amount. Type the total amount of invoices, receipts, credit

notes, and other transaction types that were processed for the
customer during the displayed period.
Count. Type the number of invoices, receipts, credit notes, and

other transaction types that were processed for the customer in
the period.
6. When finished, click the Activity tab.
The Activity tab of

the Customers
form
Last Invoice refers to the

last posted invoice.
7. Check the statistics on the Activity tab. You may have filled
them in already through the transactions you posted to set up
the customers account.

Make any changes or additions you need, as follows:
Multicurrency Currency. Select the currency type. You can add statistics in the
ledgers
customers currency and in the functional currency.
You do not see this field on your screen if you do not use
multicurrency accounting in Accounts Receivable.
If the customer does not use the functional currency, the

customers currency is displayed to the right of the Last
Statement Balance field.
Amount. Type the amount of the highest balance this year,

highest balance last year, and so on, for the customer.
Date. Type the date on which you entered the amount for each
transaction.
Total Days To Pay. Type the number of days it took the

customer to pay all the invoices that have been fully paid in the
current year to date.
Total Invoices Paid. Type the number of invoices that were fully
paid by the customer in the current year to date.
8. When finished, click Save.
9. Repeat steps 2 through 8 for each set of customer statistics you

want to add.
Print the Customer 10. Click Print from the File menu or choose the Customers icon
Statistics report
from the Customer Reports folder. When the Customers Report
form appears, select Customer Period Statistics as the report
type. Make other selections to include the periods and customers
for which you have entered statistics, and then print the report.
Choose National Account as the first Select By option. If you do

not use national accounts, choose Customer Group as the first
Select By option. This choice groups customers on the report, so
that you can compare your customer statistics reports with the

Step 10: Add Customer Statistics
statistical reports you print for national accounts and customer

groups.
11. Compare the figures on the report to the statistical information

in your previous receivables system to be sure you correctly
entered all the statistics you require.
If you find mistakes, edit the statistics for those customers again
to make corrections.
Add national 12. If you have added national accounts, use the National Accounts
account statistics
form to enter the statistical totals you need for all the customers
in each national account. Follow the steps you took to enter
statistics for customers, entering combined totals for all the
customers in the national account.
Print the National 13. Click Print on the File menu or choose the National Accounts
Account Period
icon from the Customer Reports folder. When the National
Statistics report
Accounts Report form appears, select National Account Period
Statistics as the report type. Select Number Of Documents. Make
other selections to include the periods and national accounts for
which you have entered statistics, then print the report.
14. Check the report to be sure the totals for the national account
equal the totals for the customers in the national account. Correct
any errors, either in the national account record or the customer
record.
Add customer 15. Use the Customer Groups form to enter statistical totals for all
group statistics
customers in each of your customer groups. You enter only
period statistics for customer groups. No activity statistics are
kept for groups.
Print the Customer 16. Click Print on the File menu or choose the Customer Groups
Group Statistics
icon from the Setup Reports folder. When the Customer Groups
report
Report form appears, select Customer Group Statistics as the
report type. Select Number Of Documents. Make other selections
to include the periods and groups for which you have entered
statistics, and then print the report.

17. Check the report to be sure the totals for the customer group
equal the totals for the customers in the group. Correct any
errors, either in the customer group record or the customer
records.
18. If desired, turn off the Allow Edit Of (customer) Statistics option
in the Options form to prevent accidental changes to the
statistics.
After setup, Accounts Receivable automatically updates these

statistics when you post transactions.
ep
Step 11: Add Item Statistics (Optional)
dd
If you use an item list and chose the option to keep item statistics in
m
A/R Options, you may have created some item statistics as you
ati
posted transactions to set up the current balances in your customer
cs
accounts. After setting up your customer accounts, you may also
want to add item statistics from earlier periods and years.
Before adding item statistics, you must:
Add item records.
Select the Keep Item Statistics and Allow Edit Of (item) Statistics
options on the Processing tab of the A/R Options form.
See also For more information, see Entering Item Statistics in

page 2-57
Chapter 2.
To add statistics:
1. Choose the Items icon from the Setup folder.
2. Enter the item number for which you are adding statistics, or
choose the number from the Finder.
3. Click the Statistics tab.

Step 11: Add Item Statistics
The Statistics tab of

the Items form
4. Complete the Statistics tab as follows:
Unit Of Measure. Type the unit of measure for which you are
adding statistics or select it from the Finder.
You must type a unit you entered on the Pricing tab.
Year. Type the year for which you want to add statistics, or use
the Finder to choose the year.
To choose Period. Type the period for which you want to add statistics.
the period
You can also click an up or down button to choose the period.
Current. Type the total amount of sales, returns, and cost of

goods sold for the item and unit during the specified period.
Accounts Receivable automatically calculates the gross margin
when you save the data.
Also, type the number of sales (invoices) and returns that

included the item in the period, as well as the quantity sold.
Updating item After setup, Accounts Receivable automatically updates these

statistics
amounts and numbers when you post transactions using the
item number.
Accounts Receivable also enters the date of the last sale of the
item in the specified unit and the total number of the units sold,
and it updates the year-to-date statistics for this item, as well.
5. When finished adding the statistics for a period, click the Save
button.

Select the unit of measure, year, and period for which to add the
next set of statistics, as you did in step 4. When finished, click
Save, then repeat steps 2 through 5 for all other statistics you
want to add.
Turn off the Allow 6. If you turned on the Allow Edit Of (item) Statistics option in the
Edit Of Statistics
Options form so that you could add item statistics, turn off the
option
option when you are finished to prevent accidental changes.
ep Step 12: Add Salesperson Statistics (Optional)

:
dd If you use the option to keep salesperson statistics in Accounts
les Receivable, you have created some salesperson statistics as you
rso posted transactions to set up the current balances in your customer
accounts. After setting up your customer accounts, you may also
atis want to add salesperson statistics from earlier periods and years.
s
Before adding salesperson statistics, you must:
Add salesperson records.
Select the Keep Salesperson Statistics and Allow Edit Of

(salesperson) Statistics options on the Processing tab of the
A/R Options form.
See also For more information, see Setting Up Salesperson Records in

page 2-57
Chapter 2.
To add statistics:
1. Choose the Salespersons icon from the Setup folder.
2. Enter the salesperson number for which you are adding

statistics, or choose the number from the Finder.
3. Add the salesperson statistics, entering for each:
Year. Type the year for which you are entering statistics, or
choose it from the Finder.

Step 13: Design Customer Invoices, Statements, Deposit Slips, Labels, and Letters
Period. Type or select the period for which you are entering
statistics.
4. Enter statistics for the specified period:
Amount. For each type of transaction, type the total amount

processed for the salesperson during the selected year and
period.
Count. Type the total number of each transaction type

processed for the salesperson during the selected period.
5. When finished adding the statistics for a period, click the Save
button.
Select the next year and period, then add the next set of statistics,
as you did in steps 3 and 4. When finished, click Save, then
repeat steps 2 through 5 for all other statistics you want to add.
Turn off the Allow 6. If you turned on the Allow Edit Of (salesperson) Statistics option
Edit Of Statistics
in the Options form so that you could add salesperson statistics,
option
turn off the option when you are finished, to prevent accidental
changes to the statistics.
Step
13: After setup, Accounts Receivable automatically updates these
Desig statistics when you post transactions using the salespersons
n number, including year-to-date statistics.
Custo
mer
nvoic
Step 13: Design Customer Invoices, Statements, Deposit Slips, Labels,
es, Checks, and Letters
State Sage Accpac Accounts Receivable includes sample report formats for
ments, an invoice, credit note, debit note, statement, deposit slip, refund
Depos check and payment advice, letter, and label. You may be able to use
t or adapt the formats to print on the forms you already send to your
Slips, customers. You can also create your own formats.
Labels
and The Readme file, Forms.wri, lists the types of data you can select
Letter from your customer records to print on the various forms. (To view
s

this file, choose it from the ACCPAC\DOCS\ARxxAENG folder on

the machine on which Sage Accpac is installed.)
Accounts Receivable includes Crystal Report (.RPT) versions of the

following printed forms:
ARDINVO.RPT invoice for laser printer.
ARDOTINV.RPT invoice for dot matrix printer.
ARLETT01.RPT sample letter form.
ARINVWWW.RPT invoice used by e.AR.Inquiry.
ARSTMT01.RPT statement form.
ARLBL01.RPT sample label.
ARDPST01.RPT default deposit slip (includes only cash and

check receipts).
ARDPST02.RPT deposit slip that includes cash, check, and

credit card receipts.
ARSTMT10.RPT for printing statements on plain paper.
ARSTMTPRE.RPT for printing statements on preprinted

forms.
ARCHK01.RPT advice-check-advice form for laser printer.
ARCHK01A.RPT similar to ARCHK01. The check portion is

ANSI-compliant.
ARCHK11.RPT check-advice-advice for 11-inch check forms.
ARCHK11A.RPT similar to ARCHK11A, is ANSI-compliant.
Before you begin processing transactions, you should test your

formats by printing on the forms you use.

Where To Now?
To print test copies from your own data:
Use the Invoices icon from the Transaction Reports folder to

print invoices, credit notes, and debit notes. (You must first
select the Allow Printing Of Invoices option from the Options
form, and then add invoices, credit notes, and debit notes in the
Invoice Entry form.)
Use the Receipt Entry icon from the A/R Transactions folder or
the Deposit Slips icon from the Transaction Reports folder to
print deposit slips. (You must select the Allow Printing Of
Deposit Slips option from the Options form, then create at least
one receipt batch containing cash or checks.)
Use the Statements/Letters/Labels icon in the Customer Reports

folder to print customer statements, letters, and mailing labels.
Where To Now?
Your Accounts Receivable system is now ready to use. Refer to the
User Guide for information about entering transactions and operating
your Accounts Receivable system on a daily basis.
here
ow?

ARGS-A.doc, printed on 5/5/2006, at 3:42:28 PM. Last saved on 2/22/2006 2:44:00 PM.
Appendix A
Setup Checklist
This appendix describes and shows the Accounts Receivable Setup
Checklist, and tells you how to print it.
You can print the Setup Checklist (form AR-SETUP.PDF), then use it
to follow the step-by-step instructions for setting up Accounts
Receivable in Chapter 3 of Getting Started. As you complete each step
of the setup process, check off the item on the list, including:
Gathering data from your present receivables system.
Adding receivables accounts to your general ledger chart of

accounts.
Checklist
Setup
Adding tax, bank, currency, and security information.
Selecting options on the Accounts Receivable Options form.
Adding Accounts Receivable records.
Adding customer accounts and related records.
Adding ship-to locations.
Adding recurring charges.
Adding the opening balances and outstanding transactions for

your customer accounts.
Adding customer, item, and salesperson statistics.
Preparing and testing formats for printed reports.
Getting Started A1

Sample Setup Checklist

The Accounts Receivable Setup Checklist on the following pages can
guide you through the process of setting up your Accounts
Receivable system.
To print the checklist:
1. From the Windows Start menu, click Programs, then

Sage Accpac.
2. Click the subfolder Online Documentation, then Accounts

Receivable 5.4A.
3. Click Setup Checklist.
You can also open the checklist from the folder

X:\ACCPAC\DOCS\AR54AENG where X: is the drive where
your Sage Accpac programs are located.
Acrobat Reader will start.
4. On the File menu, click Print. Adjust the settings, and then
click OK.
A2 Sage Accpac Accounts Receivable

Sage Accpac ERP Date

Accounts Receivable Setup Completed by
Approved by
Before you begin

Install and activate Sage Accpac Accounts Receivable:
Install the System Manager (with Bank and Tax Services), create the system and
company databases, and choose company-wide options in Common Services.
Request your Accounts Receivable Activation code.
Follow the instructions in the System Manager Administrator Guide or System Manager
Setup Guide to install Accounts Receivable.
Read the Accounts Receivable README file and review the Accounts Receivable manuals.
Note: For information on using the Setup Wizard to set up Accounts Receivable, see the
Quick Start Guide.
1. Gather data from your present receivables system.
Include manual records or printed listings and reports of general ledger accounts, customer
lists, recurring charges, aged receivables, and the codes and other information you use to
identify accounts receivable records.
2. Add receivable accounts to your chart of accounts.
Add the general ledger accounts you need for your Accounts Receivable data, including
receivables control, payment discounts, prepayment liability, write-offs, interest income, sales
revenue, and retainage.
3. Add tax, bank, currency, and security information for Accounts Receivable.
Add tax information in Tax Services.
Checklist
Add bank information in Bank Services, including the check stocks and credit card
Setup
types you will use in Accounts Receivable.
Add currency information in the Currency forms in Common Services
(if you use multicurrency accounting).
Add security information in Administrative Services.
4. Choose A/R options.
Determine which options you want to use, then select them on the Accounts Receivable
Options form,
5. Add setup records.
Add account sets
Add billing cycles
Add distribution codes
Add dunning messages (optional)
Add interest profiles
Add payment codes
Add items (optional)
Add salespersons (optional)
Add terms
Add e-mail / fax messages
Page 1 of 2 Filename: AR-SETUP.PDF
Getting Started A3

Sage Accpac ERP Date

Accounts Receivable Setup Completed by
Approved by
Add setup records (continued...)

If you use Sage Accpac Transaction Analysis and Optional Field Creator, add optional fields for:
Customers, National Accounts, and Customer Groups
Ship-To Locations
Invoices (invoice, credit note, and debit note documents)
Invoice Details
Receipts
Adjustments
Revaluation
Refunds
6. Add customer accounts and related records.

Add customer group records.
Add national account records, if you use national accounts.
Add customer records.
7. Add ship-to locations records (optional).
Use the Ship-To Locations form.
8. Add recurring charge records (optional).
Use the Recurring Charges form.

9. Add the opening balances and outstanding transactions for your customer accounts.
Post batches to enter the outstanding invoices and other transactions that make up
the current balance in each of your customer accounts.
10. Add customer statistics (optional).
Complete the Statistics and Activity tabs of the Customers form.
Complete the Statistics and Activity tabs of the National Accounts form, if you use national
accounts.
Complete the Statistics tab of the Customer Groups form.
11. Add item statistics (optional).
Complete the Statistics tab of the Items form.
12. Add salesperson statistics (optional).
Add statistics in the Salespersons form.
13. Prepare and test the formats for printing reports.
To find out how to adapt sample forms or create new ones, see the online documentation for
System Manager. For a list of the fields you can use in your custom forms, see the document,
FORMS.WRI in the ACCPAC\DOCS\AR54AENG folder.
Print test copies from your own data.
Page 2 of 2 Filename: AR-SETUP.PDF
A4 Sage Accpac Accounts Receivable

Args-inx.doc, printed on 5/5/2006, at 6:25:31 PM. Last saved on 5/5/2006 6:23:00 PM.
Index
A Account type (continued)

calculating interest charges, 2-66
Account balance information on statements, 2-66
adding opening balances, 2-98, 3-111 overview, 2-66
entering statistics for previous periods Accounts Receivable
customer, 3-116 codes and numbers, designing, 2-36
customer group, 3-119 features, 1-1
national account, 3-119 manuals, 1-10, 1-11
Print Zero-Balance Statements option, using, on the Internet, 1-1
2-25 using, with a browser, 3-2
Account set Accounts Receivable options
adding, 3-35 See: Options
designing codes, 2-40 Accumulate Customer Statistics With Tax
exchange gains and losses account, 2-42 (Included or Excluded) option
general ledger accounts used, 2-41 choosing, 2-10
multicurrency general ledger accounts, Activating Sage Accpac Accounts Receivable
2-42 See: System Manager User Guide
overview, 2-40 Adding
requirements, 2-40 account sets, 3-35
Account Sets form overview, 2-40
Index
Index
using, 3-35 billing cycles, 3-37
Account type overview, 2-44
assigning customer groups, 3-64
to customer groups, 3-66 overview, 2-67
to customers, 3-85 customer records, 3-81
to national accounts, 3-75 overview, 2-64
assigningto customer groups, 2-67 distribution codes, 3-39
balance forward overview, 2-45
applying receipts, 2-66 dunning messages, 3-41
calculating interest charges, 2-66 overview, 2-47
information on statements, 2-66 e-mail messages
overview, 2-66 overview, 2-47
open item fax messages
applying receipts, 2-66 overview, 2-47
Getting Started Index1

Adding (continued) Aging options

interest profiles, 3-42 Age Unapplied Cash And Prepayments,
overview, 2-49 2-26, 3-23
items, 3-46 Age Unapplied Credit Notes And Debit
overview, 2-53 Notes, 2-26, 3-23
national accounts, 3-72 Aging Periods option, 3-22
payment codes, 3-45 selecting, 3-22
overview, 2-53 Dunning Messages, 3-22
salesperson records, 3-51 Allow Adjustments In Receipt Batches
overview, 2-57 option
setup records, 3-33 overview, 2-19
overview, 2-57 selecting, 3-20
ship-to locations, 3-94 Allow Edit After Deposit Slip Printed option
terms codes, 3-53 selecting, 3-20
overview, 2-58 Allow Edit After Invoice Printed option
Adding To An Existing Batch option overview, 2-16
Address Allow Edit After Receipt Printed option
customer Web site, 3-84 overview, 2-19
for billing cycle, 2-45 selecting, 3-20
for mailing payments, 2-45 Allow Edit Of Credit Check option
national account billing addresses, 3-74 overview, 2-69
Adjustment selecting in customer groups, 3-67
Allow Adjustments In Receipt Batches Allow Edit Of External Batches option
option selecting, 3-13
overview, 2-19 Allow Edit Of Imported Batches option
selecting, 3-20 selecting, 3-13
specifying document numbers, 2-22 Allow Edit Of Statistics option, selecting
processing for customers, customer groups, and
See: User Guide national accounts, 3-15
Age Unapplied Cash And Prepayments for items, 3-15
option for salespersons, 3-15
overview, 2-26 Allow Partial Shipments option
selecting, 3-23 for customers, 2-86, 3-89
Age Unapplied Credit Notes And Debit Allow Printing Of Deposit Slips option
Notes option overview, 2-18
selecting, 3-23 Allow Printing Of Invoices option
overview, 2-15
selecting, 3-17
Index2 Sage Accpac Accounts Receivable

Allow Web Store Shopping field Batch processing options (continued)

customer record, 3-89 Allow Printing Of Deposit Slips, 2-18,
Alternate tax base amount 3-19
specifying for items, 3-49 Create G/L Transactions By option, 3-29
Annual sales target, 2-57, 3-52 Create G/L Transactions option, 2-32,
Auto Insert 3-29
optional field, 2-63 Creating A New Batch, 2-33
Auto Search Creating And Posting A New Batch,
finding a record quickly, 3-6 2-33
Force Listing Of All Batches, 2-5, 3-13
Force Printing Of Deposit Slips, 2-18
B G/L Description, 3-31
G/L Reference, 3-31
Balance-forward customer account G/L transaction fields, 2-35
applying receipts, 2-66 Keep History, 2-6
calculating interest charges, 2-66 Billing address
information on statements, 2-66 assigning to customer records, 3-83
overview, 2-66 assigning to national account, 2-73
Bank Billing cycle
Default Bank Code option, 2-16 adding, 3-37
Bank information designing billing cycle code, 2-44
Bank Services frequency, 2-44
See: Tax and Bank Services User mailing address, 2-45
Guide overview, 2-44
Default Bank Code option, 2-16, 3-19 printing statements, 2-44
default rate type, 2-17 processing recurring charges, 2-44
Base Retainage Amount On option, 2-28, remittance address, 2-45
Index
3-25 Billing cycle code
Batch listing designing, 2-44
credit limit warning for recurring Billing Cycles form
charges, 2-84 using, 3-37
Force Listing Of All Batches options, 2-5 Browser
Batch number using Accounts Receivable through, 3-2
assigning numbers, 2-24
Batch processing options
Adding To An Existing Batch, 2-33 C
Allow Adjustments In Receipt Batches,
2-19, 3-20 Calculate Tax Reporting Amounts
Allow Edit After Deposit Slip Printed, Automatically option, 3-17
2-19, 3-20 overview, 2-14
Allow Edit After Invoice Printed, 2-16, Calculate Taxes Automatically option, 3-17
3-18 overview, 2-14

Calculating interest, 2-52 Commodity number for items, 3-48

compound interest, 2-50 Company contact, 3-12
creating interest batches, 2-52 Company information, entering, 2-2
on overdue balances, 2-51 Company options
on overdue documents, 2-50 changing contact and phone numbers,
on unapplied transactions, 2-50 2-2
overview, 2-50 company contact, 2-2
using a zero rate, 2-52 entering, 3-11
Calculating taxes phone and fax numbers, 2-2
for recurring charges, 2-95 See also: Options
Changing Compound interest
information in specifying in interest profiles, 2-49
customer group records, 3-71 Consolidate G/L Batches option
customer records, 3-93 and effect on drilldown, 2-34
national account records, 3-80 overview, 2-34
ship-to-location records, 3-100 selecting, 3-30
selections in the Options form, 3-27 Control account set
setup records, 3-63 See: Account set
Charging interest Costs, item
See: Interest profiles in multicurrency systems, 2-55
Chart of accounts overview, 2-55
adding general ledger accounts during specifying, 3-49
setup, 3-9 Create Deposit Slip When Receipt Batch Is
Check For Duplicate Checks option, 2-21 Created option, 2-18, 3-19
selecting, 3-20 Create G/L Transactions By option
Checklist adding to an existing batch, 2-33
setup steps, A-1, A-4 creating a new batch, 2-33
Code selecting, 3-29
distribution code, 2-46 Create G/L Transactions option
overview of Account Receivable codes overview, 2-32
and numbers, 2-36 selecting, 3-29
sorting order, 2-38 Create Interest Batch form, using, 2-52
Comment Create Write-Off Batch form
Default Number Of Days To Keep effects of Age Unapplied Credit Notes
Comments option, 2-11 And Debit Notes option, 2-26
selecting, 3-16 Creating A New Batch option
entering customer comments, 3-92 overview, 2-33
entering for vendors, 3-92 Creating And Posting A New Batch option
entering item comments, 3-48 overview, 2-33
in customer records, 2-88 Creating G/L transactions
Use Item Comment As Default option, during day-end processing
3-17 overview, 2-32

Credit bureau information Currency code (continued)

entering for customers, 3-86 in multicurrency account sets, 2-42
entering for national accounts, 3-77 in national account records, 3-75
Credit cards Currency, in multicurrency systems
setting up types in Bank Services, 2-80 See: Multicurrency information
entering customer credit card Custom reports
information, 3-92 and keeping history, 3-14
Credit check Customer
Include Pending A/R Transactions in specifying delivery method for, 3-86
Credit Checks option, 3-16 Customer group
Include Pending O/E Transactions in adding customer groups, 3-64
Credit Checks option, 3-16 Allow Edit Of Credit Check option
Include Pending Other Transactions in overview, 2-69
Credit Checks option, 3-16 assigning
overview, 2-12 account type, 2-67, 3-66
permission to edit, 3-67 customer group code to national
specifying in accounts, 3-74
customer records, 3-86 interest profile, 2-52
Credit limit changing record information, 3-71
Allow Edit Of Credit Check option creating
in multicurrency customer groups, 2-69 credit limit, 2-69
specifying for entering
customer groups, 3-67 data in optional fields, 3-69
specifying in default salespersons, 3-69
customer groups, 2-69 default tax group, 3-69
customer records, 2-83, 3-87 multicurrency credit limit, 2-69
Index
national accounts, 2-74, 3-77 multicurrency information, assigning
warning during invoice entry, 2-84 currency code, 3-68
warning on recurring charge invoices, rate type, 3-67
2-84 overview, 2-67
Credit note purpose, 2-67
Age Unapplied Credit Notes And Debit statistics (overview), 2-70
Notes option, 2-26 Customer group
document numbers assigning to customer records, 3-82
prefix and next number, 2-22 Customer group code
printing (overview), 2-16 overview, 2-36
Currency code sorting order, 2-38
functional currency for the Accounts Customer group statistics
Receivable ledger, 2-3 overview of options, 2-7
in customer groups, 3-68 Customer groups
in item records, 3-48 assigning optional fields to, 2-70

Customer Groups form Customer records (continued)

using, 3-64 whether to use ship-to locations,
Customer number 2-81
entering in customer records, 3-82 default payment code, 2-80, 3-86
for national accounts, 2-82 deleting, and recurring charges, 2-95
overview, 2-36, 2-82 entering
sorting order, 2-38 billing address, 3-83
Customer options comments, 3-92
Default Number Of Days To Keep credit checks, 3-86
Comments, 3-16 credit information, 3-86
Customer records credit limit, 3-87
adding, 3-81 customer credit card, 3-92
adding opening balances, 2-98 customer number, 3-82
adding recurring charges, 2-91 data in optional fields, 3-90
adding ship-to locations, 2-89 salesperson information, 3-89
Allow Edit Of Credit Check option short name, 3-83
overview, 2-83 start date, 3-84
Allow Partial Shipments field, 2-86, 3-89 tax information, 3-89
Allow Web Store Shopping field, 3-89 territory code, 3-83
assigning entering a ship-to location record, 3-95
account type, 3-85 entering customer e-mail address, 3-84
customer group code, 3-82 entering previous-year data
customer type, 3-88 overview, 2-99
Inactive status, 3-83 keeping comments, 2-88
interest profile, 2-52 multicurrency information
national account number, 3-82 rate type, 3-87
On Hold status, 3-83 overview, 2-64
optional fields to, 2-87 of account types, 2-65
price list code, 3-88 of Inactive status, 2-84
changing record information, 3-93 of On Hold status, 2-84
contents, 2-77 preparing to set up, 2-65
credit card, 2-80 rate type, 2-79
credit limit, 2-83 retainage
deciding percentage, 3-90
on customer numbers, 2-82 setting, 2-80
on the account set, 2-79 terms, 3-90
on the account type, 2-79 period, 3-90
on the default terms, 2-80 selecting
whether to set up recurring Print Statements option, 3-85
charges, 2-81 short name (overview), 2-82
setting up (overview), 2-77

Customer records (continued) Default Invoice Type option

specifying a default overview, 2-14
inventory location, 2-86 Default Number Of Days To Keep
ship via method, 2-86 Comments option
FOB points, 2-86 overview, 2-11
statistics (overview), 2-81, 2-85 selecting, 3-16
tax information (overview), 2-88 Default Order Of Open Documents option
Web site address, 3-84 overview, 2-20
Customer statements selecting, 3-18
specifying options, 2-24 Default Payment Code option
Customer statistics overview, 2-17
excluding or including tax, 2-10 selecting, 3-19
Include Tax In Statistics option, 2-10 Default rate type
options overview, 2-17
information kept, 2-8 Default Retainage Exchange Rate option,
overview of options, 2-7 2-28, 3-24
Customer type Default Retainage Percentage option, 2-27,
assigning to customer records, 3-88 3-24
Customers Default Retainage Retention Period option,
specifying retainage settings, 2-89 2-27, 3-24
Customers form Default Transaction Type
Default Number Of Days To Keep overview, 2-17
Customer Comments option, 2-11 receipt options, 3-18
Retainage tab, 2-27 Deleting
using, 3-81 customer records, and recurring
Customizing forms, 3-123 charges, 2-95
Delivery Method
Index
for customer, 3-86
D for national account, 3-76
Deposit slip
Debit note Allow Printing Of Deposit Slips option,
Age Unapplied Credit Notes And Debit 2-18
Notes option, 2-26 Force Printing Of Deposit Slips option,
document numbers 2-18
assigning prefix and next number, Designing Accounts Receivable codes and
2-22 numbers, 2-36
printing Discount
overview, 2-16 including tax in the base for discount,
Default Bank Code option 2-59
overview, 2-16 Discount date table
selecting, 3-19 overview, 2-59
Default dunning messages, 2-25

Discount terms from General Ledger, and keeping

See: Terms history, 3-14
Discount Type option Due Date Table option
selecting in terms codes, 3-55 overview, 2-59
Discountable option selecting in terms codes, 3-55
using with distribution codes, 3-40 Due Date Type option
Discountable status selecting in terms codes, 3-54
recurring charge detail, 3-105 Dunning messages
Discounts adding, 3-41
terms, 2-59 overview, 2-25, 2-47
Distribution codes Dunning Messages form
adding, 3-39 using, 3-41
assigning codes, 2-46 Dunning Messages options
specifying for items, 3-48 Duplicate checks
with an Accounts Receivable item list, warning message, 3-20
2-45
without an Accounts Receivable item
list, 2-46 E
Distribution Codes form
overview, 2-46 Editing options
using, 3-39 Allow Adjustments In Receipt Batches,
Document numbering 2-19
assigning numbers Allow Edit After Deposit Slip Printed,
for interest charges, 2-51 2-19, 3-20
for interest invoices, 2-24 Allow Edit After Invoice Printed, 2-16,
for invoices, credit notes, and debit 3-18
notes, 3-21 Allow Edit After Receipt Printed, 2-19,
for recurring charge invoices, 2-24 3-20
Default Order Of Document Number Default Order Of Open Documents, 2-20
option, 2-20 E-mail address, customer
default prefixes, 2-22 entering in customer record, 3-84
overview, 2-21 E-mail messages
prefix, changing, 2-22 adding, 3-58
resetting next number, 2-24 overview, 2-47
Document numbers Employee number
assigning numbers, 2-22 entering in salesperson records, 3-52
overview, 2-22 Entering taxes manually
Drilldown recurring charges, 3-109
effect of consolidation on, 2-34 Exporting
to originating transaction in Order file formats, 2-96
Entry, 1-9

External batches G/L Integration form, 2-31

editing option, 3-13 G/L Integration options
changing your selections, 2-36
choosing options for G/L batches, 3-28
F Consolidate G/L Batches, 3-30
Create G/L Transactions, 3-29
Fax messages Create G/L Transactions By, 3-29
overview, 2-47 G/L transaction fields
Features of Accounts Receivable, 1-1 assigning information to, 2-35, 3-31
Fields overview, 2-35
G/L transaction fields, 2-35, 3-31 G/L transactions
File formats, for importing and exporting creating, overview, 2-32
Accounts Receivable data, 2-96 effect of consolidation on drilldown,
Finder, 3-6 2-34
using Auto Search, 3-6 General ledger
FOB Point Consolidate G/L Batches option,
specifying defaults for customers, 2-86 selecting, 3-30
specifying, in customer records, 3-88 Create G/L Transactions By option,
Force Listing Of All Batches option selecting, 3-29
overview, 2-5 Create G/L Transactions option,
Force Printing Of Deposit Slips option G/L Description, selecting, 3-31
overview, 2-18 G/L Reference, selecting, 3-31
selecting, 3-20 using G/L Integration options, 2-31
Frequency General Ledger integration with Accounts
in billing cycles, 2-44 Receivable
Functional currency, selecting, 2-3 See: G/L Integration
Index
General ledger accounts
adding during setup, 3-9
assigning to distribution codes, 2-45
G
exchange gains and losses, 2-42
in account sets, 2-41
G/L Description Feld option
in multicurrency account sets, 2-42
selecting, 3-31
Interest Income, 2-49
G/L Integration
Prepayment Liability, 2-41
assigning information to G/L fields,
Realized Exchange Loss, 2-43
2-35, 3-31
Receipt Discounts, 2-41
consolidating G/L transactions
Receivables Control, 2-41
effect on G/L fields, 2-36
Retainage, 2-42
overview
specifying for items, 3-48
selecting options, 3-28
Unrealized Exchange Gain, 2-42

General ledger accounts (continued) Inactive status (continued)

Unrealized Exchange Loss, 2-42 to national accounts, 3-74
Write-Offs, 2-41 Include Pending A/R Transactions in Credit
General Ledger batch Check
Consolidate G/L Batches option, 2-34 selecting, 3-16
creating a new batch, 2-33 Include Pending O/E Transactions in Credit
creating and posting a new batch, 2-33 Check
G/L transaction fields, 2-35 selecting, 3-16
using only one batch, 2-33 Include Pending Other Transactions in
General Ledger integration options Credit Check
Adding To An Existing Batch, 2-33 selecting, 3-16
Creating A New Batch, 2-33 Include Pending Transactions option, 2-17
Creating And Posting A New Batch, selecting, 3-19
2-33 Include Tax In Statistics options
General ledger transactions overview, 2-10
using the Create G/L Transactions selecting, 3-15
option, 2-32 Installing Sage Accpac Accounts Receivable
Group, customer See: System Manager User Guide
overview, 2-67 Integration
GST number and drill down to Order Entry, 1-9
entering for ship-to-locations, 3-99 with General Ledger
entering in customer record, 3-90 See: G/L Integration
with other Sage Accpac programs, 1-9
Interest, calculating, 2-50
H on balance-forward accounts, 2-66
on open-item accounts, 2-66
Help, using, 3-6 Interest charges
History, keeping, 3-14 calculating, 2-50
minimum charge, 2-49
Interest income general ledger account
assigning to interest profiles, 2-49
I
Interest invoice document number,
assigning, 2-24, 2-51
Imported batches
prefix, 2-51
editing option, 3-13
and next number, 2-22
Importing
Interest profile
file formats, 2-96
adding, 3-42
Inactive field
annual interest rate, 2-49
purpose, 3-34
assigning the general ledger Interest
Inactive status, assigning
Income account, 2-49
to customer records, 2-84, 3-83
assigning to customer groups, 2-52
to ship-to-locations, 2-75, 3-96
assigning to customer records, 2-52

Interest profile (continued) Invoice Entry options (continued)

assigning to national accounts, 2-52 Calculate Taxes Automatically, 2-14
compounding interest charges, 2-49 selecting, 3-17
contents, 2-49 Default Invoice Type, 2-14
method of calculating interest charges, next invoice batch number, 2-24
2-49 Show Item Cost option, 3-17
multicurrency information, 2-50 specifying document numbers, 2-22
Interest profile code Use Item Comment As Default, 2-15
assigning, 2-52 Invoice forms, customizing, 3-123
Interest profiles Invoice terms
overview, 2-49 See: Terms
Interest Profiles form Item
using, 2-52, 3-42 adding, 3-46
Internet adding records, 2-54
using Accounts Receivable with a adding statistics during setup, 2-57
browser, 1-1, 3-2 calcuating tax, 2-55
Inventory location costs
assigning to customer records, 3-88 in multicurrency systems, 2-55
default for ship-to location, 2-90 overview, 2-55
specifying defaults for a customers, 2-86 entering
Invoice alternate tax base amount, 3-49
Allow Adjustments In Receipt Batches comments, 3-48
option, 2-19 commodity number, 3-48
Allow Edit After Invoice Printed option, distribution code, 3-48
2-16 item costs, 3-49
selecting, 3-18 item prices, 3-49
Allow Printing Of Invoices option, 2-15 multicurrency information, 3-48
Index
selecting, 3-17 tax information, 3-50
document numbers, 2-22 units of measure, 3-49
printing (overview), 2-16 overview, 2-53
Show Item Cost option, 2-15 prices
Use Item Comment As Default, 2-15 in multicurrency systems, 2-55
Invoice batch overview, 2-55
specifying next numbers, 2-24 Show Item Cost option, 3-17
Invoice detail optional fields specifying tax information, 2-55
assigning to recurring charge details, statistics (overview), 2-57
3-106 units of measure
Invoice Entry options in multicurrency systems, 2-55
Calculate Tax Reporting Amounts overview, 2-55
Automatically, 2-14 Use Item Comment As Default option

Item comments Keep Salesperson Statistics option

entering, 3-48 using in salesperson records, 2-57
displaying during invoice entry, 2-15
Item cost
displaying during invoice entry, 2-15 L
specifying in item records, 3-49
Item list Label forms, designing, 3-123
adding, 3-46 Last Maintained field
adding non-inventory items, 2-54 purpose, 3-34
adding records, 2-54 Letter forms, designing, 3-123
assigning distribution codes, 2-45
using with Sage Accpac Inventory
Control, 2-54
M
Item number
assigning (overview), 2-54
Mailing labels
designing, 2-54
See: Label forms
Item price
Messages, e-mail
specifying in item records, 3-49
to use when sending statements and
Item statistics
invoices, 3-58
adding during setup, 2-57
Messages, dunning
Include Tax In Statistics option, 2-10
See: Dunning Messages option
options
Minimum interest charge
overview, 2-7
specifying, 2-49
changing, 2-9
Monthly billings
overview, 2-57
See: Recurring charges
Items form
Multicurrency
overview, 2-54
account set, 2-42
using, 3-46
credit limits in customer groups, 2-69
default rate type, 2-17
interest profiles, 2-50
K interest rates, 2-50
item costs, prices, and units of measure,
Keep (Customer, National Account, and 2-55
Group) Statistics option, 3-14 overview
Keep (item and salesperson) Statistics realized gains and losses, 2-43
options selecting the Multicurrency option, 3-12
effects of changing, 2-9, 3-14 summary of multicurrency setup, 2-101
Keep History option, 2-6 Multicurrency information
advantages, 3-14 assigning a currency code to customer
effect of turning off, 3-14 groups, 3-68
Keep Item Statistics option entering, 3-87
used in item records, 2-57

Multicurrency information (continued) National account (continued)

entering for items, 3-48 of Inactive status, 2-75
rate type for customer, 3-87 of On Hold status, 2-74
preparing for setup, 3-9 of transaction processing, 2-73
selecting the rate type purpose, 2-72
for customer groups, 3-67 selecting
for national accounts, 3-78 Inactive status, 3-74
Multicurrency options On Hold status, 3-74
general ledger accounts, 2-42 Print Statements option, 3-75
overview, 2-3 specifying delivery method for, 3-76
restriction on changing, 2-4 statistics (overview), 2-75
Multiple Payment Schedule option National account number
selecting in terms codes, 3-54 sorting order, 2-38
National account statistics
entering, 3-119
N overview of options, 2-7
National Accounts form
National account using, 3-72
adding, 3-72 National Accounts Management, 2-71
Allow Edit Of Credit Check option, 2-74 install before activating Accounts
assigning a customer number, 2-82 Receivable, 2-2
assigning interest profile, 2-52 Next Number options
assigning optional fields to, 2-76 overview, 2-22
assigning to customer records, 3-82 selecting, 3-21
billing address, 2-73 Number
changing record information, 3-80 See: Code
Index
creating (overview), 2-76 Number Of Days In Advance To Create
credit limit, 2-74 Retainage Documents, 2-29
entering Numbering options, 2-21
account type, 3-75 Numbers, document, 2-22
credit information, 3-77
credit limit, 3-77
customer group code, 3-74 O
data in optional fields, 3-78
Inactive status On Hold status, assigning
effect on customers, 2-75 to customer records, 3-83
multicurrency information overview, 2-84
selecting the rate type, 3-78 to national accounts, 3-74
On Hold status overview, 2-74
effect on customers, 2-74
overview, 2-71

Online Options (continued)

using Accounts Receivable with a Invoicing options
browser, 3-2 Allow Edit After Invoice Printed,
Open-item customer account 3-18
applying receipts, 2-66 Allow Printing Of Invoices, 3-17
calculating interest charges, 2-66 Calculate Tax Reporting Amounts
information on statements, 2-66 Automatically, 3-17
overview, 2-66 Calculate Taxes Automatically, 3-17
Optional fields Next Number, 3-21
adding, 3-59 Prefix (for document numbers),
assigning 3-21
to customer groups, 2-70 Show Item Cost, 3-17
to customers, 2-87 Use Item Comment As Default, 3-17
to national accounts, 2-76 Multicurrency, 2-3
to ship-to locations, 2-91 numbering (overview), 2-21
Auto Insert option, 2-63 overview, 2-13
entering optional data of adjustment-processing options,
for customer groups, 3-69 2-13
for customers, 3-90 of company information, 2-2
for national accounts, 3-78 of general ledger integration
for ship-to-locations, 3-100 options, 2-31
making required, 3-62 of invoicing options, 2-13
required field, 2-62 of processing options, 2-3
settings, specifying, 3-62 of receipt-processing options, 2-13
using to customize Accounts Receivable, of statement processing options,
2-60 2-24
Value Set option, 2-62 Processing options
Options Allow Edit Of Statistics, selecting,
Company Options 3-15
company contact, 3-12 Allow Edit Of Batches, 3-13
entering phone and fax numbers, Force Listing Of All Batches, 3-13
3-12 Include Tax In (customer) Statistics,
G/L Integration options 3-15
G/L Description, 3-31 Keep (Customer, National Account,
G/L Reference, 3-31 and Group) Statistics, 3-14
Include Pending A/R Transactions in Keep (item/salesperson) Statistics,
Credit Checks, 3-16 3-14, 3-15
Include Pending O/E Transactions in Keep History, 3-14
Credit Checks, 3-16 Process Recurring Charges
Include Pending Other Transactions in selecting, 3-13
Credit Checks, 3-16 Retainage Accounting, 3-14

Options (continued) Options form (continued)

Receipt options Create G/L Transactions, 2-32
Allow Adjustments In Receipt Creating A New Batch, 2-33
Batches, 3-20 Creating And Posting A New
Allow Edit After Deposit Slip Batch, 2-33
Printed, 3-20 Numbering tab, 2-22
Allow Printing Of Deposit Slips, overview
3-19 Company tab, 2-2
Default Bank Code, 3-19 Processing tab, 2-3
Default Order Of Open Documents, Statement tab, 2-24
3-18 Transactions tab, 2-13
Default Payment Code, 3-19 See also: Options
Force Printing Of Deposit Slips, Processing tab
3-20 Credit Checks, 2-12
Include Pending Transactions, 3-19 Default Number Of Days To Keep
Retainage Accounting, 2-6 Comments, 2-11
selecting during setup, 3-10 Force Listing Of All Batches, 2-5
Statement options Keep History, 2-6
Age Unapplied Cash And Multicurrency, 2-3
Prepayments, 3-23 Process Recurring Charges, 2-4
Age Unapplied Credit Notes And Retainage Accounting, 2-6
Debit Notes, 3-23 Report Tax, 3-24
Aging Periods, 3-22 Retainage tab
Default Number Of Days To Keep Base Retainage Amount On, 2-28
Comments, 3-16 Default Retainage Exchange Rate,
Dunning Messages, 3-22 2-28
Print Zero-Balance Statements, 3-23 Default Retainage Percentage
Index
Options form option, 2-27
Allow Edit After Receipt Printed option, Default Retention Period option,
3-20 2-27
Calculate Tax Reporting Amounts Number Of Days In Advance To
Automatically option, 2-14 Create Retainage Documents,
changing your selections, 3-27 2-29
Check For Duplicate Checks option Schedule To Use For Automatic
overview, 2-21 Creation Of Retainage
selecting, 3-20 Documents, 2-29
Create Deposit Slip When Receipt Batch Use Separate Document
Is Created, 2-18, 3-19 Numbering When Creating
Include Pending Transactions, 2-17 Retainage Documents, 2-28
Integration tab selecting options during setup, 3-10
Adding To An Existing Batch, 2-33
Consolidate G/L Batches, 2-34

Options form P
Statement tab
Age Unapplied Cash And Payment code codes
Prepayments, 2-26 assigning, 2-53
Aging Periods, 2-25 overview, 2-53
Dunning Messages, 2-25 Payment Codes form
Print Zero-Balance Statements, 2-25 overview, 2-53
Transactions tab using, 3-45
Allow Adjustments In Receipt Payment terms
Batches, 2-19 See: Terms
Allow Edit After Deposit Slip Percentage (sales split)
Printed, 2-19 entering in customer records, 3-89
Allow Edit After Invoice Printed, Posting options
2-16 Adding To An Existing Batch option,
Allow Edit After Receipt Printed, 2-33
2-19 Consolidate G/L Batches, 2-34
Allow Printing Of Deposit Slips, Create G/L Transactions, 2-32
2-18 Creating A New Batch option, 2-33
Allow Printing Of Invoices, 2-15 Creating And Posting A New Batch
Calculate Taxes Automatically, 2-14 option, 2-33
Default Bank Code, 2-16 Posting sequence
Default Invoice Type, 2-14 invoice posting sequence number, 2-24
Default Order Of Open Documents, Prefix (document number) options
2-20 selecting, 3-21
Default Payment Code, 2-17 Prepayment
Default Transaction Type, 2-17 Age Unapplied Cash And Prepayments
Force Printing Of Deposit Slips, option, 2-26
2-18 document numbers
Show Item Cost, 2-15 assigning prefix and next number,
Use Item Comment As Default, 2-15 2-22
using the Company Options tab during Prepayment Liability account
setup, 3-11 overview, 2-41
Order Entry Price
drilldown to originating transaction, 1-9 specifying for items, 3-49
integrating with Accounts Receivable, Price list
1-9 assigning to customer records, 3-88
Overdue balances assigning to ship-to-locations, 3-97
calculating interest charges, 2-51 See: Item list
Overdue limit Price, item
specifying for customer groups, 3-68 in multicurrency systems, 2-55
overview, 2-55

Primary ship-to location Processing transactions

overview, 2-89 for national accounts
specifying for a customer, 3-96 Profile, interest
Print Statements option See: Interest profiles
selecting for customer records, 3-85 Program features, 1-1
selecting for national accounts, 3-75 Project and Job Costing
Print Zero-Balance Statements option integrating with Accounts Receivable,
overview, 2-25 1-10
selecting, 3-23 Purchase order number
Printing invoices adding to a recurring-charge record,
keeping history for reprinting invoices, 3-104
3-14
Printing options
Age Unapplied Cash And Prepayments R
selecting, 3-23
Age Unapplied Credit Notes And Debit Rate type, assigning
Notes to multicurrency customer groups, 3-67
selecting, 3-23 to multicurrency recurring-charge
Allow Printing Of Deposit Slips, 3-19 records, 3-104
Allow Printing Of Invoices default rate type, 2-17
selecting, 3-17 Realized gains and losses (overview), 2-43
Force Printing Of Deposit Slips, 3-20 Receipt Discounts account
Print Zero-Balance Statements, 3-23 overview, 2-41
Printing statements Receipt options
specifying options, 2-24 Allow Adjustments In Receipt Batches
Process Recurring Charges option option, 2-19
Index
changing, 2-4 selecting, 3-20
overview, 2-4 Allow Edit After Deposit Slip Printed
selecting, 3-13 option, 2-19
Processing by billing cycle selecting, 3-20
remittance address on statements, 2-45 Allow Edit After Receipt Printed option,
updating the Last Maintained field, 2-45 2-19
Processing options selecting, 3-20
Keep (Customer, National Account, and Allow Printing Of Deposit Slips option,
Group) Statistics, 3-14 2-18
Keep History, 3-14 selecting, 3-19
overview, 2-3 Create Deposit Slip When Receipt Batch
Retainage Accounting, 3-14 Is Created, 2-18
selecting the Multicurrency option, 3-12 selecting, 3-19
Processing retainage Default Bank Code option, 2-16
Report Tax option, 2-30 selecting, 3-19

Receipt options (continued) Recurring charges (continued)

Default Payment Code option, 2-17 entering
selecting, 3-19 maximum amount to invoice, 3-104
Default Order Of Open Documents multicurrency information, 3-104
option, 2-20 sales order number, 3-104
selecting, 3-18 entering taxes manually, 3-109
default rate type, 2-17 overview, 2-91
default transaction type, 3-18 reminding users to create invoices, 2-92
document numbers, assigning, 2-22 setting an expiration type and date,
Force Printing Of Deposit Slips option, 3-103
2-18 specifying general ledger information,
selecting, 3-20 2-92
Include Pending Transactions, 2-17, 3-19 specifying the invoice type, 2-92
prefix and next number, 2-22 using the Create Recurring Charge
specifying document numbers, 2-22 Batch form, 2-95
Receipt type See also: Process Recurring Charges
adding, 3-45 option
default for a customer, 3-86 Refund options
Receivables Control account Check For Duplicate Checks, 2-21
Recurring charge invoice specifying document numbers, 2-22
document number, 2-22, 2-24 Reminder list
Recurring charges create a recurring charge batch, 2-92
adding for customer records, 2-91 Remittance address
adding records, 3-102 in billing cycles, 2-45
and deleting customer record, 2-95 Report options
and tax calculation, 2-95 Age Unapplied Cash And Prepayments
and invoice frequency, 2-92 option, 2-26
assigning Aging Period option, 2-25
a schedule code, 3-103 Aging periods, 2-24
a start date, 3-103 Allow Edit After Deposit Slip Printed,
amounts and limits, 2-92 2-19
invoice detail optional fields, 3-106 Allow Printing Of Deposit Slips, 2-18
payment terms, 2-92 Dunning Messages option, 2-25
recurring charge code, 3-103 Force Printing Of Deposit Slips, 2-18
salespersons, 2-94 Print Statements option, 3-75
ship-to locations, 2-94 Print Zero-Balance Statements option,
to a customer number, 3-103 2-25
changing record information, 3-110 Report requirements
deciding whether to create for customer overview of Force Listing Of All Batches
records, 2-81 option, 2-5
discountable status for a detail, 3-105

Report Tax option Sales split

for retainage, 2-30 entering for customers, 3-89
selecting, 3-24 entering for recurring charges, 3-108
Reprinting invoices entering for ship-to locations, 3-98
keeping history, 3-14 Sales target
Required field entering in salesperson records, 3-52
optional field, 2-62 Sales tax
setting, 3-62 including in statistics, 2-10
Retainage accounting specifying in customer records, 2-88
retainage account, 2-42 Sales tax information
specifying default options, 2-27 specifying in item records, 2-55
specifying settings for customers, 2-89 Salesperson record
Retainage Accounting option, 2-6 adding, 3-51
selecting for Accounts Receivable, 3-14 assigning to customer records, 3-89
Retainage options assigning to ship-to-locations, 3-98
Base Retainage Amount On, 3-25 entering
Default Retainage Exchange Rate, 3-24 the employee number, 3-52
Default Retainage Percentage, 3-24 overview, 2-57
default options, 2-27 Salesperson statistics
Default Retention Period, 3-24 changing options, 2-9
Number Of Days In Advance To Create Include Tax In Statistics option, 2-10
Retainage Documents, 3-26 overview of options, 2-7, 2-9
Report Tax option, 2-30, 3-24 Salespersons
Schedule To Use For Automatic entering default for customer groups,
Creation Of Retainage Documents, 3-69
3-26 Salespersons form
Use Separate Document Numbering using, 3-51
Index
When Creating Retainage Sample terms, 3-56
Documents, 3-25 Schedule To Use For Automatic Creation Of
Retainage percentage Retainage Documents option, 2-29
customer record, 3-90 Schedules
Retainage Terms and timing of recurring charge invoices,
customer record, 3-90 2-92
Retention Period Setting up Accounts Receivable
customer record, 3-90 account sets, 2-40
adding account sets, 3-35
adding billing cycles, 3-37
S adding currency information (for
multicurrency ledgers), 3-10
Sage Accpac General Ledger adding customer records, 3-64
using G/L Integration options, 2-31 adding distribution codes, 3-39
Sage Accpac Workbook, 1-11 adding dunning messages, 3-41

Setting up Accounts Receivable (continued) Setting up Accounts Receivable (continued)

adding interest profiles, 3-42 Allow Printing Of Deposit Slips
adding items, 3-46 option, 2-18
adding payment codes, 3-45 assigning codes and numbers to
adding receivables accounts to your customer and setup records,
general ledger, 3-9 2-36
adding setup records, 3-33 billing cycles, 2-44
adding tax and bank information, 3-10 Calculate Taxes Automatically
billing cycles, 2-44 option, 2-14
customer groups, 2-67 company options, 2-2
customer records, 2-64 Consolidate G/L Batches option,
distribution codes, 2-45 2-34
document numbers, 2-21 Create G/L Transactions option,
dunning messages, 2-47 2-32
e-mail messages, 2-47 Creating A New Batch option, 2-33
entering company contact, 3-12 Creating And Posting A New Batch
entering company options, 3-11 option, 2-33
entering customer transactions, 2-97 Credit Checks options, 2-12
entering phone and fax numbers, 3-12 customer groups, 2-67
exporting setup information, 2-95 customer records, 2-77
fax messages, 2-47 Default Bank Code option, 2-16
guideposts to Accounts Receivable Default Invoice Type option, 2-14
information, 3-5 Default Number Of Days To Keep
importing setup information, 2-95 Comments option, 2-11
interest profiles, 2-49 Default Order Of Open Documents
items, 2-53 option, 2-20
overview Default Payment Code option, 2-17
account sets, 2-40 default rate type, 2-17
Adding To An Existing Batch distribution codes, 2-45
option, 2-33 document numbering, 2-22
adjustment-entry options, 2-13 dunning messages, 2-47
Age Unapplied Cash And Dunning Messages option, 2-25
Prepayments option, 2-26 e-mail messages, 2-47
Aging Periods option, 2-25 entry options, 2-13
Allow Adjustments In Receipt fax messages, 2-47
Batches option, 2-19 Force Listing Of All Batches option,
Allow Edit After Deposit Slip 2-5
Printed option, 2-19 Force Printing Of Deposit Slips
Allow Edit After Invoice Printed option, 2-18
option, 2-16 G/L integration options, 2-31
Allow Edit After Receipt Printed G/L transaction fields, 2-35
option, 2-19 interest profiles, 2-49

Setting up Accounts Receivable (continued) Setting up customer records

invoicing options, 2-13 overview of customer groups, 2-67
items, 2-53 Setup Checklist, A-4
Multicurrency option, 2-3 using during setup, 3-3
national account records, 2-71 Setup instructions (overview), 3-2
payment codes, 2-53 Setup records
Print Zero-Balance Statements account sets, 2-40
option, 2-25 adding, 3-33
printing options for invoices, credit adding account sets, 3-35
notes, and debit notes, 2-15 adding billing cycles, 3-37
Process Recurring Charges option, adding distribution codes, 3-39, 3-41
2-4 adding interest profiles, 3-42
processing options, 2-3 adding items, 3-46
receipt-entry options, 2-13 adding payment codes, 3-45
salesperson records, 2-57 billing cycles, 2-44
Show Item Cost option, 2-15 changing, 3-63
statement processing options, 2-24 See also: User Guide
terms codes, 2-58 customers 2-64
transaction-entry options, 2-13 customer groups, 2-67
Use Item Comment As Default distribution codes, 2-45
option, 2-15 dunning messages, 2-47
payment codes, 2-53 e-mail messages, 2-47
preparing currency records for a fax messages, 2-47
multicurrency system, 3-9 interest profiles, 2-49
preparing records from your other items, 2-53
system, 3-8 national account, 2-64
recurring charges (overview), 2-91 payment codes, 2-53
Index
retainage accounting (overview), 2-6 preparing in your other system, 3-8
salesperson records, 2-57 salesperson records, 2-57
selecting options from the Options form, sorting order of codes and numbers,
3-10 2-38
selecting the Multicurrency option, 3-12 terms codes, 2-58
ship-to locations Setup wizard
overview, 2-89 using to create new database, 3-1
summary of multicurrency setup, 2-101 Ship Via Description, 3-89
summary of steps, 3-1 Ship Via method
terms codes, 2-58 specifying defaults for customers, 2-86,
using the Setup Checklist, 3-3 3-88
using the Setup wizard, 3-1 Shipping address
Setting up Currency information entering for ship-to-locations, 3-97
summary of setup, 2-101

Shipping details Start date

default shipping details for customers entering in customer records, 3-84
overview, 2-86 Statement options
Ship-to code Age Unapplied Cash And Prepayments
entering in ship-to-locations, 3-96 option, 2-26
Ship-to location Aging Periods, selecting, 3-22
adding, 3-94 choosing, 2-24
adding for customer records, 2-89 Dunning Messages option, 2-25
assigning selecting, 3-22
optional fields, 2-91 Print Zero-Balance Statements option
Inactive status, 3-96 selecting, 3-23
price list code, 3-97 selecting the Print Statements option for
ship-to code, 3-96 national accounts, 3-75
changing record information, 3-100 Statements
deciding whether to create for customer information for balance-forward
records, 2-81 customers, 2-66
default inventory location, 2-90 information for open-item customers,
entering 2-66
data in optional fields, 3-100 Print Zero-Balance Statement option,
salesperson information, 3-98 2-25
tax information, 3-99 Statistics
territory code, 3-97 kept in salesperson records, 2-57
overview, 2-89 Statistics
primary (overview), 2-86 adding item statistics during setup, 2-57
specifying Allow Edit Of (customer) Statistics
a ship-via method, 3-98 option
salespersons, 2-90 selecting, 3-15
a primary ship-to location for a Allow Edit Of (item/salesperson)
customer, 3-96 Statistics option
Ship-To Locations form selecting, 3-15
using, 3-94 entering previous-year customer
Ship-via method statistics
specifying for a ship-to location, 3-98 overview, 2-99
Short name excluding or including tax, 2-10
assigning to customer records, 3-83 in customer groups
Show Item Cost option, 3-17 in customer records
overview, 2-15 overview, 2-81, 2-85
Sorting order in national accounts
of codes and numbers, 2-38 overview, 2-75
Standard invoices Include Tax In Statistics options
See: Process Recurring Charges option selecting, 3-14, 3-15

Statistics (continued) Tax group

changing your selections, 2-9, 2-10 entering default for customer groups,
options 3-69
Allow Edit Of Statistics, 3-15 Tax information
Include Tax In Statistics, 3-15 entering
overview, 2-10 in item records, 3-50
Keep (item/salesperson) Statistics, entering in customer records, 3-89
3-14 entering in ship-to-locations, 3-99
overview specifying in item records, 2-55
customer group statistics, 2-8 Tax on retainage
customer statistics, 2-8 reporting, 3-24
national account statistics, 2-8 Taxes
salesperson statistics, 2-9 entering in recurring charge records,
overview of item statistics, 2-57 2-95
overview of options, 2-7 entering manually in recurring charges,
salesperson 3-109
changing option selections, 2-9 Telephone number
used in item records, 2-57 entering, 3-12
Terms
assigning to customers
T overview, 2-60
changing during invoice entry, 2-60
Tax examples, 3-56
adding tax information to ship-to overview, 2-58
locations, 2-90 selecting Discount Type option, 3-55
calcuating on item sales, 2-55 selecting Due Date Table option, 3-55
excluding or including in customer selecting Due Date Type option, 3-54
Index
statistics, 2-10 selecting Multiple Payment Schedule
in customer records option, 3-54
overview, 2-88 using due date tables, 2-59
including in discount base, 2-59 Terms code
including in statistics, 2-10 Multiple Payment Schedule option, 2-59
on retainage Terms form
timing, 2-30 using, 3-53
specifying alternate tax base amounts in Terms record
item records, 3-49 adding, 3-53
Tax calculation Territory code
default calculation methods for invoice entering in customer records, 3-83
entry, 3-17 entering in ship-to-locations, 3-97
specifying a default calculation method Timed payments
for invoice entry, 2-14 See: Multiple Payment Schedule option

Transaction Analysis and Optional Fields Use Item Comment As Default option
Creator overview, 2-15
install before activating Accounts selecting, 3-17
Receivable, 2-2 Use Separate Document Numbering When
Transactions Creating Retainage Documents option,
assigning data to G/L transaction fields, 2-28
2-35, 3-31 Using Accounts Receivable
entering to set up customer balances with a browser, 3-2
overview, 2-97 with other Sage Accpac programs, 1-9
processing for national accounts Using an Accounts Receivable item list
overview, 2-73 with Sage Accpac Inventory Control,
Transactions options 2-54
Default transaction type, 2-17 Using Finders, 3-6
Using Help, 3-6
Using the Getting Started manual, 1-10
U
Unapplied cash transaction V

Age Unapplied Cash And Prepayments
option, 2-26 Value Set option
document numbers optional field, 2-62
assigning prefix and next number, VAT (value-added tax) number for items,
2-22 3-48
Unapplied transactions Vendors
aging, 2-26 vendor comments tab
in interest calculations, 2-51 comment, 3-92
Unit of measure
entering
for items, 3-49 W
in multicurrency systems, 2-55
overview, 2-55 Web
Unrealized Exchange Gain general ledger using Accounts Receivable through a
account browser, 1-1, 3-2
overview, 2-42 URL (Internet address) for national
Unrealized exchange gains and losses account, 3-74
general ledger accounts Web site address
overview, 2-42 entering in customer record, 3-84
Unrealized Exchange Loss general ledger Write-Offs account
account overview, 2-41
overview, 2-42

Zero rate
to turn off interest charges, 2-52
Zero-balance accounts
Print Zero-Balance Statements option,
2-25
Index

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Sage Accpac ERP

Accounts Receivable 5.4

Sage Accpac International, Inc. Confidential

2006 Sage Accpac International, Inc. All rights reserved.

Sage Accpac International, Inc.

No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed,

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing Accounts Receivable

Chapter 2: What You Need to Know Before Setting Up

Getting Started iii

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Choosing G/L Integration Options .............................................. 231

iv Sage Accpac Accounts Receivable

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Chapter 3: Setting Up Your Accounts Receivable

Appendix A: Setup Checklist

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Accounts Receivable Features

You can use the Accounts Receivable program to set up and

You can use Accounts Receivable by itself or as part of an integrated

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Accounts Receivable Features

Tailor Accounts Receivable to Your Business

Set up recurring charges to use schedules with reminders, so that

Set up any number of general ledger control account sets to

Define distribution codes to speed data entry.

Define payment codes for the types of payments you accept,

Define as many payment terms as you need.

Specify whether to include or exclude tax amounts in

Calculate due dates and discount dates from the invoice

Define multiple payment schedules. Each payment can have

Maintain an item price list for invoicing. An item list includes

Handle both open-item and balance-forward customers in the

Define and use as many optional fields as you need to store

12 Sage Accpac Accounts Receivable

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Choose whether to charge interest. For open-item customers,

Set up salesperson records and assign sales splits to the

Print different dunning messages for each aging period and

Produce Comprehensive Management Reports

Aged Trial Balance. Reports outstanding transactions, aged by

Aged Retainage. Reports outstanding retainage amounts. The

Overdue Receivables. Reports outstanding transactions, aged

Customer Transactions. Provides a complete listing of

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Accounts Receivable Features

Customer List And Statistics. Provides a summary of information

G/L Transactions. Lists all transactions generated by Accounts

Manage Your Customer Records

Use national accounts to group customers whose invoices are

Define an unlimited number of ship-to locations (shipping

Accumulate customer statistics by periods you specify. Retain

Add an unlimited number of comments to customer records,

Set any records (such as customer records or payment terms)

14 Sage Accpac Accounts Receivable

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Use retainage accounting when invoicing your customers.

Distribute invoices to as many general ledger sales or revenue